PAYROLL PROCEDURES FY

PAYROLL

OC

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PROCEDURES

FY 2012-2013

Volusia County Schools

Volusia County Schools

Payroll Mission Statement

The mission of the Payroll Department is to

ensure that all employees are paid according to

approved payroll and salary schedules and that

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necessary data, records, and reports are

maintained and submitted in compliance with

acceptable business and regulatory standards.

The payroll staff is dedicated to providing quality

customer service through a commitment to

excellence and continuous improvement.

Table of Contents

Center-Level Payroll Contact – Duties and Responsibilities 3

 Verify Staff Assignment and Employee Work Status

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 Report and maintain employee leave and attendance information

 Understand how employees are classified and paid

 Review check and/or direct deposit reports

 Disseminate payroll or other HR information or publications to employees

 Resources

Employee Payment Classifications and Definitions

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 Exempt vs. Non-exempt

 Volunteers

 Payment definitions  Extended time

 Overtime and weighted average  Compensatory Time

 Flex time

Timekeeping Requirements

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 Sign-in sheets

 Flex time and Compensatory time

 Compensatory time Use and Accrual

Leave Information

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 Accruals

 Usage – types and reasons

 Leave Payments

 Workers Compensation

Substitute Teacher Payment Procedure

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 SEMS/SFE times

 Salary Distribution (Budget Codes)y ( g )

 Close Dates

Payroll Invoices

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 Established procedures  Points to remember

Payroll Processing

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 Basic OverviewO

 Detail Reporting and Verification  Web

 Payroll Department Reports

Employee Information

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 e-Portal

 Pay Stub Information

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 Direct Deposit Form

Payroll Contacts

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Center Level Payroll Contact

Duties and Responsibilities

The Payroll Manual was designed to be a reference for current center level payroll

contacts as well as a training tool for the office specialist who is just learning the

requirements of payroll processing.

Verify Staff Assignments

One of the most cr cial steps to ens ring proper pa ment to o r emplo ees is

As you are well aware, the time and effort required to verify and report payroll

information can be quite extensive. However, every piece is essential to ensure

accurate and timely payment of salaries for our employees.

One of the most crucial steps to ensuring proper payment to your employees is

verification of position and assignment information.

This includes

Position codes St t d d d t Start and end dates

Number of hours per day (allotment) Number of months

Pay Type

Tools available for verifying this information include: Tools available for verifying this information include:

Staffing Allocation

Current Staffing Summary – Budget report – VCS report # 1210A

Current Payroll Employee Assignments Report- (Web report under payroll processing) Payroll Time Reports – VCS report # 2500

Changes or discrepancies in assignment information should be reported promptly

to the Human Resource Department. Those occurring in a current pay period

should also be reported to the payroll department if the changes have not been

made to the assignment by the payroll close date.

Verify Employee Work Status

Center Level Contact Duties and Responsibilities

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Work status refers to whether an employee is on duty and on what work schedule. Status changes include:

New Hires

Transfer - position or location Change in hours per day Change in hours per day Termination

Leave of absence

Leave usage and time worked Worker’s Compensation Worker s Compensation

The first five items are reported to the Human Resource Department via a Notice of Personnel Action (NPA) or Notice of Employee Termination (NET) and to payroll by email. The last two categories will be discussed in more detail in later sections of this manual.

***Terminations, leave of absences, or extended unpaid leave should be reported to payroll as soon as you are aware of the impending status change or leave. Adjustments to leave earned and

remaining contract due may be necessary to avoid a salary overpayment. ***

Report and maintain employee leave and attendance information

D t il d i t ti d l id d i l t ti f thi l b t b l i th

Detailed instructions and examples are provided in later sections of this manual, but below is the general workflow for employee time and attendance:

• Time Sheets and Leave Request Forms are signed by the employee and the site administrator. Required information submitted to payroll by the established close date. • Payroll generated time reports are then created and made available through VCS reports summarizing the data received and listing the employees with time worked and leave used during the pay period.

•Time reports are verified by the payroll contact and discrepancies reported to payroll immediately.

Understand How Employees are Classified and Paid

A thorough understanding of pay types, payroll schedules, and policy is also

Center Level Contact Duties and Responsibilities

essential for accurate payroll processing and effective communication with your

employees and site administrator concerning payroll requirements and adjustments.

Employees are paid under a variety of positions – most of which are represented by one of three labor unions. Many payroll procedures and requirements can be found in union contracts. All contracts and policies can be accessed though the district web site. p g

AFSCME – American Federation of State, County and Municipal Employees

This labor union represents a large group of employees. Some of the positions represented include custodians, school way café, campus advisors, drivers, and mechanics. A full listing of positions can be found in the union contract. Title codes for positions covered under the AFSCME contract begin with a “5”.

VESA – Volusia Education Support Association

This union represents office specialists and paraprofessionals. Title codes begin with a “4”

VTO - Volusia Teachers Organization –

All i t ti l iti titl d b i ith “3”

All instructional positions – title codes begin with a “3”

Payroll and other employment information for employees in positions that are not represented by union contracts may be found in district policy.

Payroll Schedules

– a set of payroll schedules is approved annually and are accessible through

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our payroll web site. Employees should have access to these schedules at all times. Information includes:

Pay Types

Pay periods with associated close dates and pay dates Holidays and work day calendars

Check values and cumulative difference in salary paid and salary earned

New or rehired employees are sent a Payroll Orientation packet once their records have been processed by the Human Resource department. Included in the packet is their Payroll Schedule with salary information. Also included are deduction forms and a Direct Deposit application.

Employees should be confident they are being paid correctly and an understanding of

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Employees should be confident they are being paid correctly and an understanding of how regular checks are calculated and why overpayments and underpayment occur during the year is crucial. Reinforcement from the employee’s site based payroll contact helps to build this confidence.

Review Check and Direct Deposit Report

State audit guidelines require that the person submitting payroll information is not the same Center Level Contact Duties and Responsibilities

State audit guidelines require that the person submitting payroll information is not the same person distributing checks – this is a fraud protection measure. However, you should review the reports before handing them over to the person responsible for distribution.

