Portland Public Schools. Payroll Instructions Summer Program 2016

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Esmond Gilmore
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1 Portland Public Schools Payroll Instructions Summer Program 2016 Updated 4/2016

2 Contents Changes and Updates... 3 Summer Rate Sheet... 4 Payroll Information... 5 Codes for Time Documents... 5 Time Documents Scenarios Substitute Teacher Process Who to Contact

3 Changes and Updates All staff working in a summer school program must have a Limited Term Form on file in HR ALL Time should be submitted with the Online Time and Attendance system. If you encounter problems with system, please contact payroll at Portland Public Schools Department of Human Resources 501 N. DIXON STREET, PORTLAND, OREGON / FAX

4 PPS Summer Rates for 2016 All the rates below are for a traditional Summer program of 3.75 hours a day Monday through Friday. Please note: all other programs need to pay staff at their current PPS hourly rate see time reporting codes on page 5. POSITION WAGE Principal Hourly rate $45.00 Vice Principal Hourly rate $38.00 Teacher * Hourly $34.60 $ TBD (after 7/1/16) Counselor/Librarian * Hourly $34.60 $ TBD (after 7/1/16) Principal s Secretary Hourly $17.50 Senior Administrative Secretary II Hourly $17.50 School Secretary - Hourly $15.09 Educational Assistant Hourly $13.86 ESL/Bilingual Educational Assistant Hourly $14.46 Community Agent Hourly $16.04 Campus Monitor Hourly $16.04 Student Aide Hourly (state minimum wage) $ 9.25 ($9.75 after 7/1/2016) Library Assistant with Media Specialist Hourly $16.28 Book Clerk Hourly $15.70 Paraeducator * - Hourly $15.23 Scorer - Hourly (state minimum wage) $ 9.25 ($9.75 after 7/1/2016) Clerk, Data Clerk Hourly $15.09 Instructional Technology Assistant Hourly $16.28 Child Care Worker Hourly $9.25 ($9.75 after 7/1/2016) Need a Summer School rate? For any positions not listed above, Human Resources will establish the rate based on the job description provided by the Hiring Supervisor. You will need to the job description to bgilson@pps.net. Exceptions* 1. Certified Staff working in programs that have a non-traditional schedule (ex. Scheduled to work more than 4 hours per work day) will be paid their current hourly rate. 2. Paraeducators working in Extended School Year (ESY) are paid their currently hourly rate. 3. MESD Teachers and MESD Paraeducators working ESY receive their current hourly rate. 4

5 PAYROLL INFORMATION **All exempt and non- exempt staff must report time using the online Time and Attendance system for summer school** Reporting Hours Worked Codes for Online Time and Attendance COMMONLY USED TIME REPORTING CODES All Summer Positions Substitute Teachers Substitute Bonus Pay (begin on 10 th consecutive day for same teacher/same location) Summer Hourly Drop Down Selection Select * Summer School (rate from JOB) Select 1 Sub Hours Select 1 Sub Hours + Bonus Absence Reporting ONLINE Time Reporting Code COMMONLY USED TIME SALARY/CONTRACT EMPLOYEE HOURLY EMPLOYEE REPORTING CODES Sick Leave 1 Sick Leave Salaried 1 Sick Leave Hourly Vacation Leave 1 Vacation Leave Salaried 1 Vacation Leave Hourly Family Illness 1 Family Illness Salaried 1 Family Illness Hourly Emergency/Personal Leave 1 -- Emergency/Personal Leave Salaried 1 -- Emergency/Personal Leave Hourly 1 Funeral Leave Salaried Reason Code: 1 - Parent-spouse-chld 1 Funeral Leave Hourly Reason Code: 1 - Parent-spouse-chld Funeral Leave 1 Funeral Leave Salaried 1 Funeral Hourly Reason Code: 2 - Oth immediate fam Reason Code: 2 - Oth immediate fam 1 Funeral Leave Salaried Reason Code: 3 - Friend or relative 1 -- Funeral Hourly Reason Code: 3 - Friend or relative How do I report time off on the Online Time and Attendance System? Time off will need to be reported the same as the regular school year. For example, if a teacher has called in sick you will select sick leave you did during the regular school year. Please note: for any time to be paid you still need to use the * Summer School (rate from JOB) that is at the top of the Time Type drop down list, and list the hours the employee worked on each specific day. For any time you enter, you MUST enter the chartfield for the program that the employee worked. What is the account code for licensed and classified staff? The account code for licensed staff is The account code for classified staff is What are the Summer school pay periods? The pay periods run the same as the regular school year, which is the 16 th through the 15 th of each month. All Summer employees will get paid the last working day of each month. Pay Period Period Dates Pay Date July June 16 th July 15 th July 29, 2016 August July 16 th August 15 th August 31, 2016 September August 16 th September 15 th September 30,

