Schedules / Calendars

Transcription

1 Payroll Session Secretary Training July 16, 2013 July 18, 2013 Schedules / Calendars Color copies will be provided to you today FY14 Calendars (July June) FY14 Semi-Monthly Payroll Schedule FY14 Pay Dates per Pay Type All schedules and calendars for FY14 will be available online July 22 nd 1

2 Electronic Timesheet We are in the process of developing an electronic timesheet system for all employees to use Accounting services has been piloting the system since October 2012 This electronic system allows: Employees to submit leaves Managers / Principals to approve leaves Employees to complete and submit timesheets Timekeepers to review timesheets and allocate extra hours Managers / Principals to approve timesheets Electronic Timesheet This electronic system allows: (cont.) Employees to view leave balances Employees to view and print previous timesheets Managers/ Principals and Timekeepers to generate reports Once sites have been locked out for a normal payroll run we will pull in electronic timesheet information including leave time, ADT/OVT, ADM/CMP earned, etc A majority of manual entries in AS400 will no longer be needed 2

3 Updated AS400 Coming Soon New version of AS400 (called Terms 2020) Training will be provided to all necessary employees Payroll MOD Multiple employees can be listed on one payroll MOD A different MOD is required for each payroll run affected Be sure the payroll run number listed on the MOD corresponds with the dates needing correction Be sure to complete the MOD correctly The incorrect time and correct time on each line should equal each other In the example on the next slide, the lines highlighted in yellow are the correct lines for each employee 3

4 An employee s regular accounting string (H518) will be charged unless a different accounting string is entered in this field. 4

5 H606 vs. H607 It is highly recommended that you use the H606 panel instead of the H607 panel Unfortunately the H607 panel doesn t have any checks or verification process For example, the system defaults the job # to 01 if this field is left blank. Because of the lack of verification, the employees job 01 will be charged even if the job is closed ADT / OVT When calculating ADT/OVT the Friday Thursday workweek must be used Example: Employee A 8 hours per day Friday employee works 9 hours Monday holiday Tuesday Thursday employee works 8 hours each day Is the extra hour on Friday ADT or OVT? 5

6 ADT / OVT Example 2: Employee B 6 hours per day Friday employee works 11 hours Monday Thursday employee works 6 hours each day Are the extra hours on Friday ADT or OVT? Example 3: Employee C 5 hours per day Friday employee works 7 hours Sunday employee works 3 hours Monday Thursday employee works 5 hours each day Are the extra hours on Friday and Sunday ADT or OVT? ADT/ OVT OVT is paid when a non-exempt employee works more than 10 hours per day, more than 40 hour per week, or on Sunday ADT is paid in all other cases when a nonexempt employee works over their normal scheduled day / week Both ADT and OVT must be approved in advance 6

7 Updates to AS400 The H605/H615/H617/ H619 panels now have a display totals field When a Y is placed in this field a total cost and total time will display for the entries that are displayed Updates to AS400 7

8 MIC Did you know? Employees can change their mailing address via MIC Employees can request a W-2 replacement via MIC Pay Statements will not be available for the employee to view until payday TPD / REG TPD entries should be made only for temporary employees Example: Employee is only an Adult Ed Teacher REG entries should be made for regular employees (not temporary) Example: Employee is both a Teacher (EA) and an Adult Ed teacher (FE) 8

9 Timekeeping Audit Hourly employees are required to complete the district approved time log for each pay period All time logs should be signed by the supervising administrator and kept on site for audit purposes FY14 Time Logs can be found on the District website (payroll services page) Contract employees are not required to use time logs but are expected to sign in daily upon arrival Administrators will verify sign-in sheets with their signature at the end of the payroll period. The sign-in sheets will be kept on site for audit purposes. Time logs and sign-in sheets should be verified, signed, and dated prior to the close of the time entry window for that pay period Timekeeping Audit Segregation of Duties Because the timekeeper inputs time into AS400, another employee should be verifying the data input. User Access Timekeeper access to AS400 should be limited to 2 employees per site. Check Detail Listing (CDL) Timekeepers will receive the CDL after each payroll run in the red envelope The CDL should be given to your principal / manager for review and signature 9

10 Timekeeping Audit Recordkeeping Be sure to have the employee make any necessary changes to their own time log Jury Duty timekeeper must have copy of jury duty summons, certification of service from the court, and leave request form on file Leave requests must contain both employee and Principal / Manager signature Reminders Notify your payroll specialist immediately if you receive notification of a terminating employee This will reduce or eliminate the employee 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 10

11 Reminders Leaves of Absence Be sure to make entries before lockout for any employees on a leave of absence Direct Deposit (DD) The District DD Authorization form and a voided check or official form from the bank is required to set up or change a DD A state-issued driver s license or identification card is required from any employee picking up any payroll documents Questions???? 11