Although many miscellaneous payments may have been processed that you were not familiar with, you should ensure that all employees have received a payment and that the amounts are reasonable.

Any significant increase or decrease in regular salary payments that has not already been communicated to you from payroll should be questioned. Contact payroll immediately if you notice an amount that does not make sense to you.

Disseminate payroll or other HR information or publications to

Disseminate payroll or other HR information or publications to

employees

In a district as large as Volusia County, effective and efficient communication is sometimes difficult to achieve and we rely heavily on the payroll contacts to relay district information to employees.

E h i d ti t i t d di l i i t i f ti h ll t t

Each pay period a time report is created displaying assignment information such as allotment, hourly rate, and period rate as well as time worked and leave activity. Employees often have questions concerning pay rates or leave used and we will refer them to their payroll contact for this information. Discretion is always a big part of disclosing individual payroll information and you know the employees at your site.

In some cases, we may send an e-mail notification that should be posted or forwarded.

Occasionally, we will send information with the payroll checks to be distributed to each employee. We realize this can create additional time and effort and we try to limit these attachments.

Resources

Many payroll procedures are developed over time based on the needs of

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Center Level Contact Duties and Responsibilities

the district, the capabilities of the payroll software, and the rules and laws

established in various contracts and legislation.

The following is a list of resources and web addresses you should be familiar with:

Union Contracts – available through VCSB home page under “For Employees”

Leave Policy # 417 – covers all leave policies and procedures for non-bargaining positions. If a particular leave issue is not addressed in union contracts, then policy will apply to these positions as well. Also available under VCSB home page under “School Board”

W d L b L f F d l d St t d l b l th t t i t

Wage and Labor Laws – areas of Federal and State wage and labor law that pertain to district payroll procedures are usually addressed in payroll training, however, if you or any employee is interested in researching the law, the Department of Labor has an excellent web site at www.dol.gov.

Florida State Statues – much of the contract and policy language is taken directly from state statute and will normally reference the pertinent sections. You can view statues through Online Sunshine at

You can view statues through Online Sunshine at

www.leg.state.fl.us/statutes. Chapters 1000 – 1013 address the most common payroll questions.

State Board of Education, Administrative rules – Parts of section 6A-1 are helpful in defining leave and providing guidance for other payroll procedures.

http://www.firn.edu/doe/rules/rules.htm

Internal Revenue Service employee forms and information such as form W 4 W 5

Internal Revenue Service – employee forms and information such as form W-4, W-5, and individual tax guidelines and calculation examples can be accessed directly through the IRS web site –http://www.irs.gov

Employee Classifications and Payment Definitions

The Department of Wage and Labor has specific guidelines for

determining an employee relationship and classification. The following

are basic definitions and payment requirements

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EMPLOYEE CLASSIFICATION

 Non-exempt: Nonexempt employees are covered under the Fair Labor Standards Act (FLSA) for minimum wage and overtime purposes. Nonexempt employees must be paid at least the minimum wage for all hours worked and an overtime premium for hours worked over 40 in a workweek (Monday through Sunday). Covered positions include but not limited to most non-teaching, non-administrative categories, such as those

represented under the AFSCME and VESA contracts or substitutes. The status of exempt or non-exempt is listed on the official job description for the position.p j p p

 Exempt: Exempt employees are those who hold positions the FLSA defines as exempt from the requirement to be paid overtime for hours worked in excess of 40 per workweek. Exempt status is not based on the position title; the job duties and salary must meet the tests of the exemption. Exempt positions include, but are not limited to, executive, administrative, and professional employees such as instructional staff and highly skilled computer professionals. Substitute Teachers are exempt providing they are engaged in student instructions The status of exempt or non exempt is listed on the official job student instructions. The status of exempt or non-exempt is listed on the official job description for the position.

 Volunteers: Individuals shall be considered volunteers only where their services are offered freely and without pressure or coercion, direct or implied, from an employer. Non-exempt employees must be paid for all additional time performing duties that are similar to their regular job and may not volunteer their services under these conditions. Verify eligibility with the Human Resource Department before allowing an employee to y g y p g p y work as a volunteer.

 Other classifications – such as independent contractors or leased employees are handled through the district Finance department and will not be included in the payroll discussion.

PAYMENT DEFINITIONS



Extended Time

Payment for hours worked over the employee’s normal scheduled hours (allotment) up to a maximum of 40 total work hours in a given workweek (Monday through Employee Classifications and Payment Definitions

up to a maximum of 40 total work hours in a given workweek (Monday through Sunday). Sick leave, personal leave, annual leave, and paid holidays are considered hours worked for extended time purposes. The rate for extended time hours is the same as the regular hourly rate for normal work hours.



Flex Time

Time off in the same workweek - If, due to additional time worked, the employee is given time off within the same workweek, then the time off is one hour for each extra hour worked This is permissible as opposed to an hour and a half for each extra hour hour worked. This is permissible, as opposed to an hour and a half for each extra hour worked, because it is within the same workweek and the employee will not work over forty hours during that week. The employee and administrator should agree in

advance to this arrangement.

Although there are instances when comp time could be earned for non-overtime hours, managing this presents a number of issues and is not an approved procedure. Flexible scheduling should be used instead. For part time non-exempt employees, g p p p y , flex time may cross work weeks provided no time worked in one week exceeds 40 hours and employees receive at least minimum wage for the hours worked in the week. Flex time for non-exempt employees may only be used during the employee’s normal scheduled work year.



Overtime

Payment for hours worked over 40 in a given workweek. Sick leave, personal leave, annual leave, and paid holidays are considered hours worked for overtime purposes. , p y p p The rate for overtime is 1-1/2 times the regular hourly rate of pay. Compensatory time would be earned at 1 –1/2 times the number of overtime hours worked. Both overtime and compensatory time are calculated at the end of each week (Monday through Sunday).



