PAYROLL INFORMATION

Payroll Changes/Updates for 2017-2018

2017-2018 Payroll Schedule

Payroll Folder Check List

Time Sheet Procedures (sample time sheet and AFD included)

UIL Payroll Procedures

2017-2018 Teachers and Librarians Salary Schedule

Substitute & Extra Duty Pay Schedule

Exchange Days

Fair Labor Standards Act

Staff Responsibilities: Account Distribution

Payroll Changes/Updates for 2017-2018

1. Timesheets: New weekly template, to be completed and submitted each week. Template includes time card calculator.

2. Substitute Payroll: The district Absence from Duty form has been updated to include substitute information. Substitutes will be paid based on the information provided on the AFD.

3. Payroll cut-off dates changing from end of month to specified Fridays (see Payroll Schedule).

4. Non-work days for exempt employees added to time off information in Skyward.

5. New UIL Extra Duty Pay Form.

6. Transportation pay change to hourly rate instead of “route” pay. Non-exempt employees will maintain separate time sheets for their regular job and transportation hours. Transportation time sheets will be approved by Tony White.

7. Payroll Authorization and Transmittal Form no longer required. Each time sheet must be signed by the appropriate supervisor.

8. Overtime Authorization Form no longer required.

9. Authorized School Business added back to Absence from Duty From.

SPRING HILL INDEPENDENT SCHOOL DISTRICT

PAYROLL SCHEDULE 2017 - 2018

This includes Other Earnings, Absence from Duty Forms, and all Time Sheets

Payroll Due Date to Payroll Payday Cut-off Dates By Noon*

July 28, 2017 August 1, 2017 August 18, 2017 September 1, 2017 September 6, 2017 September 20, 2017 September 29, 2017 October 3, 2017 October 20, 2017 October 27, 2017 October 31, 2017 November 17, 2017 December 1, 2017 December 4, 2017 December 20, 2017 December 29, 2017 January 4, 2018 January 19, 2018 January 26, 2018 January 29, 2018 February 20, 2018 February 23, 2018 February 27, 2018 March 20, 2018 March 30, 2018 April 3, 2018 April 20, 2018 April 27, 2018 May 1, 2018 May 18, 2018 June 1, 2018 June 5, 2018 June 20, 2018 June 29, 2018 July 3, 2018 July 19, 2018 July 27, 2018 July 31, 2018 August 20, 2018

*Time sheets and Absence from Duty Forms will be due weekly on Tuesdays. Dates listed here are the final cut-off dates for items to be included in that month’s payroll.

Payroll Folder Check List 2017-2018

Payroll documents to be turned in weekly.

□ Time sheets and Absence from Duty form for aides/secretaries

□ Time sheets for subs in non-exempt positions. Subs may use a printed copy of the weekly

template, and write in their times.

□ Time sheets for retirees who substituted that week (using a printed copy of the weekly

template).

□ Absence from Duty form for teachers/administrators

□ Extra Duty pay forms for teachers

SHISD 2017-2018 Time Sheet Procedures

Effective 7-1-2017 we will be changing to a weekly time sheet in Excel format (sample attached). This template includes

formulas to calculate daily and weekly hours worked, and any comp time earned during the week (no time card calculator

required). The time sheet template will be sent out to all non-exempt employees as an attachment in an e-mail. Detailed

time sheet instructions are listed below.

1. Save the template to your computer, Google drive, or SHISD network (G drive).

2. Type your name and Campus/Position in the appropriate spaces.

3. Week Ending: Type in the date for Friday of the work week (i.e., 7-7-2017, 8-11-2017). Dates for each day of the

week will automatically populate in the far left column. Per Board Policy the district work week begins on Saturday

and ends on Friday.

4. Days Column: Each day type in your beginning and ending times in the appropriate spaces. Be sure to include the

colon in each time (i.e. 7:15). The template automatically includes the AM for times before Noon, but for

afternoon times you will need to type in the PM (i.e. 4:05 pm). Make sure there is a space between the number

and the letters PM.

