Montgomery I.S.D Payroll Procedures Manual

Transcription

1 Montgomery I.S.D Payroll Procedures Manual

2 Table of Contents SECTION A GENERAL INFORMATION 01. INTRODUCTION LOCATION PAYROLL CONTACT INFORMATION PAY DATES FORMS... 2 SECTION B LEAVE ABSENCE PROCESSING 01. INTRODUCTION HANDLING OF DOCKED DAYS ANNUAL SICK LEAVE RECORDS LEAVE ABSENCE CORRECTIONS TO ABSENCE MANAGEMENT & TxEIS CONTACT INFORMATION... 4 SECTION C TIME CLOCK POLICY AND GUIDELINES 01. INTRODUCTION OFFICIAL TIME OF RECORD EMPLOYEE TIME REPORTS MISD ID BADGE AND EMPLOYEE ID NUMBER CLOCK LOCATIONS DAILY CLOCK IN/OUT REQUIREMENTS MULTIPLE JOB CODES VIEWING HOURS WORKED FALSIFICATION, TAMPERING, AND UNAUTHORIZED VIEWING CLOCK PROBLEMS LUNCHES BREAKS UNREPORTED HOURS PROCESSING OF ELECTRONIC TIME REPORTS PROCEDURE FOR CLOSING THE WORKWEEKS DISPUTES OVER TIME CLOCKED IN OR OUT COMPENSATORY TIME HOLIDAYS DOCKED PAY OVERTIME TIME CLOCK MANAGERS TIME CLOCK SUPERVISORS/APPROVERS TIME CLOCK EDIT FORM TIME CLOCK SYSTEM AUDITS ADDING AND REMOVING EMPLOYEES DEFINITIONS SECTION D MONTHLY PAYROLL SUPPLEMENTAL 01. INTRODUCTION SUPPORTING DOCUMENTS ADDITIONAL REQUIREMENTS EXTRA DUTY/SUPPLEMENTAL PAY RATES... 13

3 05. OVERTIME SAME OR SIMILAR JOB OVERTIME WHOLLY SEPARATE JOB OVERTIME SECTION E SUPPLEMENTAL/SUBSTITUTES/PART TIME 01. INTRODUCTION SUPPORTING DOCUMENTS ADDITIONAL REQUIREMENTS EXTRA DUTY/SUPPLEMENTAL PAY RATES OVERTIME SAME OR SIMILAR JOB OVERTIME WHOLLY SEPARATE JOB OVERTIME SUBSTITUTES CREATE AN ABSENCE IN ABSENCE MANAGEMENT SECTION F RATES 01. PAY RATES...19 FORMS

4 Payroll Procedures Manual Section A GENERAL INFORMATION

5 1. INTRODUCTION The primary goal of the Payroll Department of Montgomery Independent School District (MISD) is to administer the payroll fiscal affairs of the district efficiently and in accordance with generally accepted accounting principles and within Texas Education Agency (TEA) guidelines. District policies and procedures can change at any time; these changes shall supersede any handbook provisions that are not compatible with the change in this procedures manual. Periodically, it may be necessary to update this document and/or include additional information. It is the employee's responsibility to periodically review this document and be aware of any changes. Payroll makes every effort to ensure the accuracy of payroll information. Corrections of errors are handled as judiciously as possible. Employees grant the District the right to deduct from future paychecks any amount which is overpaid in error or amounts owed to the District. 2. LOCATION The Payroll Department is located inside of the Business Administration building located at Walden Road in Montgomery, Texas. 3. PAYROLL CONTACT INFORMATION Cary Herring Payroll Specialist PAY DATES Pay Dates for the current school year can be found on the Montgomery ISD website under Payroll. 5. FORMS Any Payroll Related forms can be found on the Montgomery ISD website under Payroll or on the N Drive in the Payroll Forms shared folder under the Finance Department. 2

