DCCCD BUSINESS PROCEDURES MANUAL PAYROLL SECTION ESTABLISHING A NEW EMPLOYEE ON PAYROLL ESTABLISHING AN EMPLOYEE ON PAYROLL 3.1.

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1 SECTION ESTABLISHING A NEW EMPLOYEE ON REV. 04/30/98 PAGE 1 == ESTABLISHING AN EMPLOYEE ON EMPLOYEE AUTHORIZATION FORMS A. To establish any employee on the Payroll system, the following forms must be completed and authorized by the employee: 1. Application for Employment (Exception - Student Assistants) 2. Employee Authorization Request 3. Form I-9 Employment Eligibility Verification (Required by the U.S. Department of Justice Immigration and Naturalization Service) 4. Form W-4 (Required by the Internal Revenue Service for Federal Income Tax Withholding purposes) 5. Retirement Plan Form a. Full time and limited full time professional support staff personnel are required to participate in the TRS (Teacher Retirement System) Program; Form #TRS-5 must be completed. b. Administrative and faculty personnel have the option to either participate in the TRS Program or in the Optional Retirement Program. c. Part time employees are required to participate in one of the plans listed below. 1) Alternative Retirement Plan through Metropolitan Life 2) Social Security/FICA 3) TRS or ORP, if eligible 6. If the employee elects to have his/her payroll check deposited directly into a specified bank account, the employee must complete the Authorization For Direct Deposit (Form #0132). B. The location Human Resource Office staff, Division designee, or the Financial Aid Office (if employee is a student assistant) may assist the employee in completing the forms described below: 1. Demographic/Education (Form #0107) 2. Regular Pay/Hourly Pay/Special Contract Pay Distribution (Form #0108) 3. Choice Benefits Elections -- Full Time (Form #'s 0118 and 0119) or Choice Benefits Elections -- Limited Full Time (Form #'s 0204 and 0205) Note: These are only for full time and limited full time employees. Ref. Section for more details.

2 SECTION ESTABLISHING A NEW EMPLOYEE ON REV. 04/30/98 PAGE 2 == CONTRACT AUTHORIZATION A. In addition to the employee authorization forms, administrators and full time faculty must have a current contract with the DCCCD in order to be established on the payroll system. The Board Of Trustees must approve the contract. B. Contracts for supplemental and part time employment are authorized by the appropriate supervisor and the designated college approval authority. BUSINESS/HUMAN RESOURCE OFFICE APPROVALS A. The location Human Resource Office staff must verify, authorize, and date the forms listed in B. The staff will then enter the information from the forms into the Colleague HR System. If the employee is a District employee, the District Human Resource Department will be responsible for entering the information into the Colleague HR System.. B. The location Human Resource Office staff must have written approval from the Financial Aid Director prior to authorizing and implementing Financial Aid Student Assistants on the payroll.

3 SECTION ESTABLISHING A NEW EMPLOYEE ON REV. 04/30/98 PAGE 3 == EMPLOYEE CLASSIFICATION The employee's classification (referred to as employee type) determines how the employee's payroll information will be entered and processed on the payroll system. For payroll purposes, a DCCCD employee is classified in one of the following Categories: FULL TIME: PART TIME: - Administrator - Full-Time 12 Mo. - Administrative Intern - Administrator - Full-Time 11 Mo. - Administrator-Part-Time - Administrator - Full-Time 10 Mo. - Counselor - Part-Time - Administrator - Full-Time 9 Mo. -Faculty - Part-Time - Administrator - F/T Less Than 100% -Hourly Only - Part-Time - Counselor - Paid on Faculty Contr. -Special Prog. Instr. P/T - Faculty - Full-Time -LRC Staff - Part Time - Faculty - Full-Time Less Than 100% -Prof. Support Staff P/T - LRC Staff - Paid On Faculty Contr. -Prof.Sup. Staff Temp.F/T - Facilities - P/T - Facilities -Temp.F/T - Prof. Support Staff - F/T 12 Mo. - Retired Disabled - Prof. Support Staff - F/T 11 Mo. - Retired Employee - Prof. Support Staff - F/T 10 Mo. - Student Assistant - Prof. Support Staff - F/T 9 Mo. - Security Officer - P/T - Facilities - Full-Time - Tech./Paraprof. - P/T - Security Officer - F/T - Tech./Paraprof.Temp.F/T - Tech./Paraprof.-F/T 12 Mo. - Tech./Paraprof.-F/T 11 Mo. LIMITED FULL TIME: - Tech./Paraprof.-F/T 10 Mo. - Prof. Sup. Staff - LFT - Tech./Paraprof.-F/T 9 Mo. - Facilities - LFT - Tech./Paraprof. - LFT

4 SECTION ESTABLISHING A NEW EMPLOYEE ON REV. 04/30/98 PAGE 4 == BENEFITS A. The basic benefit coverage offered to full time and limited full time employees is listed below. 1. Medical and life insurance - 2. DCCCD Paid Life Insurance - 3. Accidental Death and Dismemberment - 4. Employee and Dependent Asst. Program - 5. Dental and visual insurance - 6. Dependent coverage - B. For more detailed information on the types of coverage and plans offered to employees, reference the Human Resource Section (D) of the DCCCD Board Of Trustees'Policy Manual. C. Employees are allowed 30 days from the date of hire to decide on their type of benefit coverage; however, full time and limited full time employees must have at least medical and life insurance coverage prior to being established on the payroll system. 1. The DCCCD is bound by Texas State Law to provide medical and life insurance coverage for full time and limited full time employees. 2. The location Human Resources Office staff will enter the minimal medical and life insurance coverage into the ERS and Colleague Systems for an employee who has not submitted any medical or insurance coverage prior to the employee's first payroll check.

5 SECTION ESTABLISHING A NEW EMPLOYEE ON REV. 04/30/98 PAGE 5 == BENEFITS (CONT.) D. If an employee does not desire to participate in a benefit coverage offered by the DCCCD, the Human Resource Coordinator shall mark the "waived" box on the ERS Form. The employee and a Human Resource staff member shall then sign and date the ERS Form. E. The location Human Resource Office staff will enter the benefit information into the Colleague and ERS Systems for the employees at the location. F. Copies of the Benefit forms shall be distributed as indicated on the forms.

6 SECTION ESTABLISHING A NEW EMPLOYEE ON REV. 04/30/98 PAGE 6 == ENTERING EMPLOYEE INFORMATION INTO COLLEAGUE A. COLLEAGUE HUMAN RESOURCE SYSTEM The Colleague HR System is the computerized application system used to establish an employee on the payroll and to generate payroll checks and payroll related reports. For system entry details on setting up new or reactivated employees, reference the Colleague HR Information System User Documentation training manual. B. SYSTEM CONTROLS 1. Appropriate account distribution information is entered on the payroll distribution screens and validated by the system against accounts on the General Ledger file and the Budget file (if the current month is September). 2. For Faculty employees (full and part time), courses are entered and verified against the appropriate accounts. Special Contract courses are verified against the "Schedule File" for Credit Courses and the "CE Schedule File" for Continuing Education Courses. 3. The system tracks the entry and updating of employee records by operator ID's and dates.

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