Payroll Department Invoice Procedures. Creating an Invoice. 200 North Clara Avenue, DeLand, FL , extension 20362

Transcription

1 Payroll Department Invoice Procedures Creating an Invoice 200 North Clara Avenue, DeLand, FL , extension 20362

2 Revised Invoice with Benefits

3 Creating an Invoice The yellow boxes indicate where information needs to be entered: It is very important that all of the following information be put on the invoice: Date = when the invoice is created Dept/School = Name of the school or department submitting the invoice. Invoice Prepared By = Name and extension of the person generating the invoice String Line = is the budget account being charged for the expense. Reasons = Select one or more reasons if needed. Use Other to explain the activity. DO NOT mix activities on an invoice. For example, tutoring and planning should be on two invoices because they have to be entered into Crosspointe with different codes.

4 Parts of the Invoice String Line String Line is the term used for the Budget account that pays for the activity worked by the employee(s) listed on the invoice. The Budget department is the only source for these numbers Always verify the string line with the Budget department prior to using on an invoice. Projects and other parts of the coding often change from year to year. DO NOT assume the string line is correct. DO NOT SEND IN AN INVOICE WITHOUT A STRING LINE. It is the responsibility of the person creating the invoice to obtain the correct account coding. DO NOT MIX INSTRUCTIONAL AND NON-INSTRUCTIONAL on an invoice. Non-instructional include substitute teachers. There is different coding for different categories of employees.

5 Parts of the Invoice Activity Reason It is very important for the Payroll office to know why someone is being paid by invoice. The string line only tells part of the story. Always check one or more of the boxes listed and/or enter an explanation of the work performed by the employee(s) on the invoice.

6 SSN = Social Security Number Parts of the Invoice Body of Invoice Name = Employee s current full name (with middle initial,if possible) Only enter the employee s name and SSN one time, even when they have multiple dates of service You may enter more than one person on an invoice Make certain that everyone on the invoice is an employee of Volusia County Schools Dates of Service = Date(s) of the activity. (If there are multiple dates of work, use the line(s) under the name for that information. Number of hours = hours worked are to be rounded to the nearest quarter hour (15 min =.25, 30 min =.50, 45 min =.75)

7 Regular contracted employees cost the district more than what they are paid. The district, as an employer, is obligated to also pay the following additional amounts on behalf of the employee: Social Security (6.2%), Medicare (1.45%), and a percentage to the Florida Retirement System (FRS) Body of the Invoice How to List Employees on Invoices When an Internal Accounts check is to be used to reimburse the district for the activity expense, use separate invoices for the different categories of employees (i.e. instructional, non-instructional, hourly, administrative, DROP and NON-DROP, etc.). This is important because the benefits charged to your district budget (string line) are different for each group. Group employees on one invoice who are in the same job category and performing the same type of work. Non-contracted employees (such as substitute teachers and substitute support personnel) cost the district less than regular employees. The district is only required to pay Medicare (1.45%) for this group.

8 Body of the Invoice - Pay Rates Hourly or Approved Pay Rate: Employee pay rates can be found on Time Reports or by calling the Payroll Office. DO NOT ROUND PAY RATES, use the full 4-digits after the decimal. Refer to the Special Rates section at the back of the Salary Manual for rates other than an employee s regular pay rate. It is not necessary to include timesheets with an invoice. However, they must be retained at the site and attached to the invoice copy for auditing purposes. Flat Rates: No employee can be paid a flat rate. Hourly employees must be paid their hourly rate, a blended rate (when more than one pay rate is used), or a districtapproved miscellaneous pay rate. Instructional employees must be paid a district-approved miscellaneous pay rate, their hourly rate, or have a supplement set-up by Human Resources (HR). Non-instructional employees who are involved in athletics or club sponsorships are paid a supplement set up on an automatic pay schedule by HR. All other supplements are paid by invoice. Call Payroll, x20360, if you are unsure of what to do

9 Timesheets Timesheets must be completed by any employee being paid by invoice. The one-week and four-week forms are found in the Excel workbook of templates. The regular payroll timesheet form is available from the payroll website. Any one of these forms may be used for invoice timekeeping. Verify the hours on a timesheet are correct and keep it with the site copy of the invoice. One-week timesheet Four-week timesheet Regular Payroll Timesheet

10 When to Submit an Invoice Invoices received in Payroll by the 15 th of the month will be paid on the last check of the month. Invoices received in Payroll by the end of the month will be paid on the 15 th of the following month. It is best to allow at least three days for an invoice to reach the Payroll department from the site via inter-office mail.