6 Payroll Procedures Manual Section B LEAVE ABSENCE PROCESSING

7 1. INTRODUCTION All Montgomery Independent School District employees must report absences in the automated sick leave/substitute calling system known as Absence Management (formerly AESOP) either by phone or via internet. All leave tracking is done through TxEIS by information pulled from the Absence Management system. Leave and pay information can be viewed in Employee Access Center. Employees may access the EAC application from the M.I.S.D. website HANDLING OF DOCKED DAYS Docked days will not be spread to remaining pay dates. The process is to reduce your monthly check for the full amount owed. Sometimes this may require docking more than one month's check. For example, if you were out 3 days with no available leave and your daily rate is $211 per day, then your monthly wages will be reduced by the 3 days times the $211 daily rate of pay for a total of $633. Again, docked days will NOT be spread over remaining pay dates. 3. ANNUAL SICK LEAVE RECORDS Annual Sick Leave Records will be reflected in the TxEIS Employee Access Center. These records should be reviewed by employees and they should contact the Leave Department if any discrepancies are found. 4. LEAVE ABSENCE CORRECTION TO ABSENCE MANAGEMENT & TxEIS An "After The Fact Memo" must be submitted to the Payroll Department to correct absences for a prior workday. Each occasion for an "After The Fact Memo for a para professional, hourly employee, auxillary staff or support staff should also require a corresponding Edit Form to correct the time clock system. 5. CONTACT INFORMATION Cary Herring-Payroll Specialist cherring@misd.org Teresa Tipton-Benefits & Leave Specialist ttipton@misd.org 4

8 Payroll Procedures Manual Section C TIME CLOCK POLICY AND GUIDELINES

9 1. INTRODUCTION Montgomery Independent School District (MISD) uses an electronic time tracking system called Time & Attendance (formerly VeriTime) to capture and record all non exempt employee time records. Time & Attendance is an electronic time tracking system that allows the District to accurately record, track, and report employee information in real time. This allows employees to accurately monitor and keep track of their time and enables the District to efficiently process employee time worked and leave taken for payroll purposes. The following procedures and guidelines have been created to ensure accurate recordkeeping and compliance within the District. 2. OFFICIAL TIME OF RECORD The Time & Attendance electronic time keeping system is the official timekeeping software for all non exempt employees. In order to ensure consistency of treatment for hourly & annualized salary paid employees, the data recorded in the Time & Attendance system shall be considered as the official record of the workday for the District. Any disputes over actual hours worked or attendance will be resolved by referring to the Time & Attendance and Absence Management records. 3. EMPLOYEE TIME REPORTS The Fair Labor Standards Act (FLSA) requires that employers keep detailed records on time and payments for all employees. All FLSA provisions guide utilization of the time clock system at MISD. The Time & Attendance electronic timekeeping system is used to record all hours worked for nonexempt personnel. 4. MISD ID BADGE AND EMPLOYEE ID NUMBER Every MISD employee is assigned a MISD ID Badge and an Employee ID Number upon hire which is used for identification purposes throughout the District. The MISD ID Badge or the employee s User ID & PIN can be used to clock in at the time clock locations. Employees are responsible for knowing their MISD ID number and protecting it from unauthorized use. 5. CLOCK LOCATIONS Time & Attendance kiosks are located throughout the District at every school and department site. Please check with your Supervisor regarding clock locations in your work area. 6. DAILY CLOCK IN/OUT REQUIREMENTS It is a job requirement that all non exempt employees must clock in and clock out at the start of their shift, during lunch breaks, if deemed necessary when not autodeducted, and at the end of their shift. Employees are expected to clock in and out at their regularly scheduled times. Under certain conditions (such as trainings at an off site location, extracurricular events, etc.) when an employee cannot clock in at their worksite, the employee should report time worked to their Time & Attendance Manager using the Time & Attendance Edit Form so that their time worked can be manually entered or absence from the district entered in Absence Management, which works with Time & Attendance. 7. MULTIPLE JOB CODES There may be instances where employees have multiple job codes. If an employee is paid from multiple funding sources or has more than one position within the district, they will be assigned a separate job code for each non exempt position. It is the responsibility of the employee to ensure that they are clocking in on the correct code at all times. Failure to clock in and out correctly on multiple job codes may result in corrective action. If you are unsure which job code you should be using, please contact your Supervisor, Time & Attendance Manager, or the MISD Payroll Office for clarification. 6

