School Secretary Training. Payroll Data Collection

Transcription

1 School Secretary Training Payroll Data Collection

2 Reporting Period The Payroll Department issues an annual Payroll Deadline calendar that shows the individual reporting periods. Secretaries will gather Employee Leave Request, Hourly Timesheets, etc. that fall within a particular two week reporting period. This information will be entered in Staff Links and iseries to generate reports at the end of each reporting period to submit to the Payroll Department for processing.

3 Employee Leave Request Form Employee Leave Request forms should completed by the employee for all leave taken. There are two forms, Certificated Staff (teachers, vice principals, etc.) and Support Staff (secretaries, building service, etc.). Information from the Employee Leave Request is entered in Staff Links (See School Secretary Training Staff Links). Forms are submitted for approval by the principal.

4 Hourly Time Sheets If your school has an hourly employee, the employee s time worked needs to be recorded for each payroll reporting period. The employee s time in and time out should be verified through the office computer daily sign in software (See Security Summary Report section of this presentation). The employee will sign their timesheet verifying the total hours worked is correct. Principal s signature is required.

5 Smart Find Express The e-school Solutions Smart Find Express software is used by employees to report absences and request a substitute. The secretary should run a report daily. (See taction.do for instructions). This report shows employee name, type of leave taken, amount of time requested and substitute name. Use this report to enter substitute information in Staff Links. (See School Secretary Training Staff Links). It is also useful to cross check information entered before final submission to payroll.

6 Security Summary Report The Security Summary Report is used to verify daily substitute, staff, etc. sign in and sign out times. Each school office has a designated computer for this purpose. You can generate the report by selecting Utilities Reports Setting Date Range Select Substitute from drop down menu. This report is helpful when cross checking the Substitute timesheets in Staff Links. (See School Secretary Training Staff Links).

7 Long-Termed Sub FMLA Report The Long-Termed Sub FMLA report is used to report to Human Resources (HR) any employee out on extended leave (FMLA) and if that employee has a long termed substitute or if your school has a vacancy which is being filled temporarily by a long termed substitute. There are instructions located at the bottom of the form. Principal s signature is required. LTS Name Comments: LONG-TERMED SUB - FMLA REPORT School Name: Middleton ES (09) Completed by: Cheryl Hurst Pay Period: 11/14/16-11/25/16 Telephone No.: 7583 Emp ID LTS REPORT Start Date Vacancy or Replacement Total Days Worked (this period) Name of Teacher Requiring LTS Emp ID EMPLOYEE/FMLA REPORT Absentee Reason Start of Absence Total Days Absent (this period) Replacement 0 None Admin Lv 0 Principal s Signature Return Date (complete upon return) 1. Use the TAB key to move to each field or select a field using a mouse click. 2. Select School Name and populate Completed by and Telephone No. Do a Save As to save this template for future use. Once saved, you will not need to populate these fields again. 3. Each pay period, select appropriate pay period from the drop down window. 4. Complete the LTS Report section for each long-termed sub employed by your location. If the LTS is replacing a current staff member, complete the appropriate areas in the columns to the right under FMLA Report. You do not need to complete this section if the sub is filling a vacant position. 5. If the LTS needs to be paid for more than 10 days (such as for days missed on previous pay period), please add LTS name on a separate line and select the appropriate number of days to be paid. Please add a comment for such cases. Requests for payment of more than 10 days without an explanation in the comment section will be denied. 6. Complete the FMLA Report section listing all employees on approved FMLA even if they do not have a substitute as a replacement. 7. Upon completion, do a save as and save your new document with a new name (example: MMES LTS Report ). You may find it useful to use the document from each previous pay period, updating it to create the current pay period document. Remember to save as a new name if you use this method. 8. Send document by to Louise Evans on or before due date as appropriate. When sending in an , please send as an attachment and not in the body of the as formatting will be distorted and will not print correctly. Call or Louise Evans at levans@ccboe.com with questions.