Schedules / Calendars

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Duane Foster
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1 Payroll Session Secretary Training June 12, 2014 June 23, 2014 Schedules / Calendars Color copies will be provided to you today FY15 Calendars (July June) FY15 Semi-Monthly Payroll Schedule FY15 Pay Dates per Pay Type All schedules and calendars for FY15 will be available online June 24 th Including FY15 Time Log 1

2 Saving for Retirement?? Did you know Brevard Public Schools offers two different voluntary retirement plans and all employees are eligible to participate? 403B 457B Employees may choose to contribute to one or both plans Saving for Retirement?? Benefits Convenient BPS - Payroll will setup a deduction directly from the employees paycheck and send the contribution to the selected provider company for deposit Flexible employees may stop or change the amount of their contribution anytime during the year 2

3 Saving for Retirement?? Benefits (cont.) Choice Employees are able to choose a provider of their choice from the list of District approved vendors Reduce Taxes - Contributions to either plan will reduce the employees federal taxable wages and federal income tax High Limits Employees can contribute up to $17,500 to both plans (Employees with 15 or more years of service or who are age 50 or older may qualify for higher limits) Saving for Retirement?? Getting started Select a District approved Investment Provider This list is available on the Payroll Services webpage Establish an account with the provider The investment provider will assist the employee with deciding which plan suits them the best 3

4 Saving for Retirement?? 403B / 457B Plan providers are not allowed on school property Employees are not allowed to individually meet with providers on school property Plan providers are not allowed to speak with groups of employees on school property Plan providers are not allowed to handout brochures on school property All District approved plan providers and employees are invited to the Wellness Expo each year Payroll Training Payroll II Specialist, Don Benish, offers payroll training once a month at the District Office Training is held on the 3 rd Wednesday of every month from 8 am 12 pm If you or your back-up are interested in training please Don We strongly encourage all timekeepers to have a back-up that periodically practices inputting payroll 4

5 ADT / OVT ADT/ OVT Reminders Calculate using the workweek (Friday Thursday) Only include time worked Time not included Vacation, Holidays, Sick, PSK, Jury Duty, etc Any ADT/OVT time must be pre-approved ADT/ OVT Non-exempt employees are entitled to OVT when: The employee works over 10 hours per day The employee works over 40 hours per week The employee works on Sunday (per local 1010 contract) 5

6 TPD / REG TPD entries = temporary employees Example: Employee is only an Adult Ed Teacher REG entries = regular employees (not temporary) Example: Employee is both a Teacher (EA) and an Adult Ed teacher (FE) LOAs Be sure to make the correct time exception entries for LOAs FML - use if the leave form says FMLA LOA use only if the employee isn t on an FMLA leave Other time exceptions can be created depending on the leave form (SCK, VAC, etc) The Leave department keeps track of FMLA hours compared to FML entries in AS400 6

7 LOAs If an employee is on an unpaid LOA and an end date is entered in AS400 they will not receive a paycheck If the employee requests a paycheck - contact your payroll specialist to discuss the employee s options Be sure to check the employee s job status on the H515 before lockout for each payroll run If there isn t an end date then you will need to enter time exceptions for that payroll period Terminating Employees Sick /Vacation Payouts Payouts totaling $500 or more go to BENCOR Employees will receive notification from BPS Payroll after the payout has been processed and from BENCOR after the payout has been received Payouts less than $500 go straight to the employee paper check Taxes - 25% Federal W/H, FICA, and Medicare FRS (for vacation only) 7

8 Terminating Employees Final Paycheck Will be a paper check and will be sent to the school/department in the red payroll envelope Calculation Last paycheck = (days worked x daily rate) - Amount already paid If calculation equals a negative amount, the employee owes BPS Use the H517 panel for assistance or contact your payroll specialist Paychecks All regular employees are paid on a standardized pay schedule Employees will receive the same amount for all pay periods during the year regardless of whether the time exception window is 2 or 3 weeks Unless the employee. Earns ADT/OVT Needs to be docked time Terminates before the end of the year Goes on an unpaid leave of absence Late starts Standard pay calculation = (# of days per fiscal year x hourly rate x # of hours per day) / # of paychecks 8