10 Employees who have swiped incorrectly using the wrong job code will need to complete the Time & Attendance Edit form and submit the signed form to their Supervisor prior to the close of the pay period so their time can be corrected. 8. VIEWING HOURS WORKED Employees can view their hours worked through the Frontline website using their username and password or by contacting their Supervisor or Time & Attendance Manager. 9. FALSIFICATION, TAMPERING, AND UNAUTHORIZED VIEWING The following infractions are prohibited and will be considered severe. Due to the severity of these infractions, employees may be subject to immediate corrective action, up to and including termination. Non-exempt employees are not authorized to work beyond their normal work schedule without advance approval from their supervisor. Any attempt to tamper with timekeeping hardware or software Punching in or out for another employee Interference with another employee s use of the Time & Attendance system Unauthorized viewing of another employee s time in the Time & Attendance system 10. CLOCK PROBLEMS If an employee is unable to punch in or out because of a time clock malfunction, accidental oversight, or other reason, it is the employees responsibility to immediately inform their Time & Attendance Manager and complete the Time & Attendance Edit form. In this situation, the Time & Attendance Manager will manually correct the clock in or clock out information and this form must be maintained at the worksite. The Time & Attendance Manager will notify the Time & Attendance administrator of any clock problems or malfunctions with the Time & Attendance Terminal. If the correction is needed for a workweek that has already closed, the Time & Attendance Edit Form must be submitted to the Payroll Department to manually correct the error. 11. LUNCHES All non exempt employees are entitled and expected to take a duty free lunch period each day. The duty free lunch should be a minimum of 30 minutes in length. The lunch period is considered unpaid time and employees will clock in and out, unless their schedule has the lunch time automatically deducted. The lunch period is to be a duty free break for the employee and must be a minimum of 30 minutes in length. Any edits to the auto deduct lunch time need to be submitted on a Time & Attendance edit form. Due to the nature of some district positions, exceptions to the lunch period may be made with the approval of the employee s supervisor. 12. BREAKS The Fair Labor Standards Act (FLSA) does not require breaks or meal periods be given to workers. Nonexempt employees are allowed paid breaks during their shift as defined by their work schedule and their supervisor. 13. UNREPORTED HOURS The FLSA does not permit an employer to benefit from the work of an employee without compensating them for such work. Therefore, all hours worked must be reported using the Time & Attendance electronic 7

11 timekeeping system. Any time spent working while not clocked in (a.k.a. working off the clock ) is strictly prohibited. Employees are required to clock in before performing any work and are not permitted to clock out until all work has stopped. Employees that underreport or fail to report hours worked are subject to corrective action, up to and including termination. Examples of working off the clock may include: Forgetting to clock in or out Voluntarily continuing to work at the end of regular scheduled working hours Taking work home to complete on the weekend or in the evening Checking/Reading/Reviewing work related s or listening to work related voic messages while away from the office or workplace Answering phones, s, or attending to duties while clocked out for a lunch break Once an employee has clocked in, he/she is responsible for starting work. When a shift has been completed, it is the employee s responsibility to clock out. 14. PROCESSING OF ELECTRONIC TIME REPORTS The MISD Payroll Office will close the work week in Time & Attendance according to a preset schedule to ensure that time adjustments are properly recorded. The workweek begins on Sunday at 12:00 AM and runs through Saturday at 11:59 PM. Time & Attendance Managers must resolve all missed punches and review clock hours for their staff on the Monday following the close of a pay period. It is imperative that employees complete any necessary Time & Attendance Edit Forms in a timely manner. 15. PROCEDURE FOR CLOSING THE WORKWEEK AND MONTH Time & Attendance Managers must review timesheets and Time & Attendance Supervisors must approve the Time & Attendance timesheets for the prior month as it is due by 3:00 p.m. on the payroll deadline. It is understood that every department or campus must review hours worked by their employees. It is a MUST that time be reviewed weekly by the Managers and Supervisors. Original signed timesheets from the Time & Attendance system, including approval signatures, must be submitted to payroll by the payroll deadline. If the Campus/Department did not close their clock by 3 p.m., payroll does an automatic close of the time clock to meet the deadline. This will allow the workweeks to be released for Payroll Processing but without the Time & Attendance Supervisor site level approval. A monthly review of those Campuses/Departments that are not approving the current month by the deadline will be contacted and repeated violations may result in corrective action. Edit to the timesheets should be done DAILY at the campus/department level through a signed Time & Attendance Edit Form. These are maintained at the campus/department level. If the clock has closed and as a last resort, edit forms are sent to the payroll office with proper signatures at which time the clock will be corrected. A copy of the Time & Attendance Edit Form can be found in the Appendix section of this manual. 8

