Financial Services Division

1. Financial Services Division PAYROLLDebbie Hansen 937-0140Manuel Verduzco 937-0142Connie Ramirez 937-0145Judy Sanchez 937-0144July 30, 2010

2. Payroll • W-2 / W-4 • Overtime • Due Dates • Substitutes • Rates • ePAD v20

3. End of the year tax document Includes wages paid less pre-tax amounts TRS, TRC Health, Life, Medicare Annuities Mailed to home address by late January Please ensure to correct address no later than December Change of address Forms at HR Online – Employee Service Center Form W-2 : Wage & Tax Statement

4. Can be changed at any time Available at MySISD – Staffnet – Department – Business Services – Payroll Email, fax or mail to Payroll Form W-4 : Employee’s Withholding Allowance Certificate

5. Paper checks deliver to campus by pay day Return any checks that have not been picked up to payroll by the 5th business day after pay day Electronic pay vouchers deliver to email address (direct deposit) Please establish a central pickup point at the campus and/or department for checks/stubs Notify Payroll of personnel campus/department change for timely delivery of checks Checks & Vouchers

6. Overtime • Account Numbers • - Use full account • number-must end 6121 • - Use NEW & CORRECT • account number • Social Security Numbers • - Put a SSN • - Use correct SSN • Reason • - What is overtime • payment for • Date • - What day was overtime • performed • Time • - Total Hours

7. 2010-2011 Payroll Schedule • * Applies to • - hourly • - substitutes • - para-professionals • - auxiliary • * Missing Punches • - fixed by due date • * Time Clock Data • - approved by due date • EXTRA DUTY • Shaded Area(once a month)

8. Other Rates & Timecards • New Minimum wage - $7.25/hr effective 7/16/09 • Coop Students/VOE students must use time clock • Blue Sheets • College Tutors & Student tutors-$ 8.00 hour • PERMANENT Cross guards or Cafeteria Monitors • Part time or temporary employees (TIPS Mentors, Speech Therapist, etc) • Hourly Substitutes Time Sheets • Cross Guards or Monitors • Can only do job contracted to do – must go through personnel before doing another job • Overtime, substitute, hourly timecard must contain original signature • Ordered from warehouse • Clean copies only • Blue or black ink only • Hand print must be legible

9. Substitute Teachers • Fill in line completely-must include regular employee’s name & SSN • Substitute teachers should NOT be tutoring, monitoring or performing any other miscellaneous office job • Should NOTbe workingduring intersession • Long Term Subs • Only LT if position is more than 10 consecutive days for the same employee • Must have bottom portion completed and signed by principal/designee • If an additional instructional person is required on a regular basis, campus should hire a temporary instructional aide

10. Sub Teacher Codes • R Regular – teachers call in a sick or personal day 199x-11-xxx-11-00-999 • S Staff Development – 199x-11-xxx-XX-13-000 where XX = appropriate program intent code (i.e. 11 Reg, 21 GT, 22 CTE, 23 SPED, 25 Bilingual, 28 Keys) • LT Long Term – for teachers out on leave 199x-11-xxx-11-00-890 • SB School Business – for teachers at a conference, etc. Code as staff development • O Other – must include appropriate account number on bottom of timesheet! • Athletic Substitutes 199x-36-xxx-91-00-000 • Curriculum Development Substitutes XXXX-11-xxx-xx-xx-000 where XXXX = appropriate fund code (i.e. 211X Title I, etc.)

11. Long Term Substitute Teachers * Sub must be filling in for regular teacher out on leave and must be doing grading and lesson plans * NOT CONSIDERED LONG TERM IF FILLING IN FOR SPECIAL PROGRAM!

12. Standing Rates • Substitutes - 60 hours to Degreed $61 per day - Degreed $66 per day - Retired/Certified Teachers $71 per day - Long Term - $80 per day • Extra Duty - $40 per hour Teachers - $30 per hour Nurses/EMT - Sixth Period rate (PAF required) - Daily (Administrator’s Approval) - Special Project/Supplemental Rate (Administrator’s)

13. (Employees - Performing Additional Duties) Timesheet Version 20

14. e-Pad Version 20 – major revisions • Carbon copy (ies) CC: email • Revised Program List (ie.) • TEA Mentor • Wellness Stipend • Mother/Daughter • Duplicate submission controls • @ Approving designee • @ Payroll administration • Fixed some fieldconvention bugs • Automatic long extension file naming controls

15. e-Pad Training Schedule • Basic Training • New timekeepers • Advanced • Electronic folders & filing • Excel exports & report writing

16. CC: EMAIL Note version Can now send Email carbon copy • Email Prefix & CC: • (1) (email copy – must include prefix & suffix- ie.Dhansen05@sisd.net) • (2) Can include multiples email addresses just separate by semicolon ; (ie.Dhansen03@sisd.net;Mramas@sisd.net) • (3) Can be left blank

17. Revised Program List PROGRAM LIST REVISED

18. Approving Designee:Email prefix warning message Green Box “Payroll Submission Button” Replaces “APPROVED SUBMISSION Button

19. Approving Designee - Duplicate Control – Saving approved timesheet Exit message – Save Form (timesheet & email)- minimizes duplicate submissions and answers – did I approve and submit to payroll?) Button will disappear Once submitted & saved

20. MS InfoPath prompt to save changes - Click “YES”

21. Save changes again in email Outlook – Click “YES”

22. Review –“Was the ePAD form submitted to PAYROLL?” • PREPARER RECEIVES EMAIL COPY OF APPROVED TIMESHEET AT THE SAME TIME AS PAYROLL • APPROVING DESIGNEE CHECKS FOR SAVED TIMESHEETS, PAYROLL SUBMISSION BUTTON WILL BE HIDDEN • IF BY MONTHLY PAYROLL CUT-OFF DATE THE PREPARER HAS NOT RECEIVE AN APPROVED EMAIL COPY; • PLEASE REMIND APPROVING DESIGNEE TO ELECTRONICALLY APPROVED TIMESHEETS TO ENSURE TIMESHEETS MEET THE CUT-OFF DATE

23. NO SSN WRONG SSN DOES NOT MATCH NAME PREPARER EMAIL ADDRESS WITH “@SISD.NET” WRONG ACCOUNT NUMBERS Tutoring during intercession/summer submit as intercession/ summer school X Review – Kommun Errors • NAMES & SSN’S WITHOUT HOURS – Blanks (files) • NICKNAMES INSTEAD OF OFFICIAL NAMES • WRONG FORM • TUTORS • DUPLICATE submissions • UNTIMELY SUBMISSIONS

24. Additional Training • Beginner’s Course • E-Pad Process Complete Overview • Advanced Course • eCabinet – folders & files format • Summary & Verification Reports • PLEASE CONTACT US FOR ADDITIONAL TRAINING! Recommendations & suggestions are always welcome – THANK YOU!!!