Weighted average (blended rate)

Employees may work in two or more regularly established positions provided the sum of their scheduled work hours does not exceed 40 during the workweek. If an

employee works more than 40 hours in the workweek, the overtime rate is based on the weighted average (or blended rate) of all jobs. Payment for overtime based on a blended rate must be submitted on payroll invoice. Contact payroll for assistance.



Compensatory Time (comp time)

Compensatory time off instead of cash overtime pay must be granted at a rate of not less than 1-1/2 hours for each overtime hour worked. Annual leave, sick leave, and paid holidays are considered hours worked for overtime purposes. Comp Time used

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plus hours worked cannot exceed the employee’s normal daily allotment. Comp Time used cannot be included in total hours to determine overtime.

The requirement that overtime must be paid (or compensatory time

credited) after 40 hours may not be waived by agreement between the

employer and a non-exempt employee.

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All overtime or compensatory time must be approved in advance by the site

supervisor.

EMPLOYEE TIMEKEEPING

REQUIREMENTS

1.

All employees, exempt and non-exempt must sign in and out daily and are

expected to arrive and depart at the time specified by the district or complete

expected to arrive and depart at the time specified by the district or complete

the appropriate leave request form for absences. Signing in and/or out in

advance is not permitted. Sign-in sheets must be initialed by the employee at

the end of his/her work week.

Employees must sign for leave used within five (5) working days after they

Employees must sign for leave used within five (5) working days after they

return to work, according to state statute. Scheduled work time that is not

recorded on the sign-in sheet and is not covered by a signed approved leave

form will be considered unpaid non-work time until hours worked are verified

and recorded or an appropriate leave form is completed.

2.

Non-exempt (hourly) employees:

Seven Minute Rule:

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To simplify time keeping procedures and the calculation of overtime or

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compensatory time, employees using standard sign-in sheets may sign

in or out on the nearest quarter hour using the seven minute rule. The

seven minute rule means the sign in or out time must be within seven

minutes (no fractions) of the next quarter to round up. Employees

should, however, make every effort to begin and end actual work at the

appropriate times

appropriate times.



Employees must sign out for time away from duties for uninterrupted

lunch breaks of 30 minutes or more

3.

Overtime or compensatory time hours must be approved in advance of actual

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time worked.

Non-exempt (hourly) employees shall not perform work at home without the

supervisor’s approval in advance.

Non-exempt (hourly) employees cannot volunteer or perform regular duties

without compensation.

4.

Supervisors shall review and approve all time sheets, time cards, and leave

request for each pay period.

Sign-in Sheet

Sites may develop sign-in sheets to accommodate individual needs, however, the following information must be listed for audit purposes: dates (including year); site name and

number; employee name as it appears on their job record; employee signature or initials;

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Timekeeping Requirements

and administrator signature and date. Standard sign-in sheets are available in excel format through Payroll web site under payroll related forms.

Conditions For Compensatory Time Use And Accrual

Timekeeping Requirements

•Compensatory Time Accrual – For full time non-exempt employees, compensatory time may be earned for time worked over 40 hours in the work week, Monday through Sunday, in accordance with Federal Wage and Labor Law. Earned time need only be recorded in the payroll web application after the end of the work week, when total hours and minutes are determined.

A t b f k I d t i t ti ff i t d f th •Agreement before work - In order to give compensatory time off instead of pay, there should be an agreement between the employer and the employee before any work is done. The collective bargaining agreements allow the use of compensatory time, but do not mandate it.

•Reasonable period of time to take time off - Once comp time is requested, an employee must be allowed to use the leave within a reasonable period of time employee must be allowed to use the leave within a reasonable period of time, considering the employer’s work schedule, emergency staffing requirements, and available substitutes.

•Employees can be required to use comp time - Employees must use comp time before using regular leave time for an approved absence. (Exception: Comp time may not be used in lieu of annual leave on mandatory close dates). Comp time should be not be used in lieu of annual leave on mandatory close dates). Comp time should be used within a reasonable period of time, preferably during the pay period immediately following when it was earned.

•Payment on termination - If employment is terminated for any reason, the employee must be paid for all compensatory time owed at the rate of pay in effect for the employee at termination or the average rate over the employee’s last three years of employment, whichever is higher. If the employer pays cash for accrued compensatory time at any other time, the pay must be based on the employee’s regular rate when the payment is made.

•Transfers – an employee who is transferred retains all earned but unused

compensatory time. This balance does not transfer automatically. The transferring

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from school will need to email the employee’s balance to the new school. The new school will need to enter this balance under “earned” in the Comp Time screen with a note “ Balance transferred in from (the prior school name)”.

•Maximum compensatory time accrual - employees can accumulate up to 100 hours of compensatory time off. Any overtime or double time worked beyond that point must be compensated for in pay Remember hours credited as comp time are based on 1 5

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compensated for in pay. Remember hours credited as comp time are based on 1.5 times actual overtime hours worked; An employee who works 20 hours of overtime would accumulate 30 hours of comp time.

Calculating and Recording Compensatory Time

 Calculating comp time earned:

 Total all hours and minutes for the work week, including paid holidays and Timekeeping Requirements

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paid leave.

Example 1: Monday, June 8 through Sunday June 14 with one hour lunch. Day of the week Actual Time Sign In/Out Time Compensable Time

Mon 7:47 to 5:09 7:45 to 5:15 8 hours 30 minutes Tues 7:55 to 5:15 8:00 to 5:15 8 hours 15 minutes Wed Sick Leave 8 hours

Thru 8:02 to 5:20 8:00 to 5:15 8 hours 15 minutes Fri 7:59 to 5:27 8:00 to 5:30 8 hours 30 minutes Total: 40 hours 90 minutes = 41 hours 30 minutes = 1.50 overtime hours.

1.50 hours x 1.5 = 2. 25 comp time hours earned for week ending Sunday, June 14.

 Recording comp time:

 No overtime or additional comp time should be earned during a week when comp time is used provided total actual work hours do not exceed 40.