12 16. DISPUTES OVER TIME CLOCKED IN OR OUT In the event an employee has a dispute over time that was clocked in or out, they should bring it to the attention of their supervisor immediately. The Time & Attendance electronic time tracking system provides a log to assist in validating times and locations of all employee swipes. Any dispute that cannot be resolved using the logs should immediately be reported to the Human Resources Department. 17. COMPENSATORY TIME MISD does allow the accrual or use of Compensatory Time for certain employees. With supervisor approval, employees may flex their hours if necessary. Compensatory Time taken in half day or full day blocks, must be entered into Absence Management. 18. HOLIDAYS Employees who are eligible for paid holidays will have those days automatically entered into the Time & Attendance system by the Payroll Department by use of the Time & Attendance Master Calendar. 19. DOCKED PAY If an employee is absent (half day or whole day) and has used up all available local days or state days, their pay shall be docked for the days missed based on their daily rate of pay. 20. OVERTIME Unauthorized overtime is prohibited. Any time worked by an employee that exceeds the employee's budgeted position hours must be approved by the employee s immediate supervisor prior to the time being worked. All approved overtime will be calculated based on the actual hours recorded and credited to the employee as measured by the Time & Attendance electronic timekeeping system using straight time or time and a half, based on the hours worked in the Time & Attendance Week. Examples: Overtime paid as Straight Time 35 hours physically worked 8 hours out on leave 43 hours paid at the regular hourly rate (no overtime) Overtime paid at Overtime Rate 42 hours physically worked ( 2 hours paid at overtime rate of time and a half) 21. TIME & ATTENDANCE MANAGERS Time & Attendance Managers are appointed by the MISD Payroll Department as those responsible for monitoring and editing the time clock records for a worksite. This includes: Collecting, verifying, and maintaining the Time & Attendance Edit Forms Editing employee s time as needed to correct missed punches, incorrect swipes and other necessary maintenance to timesheets. If you are unsure who the Time & Attendance Manager is for your worksite, please check with your supervisor or contact the Payroll Department. 22. TIME & ATTENDANCE SUPERVISORS/APPROVERS Time & Attendance Supervisors/Approvers are assigned by the MISD Payroll Department and are responsible for monitoring and approving the electronic time and attendance information for their site each week. Time 9

13 cannot be released for Payroll Processing without site level approval. Approval by a Time & Attendance Supervisor/Approver certifies that the time submitted to the payroll office is accurate and reflects the actual time worked. A monthly review of those Time & Attendance Supervisors that are not approving the current workweeks by the deadline will be contacted and repeated violations may result in corrective action. 23. TIME & ATTENDANCE EDIT FORM Any corrections to time that occur PRIOR TO THE CLOSE OF THE WORKWEEK PAYROLL DEADLINE require a Time & Attendance Edit Form. The form must be completed by the employee and signed by the employee s supervisor prior to the Time & Attendance Manager making any change to the employee s time. The original Time & Attendance Edit Form is kept on file with the employee s Time & Attendance Manager and the employee is provided with a copy. Examples of changes would include: Correcting missed punches Adjusting the clock in or clock out times to reflect actual hours worked Correcting lunch punches that were entered incorrectly Swipes against the wrong job code Any corrections to time that occur AFTER THE CLOSE OF THE WORKWEEK PAYROLL DEADLINE will also require a Time & Attendance Edit Form. The form must be completed by the employee and signed by the employee s supervisor. When completed, the original, approved form must be submitted to the Payroll Department. The copy of the Time & Attendance Edit Form is kept on file with the employee s Time & Attendance Manager and the employee is provided with a copy. Payroll cannot legally change or correct any electronic time card records without both the employee and supervisors' signatures. Corrections resulting from a Time & Attendance Edit Form will be made on the next available payroll run if the workweek had already been paid. 24. TIME & ATTENDANCE SYSTEM AUDITS Time & Attendance data is subject to annual external audits and may be monitored by a third party to verify compliance. Additionally, the MISD Payroll Department in conjunction with the Internal Audit process will monitor Time & Attendance data on a regular basis and review for irregularities or patterns. Any irregularities and/or patterns will be reported to the Time & Attendance Approver/ Supervisor and all findings will be investigated. 25. ADDING AND REMOVING EMPLOYEES FROM SYSTEM Typically, employees are set up in Time & Attendance when all necessary paperwork has been filled out with the Human Resources Department and the employee has been cleared to start working. The Payroll Department is responsible for adding new employees into the Time & Attendance System and Time & Attendance Managers should instruct the employee on how to obtain a badge and how to begin using the Time & Attendance System. If an employee s paperwork is delayed and the employee has not yet been entered into the Time & Attendance system, they should complete the Time & Attendance Edit form for any hours worked until they can swipe or clock in. In the event of any difficulties in setting up an employee, please contact the Payroll Department. Terminated employees will be removed from the system when the Termination documents are received in the Payroll Office from the Human Resources Department. Transferring employees will be updated in the system when the Employee Action Request Form has been received in the Payroll Office from the Human Resources Department. 10