5. Notes: Use this column as needed to add notes. For instance, you could type in “Labor Day” on Monday,

September 4th to show why there are no work times on that day, or the first week back you could add a note that

Monday, August 7th is not a scheduled day for you (if you are on a 187 calendar).

6. Daily Total Column: The template includes a formula that will automatically calculate the total hours worked for

each day.

7. Weekly Total: The template includes formulas that will automatically calculate the total hours worked for the

week.

8. Accounting Section: If any leave is used, or there is a holiday during the week, enter the total number of hours of

leave in the appropriate space (Leave, Holiday, or Comp Time Used). The Regular Hours, Comp Time Gained, and

Total Hours will calculate and fill in automatically. State, Local, and Vacation must be used in half or whole day

increments (4 hours or 8 hours). NSWK days may be used in hourly amounts. Comp Time may be used in the exact

amount needed to bring your total hours up to 40. For instance, if your total hours worked during a week are 37.50

you may use 2.5 hours of comp time to bring the total to 40.

9. An Absence from Duty form must be attached to all time sheets that include leave used.

10. Time sheets and Absence from Duty forms are due weekly this year instead of monthly. On Mondays each

employee will print their time sheet, sign and date it, and turn in to their campus/department time keeper. Time

keepers will check to make sure they have a time sheet for each hourly employee, have the principal/supervisor

sign, and forward them to the business office. All time sheets, extra duty pay forms, and Absence from Duty forms

are due in the business office by Tuesday afternoon.

Miscellaneous:

1. Time sheets must show accurate Time In and Time Out to be in compliance with the Fair Labor Standards Act.

2. Substitutes who sub for a non-exempt employee are required to complete a time sheet (Fair Labor Standards

compliance).

3. Retire/rehires (including those who substitute) must complete a time sheet for all time worked. (Teacher

Retirement System reporting requirements).

4. Exchange Days (November 20th & 21st, January 15th) are 6 hour days. For the week of Thanksgiving we will need 12

hours. For the week of January 15-19 we will need 38 hours. Any comp time earned for those weeks will be

manually calculated in the payroll office.

5. Employees will work regular scheduled hours on Student Early Release days.

6. Comp time is earned at the rate of time and a half for hours worked over 40 during a work week. Straight time

comp is earned when a week with total hours over 40 includes any type of leave.

7. Changes should not be made to an employee’s time sheet without their permission. All changes must be initialed

by the employee.

8. A non-exempt employee’s lunch time must be completely free of duties/responsibilities for a minimum of 20

minutes or it is compensated time.

SAMPLE

Employee:

Camp/Pos: 18-Aug-2017

Days Time In Time Out Time In Time Out Daily Total

12-Aug-2017 Saturday 0.00

13-Aug-2017 Sunday 0.00

14-Aug-2017 Monday 7:01 AM 11:31 AM 12:00 PM 3:35 PM 8.00

15-Aug-2017 Tuesday 0.00

16-Aug-2017 Wednesday 6:59 AM 11:25 AM 12:00 PM 3:29 PM 8.00

17-Aug-2017 Thursday 6:45 AM 11:45 AM 12:20 PM 3:45 PM 8.50

18-Aug-2017 Friday 7:05 AM 3:15 PM 8.25

Weekly Total: 32.75

Regular HoursOvertime

HoursLeave:

Loc/State/NSWK/VacHoliday

Comp Time Used

Comp Time Gained

Total Hours

32.75 8.00 0.750 40.75

This time sheet represents 100% of the hours worked during this time period, except for

Extra Duty Pay.

Accounting Section

Spring Hill ISDWeekly Time Sheet

Principal's Signature:______________________________________

Intermediate: Instructional Aide

Employee's Signature:______________________________________ Date:______________________________

Date:______________________________

Notes

Absent (AFD attached)

Week Ending:

Penelope Clearwater

Daily totals and Weekly Total are displayed in decimal format. .25 = 15 minutes .50 = 30 minutes .75 = 45 minutes

Spring Hill ISD

UIL Payroll Procedures

D’lee Reagh – UIL Director High School

Janna Graham – UIL Director Grades 3 through 8

UIL Payroll Procedures for 2017-2018

Payroll extra duty sheets will be turned in with the regular payroll and approved by the respective

principals.