 Example 2: Same as Example one except Monday.

Day of the week Actual Time Sign In/Out Time Compensable Time

Mon 7:47 to 12:03 7:45 to 12:00 4.25 hours worked

3.75 hours comp time

 Total 40 hours 75 minutes = 41 hours 15 minutes. Since comp time was used

 Total 40 hours 75 minutes 41 hours 15 minutes. Since comp time was used on Monday, no overtime is earned for this week. Comp time needs to be adjusted to 2.50 hours for a total of 40 hours this week.

Below is a paper form available through the payroll web site for recording comp time activity.

COMP TIME RECORD

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These hours must be posted to the Comp Time Screen in the Payroll Processes web application. An administrator must approve overtime hours worked and comp time hours accumulated and used.

REMINDER: Hours worked over 40 must be compensated at 1.50 times. The overtime amount is to be posted to the Comp time screen. The cash out value is based on total hours at straight time rate.

Leave Information

Many of the questions we receive in payroll concern how and when leave is earned and used.

In most cases, information in the collective bargaining agreements will answer these questions. Where provisions are not addressed in the collective bargaining agreement, the leave provisions stated in School Board policy #417 will apply.

In some cases, a more thorough interpretation of the rules or statutes may be required.

ACCRUALS

SICK LEAVE

- All regular full time positions will earn one day of sick leave for each month of employment. - A day of leave is based on the official work day for the position (allotment) and will be day o eave s based o t e o c a wo day o t e pos t o (a ot e t) a d w be

converted to hours for update, usage, and balance reporting.

- Instructional employees are credited with four(4) days of sick leave as of the first day of employment of each fiscal year; each other employee shall be credited with four (4) days of sick leave at the end of the first month of employment of each fiscal year.

- Additional leave is credited at the end of each month thereafter until all leave is credited for the year.

- Employees who are transferring sick time from another Florida School District will have one day credited of transferred time for every day credited by Volusia County.

- Employees must be in an active position the last work day of the month to earn leave for that month.

- Employees who do not work through the end of their fiscal year contract will have accumulated sick leave days adjusted for actual time earned based on the number of months employed

months employed.

- Employees on unpaid leave, sick bank, or sick family transfer for the majority of the month will not earn sick leave for that month.

PAID PERSONAL LEAVE:

- A maximum of six days of accumulated sick leave may be used each fiscal year for paid personal reasons

personal reasons.

- Although paid personal time shows as a separate balance to allow for tracking, sick leave must be available before paid personal time may be used.

Leave Information

Accruals – continued

ANNUAL LEAVE

- Only full time personnel employed in a 12 month (260 or 255-day) basis will be granted paid vacation, also called annual leave.

- Annual leave will be earned as follows:

E l ith l th fi (5) f ti i ill

Employees with less than five (5) years of continuous service will earn one day per month of annual leave

Employees with five (5) completed years of continuous service but less than ten (10) years will earn one and one-quarter (1-1/4) days per month

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Employees with ten (10) or more completed years of continuous service will earn one and one-half

(1-1/2) days per month

- Annual leave days earned are based on the employee’s assignment hours and are credited at the end of every month and available for use the first day of the following month. (Exceptions may be allowed during the winter break and at

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the end of the fiscal year).

- Employees on unpaid leave, sick bank, sick family transfer for the majority of the month will not earn annual leave for that month.

- Annual leave may not be taken until the employee has been employed six (6) months, except with the approval of the superintendent/designee. Employees p pp p g p y who terminate prior to completing six months of service will not earn annual leave.

- Annual leave may be accumulated to a total of 624 hours. Employees working less than eight (8) hours per day shall be permitted to accumulate leave on a prorated basis. No hours in excess of this amount may be carried forward from September 30 of each year.

USE

The requirement to use all “available” leave when an employee is absent has been in effect since as early as 1989. Since then, a number of exceptions have been allowed due to changes in the law such as FMLA or a review of processes that unduly penalize employees that earn annual

Leave Information

law such as FMLA or a review of processes that unduly penalize employees that earn annual leave. Under normal circumstance an employee must use appropriate available leave whenever he/she is absent:

 Sick Leave – for sick purposes as defined in Florida Statutes

(sick leave may not be used for paid personal or annual leave reasons)

For absences of three work days or more, or absences as to which sick leave abuse is y , suspected, the district may require a statement by a physician verifying the illness, and/or certifying the employee’s ability to return to work.

 Paid Personal – as allowed under contract or policy and approved by the site administrator

 Annual Leave – as allowed under contract or policy and approved by the site administrator (annual leave is available to use for sick or paid personal reasons)

All leave should be reported in 15 minute increments with one initial hour minimum for sick, paid personal, or annual. (exception - no minimum for AFSCME employees)

UNPAID LEAVE- Leave Type: “UNP “ Reason code: U03 for unpaid sick Reason code: U02 for unpaid personal Reason code: U09 for unpaid annual

If an employee is to remain in an active assignment (not a board approved leave of absence), the use of unpaid leave when leave time is still available may only be allowed for the following:

 Administrative Decision – used for disciplinary reasons or when an absence is not properly applied for and/or approved by the site administrator

Reason Code: U01..include comment

 Unpaid personal time for 256-day instructional positions as allowed under the VTO contract

Reason Code: U02

 Some absences covered under the Family Medical Leave Act (FMLA)

Reason Code: U03 include comment Reason Code: U03 ..include comment

 Requirements under the AFSCME sick bank before bank days are awarded

Reason Code: U03 ..include comment

 Social Security Maximum – to avoid a reduction in social security benefits due to excess wages

Reason Code: U05

 Other Job – when an employee is temporarily working and being paid under another position

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Reason Code: U06

 Absences under a worker’s compensation claim

Reason Code: U07

 Suspension without Pay

ALL LEAVES, EXCEPT IN A CASE OF EMERGENCY SITUATIONS OR SICK LEAVE,

USAGE TYPES

Leave Information

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MUST BE APPROVED IN ADVANCE OF THE DATE OF SUCH LEAVE.

