Administrative Update

1. Administrative Update

2. Comp Time Policy

3. Extension Policy � CESP 3.1 Classified Staff * If compensable time (time worked, holiday time, AL, SL, etc.) is more than 40 hours in a week, compensatory (comp) time is earned Comp time is earned at a �straight-time� rate until actual hours worked exceed 40; then �time-and-a-half� is earned

4. Work Week Begins at 12:01 a.m. on Sunday Ends at midnight on Saturday

5. Record Keeping All comp time earned should be reported (via the employee timesheet) in the period it is earned All comp time used should be reported (via the employee timesheet) in the period it is taken No time should be kept �off the books�

6. Other Issues Part-time employees Drive time Overnight hours

7. Equipment

8. Financial Services Equipment Only equipment of record is serviced by IT Only NEW equipment will be recorded Purchased with Extension monies Donated � with documentation Policy is to replace computers every (4) years Equipment purchases should be paid from departmental resources

9. Financial Services Update

10. Topics

12. Financial Services Payroll Employees paid monthly will begin semi-monthly payroll on August 16th On the 1st and the 16th of every month, you will receive � of your regular monthly pay If a payday falls on a Saturday, you will be paid on Friday; if it falls on Sunday, you will be paid on Monday Anyone who is currently being paid on a semi-monthly basis will not see ANY change. Beginning Aug 16, monthly employees will be paid twice per month on the 1st and the 16th. Read through #3Anyone who is currently being paid on a semi-monthly basis will not see ANY change. Beginning Aug 16, monthly employees will be paid twice per month on the 1st and the 16th. Read through #3

13. Financial Services Time & Leave Vacation and sick leave will also be earned and posted twice per month at 50% your current monthly rate** Electronic time entry will be required twice per month Time (leave) will be reported after the fact Leave will also be accrued and posted twice per month on the 1st and the 16th�at half the monthly rate Once we convert, your leave will need to be EARNED and POSTED, i.e. show up on your check stub BEFORE you take it You will enter your time twice per month, but the beauty of the new system is that You won�t have to guess or have your time incomplete, because you will be reporting based on time that has already past�all of it!Leave will also be accrued and posted twice per month on the 1st and the 16th�at half the monthly rate Once we convert, your leave will need to be EARNED and POSTED, i.e. show up on your check stub BEFORE you take it You will enter your time twice per month, but the beauty of the new system is that You won�t have to guess or have your time incomplete, because you will be reporting based on time that has already past�all of it!

14. Financial Services Payroll Deductions One half of your current deductions, including direct deposits, will be withheld from each of your semi-monthly checks Deductions for flexible spending accounts will increase slightly for the remainder of the year Your tax deductions will withheld twice per month at 50% of the monthly amount per pay period A slight exception exists for flexible spending withholdings through the end of the year. You will notice an ever-so-slight increase in these withholdings to make up for the fact that there will actually be one less period to withhold before the end of the year. This results because payroll will be made on Jan. 1 instead of Dec. 31. Beginning in calendar year 2007, this will self-correct.Your tax deductions will withheld twice per month at 50% of the monthly amount per pay period A slight exception exists for flexible spending withholdings through the end of the year. You will notice an ever-so-slight increase in these withholdings to make up for the fact that there will actually be one less period to withhold before the end of the year. This results because payroll will be made on Jan. 1 instead of Dec. 31. Beginning in calendar year 2007, this will self-correct.

15. Financial Services Transitional Effects: Your July 31 paycheck amount will reflect your regular 2007 pay **The accrued leave on your July 31 paycheck will be 1 � times the regular monthly amount **Your August 16 paycheck will not reflect any additional accrued leave To make the conversion . . . Your July 31 paycheck will reflect your regular fiscal 2007 salary The vacation and sick leave amounts accrued (new amounts, not balances) will reflect 1 � times the normal monthly amounts you earn. Then on your Aug. 16 paycheck, there will be no NEW annual or sick leave accrued. This is necessary to switch to the retroactive time reporting. But earning 1 � times the norm in July makes it a wash by the time you get your Sept. 1 paycheck. To make the conversion . . . Your July 31 paycheck will reflect your regular fiscal 2007 salary The vacation and sick leave amounts accrued (new amounts, not balances) will reflect 1 � times the normal monthly amounts you earn. Then on your Aug. 16 paycheck, there will be no NEW annual or sick leave accrued. This is necessary to switch to the retroactive time reporting. But earning 1 � times the norm in July makes it a wash by the time you get your Sept. 1 paycheck.

16. Financial Services P-Card Reminders & News

17. Restricted Items Alcoholic Beverages Travel/Meals/Entertainment State Contract Items Gifts/Personal Items Cash Advances Professional Services Split Purchases ADC/4H Foundation Purchases

18. Effective March 15, 2006 OSP has restricted the office supplies contract to Office Depot ONLY Must use Office Depot to purchase ALL office supplies Must use Office Depot to purchase ALL office supplies

19. Transactions to Note: Food or snacks for meetings � Must include FINANCE-214 with P-Card Log Cell phone accessories Purchases with County Checking Account Funds (Fund 13823)

20. Merchandise Returns/Credits If an item purchased with the P-Card is returned, have the vendor place a credit on your P-Card account A credit should be issued for any item that the vendor has approved for return Do not accept a refund in the form of cash or check Credit amounts/transactions should be listed on the Purchasing Card Log Form

21. Coming Attractions . . . Online review of charges before payment Bank file downloaded directly into Banner Quicker posting of expenses to make budget checking more accurate Forms and receipts will still be required

22. Quicken Backup Procedures

23. Financial Services Backup Quicken file at least monthly Use built-in backup function & current date Use two flash drives on a rotating basis Store the most current backup at an off-site location Periodically restore the backup file at a different computer

24. Financial Services Training Quarterly at LRSO � August 16 FS Website Field training in (7) locations in September

25. Carryovers

26. Financial Services Carryovers County (FUND 27100) Restricted to the designated county, but unrestricted within the county FSL (FUND 14001) Can move between ORGNs but not between FUNDs If more than 10% of budget, must justify Salary Savings (FUND 14000) 50% of unspent classified salary budget is available in the next fiscal year

27. Financial Services in FY07 & Beyond

28. Financial Services Mission Provide accurate and timely financial data to support decision making Ensure compliance with finance-related laws, regulations, and policies Promote operational efficiency

29. Financial Services Goals Retain, hire & train competent employees Re-engineer internal processes for efficiencies, effectiveness, and control Redesign and promote utilization of FS website Develop and deliver effective training to internal customers Reach out to departments to identify financial-related problems and develop solutions

30. Questions???