Payroll Reminders Opening of School. Welcome Support Staff

Transcription

1 Payroll Reminders Opening of School Welcome Support Staff 1

2 Welcome Back! What s New? Reduced Work Year Why local reporting and auditing is so important. Reminders for the new school year. Questions? 2

3 What s New? Timesheet Balances for Sick Leave Accruals Time Sheet Balances: Effective July 6, 2010, the Timesheet Balance display was adjusted to represent Sick Leave as two balances: 1) Sick Leave Available Balance: The Sick Leave Available Balance represents the amount of sick leave available for this employee. The balance is calculated as: Sick Leave accrued + Sick Leave that can be borrowed but has not yet been earned - Sick Leave already taken 2) Sick Leave Accrued Balance: The Sick Leave Accrued Balance represents the amount of sick leave available and earned for this employee. This balance is calculated as: Sick Leave accrued - Sick Leave already taken. 3

4 What s New? 4

5 What s New? SDEA bargaining unit members may use up to 3 days per school year of accumulated sick leave for personal business. AASD represented exempt unit members will no longer have partial day absences reported. 5

6 What s New? New Absence Request Form 6

7 Reduced Work Year Impact of Work-Year Reduction-Payroll Two types of payment for district employees: 10 or 12 equal payments Partial month pay and some equal payments 7

8 Reduced Work Year Certificated employees paid in equal increments either 10 or 12 times per year July to June Classified employees paid in equal increments for 12-month assignments and year-round assignments otherwise combination partial month and equal pays. 8

9 Reduced Work Year Certificated employees and classified 12-month/year-round employees will have the equivalent of 5 days reduced from salary and spread out in equal payments. Classified employees on 10- and 11-month traditional schedules will have the reduction docked in the month it occurs. 9

10 Reduced Work Year Flexibility agreement with AASD and POA Employees request 5 non-work days with supervisor approval. As many as possible to be identified as early as possible. Timekeepers report Time Reporting Code RWY in Time and Labor. 10

11 Why local reporting and auditing is so important: Payroll accounts for almost 90% of the district budget. Now more than ever accurate reporting and processing of payroll the first time is critically important. Late reporting results in skewed financial reports and inaccurate actual expenses. We must be diligent in reporting earnings and absences in the pay periods in which they occur. Do not wait to report. Auditing your payrolls is essential in assuring you and your administrators understand what your payroll transactions look like and where there are anomalies that need review. Back-up documentation is required and critical in accounting for payroll transactions at your local sites. 11

12 Reminders for the new school year: Timely Notification of Employee Status: Make sure you are checking your roster (timesheet list of employees) for employees who are no longer at your site or who should be at your site but do not appear on your timesheet. Keeping track of employees and reporting changes via Personnel Action Requests (PAR) are critical elements of paying employees accurately and avoiding overpayments. This review is critical in accounting for who should or should not be assigned to your site and/or are no longer working. CONTACT YOUR PAYROLL SPECIALIST WHENT THERE ARE DISCREPENCIES! 12

13 Reminders for the new school year: Review Filled Position Report: This is a PeopleSoft report that provides employment data by position. This is a good tool to use to assure employee FTEs, status and account strings are what they should be. Far too often employee FTEs are reported inaccurately resulting in overpayment. Be sure that FTEs accurately reflect what employee work schedules reflect. 13

14 Reminders for the new school year: Timely Reporting of Employee Absences/Leave and Hourly Earnings: Make sure absences/leave and hourly earnings are reported within the earnings period in which they are earned. The district is a monthly remitter based on IRS regulation. This means we are obligated to report as much of our earnings on the monthly payroll as possible. This is also a critical element of managing district resources and an accurate reflection of district expenses. When earnings are reported late or withheld for subsequent payrolls, financial reports are skewed because they don t reflect current and accurate payroll expenses. 14

15 Reminders for the new school year: Stay on Top of Regular Audit Reporting: The following reports are required to be reconciled by sites in order to accurately audit your payroll transactions: Audit Paid to Reported Time Report (official audit record must be reviewed and signed by administrator)-this report must be reconciled twice monthly. You must run this report on the 10 th of the month for monthly/on-cycle payroll and the 20 th of the month for hourly/off-cycle payroll. This report provides information on what is being reported and what is being paid for each payroll. Watch for the listserve reminder to run these reports each month. 15

16 Reminders for the new school year: Regular Audit Reporting cont d: Site/Cross Site Account Code Charges Reports-These reports show account code charges being charged to a site other than yours that originated with your site or charges hitting your site that did not originate with you. These are also official reports that need review, corrections made if necessary and sign-off by the administrator. Time Summary Report-This report should be used to evaluate hours being reported for employees at your site such as overtime, extra time, leave reported vs. absences, etc. You can run this report for an entire department or for an individual employee and for a range of dates. Timekeepers can use this report to check their accuracy on what has been reported in Time and Labor. This is not an official audit record. 16

17 Reminders for the new school year: Regular Audit Reporting cont d: Regularly review employee vacation balances using the Leave Balance Reports-Vacation Balance of 300 or >. The district s vacation accrual policy includes a maximum accrual of 328 hours. Employees may carry more than the maximum accrual up to August 31 each year. If at that time a balance of more than 328 hours exists, those excess hours will be paid to the employee on the September monthly payroll. The charges associated with these payments are charged against the site discretionary account. The vacation policy can be reviewed on the Payroll web site at 17

18 Reminders for the new school year: Prior Period Adjustments: A prior period adjustment is a change in reported time in Time and Labor for a pay period that has already been processed through Payroll. Timekeepers are restricted to 90 days either in the past or in the future to make time reporting changes. These prior period adjustments should be made for reported time (examples: wrong TRC, sick leave reported instead of vacation, employee was underpaid) not for trying to adjust charges that may have been applied to an inappropriate Combo/Account Code. 18

19 Reminders for the new school year: Prior Period Adjustments cont d: In the event an employee has had time reported, paid and subsequently charged to the wrong Account Code, you must contact your budget analyst in the Budget Operations Department to adjust the expense. Once payroll has been processed, paid and the charges have been distributed to the General Ledger, your budget analyst must intervene to adjust account codes/expenses. 19

20 Reminders for the new school year: Payroll Deadlines: Make sure you stay on top of payroll/timekeeper deadlines. Payroll processing is accomplished using very strict processing deadlines in order to assure the district meets its legally obligated pay dates. All timekeepers should belong to the timekeeper listserve and carefully review Timekeeping Tips sent each month. These tips include reporting deadlines and important information related to payroll every month. If you haven t already done so, join the list serve. Joining information is included in the timekeeper reminders for the opening of school. 20

21 Reminders for the new school year: Time and Labor Training: This is one of the most useful tools we have to help timekeepers understand their role in the payroll process. For new timekeepers, the training will introduce them to the timekeeping module and give them valuable information on how to report and track time for your employees. The trainer will also help them learn how to run all the reports that are needed at each site for auditing purposes. The time and labor tune up sessions are to help continuing timekeepers or timekeepers who have not been assigned this task recently to keep tuned up and up to date with time and labor information. Go to the DWA website for a list of training classes and to get your timekeeper signed up! 21

22 Payroll Web Site 22

23 Payroll Reminders Opening of School Questions? 23

24 Let s Have a Great Year! 24