NEISD SUPPLEMENTAL PAY PROCEDURES FOR APPROVERS PAY CODE INFORMATION POSITION INFORMATION

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1 NEISD SUPPLEMENTAL PAY PROCEDURES FOR APPROVERS Certified and exempt substitute/temporary employees who are approved to perform services that are not part of their regular assignment will enter their time using the Supplemental Pay web application located in the intranet based Employee Portal. Completed transactions will be electronically routed through an approval process. The appropriate Budget Manager will perform the final approval before entries are processed. Approved supplemental pay requests will be exported monthly from the web application to Lawson for payment on the next eligible pay cycle. Prior to requesting staff to perform supplemental pay duties, Budget Managers must verify that a Pay Code and Position Number exist that correspond to the type of supplemental duty that is being performed. The Pay Code and Position number must be provided to the employee performing the supplemental service so that the time record can be entered successfully. PAY CODE INFORMATION A Pay Code is a 3 digit code that determines the rate of pay that will be used to compensate the employee. The rates are per hour unless otherwise specified. Supplemental pay rates are determined by the type of service being provided and should be consistent regardless of the source of funding. A list of supplemental Pay Codes is posted on the Payroll Intranet web site under Work Instructions and can be accessed at: Requests for new Supplemental Pay Codes must be submitted to the Human Resources Department using a Request for Approval to Assign Duties Under Supplemental Pay Web Application form. The form can be found under Forms on the Payroll Intranet web site. Approved requests will be forwarded to the Payroll Department for set up in the Lawson system. POSITION INFORMATION A Position is a number assigned to a supplemental service that determines the general ledger account code the service will be charged to and also provides information that facilitates the electronic routing and approval of transactions. Position numbers are from 9 to 12 characters long and are smart coded. Characters 1 3: Characters 4 6: Characters 7 9: Characters 10 12: Match the corresponding pay code. Match the BRC or the Campus Org # (The campus org # is used when a Central Office Department is paying for services provided by multiple locations. Approval routing is then based on the BRC from the accounting unit the position is coded to.) Match the fund where the transaction will be charged. Optional characters to allow for additional general ledger coding options. 1

2 EXAMPLE POSITION NUMBERS A BB Athletic Event Worker A05 = Pay code for Athletic Worker $10 per hour 001 = Where the event occurred (Campus org # or the BRC) 199 = Funding Source (General Operating Fund) BB = Sport (Basketball) P TEK Project Target TEKS P25 = Pay code for $25 per hour 041 = Where the event occurred (Campus org # or the BRC) 199 = Funding Source (General Operating Fund) TEK = Project Target TEKS All positions are assigned a general ledger account code. Budget Managers, Administrative Assistants and Bookkeepers may generate a listing of supplemental pay positions by selecting Supplemental Pay Positions from the Finance tab on their Lawson Dashboard and completing the desired criteria. 2

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4 Example of Position Report for BRC 001. The above report can be exported to Excel. Requests for new Position numbers or changes to existing Positions must be submitted to the appropriate Divisional Comptroller in the Budget Department using a Request to Add/Change Supplemental Pay Position form. The form can be found under Forms on the Payroll Intranet web site. Approved requests will be forwarded to the Payroll Department for set up in the Lawson system. EMPLOYEE SUBMISSION INFORMATION Employees who are approved to perform services that are not part of their regular assignment will enter their time using the Supplemental Pay web application located in the intranet based Employee Portal. NEISD Supplemental Pay Procedures for Employees can be found under Work Instructions on the Payroll Intranet web site. After an employee has entered and submitted his/her time, the transaction will be electronically routed through the appropriate approval routing based on the Position information. For example, athletic events and Project Target TEKS transactions will be routed to the Athletic Coordinator or Project Target TEKS coordinator respectively before being routed on to the department. All other transactions will be routed to the primary intermediate approver for the BRC and then on to the Budget Manager for approval. Approvers can edit, return, reject or approve transactions using the following procedures. 4

