PAYROLL. Timesheets. School Billing. Substitute Teachers. HR Forms. Sub Coding for Reason 04 Absences. Absence Edits

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1 PAYROLL Timesheets School Billing Substitute Teachers HR Forms Sub Coding for Reason 04 Absences Absence Edits Miscellaneous Information/Employee Types Annual Leave Teacher Assistants/Guidance Counselors Pre-Payment Summer Cash

2 Timesheets (for Field Trips, Tutoring, After-school, etc.) Check these items BEFORE sending to payroll..... Be sure the correct monthly dated timesheet has been completed/do not use blank timesheets Ensure correct ID numbers are on the timesheets Ensure employee s signature is on timesheet, as well as the principal s signature (not assistant principal or athletic director). NO stamped signatures are accepted at any time. Be sure the responsibility area is marked. If responsibility area is marked as Tutor, be sure to show the area of tutoring. This area determines the budget code to be used. Time sheets should reflect actual time worked. Double check daily/weekly/monthly hourly totals and calculations Show complete and accurate budget codes ( 312 is not a payroll code; payroll codes are 1XX ) or provide instructions to bill the school ) (sample payroll code: XXX.XXX.00) Show rate of pay School checks should not be sent with a timesheet. You will be billed monthly. Minimum rates of pay (as of the school year): ASDC Director $12.82; Other Staff $10.45 (Schools determine the rates of pay for their staff members.) Field Trips - $13.54 (If full-time, classified staff member drives and overtime applies, pay will be at $20.31 per hour)

3 School Billing All payroll items to be paid by the school should be marked on your payroll as Bill School. School checks should not be sent in with payroll. After you submit your payroll, you will then follow the steps below to process payment. All payroll items that are to be paid by the school will be charged to one of the following codes. School bookkeepers will be given inquiry access to these codes Sch Sch Sch Sch Sch Sch Sch Subs for regular absences Subs for workshops Subs for Classified Staff All other payroll items Employer portion of social security Employer portion of retirement Employer hospitalization Separate codes will be used for outside billing sources so that they will not be confused with the amounts owed by the schools. After payroll has been posted, payroll will run a report of balances paid in these accounts for all schools and then the report to each of you. You will find the balance for your school and submit a check to Moore County Schools in that amount. It is not necessary to send a copy of the report with your check. If you need to see detail of the amounts due, you will pull up each account and see the names and amounts posted there. A due date for your check will be included in the when the report is sent. This will allow us to clear the accounts before the next payroll is posted. Please do not include any other payments in this check.

4 Substitute Teachers Do not use subs until approved by HR and the Moore County Board of Education. Gail Knight provides sub lists monthly to the schools, immediately following the monthly meeting of the Board. She also sends notices of deletions and rate of pay changes regularly throughout the month. No sub should be used if not on the current month s sub list from Gail. Call her to verify the sub s status if a name is not on her monthly update. If a sub is to be considered a certified ($103.00/day) sub, he or she must have a current North Carolina teaching license. This is a change from prior procedure where he or she only had to have a license. If a sub does not have a current North Carolina teaching license, his or her rate of pay will be $80.00 per day. The second change is that, if a sub is used to fill a classified position (i.e., teacher assistant, office support), a classified substitute ($80.00/day) is to be used. If a certified sub is used, the sub will be paid at the rate of $80.00, not $

5 HR Forms New HRMS forms are due every year on: Retirees contracts, which are only valid for one school year Tutors, who are only hired for one school year Any 10-month employee (teacher, office support, custodian) who is hired to work outside his/her original contract (e.g., summer help). After-school, Summer school, Extended School Year (ESY), AYPYN A change to any employee s status (change in pay rate, job responsibility, resignation, etc.) requires an HRMS form to be completed. When an employee returns from a LOA, please send an to Janet Tate or Keshia Leach in HR and also to Payroll with the date the employee returns to work. Name/Family Status or Address Change Please refer to MCS website under Human Resources department.

6 Sub coding for Reason 4 Absences Coded sign in sheets Sign in sheets/attendance rosters are ed to Ashley Love at the completion of district sponsored Professional Development. Ashley will code and out to the school bookkeepers as soon as Ashley receive them. Bookkeepers will then use the budget code provided for the substitute. Workshop forms - Workshop forms are to be completed when it is not a district wide workshop. If you have any that you are not sure about you can always send Ashley an and she will let you know how to proceed. Ashley has attached a copy of the workshop form in case you need it. Please make sure you list the appropriate director name so Ashley knows who to contact for a budget code. (For example, CTE Mike Metcalf, Curriculum Mike Metcalf, Arts Educations Anna Stevens, Media Anna Stevens, EC Becky Benton) All workshop forms are to be sent to Ashley for coding. Please do not send them to individual directors as this can cause a delay in the process. Ashley will scan the workshop form back with the budget code you will need to use for the substitute. Workshops that will be reimbursed by another agency (for example, DPI) Key these absences as a reason 04 and change the budget code to XXX Write the name of the organization to be billed on the absence edit report and attach supporting documents to show the billing information. If these supporting documents are not provided, the school will be billed for these expenses.

