PAYROLL DEPARTMENT PROCEDURES LAFAYETTE PARISH SCHOOL SYSTEM

Transcription

1 PAYROLL DEPARTMENT PROCEDURES LAFAYETTE PARISH SCHOOL SYSTEM 1

2 BUSINESS SERVICES DIVISION IN-SERVICE PAYROLL DEPT GENERAL INFORMATION: PAYROLL DEPARTMENT CONTACTS: Donald Garber, Payroll Supervisor Amy Lawrence, Payroll Clerk, Catherine Knott, Payroll Clerk, Kristie Sam, Payroll Clerk, kpsam@lpssonline.com TOPICS: 1) Employee Absence Reporting & Substitute System(EARSS) 2) Verification of files (Time Worked/Time Missed) 3) Sub-Custodians/Account to be charged 4) Substitutes funded by Grant Funds/General Fund 5) Substitutes/Employees Paid by Schools 6) Benefit rates(retirement/fica/medicare) 7) Substitutes Not Paid 8) Corrections/Concerns 9) Deadline for Pay forms 10) Employment Verification 11) Paychecks 12) Forms 2

3 1) Employee Absence Reporting & Substitute System (EARSS) The Employee Absence Reporting & Substitute System (EARSS) is an automated telephone system used for reporting/checking district absences, substitute call-ins, and assignments of substitutes. All employees must report their time missed using the automated system. It can be accessed by phone or via the internet 24-hours a day, seven days a week. All data that is generated using EARSS is processed by the Payroll Dept. 2) Verification of files (Time Missed/Time Worked) All finished jobs that are generated using the sub-system must be verified by the EARSS ADMINISTRATOR for that school/department. Before Payroll can update and pull the data into the payroll time & attendance system to be posted, all finished jobs for the date range indicated must be verified. No jobs can be processed for posting if they are not verified. All jobs should be verified by the third working day of the following month. Please review each job carefully before verifying. Please review information for the employee as well as the substitute. By verifying this information you are certifying that this person worked the hours reported and is eligible to be paid. Please check name, dates, time, pay grade, days worked. To verify use F6. If there are jobs that should not be verified, please delete them. If you have problems verifying jobs, please call the Help Desk at for assistance. To provide a clear history for any possible fraud investigations, Smart-find Express now tracks system activity by individual. You are responsible for anything that happens using your sign on. DO NOT give out your User ID or Password to anyone. If you need someone to have temporary access to the system please call the Help Desk at ) Substitute-Custodians All substitute custodians should be charged to the following account: ??? (??? = School Location Code) Please make sure to change the account number when verifying finished jobs for substitute custodians. 4a) Substitutes funded by Grant funds The proper charge of account should be placed on the time sheet Supervisor should review and sign timesheet in proper location The timesheet should be sent to the Accountant for that grant (not payroll) The Accountant will verify the account and initial the timesheet The Accountant will send the timesheet to the EARSS Operator to have the proper account placed in the system before Payroll pulls the information for payment The EARSS Operator will send the timesheet to payroll 3

4 4b) Substitutes funded by the General Fund other than school funds The proper charge of account should be placed on the time sheet Supervisor should review and sign timesheet in proper location The timesheet should be sent to the EARSS Operator (not payroll) to have the proper account placed in the system before Payroll pulls the information for payment The EARSS Operator will send the timesheet to payroll 5) Substitutes/Employees paid by Schools (NEW) For School Paid Substitute payments using the sub-system (EARSS): Code the absence in the sub-system to 66 School Pays Sub When you verify the absence change the account charged to: ? ??? (? = 1, 2 or 3) (??? = School Location Code) After the payroll is run, Payroll will send you a report that will recap all activity posted to the account above including the associated actual benefits charged by person. The school sends a check to Payroll for the total of the report The school then charges the proper school based organization for the substitute including the proper benefit costs. If the sub works for more than one organization for the month, the school can use the activity in the sub-system to determine the details For School Funded payments using time sheets (Usually to employees): Charge the activity on the timesheet to: ? ??? After the payroll is run, Payroll will send you a report that will recap all activity posted to the account above including the associated actual benefits charged by person. The school sends a check to Payroll for the total of the report The school then charges the proper school based organization/accounts for the payments including the proper benefit costs. If the sub works for more than one organization for the month, the school should make copies of those timesheets to distinguish which accounts to charge. ANY QUESTIONS CONCERNING YOUR REPORT, PLEASE CONTACT THE PAYROLL DEPT 4