SICK LEAVE - Leave Type “SCK”

Paid sick leave may only be approved for the following reasons: • Personal sickness…including doctor and dentist appointments

• Accident disability Reason Code: S01

• Extended personal illness

• Illness or death of father, mother, brother, sister, husband, wife, child, other close relative or member of household. - Reason Code: S02-Family Illness - S03 Family Death • All or any portion of a leave taken because of a medical disability connected with pregnancy may, at the employee’s option, be charged to available sick leave.

•Sick leave may not be used for standard child care after maternity leave once the •Sick leave may not be used for standard child care after maternity leave once the employee is able to return to work.

•Sick leave may not be used for the sole purpose of adoption or placement of a foster child.

•Sick leave may not be used in place of personal or annual leave. FAMILY SICK LEAVE DONATIONS

An employee may authorize his or her spouse, child, parent, or sibling who is also an employee of the school district to use sick leave that has accrued to the authorizing employee, where the recipient has exhausted all of his or her accrued sick leave, excluding any such leave the employee may have received as a participant in a sick leave pool.

Such donated sick leave shall not be included in terminal pay. PAID PERSONAL LEAVE - Leave Type “PDP”

Employees may use six (6) of their sick leave days each year for personal reasons. Check individual contracts regarding restrictions on particular dates.

Reason Codes: P01-Paid Personal from sick leave balance - P02-religious holiday ANNUAL LEAVE– vacation - Leave Type “ANL”

*** “Th S i d d h f (5) fi l d ifi d ”

*** “The Superintendant may mandate the use of (5) five annual days on specific dates.” (Policy 417)

Only full time personnel employed in a 260 or 255-day position (12 month) will be granted paid vacation, also called annual leave.

Reason Codes: A01-Pre Approved, A02-Not Pre Approved , A03- for Sick/PP

The superintendent/designee may establish restrictions on use of annual leave based upon the

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The superintendent/designee may establish restrictions on use of annual leave based upon the needs of the school district.

Employees working in positions that are less than 12 month, 260 or 255-days will not be permitted to use paid vacation time that was earned in a 12 month, 260-255-day position.

USAGE TYPES - continued

SICK BANK - Leave Type “BNK”

Leave Information

SICK BANK Leave Type BNK

Employees who are bank members may be eligible to receive days from the bank for absences due to a serious illness or injury. In cases of extreme hardship, the bank

administrators may grant additional days voluntarily given by other sick bank members.

Reason Code: B01-Sick Bank Usage

TEMPORARY DUTY TEMPORARY DUTY

Temporary duty leave shall be granted when such duty will cover attendance at required activities, attendance requested by the superintendent, or participation as a representative of the school or the school system.

Leave forms are not required for in-county line of duty leave requiring no substitute or

reimbursement. The employee should complete the short term leave request sheet at their respective p y p q p sites.

All out of county leave require a leave form with supporting documentation.

ADMINISTRATIVE ASSIGNMENT - Normally used when an employee is temporary assigned to another location or position with no change in the responsibility center.

Reason Code: T01

DISTRICT MEETING OR WORKSHOP - May be used for any attendance approved or required at a district meeting or workshop.

Reason Code: T02

LEGAL PROCEEDINGS – for legal proceedings connected with the employee’s employment where the employee’s interest is not adverse to the interest of the school board; for jury duty; or when the employee is subpoenaed to appear before a public body or commission or other legal body if required by the law to attend. Personal litigation not related to the employee's employment and litigation filed by the employee against the district are excluded from this provision

by the employee against the district are excluded from this provision. Reason Code: T03

MILITARY LEAVE –up to a maximum of 17 days during any fiscal year if ordered to report for temporary active duty.

Reason Code: T04

OUT OF COUNTY (MEETING) –may cover a variety of meeting types usually when the employee is requested or required to attend.

Reason Code: T05 Reason Code: T05

PROFESSIONAL LEAVE - is defined by the State Board of Administrative Rules as follows: “..to

engage in activities which will result in professional benefit or advancement… Professional

leave…ordinarily will be initiated by the employee and will be primarily for his or her benefit, or that of the teaching profession, and only incidentally for the benefit of the school board.” School Board Policy 417 (II)(E) includes local, state and national meetings, workshops and conferences as types of professional leave. Additional language and/or restrictions can be found in the various union

contracts. Employees are limited to no more than ten (10) days of professional leave with

compensation in any one school year. Please attach supporting documents to the leave form (example

19

compensation in any one school year. Please attach supporting documents to the leave form (example – approved registration form).

Reason Code: T06

SUSPENSION WITH PAY – authorization for use is limited to professional standards directive and

or board action.

Leave Information

TEMPORARY DUTY – continued

FIELD TRIP–a leave form must be completed for all out of county field trips and in-county if a sub or

i b t i i d

reimbursement is required.

Reason Code: T08

UNION LEAVE – specific leave as provided for in the individual bargaining unit contracts and with district

approval.

Reason Code: T09

STORM – used for recording approved paid absences associated with severe storm related circumstances. Must be approved by the superintendent.

R C d T10

This short term leave request sheet had been used in the district for many years, but was deleted from the forms management file some time ago. This form has been reinstated and is located in the Payroll

SHORT TERM IN-COUNTY LEAVE

Reason Code: T10

g g y

Web Site under Payroll Related Forms. The intent of this sheet is to reduce the need for a leave request form for temporary duty assignments where no cost to the district is involved – such as registration or sub pay.

This form may also be used to record evening or weekend time.

Leave Entries for Plus One Schools

Leave Usage with Plus One Time for Teachers ONLY Leave Usage with Plus One Time for Teachers ONLY

FULL DAY ABSENCES - Teachers should be charged their normal allotted hours for any full day of paid leave during the school year, not to exceed 7.50 hours for the day.

PARTIAL DAY ABSENCES – Include the plus one time in total hours absent. You do not need to record the plus one hour separately unless all or part of the absence is unpaid. If any leave includes plus one time, put a comment on the leave form “includes plus one”.

