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Payroll SessionSecretary Training

June 12, 2014June 23, 2014

Schedules / Calendars Color copies will be provided to you

today FY15 Calendars (July – June) FY15 Semi-Monthly Payroll Schedule FY15 Pay Dates per Pay Type

All schedules and calendars for FY15 will be available online June 24th

Including FY15 Time Log

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Saving for Retirement?? Did you know Brevard Public Schools

offers two different voluntary retirement plans and all employees are eligible to participate? 403B 457B

Employees may choose to contribute to one or both plans

Saving for Retirement?? Benefits

Convenient – BPS - Payroll will setup a deduction directly from the employees paycheck and send the contribution to the selected provider company for deposit

Flexible – employees may stop or change the amount of their contribution anytime during the year

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Saving for Retirement?? Benefits (cont.)

Choice – Employees are able to choose a provider of their choice from the list of District approved vendors

Reduce Taxes - Contributions to either plan will reduce the employees federal taxable wages and federal income tax

High Limits – Employees can contribute up to $17,500 to both plans (Employees with 15 or more years of service or who are age 50 or older may qualify for higher limits)

Saving for Retirement?? Getting started

Select a District approved Investment Provider This list is available on the Payroll Services

webpage Establish an account with the provider

The investment provider will assist the employee with deciding which plan suits them the best

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Saving for Retirement?? 403B / 457B Plan providers are not allowed on

school property Employees are not allowed to individually meet

with providers on school property Plan providers are not allowed to speak with

groups of employees on school property Plan providers are not allowed to handout

brochures on school property All District approved plan providers and

employees are invited to the Wellness Expo each year

Payroll Training Payroll II Specialist, Don Benish, offers payroll

training once a month at the District Office Training is held on the 3rd Wednesday of every

month from 8 am – 12 pm If you or your back-up are interested in

training please e-mail Don We strongly encourage all timekeepers to

have a back-up that periodically practices inputting payroll

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ADT / OVT ADT/ OVT Reminders

Calculate using the workweek (Friday –Thursday)

Only include time worked Time not included

Vacation, Holidays, Sick, PSK, Jury Duty, etc Any ADT/OVT time must be pre-approved

ADT/ OVT Non-exempt employees are entitled to OVT

when: The employee works over 10 hours per day The employee works over 40 hours per week The employee works on Sunday (per local

1010 contract)

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TPD / REG TPD entries = temporary employees

Example: Employee is only an Adult Ed Teacher

REG entries = regular employees (not temporary) Example: Employee is both a Teacher (EA)

and an Adult Ed teacher (FE)

LOAs Be sure to make the correct time

exception entries for LOAs FML - use if the leave form says FMLA LOA – use only if the employee isn’t on an

FMLA leave Other time exceptions can be created

depending on the leave form (SCK, VAC, etc)

The Leave department keeps track of FMLA hours compared to FML entries in AS400

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LOAs If an employee is on an unpaid LOA and an

end date is entered in AS400 they will not receive a paycheck If the employee requests a paycheck - contact

your payroll specialist to discuss the employee’s options

Be sure to check the employee’s job status on the H515 before lockout for each payroll run If there isn’t an end date then you will need to

enter time exceptions for that payroll period

Terminating Employees Sick /Vacation Payouts

Payouts totaling $500 or more go to BENCOR Employees will receive notification from BPS

Payroll after the payout has been processed and from BENCOR after the payout has been received

Payouts less than $500 go straight to the employee – paper check Taxes - 25% Federal W/H, FICA, and Medicare FRS (for vacation only)

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Terminating Employees Final Paycheck

Will be a paper check and will be sent to the school/department in the red payroll envelope

Calculation Last paycheck = (days worked x daily rate) -

Amount already paid If calculation equals a negative amount, the

employee owes BPS Use the H517 panel for assistance or contact

your payroll specialist

Paychecks All regular employees are paid on a standardized

pay schedule Employees will receive the same amount for all

pay periods during the year regardless of whether the time exception window is 2 or 3 weeks Unless the employee….