Supplemental pay for Saturday meets will be paid monthly as events happen.

Supplemental pay for UIL coaches will be paid in May.

Requirements for UIL Coaches

1. Must attend the district UIL meet for the event coached.

2. Must document student participation by having students sign in before each practice/event.

3. Must provide documentation of time worked outside the regular school day.

4. Must forward documentation of students and dates worked outside the school day to campus

principal in order for it to be approved for payroll.

Rates of Pay

High School: $600 per event

Junior High One Act Play: $300

Junior High and Lower Grades: $200 per event per grade level

Saturday Meets: $100 for up to 3 meets

Regional/State Meets: $100

High School Stipend for UIL Director: $4,000

Other Considerations – Non-Exempt, Hourly Employees

The rates of pay listed above are for teachers and exempt employees. Non-exempt, hourly employees

are required to be paid based on an hourly rate in order to be compliant with the Fair Labor Standards

Act. Should a principal determine that it is necessary to allow an hourly employee to serve as a UIL

coach, the rate of pay will be minimum wage of $7.25 per hour. Hourly employees will be allowed to

work up to 27 hours of coaching at the lower grades (eighth grade and lower) and 82 hours of coaching

at high school. These hours are calculated based on the amounts paid to teachers at the respective

campuses. ($200 divided by $7.25 and $600 divided by $7.25). The rate of pay will be $7.25 per hour

for Saturday meets with up to 13 hours allowed for each meet.

Budget Coding for Payroll Purposes

High School: 199-36-6119-89-001-0-99-000

Junior High: 199-36-6119-89-042-0-99-000

Intermediate: 199-36-6119-89-101-0-99-000

Primary: 199-36-6119-89-103-0-99-000

6/23/2016

Years Exp

Minimum State Salary

ScheduleDistrict Salary

ScheduleDistrict Above

State Minimum0 $28,080 $34,000 $5,9201 $28,690 $34,200 $5,5102 $29,290 $34,400 $5,1103 $29,890 $34,600 $4,7104 $31,170 $34,800 $3,6305 $32,440 $35,736 $3,2966 $33,720 $37,001 $3,2817 $34,900 $38,241 $3,3418 $36,020 $39,440 $3,4209 $37,080 $40,572 $3,492

10 $38,080 $41,648 $3,56811 $39,020 $42,658 $3,63812 $39,930 $43,616 $3,68613 $40,760 $44,534 $3,77414 $41,560 $45,382 $3,82215 $42,310 $46,227 $3,91716 $43,030 $47,039 $4,00917 $43,700 $47,799 $4,09918 $44,340 $48,528 $4,18819 $44,940 $49,205 $4,26520 $45,510 $49,851 $4,34121 $45,510 $50,465 $4,95522 $45,510 $51,038 $5,52823 $45,510 $51,560 $6,050

Spring Hill ISD Salary Schedule 2017-2018for Teachers and Librarians

Approved by SHISD School Board 6-12-2017.

Spring Hill ISD

Substitute & Extra Duty Pay Schedule

SUBSTITUTE: $65 PER DAY

SUBSTITUTE – LONG TERM (IN THE SAME POSITION)

Description Amount

Day 1 through 15 $65 per day

Day 16 through 30 $70 per day

Day 31 through 36 (with bachelor’s degree) $85 per day

Day 37 forward (with teaching certificate) $130 per day

Cafeteria Substitutes $8.10/hour

Maintenance/Custodial Substitutes $8.10/hour

Bus Substitutes $15/hour

EXTRA DUTY PAY – UNASSIGNED

Description Amount

Athletics Event, Regular Season $10 per hour

Athletics Event, Playoffs $15 per hour

Homebound Teacher $35 per hour

Summer School Aide $10 per hour

Summer School Teacher $25 per hour

Tutoring, Teacher $25 per hour

Saturday School $25 per hour

UIL Contest Coaching – Junior High $200 per team coached

UIL Contest Coaching – High School $600 per team coached

UIL Tournaments – Saturday Meets $100 per day (up to 3 per event)