9 W-2s Employees can find W-2 support on MIC (My Information Center) W-2 Replacement Request Employees can request a W-2 reprint from (last 4 years) Reprinted W-2s can be mailed, couriered, or picked up at the District (Accounting Services) W-2 Worksheet Helps the employee balance their W-2 to their December 31 st paystub W-2s W-2s for current employees are couriered to their school/department W-2s for terminated / retired employees are mailed to their address on the H503 panel Coming Soon W-2 FAQs located on MIC 9

10 Time Logs All support employees must complete a time log each pay period (located on the Payroll Services webpage) All time logs must be signed by the employee and direct supervisor / administrator Time logs are to be retained at the school/department Suggestion file time logs / absence requests by payroll run NK1 / NKB Entries for Bus Riders need to be created on the correct job ID / pay type If the employee is a permanent bus rider have HR set up an NKB job (job 30) If the employee is a temporary / sporadic bus rider have HR set up a temporary bus rider position (job 70) 10

11 NK1 / NKB NKB Job 30 This employee will automatically be paid for the hours set up on the job 30 ADT / OVT entries are created only when the bus rider exceeds their normal job 30 hours per day Be sure to create ADT/ OVT entries on the employees job 30 if the additional time worked is from bus riding - this will ensure the correct accounting string is charged (Transportation keeps track of bus rider expenditures) NK1 / NKB Job 70 This employee will not be paid for bus riding unless time is entered Be sure to enter time (REG) for bus riding using job 70 (do not use job 01) If you are waiting for HR to create a job 70 or job 30 for your bus rider You may enter ADT/OVT on the employee s job 01 but you MUST enter the bus accounting string on each ADT/ OVT entry 100.xxxx

12 Summer Payroll Pay types for Summer are either time entry or time generated Time generated - automatically generates time for all days/hours unless a time exception has been entered Time entry timekeepers are responsible for entering any and all time worked These entries can t be created until the employee actually works - forecasting is not allowed Summer Payroll When creating entries (especially on the H618) be sure that you have the correct job ID As soon as the FY15 Fiscal Year is open in AS400 you will be able to enter June time worked on P01 to be paid on 7/15/14 (you will receive an when the new year is open) 12

13 SUB Entries If you attempt to delete a SUB entry (H606) and you receive the error message cannot delete dependent record The sub record either includes an accounting string or is attached to an employee Accounting String you will need to delete the accounting string first, then you can delete (F10) the SUB entry SUB Entries Attached to Employee removing the SUB from the employee s time exception entry will automatically delete the SUB entry (H606) H609 pull up the Employee s time exception entry Delete all fields pertaining to the sub The SUB entry on the H606 has been deleted 13

14 Reminders Notify your payroll specialist immediately if you receive notification of a terminating employee This will reduce or eliminate the employee s overpayment Employees are not allowed to carry more than 60 days vacation forward into the new calendar year An will be sent to the employee at the end of September notifying them of the vacation overage (they will need to make arrangements to use any days over 60 before 12/31) Anything over 60 days after 12/31 will be removed from the employee s vacation balance Reminders MODs Be sure to list the correct reason code Payroll Entries Check the H515 to make sure the job is active/open before making payroll entries Do not make any FY15 payroll entries in FY14.these entries will not transfer over to the new fiscal year 14

15 Reminders PSK time should not be entered after an employee uses their 6 days per year A different time exception entry will need to be made PNP Personal Not Paid Send a copy of the signed absence form to Payroll for any PNP entries All employees have an address School techs are equipped to assist those employees that do not have a work computer Communication Communication is key. Please stay in contact with your payroll specialist, benefits specialist, and HR specialist when it comes to terminations, leaves, etc Charlie Smith x 204 Adjustment code issues / questions 15

16 Payroll Staff Barbara Reuther x 647 Brandi Broad x 624 Denise Mollo x 649 Donald Benish x 651 Janet Abreu x 670 Paula Guruwatte ext 650 Fran McDaniel x 652 Lori Allyn x 653 Jessica Mosca ext 625 Questions???? 16

Payroll Session Secretary Training

Payroll Session Secretary Training June 11, 2015 June 16, 2015 Standardized Pay vs. Time Entry Regular employees are paid using a standardized pay schedule only create entries for time exceptions and extra