Additional Pay Process & Changes FY 2013

Transcription

1 Process & Changes FY 2013 Additional Pay Supplemental Positions (including Supplemental Position Purchases primarily Athletic Coaching) David E. Helton Executive Director Fiscal Services

2 Agenda Brief History of the Additional Pay & Resulting Changes Additional Pay What is it? What is it Not? Categories Approved Rates of Pay Guidelines Process Supplemental Positions Definition Examples Purchasing Process What s New for FY 2013 Case Examples Discussion & Questions

3 A brief History Why did the process change? Fiscal Responsibility Equity Accountability Compliance

4 and the Resulting Changes For what, to whom, and how much? What Activities are Eligible to be Paid Specific Categories of activities were defined across 11 general areas of work. Categories range from Instruction to Psychological Assessment, and encompass core activities generally performed within a school district. Who is Eligible to be Paid Generally, any Exempt employee is eligible for Additional Pay. Nonexempt employees, i.e. employees who are eligible for overtime, are not eligible for Additional Pay The only exception is for employees working Athletic Gates Nonexempt employees include, but are not limited to the following: Custodians, Food Service Workers/Interns, Bus Drivers, Paraprofessionals, Professional Assistants, Specialists (I & II), Clinic Assistants, and Data Clerks. School Resource Officers are a special classification of Nonexempt employees. How Much is Eligible to be Paid Once defined, standard rates of pay were established for each Category. The established rates were reviewed and approved by the Board.

5 Definitions What is Additional Pay? Additional Pay is a type of compensation, but is not considered a component of an employee s salary. Additional Pay is for activities that are performed on an ad hoc basis, and generally compensated in a one-time payment to an employee for a specified scope of work. Additional Pay may be for working athletic gates, writing or developing curriculum, teaching a class for professional learning, supervising students, etc. Additional Pay is not a Supplement, and may not be paid for activities generally included as a Supplement (e.g. School Leadership Team). Additional Pay is not an entitlement.

6 Categories of Pay What activities are eligible for Additional Pay? A1 Instruction (Enrichment) Individual provides instructional, enrichment, remedial support to students, staff, or parents that support the system/school s improvement and/or student achievement goals. A2 Student Supervision Direct supervision of students serving a consequence for a Student Code of Conduct violation via detention and/or Saturday Opportunity School (SOS). A3 Professional Learning (PL) Instructor PLU or college credit bearing/endorsement courses offered district-wide/metro area and are designed, originated, or facilitated via the FCS Professional Learning department. A4 Mentoring Extended mentoring support/monitoring as prescribed by a developed and Professional Learning department approved teacher mentoring program (GATAPP, QUESTT, and New Teacher Orientation). A5 Employee Honorarium Test scoring, science fair, bus driver referral, distinguished schools. Employees must work for Fulton County Schools for at least thirty (30) days before they can be paid for Honorariums. A6 Staff Training Attendance - (Summer) Incentive for school-based certified staff to attend summer curriculum/instructional strategies course(s) that are pre-approved by the Professional Learning department.

7 Categories of Pay - Continued What activities are eligible for Additional Pay? A7 Athletics The miscellaneous (non-supplemented) work that supports general athletic events (gate workers, activity bus drivers, and Middle School Extramural). Eligible activity bus drivers must hold a CDL and garner annual certificate via the Transportation Department. A8 Curriculum Development Qualified personnel writing or revising curriculum for school/ district use. Final product must be approved by the Curriculum Department. Development includes curriculum map, unit plans, lesson plans and performance assessments for each unit. Revision/edit curriculum or assessments to extent determined by Director/Coordinator. A9 Facility Use Agreement Via a Facility Use Agreement where a leasee must garner the services of a FCS employee in order to access/secure building or use district audio/sound equipment. Stipend/Overtime amount is paid by the leasee to the district. A10 Student Psychological/Special Education Evaluations (Summer) Provides psychological and/or special education evaluations for student referrals made during the summer months. A11 Summer Support - Assistant Principals/Counselors/CST s Provides administrative support at the schools when principals are on vacation or for scheduling and student registration during the Summer only. This does not apply to Summer School.