UIL Regional/State Meets $100

Junior High One Act Play $300

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Spring Hill ISD Extra Duty Pay For the 2017-2018 School Year This information is presented in an effort to be in compliance with HB 483 of the 83rd legislative session with regard to amounts paid to employees in excess of their contracted amounts. Extra duty pay for both contracted (teachers and exempt staff) and non-contracted (hourly and non-exempt) staff members is included here in an effort to provide full transparency. This extra duty pay overview explains how extra duty pay is earned at SHISD, who is eligible for extra duty pay, the rates of pay for extra duty pay, and the impact on buds. Funds necessary to pay for these extra duties are included in the regular budget process for the 2017-2018 school year. These items are paid from regular operations of the District. Budget amendments are occasionally required to move currently budgeted funds from one function to another function. Extra Duty Pay for Time Worked Outside the School Day Teachers are paid for the following extra duties at a rate of $25 per hour. For days worked during the school year, instructional paraprofessionals are paid at their regular hourly rate. For days worked outside the regular school year, instructional paraprofessionals are paid $10 per hour. If a substitute is used, the regular substitute rate of pay applies. These duties are:

1) TAKS/STAAR tutorials, 2) Credit recovery, 3) EOC tutorials, 4) Summer school, 5) After school tutorials, and 6) Saturday School 7) Advanced Placement 8) Thursday Night @ the Library

Athletic Gate Workers Employees are paid $10 per hour for regular season athletic events, and $15 per hour for play-off athletic events. Athletic Events – Cleanup Custodial/maintenance employees are paid for stadium clean up following events at the stadium. They are paid at their regular hourly rate of pay, or at time and a half when their work hours total more than 40 for the work week. The stadium is now manned with custodial workers during football games and, as needed, during other events to assist with traffic flow, restroom maintenance and waste management. The stadium is now cleaned immediately following all football games. Extra Bus Trips Employees who serve as substitute bus drivers are paid for these extra duties at a rate of $15.00 per hour for drive time and a rate of $8.10 per hour for wait time. Exempt employees are not paid for extra trips if the trip falls within their normal contracted hours. Exempt employees will be paid for extra trips (such as driving to/from athletic, UIL, band, drill team and other events) at a trip rate of $35 when they are the sponsor of the event (non-sponsor exempt employees will be paid according to the hourly rate as specified above). Bus monitors are paid their regular hourly rate.

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Bus Duty: Non-exempt employees Non-exempt employees who also serve as bus drivers/monitors record all of their transportation hours on a separate transportation time sheet. They are paid at their regular bus rate of pay for all transportation hours worked. They are also paid a blended overtime rate for all hours worked over 40 each week. UIL Leadership & Participation & Math/Science Professional staff members who serve as UIL coaches are paid $100 per meet plus the stipend associated with the particular subject. D’lee Reagh oversees the program at the high school, and Janna Graham oversees the program at the remaining campuses. Both are paid stipends for their duties dependent upon the amount of time required. Campus principals are also involved in the management of this program with final approval by the superintendent. In addition, Jennifer White is paid a stipend to serve as the director of all UIL for all schools in the UIL District. This stipend is paid by SHISD in order to comply with IRS regulations and is funded by the UIL district budget. It is not funded by SHISD. Attendance Incentive Current board policy states that employees are eligible for $100 per semester if they meet the requirements of the attendance incentive. This item is subject to change based on board policy. Media Services Paraprofessional staff and some student workers are assigned to control the light and sound system at the auditorium as needed. Paraprofessionals are paid at their regular hourly rate. Student workers are paid $10 per hour. Only employees who have been trained on the proper operating procedures are allowed to work in this capacity. Professional employees are paid at a rate established by the superintendent dependent upon the amount of time required and the expertise needed. Substitutes: When a substitute is needed for only a limited number of class periods, principals are allowed to seek other staff members to fill in for the teacher. The rate of pay is $10 per class period. This procedure allows the District to limit the cost for substitutes by not hiring a full time substitute. Homebound Services Due to health issues, some students are required to receive instruction at home for limited periods of time. This can be true for both regular and special ed students. When this is required, teachers are paid a rate of $35 per hour for these services. Co/ Extra Curricular Stipends Athletic coaches are paid stipends based on the coaching stipend scale that is developed by the athletic director and approved by the superintendent. The total amount of the stipends does not change unless a new sport is added. The athletic director is responsible for allocating the stipend funds to the various sports based on the work performed outside the school day and for insuring that Title IX requirements are met with regard to the athletic program. Band directors are also paid stipends to compensate them for the work performed outside the school day. These amounts are also approved by the superintendent.

