Fitzgerald Public Schools Business Office Payroll Process

Transcription

1 Fitzgerald Public Schools Business Office Payroll Process Background Fitzgerald Public Schools has revised its existing payroll process in an effort to better accommodate the infinitely changing requirements of payroll for salaried, hourly, seasonal and contractual staff while promoting efficiency in timekeeping and reporting for the district. There are several methods that can be used to initiate the payroll process depending on the employee classification and type of worked performed. The payroll period, submission deadlines and required forms for district employees are differentiated from those designated for use by staff members who are contracted through a third party. This document will provide an overview of the payroll process and guidelines to follow when determining which payroll reporting method should be used. The information provided is related to the process for generating payroll and does not address established policies related to reporting attendance events. In addition, the process does not apply to transportation, custodial, or maintenance employees. Process for District Employees 1. District employees may be entitled to receive compensation under one or more of the following arrangements: a. Contract Salary b. Hourly Rate c. Schedule B Payments d. Other Stipends 2. Contract Salary a. Contracts for salaried employees are established when employment commences and are reviewed at least annually and adjusted as appropriate. i. Contracts for salaried employees are governed by job postings and bargaining unit agreements where applicable. ii. Contract amounts are determined by Human Resources and communicated to the Business Office for processing through the submission of a Personnel Status Change Form. b. Once contracts for salaried employees are established, no additional paperwork is required to be submitted for payroll processing purposes. c. Salaried employees who are paid with federal funds are required to maintain Personnel Activity Logs or complete Semi-Annual Time Certifications. 3. Hourly Rate a. Rates for hourly employees are established when employment commences and are reviewed at least annually and adjusted as appropriate. i. Rates for hourly employees are governed by job postings and bargaining unit agreements where applicable. ii. Hourly rates are determined by Human Resources and communicated to the Business Office for processing through the submission of a Personnel Status Change Form.

2 Page 2 b. Hourly employees who work a fixed schedule with annual contract amounts spread over 21 or 26 pays are subject to exception-based timekeeping (e.g. Secretaries). i. Under normal circumstances, such employees are not required to submit bi-weekly timesheets. ii. If such an employee works overtime s/he is required to submit a bi-weekly timesheet with appropriate authorizations in order for the overtime to be paid. iii. If such an employee takes time off without pay s/he is required to submit a bi-weekly timesheet with appropriate authorizations in order for the payroll adjustment to be made. iv. Timesheets should be submitted to building secretaries, combined into a spreadsheet and reviewed/approved by Building Principals. v. Payroll information is due to the Business Office by 4PM on the Friday before pay week. 1. Hourly spreadsheets should be ed by the deadline to ensure timely delivery and processing. 2. Original timesheets should be forwarded via interschool mail. c. Hourly employees who work a variable schedule and/or who do not have annual contracts established must submit bi-weekly timesheets. i. Timesheets should be submitted to building secretaries, combined into a spreadsheet and reviewed/approved by Building Principals. ii. Payroll information is due to the Business Office by 4PM on the Friday before pay week. 1. Hourly spreadsheets should be ed by the deadline to ensure timely delivery and processing. 2. Original timesheets should be forwarded via interschool mail. d. Hourly employees who are paid with federal funds are required to maintain Personnel Activity Logs or complete Semi-Annual Time Certifications. 4. Schedule B Payments a. Schedule B payments for employees are established when employment commences and are reviewed at least annually and adjusted as appropriate. i. Payments are governed by job postings and bargaining unit agreements where applicable. ii. Payment amounts are determined by Human Resources and communicated to the Business Office for processing through the submission of a Personnel Status Change Form. b. Once Schedule B payments are established, no additional paperwork is required to be submitted for payroll processing purposes. 5. Other Stipends a. Stipends are initiated through the submission of a Personnel Status Change Form. b. Stipends are governed by job postings, bargaining unit agreements and grant funded program guidelines where applicable. i. Personnel Status Change Forms for grant funded stipends should be approved and signed by the Chief Academic Officer before being sent to Human Resources. c. Personnel Status Change Forms are then forwarded to the Business Office for processing. i. Some stipends also require the submission of an approved spreadsheet (e.g. Chaperone Pay).