Earns ADT/OVT Needs to be docked time Terminates before the end of the year Goes on an unpaid leave of absence Late starts

Standard pay calculation = (# of days per fiscal year x hourly rate x # of hours per day) / # of paychecks

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W-2s Employees can find W-2 support on MIC (My

Information Center) W-2 Replacement Request

Employees can request a W-2 reprint from 2010 – 2013 (last 4 years)

Reprinted W-2s can be mailed, couriered, or picked up at the District (Accounting Services)

W-2 Worksheet Helps the employee balance their W-2 to their

December 31st paystub

W-2s W-2s for current employees are couriered

to their school/department W-2s for terminated / retired employees

are mailed to their address on the H503 panel

Coming Soon W-2 FAQs – located on MIC

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Time Logs All support employees must complete a time

log each pay period (located on the Payroll Services webpage)

All time logs must be signed by the employee and direct supervisor / administrator

Time logs are to be retained at the school/department Suggestion – file time logs / absence requests by

payroll run

NK1 / NKB Entries for Bus Riders need to be created

on the correct job ID / pay type If the employee is a permanent bus rider –

have HR set up an NKB job (job 30) If the employee is a temporary / sporadic

bus rider – have HR set up a temporary bus rider position (job 70)

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NK1 / NKB NKB – Job 30

This employee will automatically be paid for the hours set up on the job 30 ADT / OVT entries are created only when the

bus rider exceeds their normal job 30 hours per day Be sure to create ADT/ OVT entries on the

employees job 30 if the additional time worked is from bus riding - this will ensure the correct accounting string is charged (Transportation keeps track of bus rider expenditures)

NK1 / NKB Job 70

This employee will not be paid for bus riding unless time is entered

Be sure to enter time (REG) for bus riding using job 70 (do not use job 01)

If you are waiting for HR to create a job 70 or job 30 for your bus rider You may enter ADT/OVT on the employee’s job

01 – but you MUST enter the bus accounting string on each ADT/ OVT entry

100.xxxx.001624.5200.152.255

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Summer Payroll Pay types for Summer are either time entry

or time generated Time generated - automatically generates

time for all days/hours unless a time exception has been entered

Time entry – timekeepers are responsible for entering any and all time worked These entries can’t be created until the

employee actually works - forecasting is not allowed

Summer Payroll When creating entries (especially on the

H618) be sure that you have the correct job ID

As soon as the FY15 Fiscal Year is open in AS400 you will be able to enter June time worked on P01 to be paid on 7/15/14 (you will receive an e-mail when the new year is open)

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SUB Entries If you attempt to delete a SUB entry

(H606) and you receive the error message “cannot delete – dependent record” The sub record either includes an

accounting string or is attached to an employee

Accounting String – you will need to delete the accounting string first, then you can delete (F10) the SUB entry

SUB Entries Attached to Employee – removing the SUB

from the employee’s time exception entry will automatically delete the SUB entry (H606) H609 – pull up the Employee’s time exception

entry Delete all fields pertaining to the sub The SUB entry on the H606 has been deleted

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Reminders Notify your payroll specialist immediately if you

receive notification of a terminating employee This will reduce or eliminate the employee’s

overpayment Employees are not allowed to carry more than 60

days vacation forward into the new calendar year An e-mail will be sent to the employee at the end

of September notifying them of the vacation overage (they will need to make arrangements to use any days over 60 before 12/31)

Anything over 60 days after 12/31 will be removed from the employee’s vacation balance

Reminders MODs

Be sure to list the correct reason code Payroll Entries

Check the H515 to make sure the job is active/open before making payroll entries

Do not make any FY15 payroll entries in FY14….these entries will not transfer over to the new fiscal year

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Reminders PSK time should not be entered after an

employee uses their 6 days per year A different time exception entry will need to be

made PNP – Personal Not Paid

Send a copy of the signed absence form to Payroll for any PNP entries

E-mail All employees have an e-mail address School techs are equipped to assist those

employees that do not have a work computer

Communication Communication is key…. Please stay in contact with your payroll

specialist, benefits specialist, and HR specialist when it comes to terminations, leaves, etc

Charlie Smith x 204 Adjustment code issues / questions

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Payroll Staff Barbara Reuther x 647 Brandi Broad x 624 Denise Mollo x 649 Donald Benish x 651 Janet Abreu x 670 Paula Guruwatte ext 650 Fran McDaniel x 652 Lori Allyn x 653 Jessica Mosca ext 625

Questions ????