5 APPROVAL PROCEDURES STEP 1: From the District s internet web page, select the Employees drop down menu from the selection tab and select Employee Portal. STEP 2: After Employee Portal is selected, the following screen will appear. Enter your District Username and Password and click Sign On. 5

6 STEP 3: Click on the district logo and select Supplemental Pay under My Applications Click on arrow if there are no applications listed. Note: The list of applications displayed will vary based on what each employee has authorization to access. If there are no programs listed under My Applications, click the arrow to the right to display a list. STEP 4: The Approve Time Cards tab will display any pending transactions in the queue. Transactions will be grouped by employee in alphabetical order. 6

7 Actions include the following: Edit: Comment: Approve: Return: Allows approver to correct a pay code, position number or add additional comments to the transaction. Approvers may not edit the hours or the date on a time record. If this information needs to be corrected, the transaction must be returned to the employee and then re submitted. Allows approver to add additional comments to the transaction. Allows the transaction to move forward in the approval process or makes it eligible for payment at the Budget Manager level. Returns the transaction to the employee for further action. The system will require a comment to be entered to provide the employee with information on the correction needed. This action will generate an to the employee per the following example. Your supplemental pay request for (insert description of the position) services provided on XX/XX/XX has been returned by (insert the name of the approver) for the following reasons: (Insert the comment entered by the approver). Please click here to make the appropriate changes and resubmit the transaction or cancel the entry. Reject: Returns the transaction to the employee for cancelation. The system will require a comment to be entered to provide the employee with 7

8 information on why the transaction was rejected. The action will generate an to the employee per the following example. Your supplemental pay request for (insert description of the position) services provided on XX/XX/XX has been rejected by (insert the name of the approver) for the following reasons: (Insert the comment entered by the approver). Approve All Time Cards: Option to approve all timecards displayed on the screen in mass. Use with caution. The following are potential error messages that could be displayed when editing a time record. Invalid Pay Code and Position # Combination Check your data entry or contact the Primary Approver to verify the Pay Code and Position Number information. Position # does not exist! Check your data entry or contact the campus/department to verify the Position Number information that was provided. Duplicate time card entry! The hours, date, pay code and position number already exist. Check your data entry or inquire to confirm if the entry was previously entered into the system. You must enter a comment! Comments are required on all transactions. GL distribution including Activity not valid for the date entered The general ledger account assigned to the position is no longer valid. Check with the campus/department. Step 5: Approvers can view the approval routing for a supplemental pay time record by clicking the arrow to the left of the Service Date to view the approval routing status. 8

9 Approved transactions will be exported to the Lawson Payroll system for processing on the employee s paycheck according to the Certified payroll deadline. The Certified Payroll Calendar can be found at: Employees and approvers will receive weekly reminders if they have pending supplemental pay transactions that require action. INQUIRY PROCEDURES To inquire on transactions, repeat steps 1 through 3 from the Time Entry Procedures section and select Inquiry. A list of all previously processed transactions will be displayed in descending date order. Transactions can be filtered by entering any combination of criteria into the following fields: Requester: Status: Date Range: Pay Code: Position #: Employee ID# (this is only applicable for approvers who have transactions for multiple employees in their inquiry queue) Valid values are All, Not Submitted, In Progress, Approved, Rejected, Returned and Canceled Enter a From and a To date Enter a specific pay code or any portion of a pay code to return matching results Enter a specific position number or any portion of a position number in order to return matching results 9

10 EXPORT FEATURE: To create an Excel export file of the list of displayed transactions click on the down arrow next to the Export button, select Excel and then select either Open or Save. The Excel file will include the following information: Employee ID Employee First Name & Last Name Service Date Submitted on Date Status Hours Pay Code Position Number Description Rate Ext Amount GL Account Budget Manager (for all Approved transactions) Date Approved by Budget Manager 10