Example: Regular Work Schedule: 7:30-2:30, plus one hour 2:30-3:30 Absent the full day –

*charge 7 50 hours for paid leave *charge 7.50 hours for paid leave,

* charge 8.50 hours for unpaid leave - 7.50 hours for appropriate reason code and 1.00 hour to UNP-U11.

Plus One absence only: *Leaving early at 2:30 PM:g y

Charge 1.00 hour to sick or paid personal (whichever is appropriate) with “plus one” in comments. Ifsick/paid personal leave is not available, charge to UNP-U11

Remember: All leave needs to be entered in SEMS/SFE.

Leave Usage with Plus One Time for Support Employees ONLY

FULL DAY ABSENCES – Support Employees should be charged their normal allotted hours (do not include plus one hour) for any full day of paid leave during the school year, not to exceed their allotment.

PARTIAL DAY ABSENCES – You do not need to record the plus one hour if the time absent is paid leave.

UNPAID LEAVE:

* If the employee is on unpaid leave, enter time missed in the regular position using the appropriate

d f h b d i i d i h l i i UNP U11

reason code for the absence and time missed in the plus one position as UNP-U11.

*If the employee works his/her normal work day, but does not work the plus one time, report the plus one time as UNP-U11.

PART TIME SCHEDULES

The site administrator may flex schedules as long as the total amount of time is

t d f

tl

Leave Information

accounted for correctly.

Examples

A. Teacher 3.83 hour allotment :

Works 7.50 hours on Mondays and Tuesdays and also works 3.75 hours on Wednesday. Works 7.50 hours on Mondays and Tuesdays and also works 3.75 hours on Wednesday.

Example 1: Out on Monday…leave entry would be 7.50 hours (NORMAL SCHEDULED HOURS). Example 2: Worked 3 hours on Monday….leave entry would be 4.50 hours.

B. Paraprofessional 3.00 hour allotment:

Works 7.50 hours Tuesday and Thursday.

Example 1: Off on Tuesday…. leave entry would be 7.50 hours (NORMAL SCHEDULED HOURS). Example 2: Worked 3.75 hours on Tuesday… leave entry would be 3.75 hours.

Since this group is non-exempt, exact time is critical. Since this group is non exempt, exact time is critical.

Accounting for proper work time presents an additional challenge when there is a scheduled non-work day for all employees in a given pay type.

Example - Monday is a scheduled non-work day.

In the previous examples…the teacher would need to work a total of 18.75 hours that week. She/he would need to work 3.75 hours on another day.

h P f i l ld d k l 12 h h k W k i ld h b dj d i h

….the Paraprofessional would need to work only 12 hours that week. Work time would have to be adjusted on either Tuesday or Thursday from 7.50 to 4.50 hours.

It is the sites responsibility to ensure that the employee works the proper amount of time and is charged the correct amount of leave time to ultimately equal the allotment.

Please include a comment on the leave entry (example: employee works a flex schedule 7.50 hours on day of leave).

It is important to note that although we allow instructional and administrative staff to use time by the hour, they are not considered hourly employees so exact time is not as critical.

Leave Payments

Year end Sick leave cash out – Leave Information

The option to receive payment at a reduced rate for sick leave earned but not used for the fiscal year. The reduced rate is determined by years of service and individual bargaining unit contracts and/or policy.

Deadlines for requesting payment are five work days after the last official duty day of the fiscal year for the position that the employee holds.

Annual Leave Payout –

Employees transferring from a 260-day position to one that is less than 260-days may have the option of receiving payment for all or part of accumulated annual leave earned in the 260-day position. However, such payment shall be limited to the number of days by which the employee’s work year was decreased. The rate of pay will be based on the hourly rate of the 260-day position at the time of the last annual leave update prior to transfer. Maximum payment is based on current contract or

li li i i policy limitations.

Terminal Sick and Annual Leave

Payment of accumulated leave to terminated employees is not automatic and must be requested within two years of separation or the employee forfeits payment for this time, however… .

Terminated Employees (excluding retirees) have the option of leaving hours on file if they plan to return to the district at any time in the future. Upon return, hours previously earned will be reinstated.

Employees transferring to another Florida School District may want to transfer sick leave to their new district. Employees are encouraged to check with their new district regarding their policy on transferring of leave. Once leave is transferred out of

regarding their policy on transferring of leave. Once leave is transferred out of Volusia county, it can no longer be paid by the district or reinstated if the employee returns to the district.

DROP leave payments –

Upon entering the DROP program, employees have the option of receiving a full annual leave payment (up to the maximum allowed) and begin receiving payments for accumulated sick leave. Sick leave payments are limited to twenty percent (20%) p y y p ( ) of the sick leave accumulated at the time the employee entered DROP, such

percentage being paid in each year the employee is in the program with any balance due upon final separation.

All terminal leave payments and DROP leave payments are paid into a tax deferral plan adopted by the school board and then may be paid to the employee in accordance with the terms of such plan.

23

Workers’ Compensation – Required Payroll

Information

Charging Date of Injury

If the accident occurs in the first half of the employee’s shift, the full day is to be charged as a workers’ comp day. Report the full day as WCP – W01. Submit a copy of the First Report of Injury/Illness to the Payroll Department by the close date for the pay period (must be approved by Anne Marie Wrenn, WC Specialist at ext. 20308).

If the accident occurs in the second half of the employee’s shift, the employee is to be given credit for working the full day.

Additional Time Lost

The employee MUST have a doctor’s note stating he/she is unable to work. An employee is entitled to 10 days of paid workers’ comp time per accident not to exceed 10 days total per fiscal year. Report as WCP – W01.

WCP W01.

Time Lost Following the First 10 Days

Upon approval, United Self Insured Services (USIS) will pay compensation beginning with the 11th day of absence due to a workers’ comp injury. An employee has the option of supplementing the amount paid by USIS with their own leave time.

