PAYROLL PROCEDURES ANNUAL UPDATE 2014-2015 PRESENTER: OSCAR TRIGO-DIRECTOR OF PAYROLL.

PAYROLL PROCEDURES ANNUAL UPDATE 2014-2015

PRESENTER:OSCAR TRIGO-DIRECTOR OF PAYROLL

CONTACT INFORMATION

• Oscar Trigo– Director of Payroll– (956) 632-8849

• Lazaro Ramos – Staff Accountant– (956) 618-7345

• Theresa Caceres (956) 618-6044 Lead Payroll Clerk

• Lucinda Jauregui (956) 632-8448 Payroll Clerk

• Margot Ochoa (956) 618-6041 Payroll Clerk

• Elizabeth Becerra (956) 632-8849 Payroll Clerk

• Anita Solis (956) 618-6043 Payroll Clerk

• Belinda Solis (956) 618-6040 Payroll Clerk

UPDATES

• Updates to Payroll Manual– Section A – General Information– Section B – Payroll Dashboard– Section C – Leave Absence Processing– Section D – Time Clock Policy and Guidelines– Section E – Payroll Supplemental– Section F – SFE & Substitutes– Section G – Rates & Codes

Section A – General Information

Section A

• HB 2961 – Removal of Social Security numbers from forms

• As a result of HB 2961, all payroll related forms have been updated to comply with a new requirement that prohibits the use of a district employee’s social security number as an employee identifier other than for tax purposes. All payroll related forms have been updated to comply with this new bill. These new forms are to be used effectively immediately.

Section A

• Payroll Related Forms now available on Payroll Dashboard

Section B – Payroll Dashboard

Section B

• All McAllen Independent School District employees with access to SunGard, will now have the ability to enable the PAYROLL DASHBOARD. This dashboard will include helpful links as well as commonly used payroll related forms.

Section B

Section B

Section B

Section C – Leave Absence Processing

Section C

• Effective with the 2013-2014 school year, all leave balances are now part of the check stub on Employee Online. Please refer to the pay date schedule for the leave dates that are processed in each pay date.

Section D – Time Clock Policy and Guidelines

Section D

• Any time spent working while not clocked in (a.k.a. “working off the clock”) is strictly prohibited.

– Examples of “working off the clock” may include: – Forgetting to clock in or out

– Voluntarily continuing to work at the end of regular

working hours

Section D

– Taking work home to complete on the weekend or in the evening

– Checking/Reading/Reviewing work-related emails or listening to work-related voicemail messages while away from the office or workplace

– Answering phones, emails, or attending to

customers while clocked out for a lunch break

Section D

– Each location is required to keep 4 years worth of reports on file as per Record Retention Record Number GR1050-56.

Section E – Payroll Supplemental

Section E

– Supplemental Form has been updated to include the name in print of individual approving the form

Section F – SFE & Substitutes

Section F

Section F

Section F

Section F

Section F

Section F

– When VERIFYING jobs, ensure that Job Type is set to All, Job Status is set to All, exclude cancelled, Sub Status is set to filled, and the Search from date is for the date(s) you will be verifying absences/substitutes and click on SEARCH

Section F

• The following should be looked at when reviewing the daily report:– Job HH (Job Hours) should never be more than 9

hours. If there is such an instance, this would indicate that the absence was called for an incorrect period. (Ex. 1:00am to 5:00pm)

Section F

– To verify absences/substitutes click on the Verify Box to manually verify each absence against your printed emailed report where your sub signatures are on.

Section F

– When done verifying, select Save Verified.

Section F

– The payroll department will process payment for all substitutes who have had their information verified through the SFE system

– SFE Verify Approval must be done daily by campus clerk. Prior days verify approval is due by the next day at noon.

Section F

– All daily reports are subject to be pulled for audit, both by our internal and external auditor. This is extremely critical with substitutes. Please ensure that all absences being verified electronically on SFE are accurate and that all substitutes sign the SFE Job report for every day they work.

Section F

– Each location is required to keep 4 years worth of reports on file as per Record Retention Record Number GR1050-56.

Section F

– Budget Codes• At the end of each month, the Payroll Department will

send out a budget report that includes each employee that has used a budget code for the month. If you oversee a particular funding source and find that an employee has used your budget code that they should not have used, please contact the campus so that they can correct it, otherwise the substitute will be charged to your budget code funds.

Section G

– Board Approved Rates for the 2014-15 year

QUESTIONS?