14 26. DEFINITIONS Non exempt Employee Determined by FLSA and include but are not limited to clerical, aides, bus drivers, managers, HVAC workers, maintenance workers, cafeteria workers, clerks, etc. (Please contact the Human Resources Department if you have questions about a specific position designation). MISD ID Number Unique number that is assigned to each MISD employee upon hire. Employees can contact the Human Resources Department to obtain their MISD ID number. Flexing Time/Hours Adjusting or sliding regularly scheduled times as needed either by the employee or by the Supervisor. Hours can be flexed with Supervisor approval within a single pay week. Straight Time Hours physically worked up to 40 hours. If an absence is part of the total hours worked for the work week, and the hours physically worked do not exceed 40, then all hours worked will be paid at the straight time rate. Straight time may also be referred to as GAP time. Overtime Hours physically worked beyond 40 hours during a workweek. 11

15 Payroll Procedures Manual Section D MONTHLY PAYROLL SUPPLEMENTAL

16 1. INTRODUCTION PLEASE DO NOT SCAN PAYROLL DOCUMENTS TO THE PAYROLL DEPARTMENT. All staff is required to use the supplemental pay request form available in the Payroll Forms file of the Montgomery ISD Finance department forms located on the N drive. The form must be complete; otherwise, it will be sent back and not processed. All Supplemental Pay Request Forms are required to be submitted by 3:00 p.m. on the payroll deadline date as well as be signed and approved along with all supporting original documentation attached. Payroll deadlines may need to be occassional updated due to extenuating circumstances. 2. SUPPORTING DOCUMENTS NEEDED FOR EACH SUPPLEMENTAL FORM Each form must contain each employee's ID number, legal name, printed name of person approving supplemental pay, rate of pay, hours/days paid and payroll budget codes. A timesheet or other pertinent documentation must accompany each supplemental form for all employees listed. 3. ADDITIONAL REQUIRMENTS Forms must be approved by the designated Supervisor. Names must be sorted in alphabetical order. All supplemental forms must be received in the Payroll Office by the deadline set by the Payroll Department. Altered Supplemental Forms will not be accepted. Please use the official district forms. 4. EXTRA DUTY/SUPPLEMENTAL PAY RATES Please contact the Human Resources department for all Extra Duty pay rates. 5. OVERTIME For overtime that cannot be charged to the primary funding source of an employee's pay assignment, please submit a copy of the employee s time sheet along with a completed supplemental form indicating the appropriate funding account. 6. SAME OR SIMILAR JOB - OVERTIME When an employee physically works more than 40 hours during a workweek, compensation for time over 40 hours will be calculated at time and one half. In other words, the overtime rate is equal to the employees regular rate times 1½. Example: 13