8 Approved Rates of Pay Category A1 Additional Work Type Instruction (Enrichment) Uses Commitmen t Item Additional Pay Type Stipend Rate of Pay $28.00 per Hour A2 Student Supervision Stipend $28.00 per Hour A3 A4 A5 Professional Learning (PL) Instructor Mentoring Employee Honorarium Stipend Stipend Honorarium $ $ per PLU Course proposals must be pre-approved by PL for instructors to be eligible for Additional Pay GATAPP Determined by MRESA QUESTT $1, Year 1/$ Year 2 New Teacher Orientation $ Varies depending on funding (not to exceed $150 in total) A6 Summer Training Attendance Honorarium $20.00 per Hour (not to exceed $ per day) A7 Athletics Stipend High School Gate Workers - $28.00 per Hour Activity Bus Driver - $45.00 per Trip Middle School Extramural Soccer (Lining fields) - $28.00 per Hour Volleyball - $12.50 per Match Basketball (Score & Clockkeeper) - $12.50 per Game

9 Approved Rates of Pay Continued Category A8 A11 Uses Commitme nt Item A9 Facility Use Agreement A10 Additional Work Type Curriculum Development Student Psychological/Special Education Evaluations - (Summer) Additional Pay Type Stipend Stipend Stipend Summer Support - Assistant Various Stipend Rate of Pay Curriculum Development $750 per 4-week Unit; $750 per 9-Week/$1,500 per End-of- Semester Assessment Curriculum Revisions $375 per 4-Week Unit; $375 per 9-Week/$750 per End-of- Semester Assessment Teachers - $28.00 per Hour Custodians - Any time worked by a Custodian should be entered into Employee Express which will calculate the appropriate rate of pay, incl. Overtime, for that employee. Up to $450 per Student Evaluations (Variant depends on the type and scope of evaluation as determined by the Psychological Service/Special Education Assistant Prin Counselors $ CST's (ES) $285/Day (ES) $251/Day $224/Day $306/Day (M S & HS) Maximum of ten (10) days per Summer per School

10 Guidelines What rules do I need to follow with Additional Pay? Before authorizing work and committing funds, answer the following: Is the employee to be paid Exempt (i.e. not eligible for overtime)? Is the work to be performed outside of the standard workday? Is the work to be performed within the approved Categories (A-1 through A-11)?, and Are there funds budgeted to cover the planned work? If the answer to ANY of these is, No STOP: The Additional Pay Process is not appropriate for the work under consideration.

11 Process How do I request an Additional Pay? Complete the appropriate Additional Pay Request Form. Go to Employees > Budget and Finance > Documents > Payroll and Employee Benefits > Payroll Use Additional Pay Request (Rev ) for Cost Center funds Use Exhibit X Additional Pay Request (020911) for Local funds Complete sections for Cost Center, Fund and Internal Order (for Grants only) when appropriate. Please remember that you cannot change the Commitment Item used for each of these categories. Submit the completed form to your Area Superintendent or Division Head, who should review the Form for compliance with the Guidelines. Additional Pay requests in excess of $1,500 must be forwarded through the office of the Chief Financial Officer for further review and approval. If all payments are under $1,500, they will forward the approved Form to the Payroll Office. Once received, the Payroll Office will process/schedule payment in the next available payroll run.

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13 Supplemental Positions Definition What is a Supplement or Supplemental Position? Within Policy, the Board recognizes that academic and athletic extracurricular activities are an integral part of the total educational program. The Board also recognizes the need for adult supervision and guidance to provide these opportunities for Fulton County students. Therefore, the Board shall approve a method of equitable compensation for employees performing Board approved duties beyond those required in their primary positions. Supplemented Duty duties performed beyond those required in an employee's primary position for which a salary supplement is paid. Allocation a predetermined number of supplemented duty positions per school for each duty on the supplemented salary schedule. Principals shall not exceed the predetermined allocations. Annual Supplement the dollar amount paid annually to an employee for performing a supplemented duty.

14 Supplemental Positions Examples What are some Board approved Supplements? Board-approved Supplements do exist for Athletic Coordinator Athletic Trainer Band Director Band Assistant Director Baseball Coach Assistant Baseball Coach Head Basketball B-Team (Boys/Girls) Basketball Coach Head (Boys/Girls) Basketball Coach Jr. Varsity (Boys/Girls) Basketball Varsity Assistant (Boys/Girls) Business Manager Cheerleader Coach 9th Grade Football Cheerleader Coach B-Team Football Cheerleader Coach Head Football Chorus Cross Country Coach Head (Boys/Girls) Debate Sponsor Drama Instructor Drill/Flag Corps/Majorette/JROTC Educational Support Team Chair Equipment Comptroller Extra Curricular Sponsor Football Coach Assistant Football Coach Head Golf Coach Head Grade Level/Dept. Chair. (Regular/Special Ed) Gymnastics Coach Instrumental Director (Strings/Orchestra) What are not Board approved Supplements? Board-approved Supplements do not exist for Mowing Grass around the Field House Hot-house Coordinator GHSA Site Director Lunchroom Monitor Early Morning Bus Duty Summer Weight Training NONE of these activities, whether meeting the qualification of a Supplement or not, are eligible for the Additional Pay Process.