3 Page 3 ii. Stipends that require certain conditions be met before being paid should not be submitted for processing until all requirements have been met. Process for Staff Contracted Through a Third Party 1. Staff members contracted through a third party may be entitled to receive compensation under one or both of the following arrangements: a. Daily/Hourly Rate b. Other Stipends 2. Daily/Hourly Rate a. Rates for staff contracted through a third party are established when the assignment commences and are adjusted as appropriate. i. Rates for hourly employees are governed by job postings, contractual agreements and grant funded program guidelines where applicable. ii. Rates are determined by Human Resources and communicated to the third party provider. The Business Office is responsible for processing the hours reported during the pay period. b. Weekly timesheets are due to the Business Office by 4PM on EVERY FRIDAY. 1. Timesheets should be ed by the deadline to ensure timely delivery and processing. 2. Originals should be forwarded via interschool mail for recordkeeping purposes. 3. Timesheets for grant funded staff should be approved and signed by the Chief Academic Officer before being sent to the Business Office. 3. Other Stipends a. Stipends for staff contracted through a third party are governed by job postings, and grant funded program guidelines where applicable. b. Stipends for staff contracted through a third party must be processed using the same method for reporting hours related to regular assignments. i. Stipends should be processed using a separate timesheet. ii. Stipends that require certain conditions be met before being paid should not be submitted for processing until all requirements have been met. iii. Grant funded stipends must be approved and signed by the Chief Academic Officer before being sent to the Business Office for processing. Process Flow Chart The process flow charts on the following pages provide a visual aid which coincides with the information outlined above. Please note that the flow chart is a continuous process until all of the required forms, documentation and approvals have been received by the Business Office. Although a large amount of information is presented, each process utilizes a decision tree format and contains a clear starting and ending point. The processes are also differentiated by color for ease of reference.

4 Page 4 Payroll Process Overview Individual has time worked for which s/he must be compensated Payroll is recorded automatically, no other action required** related to a Contracted Salary? individual a district employee? individual contracted through a Third Party? See Third Party Employee Flow Chart See Hourly Rate Flow Chart related to an Hourly rate? individual an Independent Contractor? You MUST use the purchasing process for Independent Contractors Payroll is recorded automatically, no other action required related to a Schedule B Payment? You MUST use one of the compensation arrangements listed above See Other Stipends Flow Chart related to Other Stipends? **IF federally funded, Contracted Salary staff members must complete Personnel Activity Logs and/or Semi- Annual Time Certifications You MUST use one of the payroll arrangements listed above

5 Page 5 HOURLY RATE PROCESS START Does employee have a fixed schedule AND a contract amount spread over 21 or 26 pays? Did employee work any overtime or have scheduled time off without pay? Payroll is recorded automatically, no other action required** Employee must complete a bi-weekly timesheet and submit to Building Secretary. Building Secretaries should compile timesheet information into a spreadsheet and forward to Building Principals for approval. IF federally funded, hourly staff members must complete Personnel Activity Logs and/or Semi-Annual Time Certifications Forward spreadsheet to Business Office via by 4PM on the FRIDAY before pay week individual grant funded? Forward the original timesheet to the Chief Academic Officer for review/approval Forward original timesheets to Business Office via inter-school mail for recordkeeping purposes Return the information to Building/Department Return to START Does the payroll information meet all of the requirements? FINISHED!! Payroll Information is processed

6 Page 6 OTHER STIPENDS PROCESS START Has the employee met all required conditions? Do T submit information until ALL requirements have been met stipend related to Chaperone Pay? Complete the Personnel Status Change Form and attach the Chaperone Pay Spreadsheet stipend grant funded? Forward the form to the Chief Academic Officer for review/approval Forward the completed Personnel Status Change Form to Human Resources Human Resources will review/approve and forward to Business Office for processing FINISHED!! Stipend is processed with next payroll Does the Information meet all of the requirements? Return the form to Building/Department Return to START

7 Page 7 THIRD PARTY EMPLOYEE PROCESS START Submit weekly timesheet to Building Secretary for review/approval by Principal/Supervisor Building Secretaries should PESG timesheets to Business Office by 4PM every Friday position grant funded? Forward original timesheet to the Chief Academic Officer for review/approval Forward original timesheets to Business Office for recordkeeping purposes FINISHED!! Timesheet is processed with next payroll Does the Information meet all of the requirements? Stipends for staff contracted through a third party must be processed using the same method for reporting hours related to regular assignments. Return the form to Building/Department Return to START