Review employee sign-in sheets for accuracy and completeness:
Employee time records should agree with your Employee Assignment report for assignments, schedules, and allotments. (pages 57-58)
Calculate all hours worked, including all leave used for each week. Overtime and
d d i l l d h d f h k k (M d h h S d )
p g p g y p p p g
extended time are calculated at the end of each workweek (Monday through Sunday).
Employees must be signing in and out on a daily basis and are expected to arrive and depart at the time specified for their position.
Signing in and/or out in advance is not permissible. If you have employees repeatedly not in compliance of this rule, please refer them to your administrator.
Send an email to Payroll for:
All Terminations, Leave of Absences, and Transfers that have not been processed by the Payroll Close date.
Include any other changes that have occurred but do not agree with the employee assignments report for the pay period. (page 57-58)g p p y p (p g )
. Please notify payroll by email immediately when an employee is terminating or going on leave of absence or extended unpaid leave. This is important to keep the employee from being overpaid.
Remind any employee that is considering transferring or changing allotments to check on the impact to their salary payments before they make a decision. Due to
t d t h d l th h ld l d t i ifi tl
our prorated payment schedule, these changes could lead to a significantly adjusted check.
You may refer to your Payroll Schedules for details.
Ensure all entries have been made to the web – by 4PM on the payroll close date
Leave can be entered at any time but all leave for the pay period should be entered by Leave can be entered at any time, but all leave for the pay period should be entered by the payroll close date. Please be sure the employee has a balance that will support your entries for the current run. Reminder – according to the contract, there is an initial one hour minimum per pay period”. AFSCME employees have no minimum.
(pages 40-45)
Enter all time card activity – regular hours (REGPAY) for hourly employees ; overtime; extended time. (pages 35-39)
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Enter all compensatory time used and earned in the Comp Time screen. Entries need to be in quarter increments. (pages 48-50)
Substitute Support entries – entries to web must be made by the payroll close date; Be sure all entries are accurate. (pages 53-56)
GENERAL INSTRUCTIONS – continued
Once all leave, overtime, comp time, extended time, reg hours, and substitute hours have been posted go to Reports
Payroll Processing
posted, go to Reports.
Print Time Card entries “Main Grid” no later than the close date for your records. (page 38) Print a copy of the Center (Current Run) Report. This is all leave entered for your site for
this pay period. Please check for accuracy. (page 46-47) Substitute Teacher Payment Procedures listed on pages 25 and 26.y p g
Pull an SFE Absence Exception Report by Location each pay period to be sure all teacher’s leave have been entered in the Leave Activity screen. Please use 07/01/xxxx(current fiscal year) for the begin date. Use 06/30/xxxx(current year) for the end date. (pages 60-63)
Payroll Invoices – Invoice payments depend on when it is received in Payroll - faxes will not be y y f accepted. Contact Budget for account coding – this must be included in order for payment to be processed. Invoices must be signed by an administrator. Please submit with full social security numbers. (27-28)
TIME REPORTS: You should receive an e-mail notification that time reports are ready to be retrieved by the end of the day following the payroll close date.. You will need to print a copy of the Reports from VCS reports. (pages 64-71)
1. Be sure all employees listed on Time Reports correspond with names listed on Sign-in sheets. Call Payroll immediately if discrepancies are found.
2. Verify leave entries from Center Report with Time Report 3. Verify Time Card entries with Time Report
4. Pull PAY 2540 TERMS Center Report (Sub Teacher only) – retain at your site 5. Pull PAY 2550 – TERMS Center Report (Sub Support Only) – retain at your site If verified within 2 days of Time Reports being printed, it is possible a correction can be made for the current run.
All leave forms, sign-in sheets, Time Reports, and TERMS Center Report (Sub Teacher only) are to be signed by an Administrator prior to checks being
distributed and retained at worksite. *** Must be available for audit purposes.
Corrected time report – must be submitted to the payroll department when deleting a leave and/or
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p p y p g
changing hours worked. A corrected leave form needs to be attached.
Once Payroll has completed the Check run, you will be notified by email when the following Reports are ready to be printed
Payroll Processing
GENERAL INSTRUCTIONS – continued
the following Reports are ready to be printed.
1. PAY3000 – Check Register
2. PAY3020 - TERMS – Substitutes by Center
3. PAY5502 – Direct Deposit Stub by Check Location
Check Disbursal – Checks are to be distributed by someone other than the Payroll Contact. Employees must sign for their checks. Checks may not be released until the Pay date. Direct Deposit Advices may be distributed prior to the pay date with your Administrator’s approval.
Unclaimed checks - Process for returning checks that are not picked up by the employees at the designated site are as follows:
employees at the designated site are as follows:
Checks can be mailed from the work site with a notation on the check register
“mailed mm/dd/yy to address on the check”. Unclaimed checks should be mailed no later than the next regular semi-monthly pay date. If the check is returned to the school as undeliverable, send the check with the envelope it was
t d i t Fi
returned in to Finance.
If this happens regularly for a substitute employee, please email payroll. We will have the check location temporarily changed to the district office until the issue of a check location can be resolved.
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GENERAL INSTRUCTIONS
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ContinuedPayroll Processing
GENERAL INSTRUCTIONS Continued