15 Supplemental Positions Purchasing Process Purchasing, or paying, a Supplemental Position involves working with Human Resources, not Payroll. Schools may use Local School funds to purchase an additional Supplemental Position Cost Center funds, however, cannot be used, and the guidelines defining a Supplemented Duty must be met when requesting the purchase of a position. If the guidelines or definitions do not allow for a normal supplemental allocation, then a purchase cannot be approved. The workflow for processing purchased supplemental position request for a given school-year: Principal > Area Superintendent > Athletics Department > Accounting Department > Human Resources Supplemental Positions should never be sent to the Payroll Office.

16 Recent Changes What will be changing for FY 2013? Added: Category A11 Summer Support Assistant Principals, Counselors and CST s Added to address the lack of administrative support in schools for July when principals are on vacation, or for scheduling & student registration. Gives principals the option to purchase (with non-personnel undesignated funds) up to 10 additional days that can be used for AP, Counselor or CST support during the summer only. The purchase would be at set, flat daily rates (as per the chart). Each school will have only ten (10) total days for this support, and it is a local school decision for use of these days. This is separate and apart from Principals also having the option of five (5) flex days with assistant principals working up to five (5) days in July (during off contract time) in exchange for days off during the regular school year.

17 Example Cases Practice Case 1 A school wants a Counselor (an Exempt employee) to cover the front office while the PA III is on vacation during the Summer. Q. Is the Counselor eligible for Additional Pay? A. Yes. Since a Counselor is Exempt, and the work is being performed outside the normal workday, those criteria are met. Q. What Category of Additional Pay should be used? A. While the work the Counselor is performing may be totally legitimate, there is no Category for this type of activity, therefore the work itself does not qualify for Additional Pay. Q. If the work is not eligible for Additional Pay, how can the school cover the vacation and compensate the Counselor? A. As long as the agreement is mutual (i.e. the school needs the Counselor to work and the Counselor is willing to work), the school can contract for the Counselor through one of the District s third-party temporary agencies.

18 Example Cases Practice Case 2 The school is sponsoring an activity in the school s gymnasium on Saturday. To open the gym, the Head Custodian comes to the school on Saturday morning, opens the gym and stays until the activity is finished and re-secures the gym. Q. Is the Custodian eligible for Additional Pay? A. No. The Custodian is a Nonexempt employee, and is not eligible for the Additional Pay process. Q. If not eligible for Additional Pay, how will the Custodian be compensated? A. The Custodian has to enter the hours worked on Saturday in Employee Express. The system will then calculate the appropriate pay for the Custodian. Q. How much will the Custodian be paid? A. The rate of pay will be based on their hourly rate, and may pay either straight time or at time and a half, as appropriate.

19 Example Cases Practice Case 3 One of the school s boosters has agreed to pay $3,000 for an Assistant Coach to keep the grass cut around the field house during the Summer. Q. Is the Assistant Coach eligible for Additional Pay? A. Yes. Since an Assistant Coach is Exempt, and the work is being performed outside the normal workday, those criteria are met. Q. What Category of Additional Pay should be used? A. While the work the Assistant Coach is performing may be totally legitimate, there is no Category for this type of activity, therefore the work itself does not qualify for Additional Pay. Q. If the work is not eligible for Additional Pay, how will the Assistant Coach be compensated? A. The revision in 2011 to Board Policy LEC Booster Organizations allows the booster to pay the Assistant Coach directly. Otherwise, the work should never be authorized and the Assistant Coach simply should not cut the grass at least not expecting to be compensated.

20 Example Cases Practice Case 4 A school has several tests that have to be proctored to students during the Summer, and the tests require that a Counselor serve as the proctor. Q. Is the Counselor eligible for Additional Pay? A. Yes. Since a Counselor is Exempt, and the work is being performed outside the normal workday, those criteria are met. Q. What Category of Additional Pay should be used? A. Category A2 Student Supervision would be appropriate for the activity of proctoring as it involves direct supervision of students. Q. How much will the Counselor be paid? A. $28 per hour..

21 Questions and Discussion Questions? Contacts Payroll Brenda Kadel, Supervisor Additional Pay Maurice Roebuck, Specialist I Jenese Moore, Specialist I Thank you!