17 Employee A physically works 42 hours for a given workweek. This employee has an hourly rate of $10.00/hour. CALCULATION $ (40 x $10.00/hour) Regular Hourly Rate $30.00 ( 2 x $15.00/hour) Overtime Hourly Rate $ Gross Wages 7. WHOLLY SEPARATE JOB - OVERTIME When an employee physically works two different types of jobs and works more than 40 hours between the two jobs, then the overtime wages are computed using weighted average calculation. Example: Employee A physically works 37.5 hours as an Aide for a given workweek and 10 hours as a Ticket Seller during the same work week. This employee has an hourly rate of $10.00/ hour. CALCULATION 1) First Calculate what the wages would be based on the two different rates for the two different jobs. $ (37.5 x $10.00/hour) Regular Hourly Rate for 1 st Job $62.50 (10 x $6.25/hour) Regular Hourly Rate for 2 nd Job $ ) Next, divide the total salary calculated from #1 above by the total number of hours worked between both jobs. $ (Salary Calculated from #1 above) / 47.5 (Total number of hours worked between both jobs) $9.21 (Average hourly rate) 3) Divide the average hourly rate calculated from #2 above by the number of different jobs worked. $9.21 (Average hourly rate calculated from #2 above) / 2 (Total number different types of jobs) $4.61 (Average overtime hourly rate) 4) Finally multiply the Average overtime hourly rate calculated from #3 above and multiply by the number of overtime hours worked between the two jobs. x $4.61 (Average overtime hourly rate calculated from #3 above) 7.5 (Total number hours worked over 40 between the two jobs) $34.58 (Overtime due for hours physically worked over 40 between the two jobs) 5) Employee A would be entitled to the following: $ (37.5 hours x $10.00/hour) Regular Hourly Rate for 1 st Job $62.50 (10.00 hours x $6.25/hour) Regular Hourly Rate for 2 nd Job $34.58 (7.5 hours x $4.61/hour) Overtime for hours physically worked over 40 $

18 Payroll Procedures Manual Section E SUPPLEMENTAL/ SUBSTITUTES/PART-TIME

19 1. INTRODUCTION A signed and approved hard copy of the district supplemental pay request form along with all supporting documentation is a requirement when requesting supplemental pay. The form is available in the Payroll Forms folder located on the N drive in the finance folder. The form must be complete; otherwise, it will be sent back and not be processed. 2. SUPPORTING DOCUMENTS NEEDED FOR EACH SUPPLEMENTAL FORM Each form must contain each employees' ID number, legal name, services rendered for the district and payroll budget code to be used. A timesheet and/or applicable payroll document must accompany each supplemental form for all employees listed. 3. ADDITIONAL REQUIRMENTS Forms must be approved by the designated Supervisor. Names must be sorted in alphabetical order. All supplemental forms must be received in the Payroll Office by the deadline set by the Payroll Department. Altered Supplemental Forms will not be accepted. 4. EXTRA DUTY/SUPPLEMENTAL/SUBSTITUTE/PART TIME PAY RATES Please contact the Human Resources department for pay rates. 5. OVERTIME For overtime that cannot be charged to the primary funding source of an employee's pay assignment, please submit a copy of the employee s time sheet along with a completed supplemental form indicating the appropriate budget code. 6. SAME OR SIMILAR JOB - OVERTIME When an employee physically works more than 40 hours during a workweek, compensation for time over 40 hours will be calculated at time and one half. In other words, the overtime rate is equal to the employees regular rate times 1 ½. 16

20 Employee A physically works 42 hours for a given workweek. This employee has an hourly rate of $10.00/hour. CALCULATION $ (40 x $10.00/hour) Regular Hourly Rate $30.00 ( 2 x $15.00/hour) Overtime Hourly Rate $ Gross Wages 7. WHOLLY SEPARATE JOB - OVERTIME When an employee physically works two different types of jobs and works more than 40 hours between the two jobs, then the overtime wages are computed using weighted average calculation. Example: Employee A physically works 37.5 hours as a Aide for a given workweek and 10 hours as a Ticket Seller during the same work week. This employee has an hourly rate of $10.00/hour. CALCULATION 1) First Calculate what the wages would be based on the two different rates for the two different jobs. $ (37.5 x $10.00/hour) Regular Hourly Rate for 1 st Job $62.50 (10 x $6.25/hour) Regular Hourly Rate for 2 nd Job $ ) Next, divide the total salary calculated from #1 above by the total number of hours worked between both jobs. $ (Salary Calculated from #1 above) / 47.5 (Total number of hours worked between both jobs) $9.21 (Average hourly rate) 3) Divide the average hourly rate calculated from #2 above by the number of different jobs worked. $9.21 (Average hourly rate calculated from #2 above) / 2 (Total number different types of jobs) $4.61 (Average overtime hourly rate) 4) Finally multiply the Average overtime hourly rate calculated from #3 above and multiply by the number of overtime hours worked between the two jobs. x $4.61 (Average overtime hourly rate calculated from #3 above) 7.5 (Total number hours worked over 40 between the two jobs) $34.58 (Overtime due for hours physically worked over 40 between the two jobs) 5) Employee A would be entitled to the following: $ (37.5 hours x $10.00/hour) Regular Hourly Rate for 1 st Job $62.50 (10.00 hours x $6.25/hour) Regular Hourly Rate for 2 nd Job $34.58 (7.5 hours x $4.61/hour) Overtime for hours physically worked over 40 $