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Phone/Travel Stipends The superintendent receives a cell phone stipend of $100 per month as stipulated by the superintendent’s contract. The athletic director receives a cell phone stipend of $125 per month, as directed by the superintendent. Summer Camps The athletic department and occasionally other departments hold summer camps where children are charged a participation fee. These camps are voluntary. SHISD coaches who work during these camps are paid through the payroll system in order to meet IRS regulations. The athletic department determines the rate of pay and reimburses the district for these costs. Other Stipends In addition to coaching and band stipends, some teachers and paraprofessional staff are paid stipends for extra duty such as cheerleading, twirling, drill team, student council, UIL stipends, department head/grade level leaders, bus duty, NHS, art, industrial trades, graduation, web master, transportation, homecoming, The Spill, foreign language, theater, journalism/yearbook, DECA-YBA, etc. The amounts vary based on the amount of time necessary. These amounts are set by the respective directors and approved by the superintendent. Summer School for Identified Students Each summer identified students are offered summer school. The rate of pay is $25 per hour for teachers and $10 per hour for instructional aides. Additional Pay for Staff Development Leadership As the need arises and as approved by the superintendent, SHISD follows the train-the trainer approach with regard to staff development. Limited staff members attend training and then return to SHISD to present the training to remaining staff members. The staff members who present the training are paid $25 per hour. Staff members who attend the training are not paid any additional amounts unless the training takes place outside the regular school day/calendar. Campus principals in conjunction with the curriculum director determine which teachers are asked to do the presentations. Funds for this staff development are included in the curriculum office budget. Transition Pay for New Employees When key positions are vacated, steps are taken by administration to select and place the new employee in the soon to be open position as early as feasible. This is done to allow the new employee to ask questions of the former employee with regard to operations, to allow sufficient planning for the next school year including staff, curriculum, building needs, and to insure a smooth transition from one employee and school year to another. Professional employees with contracts are normally paid their daily rate of pay for these extra days worked before their official contract begins for the next school year. For paraprofessional employees, the employees (both new and soon to be former) are paid their regular hourly rates of pay for the hours that they work. Student Workers: Student workers (other than Media Services) are paid minimum wage or an amount recommended by their sponsor. Proceeds from revenues generated by The Spill are used to reimburse the district for the salaries paid to student workers who work in The Spill. Seasonal: On an as needed basis seasonal employees will be paid at an hourly rate set by the superintendent.

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Extra Duty – Miscellaneous: As funds are available the Superintendent may approve additional stipends for extra duties. The decision to pay extra duty stipends will be influenced by the amount which fund balance increased or decreased the previous school year. This may include interns, support staff and phone stipends. Longevity Stipend The 2017-2018 proposed budget includes an allowance for a longevity stipend. The board of trustees will consider approving the stipend during the fall semester. Overtime & Comp Time In compliance with FLSA and local board policy DEAB Local when an employee accumulates more than 80 hours of comp time the district has the option of either requiring the employee to use the comp time or to pay the employee for the excess comp time and any additional overtime the employee earns. Also additional funds are included in the annual budget process to allow for overtime for maintenance and custodial staff when the need arises. Extra Duty for Board Elections Employees of SHISD who work extra time to assist with school board elections are paid for the time worked at their regular hourly rate or time and a half overtime when warranted.

