Timekeeper Workshop. Welcome/Opening Remarks Sue Weir PeopleSoft Upgrade Plans Sue Weir End of School Year/Fiscal Year Activities Sue Weir

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1 Timekeeper Workshop Presented by: SDUSD Payroll Department February ,

2 Timekeeper Workshop What s on Tap: Welcome/Opening Remarks Sue Weir PeopleSoft Upgrade Plans Sue Weir End of School Year/Fiscal Year Activities Sue Weir Reporting Absences and Payroll Deadlines Judy Wind-Walker SAMS Presentation Lynda Lawrence Budget Presentation Debra Glanz Esther Moosbrugger Overtime Rules/Reporting Review Judy Wind-Walker Dana Chernoy-Brunetto Forced Vacation-When is it reported and what if an employee Judy Wind-Walker works on a date where forced vacation is reported? Dana Chernoy-Brunetto News/Round Table 2

3 PeopleSoft Upgrade Plans What is the upgrade for? Why do we need an upgrade? What is the timeline for upgrade? How will it impact the end user? What benefit will we get from it? 3

4 Closing the School Year/Fiscal Year Validate Employee Actions and Payroll Reporting Are there employees who have been on long term illness/injury? Have all of their absences been reported? Has any employee indicated they will not be returning in the fall or are planning a leave of absence? Have you notified your payroll specialist? Have you submitted a termination PAR? Are you holding summer school at your site? Are all of your assignments on the system and ready for the start of the session? 4

5 Closing the School Year/Fiscal Year Validate Employee Actions and Payroll Reporting Classified ten-month employees who do not work the whole month of June are paid for a partial month. You will see the Time Reporting Code of PMP on the timesheet. This reporting code is managed by Payroll. Please do not change or delete PMP reported on the timesheet in June. If you need to report an absence or positive pay hours on one of these dates you must add a new line on the timesheet. t Make sure to report all positive hours for the month of June. The timekeeper deadline is June 21 at 5 p.m. All positive hours and absences/leave that need to be reported for the end of the fiscal year should be done prior to the timekeeper deadline of June 21. DO NOT REPLACE OR DELETE PMP. 5

6 Reporting Absences and Payroll Deadlines How are employees paid? Monthly salaried employees are paid for the month that they work on the last working day of the month. Example: January 1 to January 31, 2012 was payable on January 31, Absences are reported from the prior month timekeeper deadline to the current month reporting deadline. Exceptions to the rule: Employees who are on a long term absence or who are ending employment with the district can have time reported all the way to the end of the month. Extension of payroll deadlines at certain times of the year (June/July/Dec) Documentation for records/auditing purposes can be collected from employees at a later date. Employees have up to 10 days after their return to provide documentation for absence. 6

7 Reporting Absences and Payroll Deadlines How do I report time for an employee who is out on sick leave or an Industrial Accident? Sick Leave: Any employee who is out on sick leave should have their full pay sick leave reported first. Once this has been depleted half pay sick leave is then used. On occasion an employee may ask to use available vacation balances so they do not suffer pay loss from half pay sick leave. This can be done with the approval of the employee's administrator. Employees who are out on sick leave at the end of the fiscal/school year and do not return must continue to have absences reported in time and labor. Please make use of the comments field on the time sheet when an employee is in this condition to account for long term absences and to identify when they return to work. 7

8 Reporting Absences and Payroll Deadlines Industrial Accident: Report IA for an employee who has been injured on the job. If you report sick leave payroll will not know that the employee is out on a work related injury. Payroll may make changes to time reported and will use reporting codes that specify For Payroll Use Only. Please do not change this reporting. Make use of the comments section of the timesheet to inform payroll that time reported is a new or continuing injury (provide date) or if employee has returned to active duty. 8

9 Reporting Absences and Payroll Deadlines Employees who go on a Leave of Absence/Term/Retire /R Call or your payroll specialist immediately and do a PAR. Report known absences all the way to the last day worked and contact payroll specialist with any new absences that occur up to separation date. PLEASE do not wait until the next reporting period to notify payroll that an employee has ended their employment with the district. This can cause an overpayment. 9