6 CONTINUED PAYROLL INFORMATION When must time be submitted to Payroll? Time must be reported in the online system by 3 PM on July 15 th, August 15 th, and September 15 th. Do I use a different time reporting code for Summer programs to report time worked? Yes, for any time to be paid you still need to use the * Summer School (rate from JOB) that is at the top of the Time Type drop down list, and list the hours the employee worked on each specific day. You must enter the chartfield for the program that the employee worked. How do I report time worked on the online time and attendance system? Use the Day-By-Day Reporting section (Main Menu > Time and Labor > PPS Time and Labor Start Page, Report Daily Time & Attendance) to enter the number of hours/units worked and any paid or unpaid absences during the reporting period for each day. Select the Time Type listed on page 5. Please note: All employees will need to have a chart field string listed for each day worked. If you do not enter a chart field string for each row then your time will not be processed. If you have a question regarding your chartfield, please contact Christie Christie, Grant Accountant, at , or Chris Roe, Grant Accountant, at COMBO CODES FOR SUMMER PAYROLL For ALL time reported for the July and August Payrolls, you must enter in the chartfield. TIME REPORTING SCENARIOS Online Time and Attendance: Scenario 1 (the sample below is not a real chart field string) The employee will be paid for 6/20, 6/21, and 6/22 with the Time Type of * Summer School (rate from JOB) indicated on page 5 of this booklet. The employee will be paid for working 13.5 hours as indicated on the time document ( ). All of the employee s wages will be charged to the grant G

CONTINUED - TIME DOCUMENT SCENARIOS Online Time and Attendance: Scenario 2 (the sample below is not a real chart field string) The employee will be paid for 6/20, 6/21, 6/22, and 6/25 with the Time

7 CONTINUED - TIME DOCUMENT SCENARIOS Online Time and Attendance: Scenario 2 (the sample below is not a real chart field string) The employee will be paid for 6/20, 6/21, 6/22, and 6/25 with the Time Type of * Summer School (rate from JOB) indicated on page 5 of this booklet. The employee will be paid for working 16.4 hours as indicated on the time document ( ). On 6/20, 6/21, and 6/22 the employee s wages will be charged to grant G0031. On 6/25 the employee s wages will be charged to grant S0025. Online Time and Attendance: Scenario 3 (the sample below is not a real chart field string) The employee will be paid for 6/20, 6/21, and 6/22 with the Time Type of * Summer School (rate from JOB). The employee was scheduled to work 4.0 hours on 6/19/09 and then called in ill for the time scheduled. Two entries are necessary for the employee to be paid properly. The first entry on the 6/19 ( * - Summer School (rate from JOB) is for the hours to be paid and the other, a 1 Sick Leave Salaried is to report the absence. The employee will be paid for 15.4 hours as indicated on the time document ( ). All of the employee s wages will be charged to the grant G0031. SUBSTITUTE PROCESS How do I schedule a substitute Teacher at my building? We use the same process for summer school that we do for the regular school year. If you are unaware of how to use the Aesop system please contact the sub office at (503) AESOP: 7

8 What constitutes a half day? A half day is 3 hours and 45 minutes. If you schedule a substitute to work over 3 hours and 45 minutes you will then be required to pay them a full day of pay. Who pays for the substitute? All Summer programs are responsible for paying for their own substitute. What is the rate of pay for a substitute? If your substitute works 3.75 hours or less then they will be paid for a half-day at $ If your substitute works more than 3.75 hours then they will be paid for a full-day at $ When do I need to pay a long-term substitute bonus pay? A long-term job constitutes a substitute working in the same assignment for 10 plus consecutive days. On the 11 th day the substitute will receive $9.48 additional pay for a half-day assignment and $18.96 for a full-day assignment. To ensure the substitute teacher receives the bonus pay, change their Time Type to 2 Sub Hours + Bonus as you do during the regular school year. You must make sure that the employee has a chartfield for the time they worked, otherwise they will not be paid. How do I code and pay substitute on the Online Time and Attendance? The substitute information will be imported in to the online Time and Attendance system from AESOP the day after you reconcile the substitute time in AESOP. Once you see the substitute information in the Online Time and Attendance system, be sure to enter the Chartfield so the substitute can be paid. WHO TO CONTACT Payroll Department Sub Office Help Desk

Paid Sick Leave Facts

1/31/2018 1 Paid Sick Leave Facts Short Term Substitute vs. Long Term Substitute Short term substitutes work less than 16 days in a single assignment. As a short-term substitute, yes, the new sick leave