To authorize this use of leave, an employee must complete an Authorization to Supplement Workers’ Compensation Form. Without this authorization, the leave will be charged to unpaid (UNP – U07). This form will only need to be completed for the first pay period in which an employee has requested to use leave to supplement workers’ comp. Send the original to the Payroll Department, retain a copy with your leave form, and give a copy to the employee.

If the employee authorizes use of personal leave time, complete the leave form using SCK – S07 or ANL – A07. The amount of compensation paid by USIS will be deducted from the employee’s paycheck ANL A07. The amount of compensation paid by USIS will be deducted from the employee s paycheck so that the combination of payments will equal a normal check. The actual hours charged to the

employees’ leave will be calculated by the Payroll Department and will appear on your time report. Employees Returning To Work

The employeeMUST have a doctor’s note stating he/she is released to return to work (full duty vs. light duty). Once returned, complete the Supplemental Report of Injury form. Send the original to Payroll, copy to USIS, and a copy in the worksite file with doctor’s release attached.

Follow-up Doctor’s Appointments/Therapy

Division of Workers’ Compensation clearly defines workers’ comp benefits as a benefit payable for employees declared disabled due to work related injury. An employee is NOT disabled if he/she has been released to return to work and must leave for a follow-up checkup. Every effort should be made to schedule these appointments outside of working hours. An employee is to be charged sick leave for

24

to schedule these appointments outside of working hours. An employee is to be charged sick leave for any time used during work hours for these visits.

Workers’ Compensation Forms

1 3

H a l f G r e e n S h e e t

25

Substitute Teacher Payment Procedures

Substitute Teacher Payment Procedure

Substitute teacher information will be loaded to the payroll web application daily, but only sub information that is marked as verified in SEMS/SFE will be loaded. For Procedures to “Verify Job/s” in SEMS/SFE, please refer to the Human Resource section of the HR Manual.

 SEMS / SFE times

• Full day substitute teachers will default to the proper number of hours and minutes based

on the daily start and end times listed in SEMS/SFE unless the teacher has entered different times.

• Total hours and minutes for sub teacher pay will be derived from these start and end times.

• Default start and end times should reflect 7.00 hours for elementary; 8.00 hours for plus

one schools and 7.50 hour for middle and high schools.

• Less than full days, including early release, should be entered by the teacher when the job

is created or by the SEMS /SFE contact.

• Hours and actual minutes are displayed in SEMS/SFE and will be converted to decimal

format and rounded as follows:

•

• Derived time worked will be rounded to the nearest 15 minutes • Less than ½ day total hours will be rounded to ½ day

(3.50 for elementary, including plus one schools; 3.75 for middle/high)

• Two or more jobs at the same site will be combined to determine total hours.

• CAREFUL: If you need to correct the time worked in SEMS/SFE, please remember that

the format is in actual minutes. The conversion to decimals will take place programmatically during the extract.

h d di l h b li i ill i b i d i l f

26

• Changes made directly on the web application will continue to be in decimal format.

Substitute Teacher Payment Procedures

continued  Salary Distribution Number (Budget Code)

Substitute Teacher Payment Procedures cont.

 Salary Distribution Number (Budget Code)

• Leave or other information entered in SEMS/SFE will be used to determine the most

likely salary distribution number/budget code.

Budget codes will default on SEMS/SFE as follows: 301 – Sick days – paid, unpaid, sick bank,

family transfer or worker’s comp; all paid personal time family transfer or worker s comp; all paid personal time 302 – vacancies

393 – plus one hour (for plus one schools only) *Volunteer subs will need to be changed to 999*

• These must be monitored and verified as codes cannot be determined

ti ll f it ti

programmatically for every situation.

• Budget codes can be changed on SEMS/SFE during the verification process and can

also be changed via the web application.

• Temporary Duty leaves will also default to 301 as there are a variety of funds for

paying subs for teachers at workshops or training etc be sure to change to the paying subs for teachers at workshops or training, etc. – be sure to change to the appropriate code.

 Maintenance

• After the information is loaded into the web application, normal maintenance is

allowed (maintenance procedures on pages 52 53) allowed. (maintenance procedures on pages 52-53)

 Close date

• Since verified SEMS/SFE data will be moved to the web application daily, time

worked on the close date will not appear on the web for possible maintenance until the next day

the next day.

• To allow the final day to be processed, payroll will allow access and maintenance to

the web application through 12:00 noon the day following the normal payroll close date.

• Any other exceptions or corrections will need to be handled manually in payroll

27

• Any other exceptions or corrections will need to be handled manually in payroll.

Payroll Invoices

Some examples include but are not limited to:

A Payroll Invoice is used to pay employees for work performed or

other compensation earned that is outside of their normal

budgeted position.

Some examples include, but are not limited to:

 Tutoring

 A+ bonus

 Overtime charged to another account string

 Payments through Internal Accounts

 Blended rate payments

 Blended rate payments

Before an invoice is submitted, the following must be established:

 Approval – this should be obtained before the employee performs the additional duties.

 Account Coding – contact the Budget Department to verify the account coding.

 Pay Rate – rates may vary. Check with the department in charge of the activity or budget or with payroll.

P b d h l t li t th d t d h k d

 Pay based on an hourly rate – list the dates and hours worked.

 Time worked – sign in sheets for hourly employees are to be completed, signed, and retained at your site.

 Flat rates - Amounts need to be noted on the invoice. Proper

documentation for payment should be retained at your site. y y Non-exempt employees can not be paid flat rates; they must be paid their hourly rate or a district approved pay rate.

 Administrator’s signature – do not send an invoice without an administrator's signature, it will be returned.

If there are problems with the above information, payment may be delayed.

28

Payroll Invoices…

continued



Submit payroll invoice information as follows:

 Invoices must be received in payroll by the 15th_{of the month to be paid at the} end of the month. Invoices received in payroll by the last work day of the month will be paid the 15th_{of the following month}

Points to remember

will be paid the 15th_{of the following month.}

 Hourly employees who are paid for activity supplements need to be submitted monthly if they work at any time during the month. Do not wait to submit several months at one time.