7 Absence Edits Any employee who is not at work must account for their absence in some way. There are no free days. In inclement weather, for example, every workday should be accounted for, either by attendance at work or submit an absence in AESOP. Before sending your payroll in to the finance office, please verify your absence edits against AESOP and your calendar. Also double-check to determine if you have duplicate or incorrect sub postings and/or duplicate dates absent. This will help to avoid over-paying subs, paying the wrong sub or not paying them at all. Do not post substitutes beyond the period for keying payroll. You do not need to post absences for employees on leave of absence. However, you do need to be sure you have an approved LOA letter from HR. You also do not need to key subs for these in LINQ, but key the sub information (sub ID#, who the sub is working for and date worked) on the substitute spreadsheet to be keyed by payroll. Remember that 04 days are to be reported on all employees not just those who require subs. If any staff member is not on your campus performing his/her regular assignment, the absence needs to be reported to payroll to go onto the employee s absence history. When keying days without pay to an hourly person, remember you must subtract the time from their timesheet or nothing will be deducted.

8 Miscellaneous Information Attachments from the Public Schools of North Carolina Benefits and Employment Manual: 2.2 Bona fide religious holidays 7.3 Court attendance (no deduction if school-related) 8.3 Parental involvement in schools leave Employee Types Exempt contracted personnel (teachers, principals) Non-exempt classified staff (teacher assistants, custodians, office staff)

9 Annual Leave A 10-month employee with no prior State Service earns annual leave days per year. Imbedded in the school calendar are 10 annual leave days which these employees must take. As you can see from the table below, a new employee has minimal freedom to use annual leave on other days. Years of Aggregate State Service Days Earned Per Month 10-Month Employee Days of Granted Service 11-Month Employee 12-Month Employee Less than Five years Five but less than Ten years Ten but less than Fifteen years Fifteen but less than Twenty years Twenty years or more Sick leave may not be used for vacation when annual leave is exhausted.

10 Teacher Assistants If a sub is needed for the classroom, the teacher assistant cannot take annual leave or bonus annual leave or comp time. Policy 3.1.3(d) Restrictions on use by instructional personnel reads... teacher assistants who require a substitute... may not take annual vacation leave at any time that students are scheduled to be in attendance... Subs cannot be placed in regular classrooms until the TA has been out five consecutive school days. Schools are responsible for payment if a substitute is placed in a classroom prior to the sixth day. Teacher assistants are not to be utilized as a substitute teacher in a classroom. Guidance Counselors If a sub is needed for a guidance counselor, the school must pay for the sub cost. Key the absences and write Bill School on the edit report.

11 Pre-Payment Please refer to the payroll pay schedule and employee calendar located on the website. 10-month employees are paid on the 25 th of each month, but are prepaid nearly THREE weeks (roughly to the 15 th of the following month). 11-month and 12-month employees are paid on the 25 th of each month and are prepaid for nearly one week. Their pay period is the first to the last day of each month. If an eligible employee does not sign up for the 12-month pay plan, May will be their final payroll check for the school year. This is where the following statement becomes vitally important: IF YOU KNOW THAT AN EMPLOYEE IS LEAVING (RESIGNING), GOING ON A LEAVE OF ABSENCE OR HAS NO REMAINING DAYS TO USE FOR ABSENCES, CONTACT HR AND PAYROLL IMMEDIATELY! Payroll will also need to know if you have any absences that have not been posted for this employee. Payrolls are due in the finance office on the payroll due date shown on the schedule. If you cannot have your payroll turned in by the scheduled due date, please your payroll contact to discuss your situation. Note: Items not turned in by the payroll due date may not be processed until the next payroll month.

12 Summer Cash Moore County Schools and the State Employees Credit Union offer a terrific incentive for employees who are not eligible for the 12-month pay plan, or for those who choose not to be on the pay plan. By creating a payroll deduction, money is sent directly to the Credit Union for use during the summer months when these employees are not receiving checks. (More information can be found on the website.)