Paperless Paydays 2009 TASBO Summer Conference. Welcome Jon Graswich, CPA Chief Financial Officer Northwest Independent School District [email protected]@nisdtx.org(817)

Paperless PaydaysPaperless Paydays

20092009

TASBO Summer ConferenceTASBO Summer Conference

WelcomeWelcome

Jon Graswich, CPA Jon Graswich, CPA Chief Financial OfficerChief Financial Officer

Northwest Independent School DistrictNorthwest Independent School District

[email protected]@nisdtx.org (817) 215-0025(817) 215-0025

www.nisdtx.orgwww.nisdtx.org

Problem IdentificationProblem Identification

Dr. Zaius - Deep ThinkerDr. Zaius - Deep Thinker

Bright IdeaBright Idea

Legal IssuesLegal Issues

Texas Labor CodeTexas Labor Code

CHAPTER 61. PAYMENT OF WAGES CHAPTER 61. PAYMENT OF WAGES § 61.016. FORM OF PAYMENT.§ 61.016. FORM OF PAYMENT.

(a) An employer shall pay wages to an employee:(a) An employer shall pay wages to an employee: (1) in United States currency; (1) in United States currency; (2) by a written instrument issued by the employer that is (2) by a written instrument issued by the employer that is

negotiable on demand at full face value for United States currency; negotiable on demand at full face value for United States currency; or or

(3) by the electronic transfer of funds.(3) by the electronic transfer of funds.

Texas Labor CodeTexas Labor Code

CHAPTER 61. PAYMENT OF WAGES CHAPTER 61. PAYMENT OF WAGES § 61.017. DELIVERY OF PAYMENT.§ 61.017. DELIVERY OF PAYMENT.

(c) An employer may elect to pay wages to an employee (c) An employer may elect to pay wages to an employee who maintains at a financial institution an account that who maintains at a financial institution an account that qualifies for electronic funds transfer through a direct qualifies for electronic funds transfer through a direct deposit plan that uses electronic funds transfer to deposit deposit plan that uses electronic funds transfer to deposit the wages in the employee's account. An employer who the wages in the employee's account. An employer who

desires to pay wages through a direct deposit plan shall:desires to pay wages through a direct deposit plan shall:

Texas Labor CodeTexas Labor Code

CHAPTER 61. PAYMENT OF WAGES CHAPTER 61. PAYMENT OF WAGES § 61.017. DELIVERY OF PAYMENT.§ 61.017. DELIVERY OF PAYMENT.

(c)(c) An employer may elect to pay wages to an employee …An employer may elect to pay wages to an employee … (1) notify each affected employee in writing, at least 60 days (1) notify each affected employee in writing, at least 60 days

before the date on which the direct deposit payroll system is before the date on which the direct deposit payroll system is scheduled to begin, that the employer is adopting a direct deposit scheduled to begin, that the employer is adopting a direct deposit payroll system; and payroll system; and

(2) obtain from the employee any information required by the (2) obtain from the employee any information required by the financial institution in which the employee maintains the account financial institution in which the employee maintains the account

that is necessary to implement the electronic funds transfer.that is necessary to implement the electronic funds transfer.

Big Picture – Key QuestionsBig Picture – Key Questions

CommunicationCommunicationHow will the District How will the District

communicate the communicate the payroll stub information payroll stub information

to the employeeto the employee

Paperless PayrollPaperless PayrollWhoWho

needs to do Whatneeds to do Whatby Whenby When

Implementation PlanImplementation Plan

CommunicationCommunication

E. A. C.E. A. C.

Paperless PayrollPaperless Payroll

Gantt ChartGantt Chart

Multiple Bites at the AppleMultiple Bites at the Apple

Communication Piece – E. A. C.Communication Piece – E. A. C.

Paperless Payroll Piece – By Employee GroupPaperless Payroll Piece – By Employee Group

Superintendent & School BoardSuperintendent & School Board

CommunicationCommunication

Surf the “E. A. C.”Surf the “E. A. C.”