5 6) Benefits rates (Retirement/FICA/Medicare) The following information is being provided to help you compute what a sub or employee might cost your school when contemplating the use of a school paid sub. Please note that these percentages have changed from last fiscal year and are effective for hours worked from July 1, 2012 through June 30, Please include the following in addition to pay for fiscal year 2012/2013: Full time employees :( Not Janitors, Maintenance or School Food Service) % for employer portion of Teacher Retirement & Medicare. Full time employees (Janitors & Maintenance) % for employer portion of SERS Retirement & Medicare. Full time employees (SFS Technicians & Managers) % for employer portion of SLRS Retirement & FICA & Medicare. Substitute or part-time employees not on retirement: 7.65 % for employer portion of FICA & Medicare. 7) Substitutes not paid Once Payroll verifies that there is no information currently on file to be processed for the unpaid substitute, the person will be directed to contact the location in which they claimed to have worked. The time worked for that substitute should be loaded in the subsystem and verified or a time sheet should be forwarded to the Payroll Dept. Once the information is received, then the substitute will be paid accordingly. 8) Corrections/Concerns If corrections need to be made on job(s) that are in the verification file, please do so and remember to re-verify that job. Avoid duplicates. Be aware of duplicate dates for the same employee/substitutes. If you cancelled a job in EARSS after it is in the verification file, you must also delete the job in the verification file. Remember to verify again using F6. If there are absences that were not loaded in the sub-system for a previous month, that information can be loaded by the EARSS Administrator only for that school/department. Changing absences that have already been posted requires a written memo signed by the principal/supervisor. Please forward this memo to the EARSS Operator who will then forward it to Payroll. 5

6 9) Deadline for turning in Pay forms Please keep in mind that any pay forms that are not generated by the sub-system need to be in the Payroll Dept by the third working day of the following month in order to be processed by the 12 th of the current month. (Exp: workshops, extended learning forms, tutors, grant funded time sheets, etc.) Late pay forms may cause paychecks for those employees to be processed late. So please, when the forms are turned in to your office, please expedite them as soon as possible. You do not have to wait until the end of the month to send in timesheets for events that have finished. 10) Employment Verifications Employment verifications should only be processed through the Human Resources Dept or the Payroll Dept. The Human Resources Dept verifies all full-time employees and the Payroll Dept verifies all part-time earnings and hours worked. If you receive employment verifications please forward it to Human Resources or Payroll 11) Paychecks Supplemental checks are mailed on the 12 th of each month for all employees except for Central office employees. All regular full-time employees are paid on the last working day of each month. During the months of September through May, checks are distributed by the Payroll Dept and are to be picked-up by a school administrator or someone from that department. Checks for all school based employees during the months of June through August are mailed to the home address currently on file. 6

7 12) FORMS Due to inconsistencies and confusion from the use of various different timesheets created by different programs and departments, we will only be accepting the following listed forms for payroll processing; Overtime Reporting Form This form is to be used for reporting overtime for employees. Ex. Custodians, clerks, secretaries (Use only duplicate forms available from Payroll) Substitute Reporting Form This form is to be used to report time for a substitute that is taking the place of an employee. The time reported on this form should not have already been reported using the electronic substitute system unless a grant is funding the substitute s payment. (Use only duplicate forms available from Payroll) Supplemental Pay Form This form is used to report all non-overtime supplemental pay for employees other than bus drivers. Ex. Teachers, stipends, tutors, afterschool care, extended employment, summer work for secretaries and other payments except overtime. (Available on Outside Consultant/Contracted Services Special Pay Form This form is used to report time for an outside consultant (a NON-LPSS EMPLOYEE). This form would also be used after it was determined that the consultant is/or has been a member of TRSL. To determine if a consultant contractor is a member of TRSL a three part form (VERIFICATION OF TRSL STATUS) is available from the print shop. (Available on Additional forms i Direct Deposit Authorization Agreement i Direct Deposit Cancellation i 403b Salary Reduction Agreement (Employee) i 403b Product Disclosure (Agent) 7