Exchange Days

The 2017-2018 school calendar includes three exchange days. The dates are November 20th, 21st, and January 15th. Exempt staff are required to attend 18 hours of staff development beyond their contract days to be off on these days. Campus principals and the curriculum director are responsible for determining the appropriateness of the professional development topics selected by staff. Exempt staff members who do not earn sufficient comp time through staff development will be docked. Non-exempt staff may earn comp time through summer workshops (for instructional aides), working during registration, working late, Meet the Teacher night, etc. IMPORTANT: All comp time earned for non-exempt employees must be documented on a time sheet.

The Fair Labor Standards Act

Spring Hill Independent School District makes every attempt to be compliant with all Fair Labor

Standards Act provisions. Board Policy addresses the Fair Labor Standards Act under DEA

(Legal).

Included in this section is the FLSA questionnaire “Is Your Department in Compliance with the

FLSA”? Every Spring Hill ISD campus/department should be able to answer all of these

questions “YES”.

Additional information can be found on the Department of Labor’s website,

https://www.dol.gov/whd.

IS YOUR DEPARTMENT IN COMPLIANCE WITH THE FLSA?

Whether you are in finance, payroll, personnel, or another department, compliance with all FLSA

provisions is critical to our district. Failure to comply with FLSA could result in a substantial financial

liability for the district if subjected to a lawsuit and/or DOL investigation and audit. Please take a few

minutes to answer the questions below to determine if your department might have exposure to FLSA

violations.

Does your department have a job description for each employee? ( ) Yes ( ) No

Do the job descriptions include the exempt/non-exempt status? ( ) Yes ( ) No

Has your department established the workweek in writing? ( ) Yes ( ) No

Do your non-exempt employees receive an uninterrupted lunch? ( ) Yes ( ) No

Does your support staff, including paraprofessionals sign/clock ( ) Yes ( ) No

in and out daily?

Do you pay for unauthorized work, but follow-up with disciplinary ( ) Yes ( ) No

action? (Unauthorized work is defined as time worked by an employee

before their normal schedule even though they were not instructed to

work at those times)

Do you pay bus drivers for waiting time when they are at an all-day ( ) Yes ( ) No

extra-curricular event?

Do you pay support staff for on-call duty? ( ) Yes ( ) No

Do you track compensatory time for support staff? ( ) Yes ( ) No

Does your department accumulate compensatory time at time and ( ) Yes ( ) No

one-half if an employee works over 40 hours in a workweek?

Does someone in HR or payroll verify that all student workers ( ) Yes ( ) No

meet the minimum age and work time requirements?

Does your department pay support staff to attend required training ( ) Yes ( ) No

that is attended during their normal work schedule and other than

their normal schedule?

________________________________________ ______________________________

Principal/Director Signature Date

Spring Hill ISD

Staff Responsibilities: Account Distribution

Student Populations Program Information

PIC 11: Regular Education Students

PIC 21: Gifted & Talented

PIC 22: Career and Technical Education

PIC 23: Special Education

PIC 24: Accelerated Education (State Compensatory Education)

PIC 25: Bilingual Education

PIC 25: ESL Education

PIC 26: Non-Disciplinary Alternative Education Program

PIC 28: Disciplinary Alternative Education Program – Basic

PIC 29: Disciplinary Alternative Education Program – SCE Supplemental

PIC 30: Title I, Part A School Wide Activities Related to SCE (Campuses with 40% or more

educationally disadvantaged students)

PIC 32: Pre-Kindergarten

For 2017-2018 preliminary budget planning each employee’s account distribution from 2016-

2017 will be applied to their 2017-2018 assignment.

Due August 1, 2017: To ensure that assignments are coded correctly for 2017-2018 campus

principals will provide the Director of Finance with a detailed of list of teachers/staff assigned to

their campus, and their class schedules. The list should include specifics on student populations

being served. This information will be reviewed by the Director of Finance and the Payroll

Coordinator and account codes will be updated accordingly.