21 8. SUBSTITUTES Please contact Carol Reissig, Absence Management administrator for instructions regarding processing substitutes. 9. CREATE AN ABSENCE IN ABSENCE MANAGEMENT All Montgomery Independent School District employees must report absences in the automated leave/ substitute calling system known as Absence Management either by phone or via internet. This includes any days not present in the district, such as district professional, local, state, jury duty, etc. Please contact your Absence Management campus/department manager or Carol Reissig, Absence Management administrator, if you have questions. 18

22 Payroll Procedures Manual Section F RATES

23 Please contact the Human Resource department for current approved pay rates. 19

24 Montgomery I.S.D. Non-Exempt Employees As an employee of the Montgomery Independent School District, I understand that I am a non-exempt employee. I further understand that according to the Department of Labor, Montgomery I.S.D. is required to pay me for the actual hours I work. Therefore, I agree that I will not start to work without recording my time through the Montgomery I.S.D. s electronic timekeeping system or documenting my time on the MISD s "Time & Attendance Edit Form or work after I have clocked out for the day without recording my time. Employees should not clock in until they are ready and prepared to begin their assigned tasks. While clocked in, employees should be working on their assigned tasks. Non-exempt employees are not authorized to work beyond their normal work schedule without advance approval from their supervisor. Any employee working overtime without approval is subject to discipline. I understand that if I work without documentation of hours worked and compensation that I am falsifying records and that this will be considered a serious offense, subject to disciplinary action up to and including termination. It is my responsibility to monitor my time and be held accountable for the hours worked and any edits or corrections that need to be made. If I am asked to work without recording the time, it is my responsibility to report the incident to Sonja Lopez, Assistant Superintendent of HR, in the District s Central Administration building. I have read and understand the Montgomery I.S.D. Payroll Procedures Manual and agree to follow this policy. Employee s Name (Please print) Employee I.D. # Campus/Department Employee s Signature Date 20

25 Montgomery I.S.D. Time & Attendance Edit Authorization Form MISD Employee Name (Printed): Employee ID #: Campus/Department: Regular Work Time Correction Date Clock-IN Clock-OUT Cancel Lunch deduction (Y or N) Reason for Edit Date Request for Leave Leave Type (School Business, Local, State, etc.) Reason for Leave Employee Signature Date Your signature certifies that this information is accurate and reflects the actual hours worked and that you authorized the above changes. Supervisor Approval Date Your signature certifies that you have reviewed the changes above and agree that they are accurate and reflect the actual hours worked. Supervisor s Printed Name This form is to be submitted on a weekly basis to your Supervisor 21

26 After the Fact Leave Authorization Form This form should be completed and submitted to the Payroll Department as soon as the error has been discovered for processing in Absence Management, TxEIS and other applicable reports. Date error discovered: Employee Name (Printed): Employee I.D. #: Dates of Absence: Number of Days Absent: Leave Type: Leave Reason: (State, Local, School Business, Jury Duty, etc.) Employee Signature: Date Signed: Supervisor s Name (Printed): Supervisor s Signature: Date Signed: District Office Use Only: Leave adjusted in TxEIS Leave adjusted in Abence Management Leave adjusted on TRS reports Leave adjusted for TEA Service Records Other 22