Employee Access CenterEmployee Access Center

Employee Information UpdateEmployee Information Update

Salary and BenefitsSalary and Benefits

Leave InformationLeave Information

Leave BanksLeave Banks

Payroll ChecksPayroll Checks

Paycheck DetailPaycheck Detail

Deductions and BenefitsDeductions and Benefits

CertificationsCertifications

DegreesDegrees

Additional BenefitAdditional Benefit

Significant reduction in Significant reduction in demands on demands on

Human Resources Human Resources

and and

PayrollPayroll

to look up data and to look up data and respond to employee respond to employee information requestsinformation requests

Surfing the E. A. C.Surfing the E. A. C.Getting Your Feet WetGetting Your Feet Wet

The Power of PizzaThe Power of Pizza

The Power of PizzaThe Power of Pizza

Free pizza lunch for Free pizza lunch for campus with the highest campus with the highest

percentage of accesspercentage of access

And you thought And you thought ““food rewards”food rewards”only work with only work with small childrensmall children

&&animals?animals?

Paperless Payroll - TeamworkPaperless Payroll - Teamwork

Paperless Payroll - CoordinationPaperless Payroll - Coordination

Legal IssuesLegal Issues Employee Access CenterEmployee Access Center Paperless PayrollPaperless Payroll

Employee GroupsEmployee Groups DepartmentsDepartments

Delivery of Payment OptionsDelivery of Payment Options

Gantt ChartGantt Chart

Paperless PayrollPaperless Payroll Employee GroupsEmployee Groups

MonthlyMonthly Semi-MonthlySemi-Monthly SubstitutesSubstitutes Seasonal / TemporarySeasonal / Temporary

DepartmentsDepartments Human ResourcesHuman Resources Financial ServicesFinancial Services TechnologyTechnology

TimelineTimeline

E. A. C.E. A. C. October, 2005October, 2005 Paperless Payroll Paperless Payroll January, 2006January, 2006 (Direct Deposit)(Direct Deposit) Paperless PayrollPaperless Payroll April, 2006April, 2006 (All Employees)(All Employees)

§ 61.017. Delivery of Payment§ 61.017. Delivery of Payment

Notify each affected Notify each affected employee in writing, at least employee in writing, at least 60 days before the 60 days before the implementation dateimplementation date

Obtain from the employee Obtain from the employee any information required by any information required by the financial institution in the financial institution in which the employee which the employee maintains the account that is maintains the account that is necessary to implement the necessary to implement the electronic funds transferelectronic funds transfer

Delivery of Payment OptionsDelivery of Payment Options

Electronic transfer of funds (Direct Deposit)Electronic transfer of funds (Direct Deposit)

Stored Value CardStored Value Card

District’s depository bank provided free District’s depository bank provided free checking account to checking account to all all employees with direct employees with direct

deposit to their institutiondeposit to their institution

no matter what their current credit statusno matter what their current credit status

Stored Value CardStored Value Card

FeaturesFeatures PIN BasedPIN Based Internet access available Internet access available

for instant balance/usage for instant balance/usage informationinformation

Access cash at over Access cash at over 364,000 ATMs364,000 ATMs

Make purchases at over Make purchases at over 1.2 million merchants1.2 million merchants

BenefitsBenefits ConvenientConvenient Safer than carrying cashSafer than carrying cash Less expensive than Less expensive than

check-cashing outletscheck-cashing outlets No waiting in linesNo waiting in lines Funds available Funds available

immediatelyimmediately Free account informationFree account information

Dollars & SenseDollars & SenseMonthly PayrollMonthly Payroll

Payroll Department & SecretariesPayroll Department & Secretaries Payroll: $4,088,308Payroll: $4,088,308 Direct Deposit: 1,143/18 SVCDirect Deposit: 1,143/18 SVC Checks: 10Checks: 10

Employee InquiryEmployee Inquiry

Cash ReconciliationCash Reconciliation

SecuritySecurity

ReflectionReflection

One Became TwoOne Became Two

Employee Access Center Employee Access Center

&&

Paperless PayrollPaperless Payroll

Employee GroupEmployee Group

Phase – InPhase – In

Superintendent & School BoardSuperintendent & School Board

CelebrateCelebrate

FutureFutureW-2 Reporting & Time ReportingW-2 Reporting & Time Reporting

ResourcesResources

Chief Financial Officer Chief Financial Officer Jon GraswichJon Graswich (817) 215-0025(817) 215-0025

Business Services Director Business Services Director DeAnne HatfieldDeAnne Hatfield (817) 215-0041(817) 215-0041

Payroll SupervisorPayroll Supervisor Donna KemperDonna Kemper (817) 215-0017(817) 215-0017

Data Services CoordinatorData Services Coordinator Scott Van HoevenScott Van Hoeven (817) 215-0076(817) 215-0076

www.nisdtx.orgwww.nisdtx.org

Questions and AnswersQuestions and Answers

Presentation ConcludedPresentation Concluded