10 Reporting Absences and Payroll Deadlines Hourly Employees are paid twice per month. Time worked from the 1 st to the 15 th of each month is paid on the last working day of the month. Time worked from the 16 th through the last working day of the month is paid on or about the 10 th of the following month. Time must be validated through SAMS in order to pay most hourly employees. Please make sure hours and account codes have been updated in time and labor by the timekeeper deadline so all employees can be paid in a timely and accurate manner. For hourly time that is not reported through SAMS please report in time and labor by the deadline with correct hours and account codes. 10

11 Reporting Absences and Payroll Deadlines What is the importance of reporting absences and hourly time in the correct pay period? Most important is to make sure our employees are paid correctly and on time! Helps to mitigate under/overpayments Prevents absences that are reported late from significantly reducing an employee s paycheck in any given month. Accurate financial reporting of district payroll transactions. 11

12 SAMS PRESENTATION 12

13 BUDGET PRESENTATION 13

14 Time Accounting Certifications The Certification is an audit requirement. rement. The report combined with the required time and labor reports are a complete audit trail for the auditors. Report is sent out twice a year. Principals sign for all staff members. The Certification Report includes hourly & monthly time. 14

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17 Account Codes Typical Budget String (Chartfield) Department Resource Fund Extended Code Budget Reference Class Account Program 17

18 Changing the PeopleSoft Budget String to PeopleSoft HCM Combo Code Typical Budget String (Chartfield) Department Extended Code Resource Fund Budget Reference Class Account Program The Chartfield for Financials is 32 digits, the Combo Code for HCM is 25 digits. 18

19 HCM Alias 19

20 Cross-Site Report C ti s b d til th ll d dli (T th) Corrections can be made up until the payroll deadline. (Two a month) Running the report weekly reduces the workload on that deadline. 20

21 Overtime Rules The district compensates employees for overtime work in accordance with the rules and regulations in the current classified employees contracts/salary schedules and Administrative Procedure #7426. Contract language on overtime compensation is included in Article 7 (Wages) of each collective bargaining agreement There are 3 types of classified employees: 1. Eligible for overtime 2. Eligible for straight time overtime (single asterisk) 3. Not eligible for overtime (double asterisk) 21

22 Overtime Rules Eligible employees will be compensated for overtime at the rate of one and one-half times the employee s regular hourly rate of pay. 1. Assignments of 8 hours per day/5days per week will be compensated for all time worked in excess of 8 hours a day or in excess of 40 hours in one week. 2. Assignments of at least 4 hours per day/5 days per week but less than 8 hours per day/5 days per week will be compensated for all time worked on the 6 th and 7 th day of the workweek. 3. Assignments of less than 4 hours per day/5 days per week will be compensated for time worked on the 7 th day of the workweek. Double Time: Compensation will be at two times the employee s regular rate of pay for work performed on the 7 th consecutive workday where the employee has worked hours on the 6 preceding calendar days. 22

23 Forced Vacation When is forced vacation required to be reported? Ten (10) and eleven (11) month employees may be required to take vacation during winter and spring recess periods. Timekeepers are responsible for reporting hours in time and labor for these time periods. Absence request forms for vacation during this time do not need to be provided. If an employee is out on sick leave or industrial accident during these recess periods, they will need to provide the appropriate leave request form for auditing purposes. What if an employee works on a date where forced vacation would be reported? If the employee works on a forced vacation day, you will reduce the amount of hours or not report any hours for that day. Example: Works 4 hours and is an 8 hour employee. You would only report 4 hours of vacation. Works 6 hours and is an 6 hour employee. You would not report any time for that day. Please make notes in the comments section of the timesheet! 23

24 News/Round Table Changes coming to Education Center Security and Access Revised Administrative Procedures: Sick Leave and 7136-Personal Necessity Leave Questions/Comments/Round Table 24

25 Timekeeper Workshop THANKS TO ALL OF OUR TIMEKEEPERS! Presented by: SDUSD Payroll Department February ,