 Overtime invoices need to include full weeks, even if the time goes into another month.

 Payments in December 2012 will be on 12/14/12 (close date 11/30/12) and 12/20/12 (close date 12/5/12)

12/20/12 (close date 12/5/12)



Send the original form using a standard payroll invoice format – see the

payroll invoice form on our department web site. Fax copies will not be

excepted.



V if th

t i

li

If

f th

t t i

t t th B d

t



Verify the string line. If unsure of the account string, contact the Budget

Department.



Type the information whenever possible or print legibly.



Work time submitted on invoice can be for dates up to and including the due

p

g

date, however, be sure to account for delivery time when determining if an

invoice will be received in payroll by the due date. Work time cannot be

reported in advance.



For payments based on hourly rate – use hours – not days.



Total the hours and payment amount.



If more than one employee is on an invoice with several dates, subtotal each

person for hours and dollars.



It is not necessary to carry a name down the form on an invoice for one

29



It is not necessary to carry a name down the form on an invoice for one

person with multiple work dates.



Add the name and extension of the person creating the invoice(s) in case

questions arise.

Below are general instructions with basic steps for verifying and reporting payroll information. Additional detailed instructions are provided under the section for Web

Reporting on pages 34-56 and Payroll Department Reports on pages 57-58.

PAYROLL PROCESSING

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)

30

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

31

p p y p g

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.

GENERAL INSTRUCTIONS

-

Continued

Payroll Processing

GENERAL INSTRUCTIONS Continued

The following are items you will need when audited. These items should be

kept together in a folder by check date (run).

 Sign-in Sheets/Timecards – employee’s name should match Time Reports- no nickname

 Leave and Comp Time Forms – signed by both employee and administrator

 Invoice copies – signed by administrator

 Time Reports – signed by administrator

 Supplements Time Report – signed by administrator

 Supplements Time Report signed by administrator

 Activity Supplement Time Report – signed by administrator

 Differential Time Report – signed by administrator

 Center Report, (Sub Teacher Only) – signed by administrator

 Center Report (Sup Support Only) – signed by administrator

 Check Registers g

 Check Registers (signatures) - employee signatures required to release checks

 Substitutes by Center Report

 All miscellaneous supporting documents for the check run

Most important, when in doubt, always call Payroll before proceeding. Payroll employees and telephone numbers are listed on the last page of this manual and on our Payroll web site.

PAYROLL DEPARTMENT WEB SITE

http://myvolusiaschools.org/webapps/portal/frameset.jsp?tab_tab_group_id=_16_1

Web Reporting



Time Card



_{Leave Activity}

_{Leave Activity}



Reports



_{Comp. Time}



Substitute Pay

http://shaggy.volusia.k12.fl.us/applications/payroll_web_prod/default.asp

Timecard Entry

Double click here

Once you have totaled all hours listed on the sign-in sheets, you will

need to enter your Time Card entries. This screen is used to enter all

Reg hours, Extended hours, and Overtime hours.

Reminder: For calculating purposes, our week runs from Monday

through Sunday Extended hours and Overtime hours are based on a

through Sunday. Extended hours and Overtime hours are based on a

weekly total and calculated when the work week is finished. Due to

our Payroll schedules, the first part of the week may be in one run

and the 2

nd

_{part of a week could be in the following run. For}

Overtime and Extended purposes, you would not enter the hours

earned until the following run.

36

Time Card

Double Click “Retrieve Employee” once you have selected your employee o ce you ve se ec ed you e p oyee

To Select the employee, place your cursor in the box containing the employees names. Type the first letter of the employee’s last name. This will take you to the first person with that initial. Scroll down until you find the employee’s name. Highlight this name by placing your cursor on the name. Double Click “Retrieve Employee”.

Timecard

continued

1. Enter number of hours.

2. Place your cursor in the Pay Code box to open the box.

3. Select the code by clicking on it.

38

y g

Timecard “Main Grid”

Once all your entries are posted, you will need to print a copy of the “Main Grid”.

Please be sure all are correct.

If you need to make changes, select the employee to change.

39

y g , p y g

Timecard – Update and Delete

Update – you may change hours only.

1. To change REG hours from 6 to 5, enter 5 hours in the box for hours.

2. Open the Pay Code box to select REG-Regular Duty Time.

3. Click on Update.

To change Pay codes, you will need to “Delete” the entry.

1. Enter hours exactly as entered.

40

2. Open the Pay Code box and select the Pay Code that was used.

3. Click on Delete.

Leave Activity

Click on Leave Activity



To leave the Time Card Screen and go to the Leave Activity Screen,

th A ti it b

d

l t L

A ti it

open the Activity box and select Leave Activity.



Click on the “Reset” button. This button must be selected whenever

you will be changing Activity screens.

Leave Activity continued

To select an employee, you will need to open the Employee Selection box. Scroll down until you find the name you need. Some employees have multiple positions. Be sure to select the correct position.

“Retrieve Employee”

Leave Activity Screen “Save”

Entering Leave Activity – This screen has the employee’s name – position – pay type-allotment- and the period dates. You will need to scroll down to see the entire screen. o e d e pe od d es. ou w eed o sc o dow o see e e e sc ee . (bottom portion shown on next page)

Each day of leave is listed as a separate entry. Leave can be entered a day at a time or as a range of dates. Using the calendar feature may make your data entry easier. The date must be in the MM/DD/YYYY format.

Single date entry: use the “from” (the left-hand) field only.

Range of dates entry: A range of consecutive dates may be entered for the same leave type with no concern for pay periods. The system will determine the dates that belong in the appropriate pay period. Dates that fall in future pay runs will display an asterisk next to that entry.

The number of hours entered in the “Hours Absent” box must be no more than the

l ’ ll tt d d il h Th t ill t li f h d f l i th

43

employee’s allotted daily hours. The system will generate a line for each day of leave in the range and apply the number entered in the “Hours Absent” box. Twelve (12) are the