In order to expedite payroll efficiently and
accurately, the following procedures must be enforced:
Salaried and Hourly
Employees are required to punch in and out each working day.
It is a requirement for
hourly employees to punch ‘Lunch Out and Lunch In’ for lunch
An approved Leave Request is required for any absence by the
Payroll deadline day Friday, the Pay-Period Ending date (Week 2 of the pay period).
Temporary, Substitutes, and New Hires must be finger-printed in order
to access the fingerprint clock system to record their
time worked. It is imperative these employees Punch In & Out to ensure they are paid
for their time worked.
An ‘Excessive Manual Entries
Notice’ will be sent to the
employee and Cc: site manager to counsel
the employee regarding their manual corrections. Each manual
be a cause
for an alarm shown in red not to exceed three entries.
This notice will be made part of
the employee permanent file, and used for evaluation
Prior Pay Period
Adjustments (PPPA) for unpaid
days or hours - will be processed for
the next pay day after the correct payroll documentation is
received. If it is determined to
be the agency’s error, a manual
check will be issued before the end of the pay date.
In case of pay-shortages, please follow these steps to ensure the
adjustments are processed.
The employee must submit a Prior Pay Period Adjustment
(PPPA) form; and attach the
supporting payroll document. A Leave
form must be submitted by using a date in the
current pay period and a tracking number
must be shown. Note - the actual date taken
must be shown on the form in the
comment section; the actual date will be corrected by
Payroll once the form is received.
2. Or attach a copy of the Timecard
with edits or correction with the Manager’s signature.
Payroll will process this additional information on the employee’s next pay
To minimize pay
adjustments - please
review your timecard frequently. Complete all
Timecard edits by Friday, the Pay Period Ending Date (PPE) - week 2 of the
pay period. All leave forms must be submitted by
the PPE (wk 2); and approved no later than Monday of the pay week. If the leave form is not
submitted by the pay-period ending date ‘Friday’, it will be processed on
the next pay date - as an adjustment.
Lunch Policy –
All full-time employees are
required to take a lunch break, either 30 minutes or an hour, according to
the approved work schedule of the employee. Hourly Employees are
required to punch ‘lunch out & lunch in’ each day.
This will be monitored. Managers or Supervisors are required to monitor
lunch punches for hourly employees.
If for some reason an employee does not
take a lunch, lunch should be entered as (ex.12:00 pm ‘Lunch Out’ and 12:01 ‘Lunch
in’), or between the time of arrival and out time; then change the ‘Out for
the Day Punch’ by one minute.
During In-Service & Pre-Service Training there will be Payroll
Sign-In Sheets available. Late arrivals will have to punch ‘in and out’ or
sign the payroll log-in sheet, and are paid accordingly. The Sign-in Sheets
must be signed by the employee at the conference location only
- to be paid. Otherwise, if there’s no signature or clock punches this will
result in shortage of pay. The Training Department must be contacted to
confirm attendance, and make the adjustment for the employee.
II. TIME AWAY FROM WORK
Request must be submitted for any absence, including Leave Without
Pay (LWOP), to be paid.
Personnel Action Forms (PA’s)
are to be filled out for the following reasons:
Dr.’s Appt (maximum 2
hours) – Hourly employee only
Jury Duty (attach Summons
to Deceased must be provided)
Leave Without Pay (LWOP)
Salaried Employees cannot use
partial leave hours. You must request a full leave day
to 8 hrs) for any absence. Or you may use a combination of
Example: partial leave request for
salary employees (5.33 Vacation hrs + 2.67 Sick hrs = 8.00 hrs equivalent to
a full day).
2. If the employee is sick or not at an
agency location, it’s the Employees’ responsibility to access HRIS Database
via the internet web address at this link
HRIS or type in the
from any location with Internet access (home, etc). Employees should
communicate to the Site Manager/Supervisor and Information Technology (IT)
Department if any problems occur. The Leave Request must be submitted to
Payroll by the Pay-period Ending date (PPE) to be paid on the upcoming
3. Doctor’s Appointments
maximum 2 hours. If Dr’s Appt. leave exceeds 2 hours, the system
will instruct you to change Dr’s Appt hours to Sick leave hours (for the
entire amount of hours taken). The 2 hour Doctor’s Appointment can only be
used two times in a one month period (pg. 91 of Personnel Policies.)
Note: Time away from work taken to
attend physical therapy will be counted against the Employee’s sick leave
when the time away from work is in excess of two hours on any given day (pg.
50 of the Personnel Handbook).
Duty - the Jury Duty Summons is required
with the Personnel Action Form (PA).
5. Bereavement Leave – The
Relationship of the deceased person to the employee must be shown on the
Leave Request form, in order to be paid for leave. (Example: Relationship
to you - Mother, Father, Sibling, Son, Daughter, etc.). Employee will be
required to provide information to document the absence (pg. 36 of Personnel
Administrative Day must
be approved by the CEO via e-mail. If your request is approved, complete the leave request in HRIS; scan
and attach the CEO’s email approval and submit leave request.
Note: All PA’s submitted for an
Administrative Day without the approved attachment, should be rejected by
7. Holidays – An employee must
be in pay status the day before and after the
holiday in order to be paid (as defined in SECTION 1.B.2. of the
Personnel Policies on page 51). Pay status means the employee must have
either vacation, sick, or personal leave available to request time off.
There are no minimum days of employment to qualify for holiday pay. Holiday
hours do not accrue towards overtime.
8. Inclement Weather: When the school
district in the area in which the Head Start Center/facility is located
is either closed, opening late or leaving early, then the Head
Start Center/facility will follow that plan. If the closing of the
independent school district is due to gas reduction, Head Start Centers
will remain open. (pg. 52 of
If a Leave Request has been submitted and approved, and inclement
weather occurs, your leave balance will be charged.”
If a Leave Request has been approved for a particular date, and later
cannot be taken on that date, send an e-mail message to the
Payroll Accountant stating to ‘disregard’ the PA, and include the tracking
number. You may request that the date be changed or submit a new
20 & 30 Hour Employees will only be paid their regular scheduled hours;
whether 4 or 6 hours for training, leave, holidays, and any administrative
11. The Deadline for payroll
forms submitted to Payroll by the employee is Friday, the Pay
Period Ending Date (PPE),
week 2 of the pay period. If you are absent on Friday, the PPE date, you may access the database from
home or ask your manager to submit a Leave Request for you to be approved no
later than Monday. NOTE: Personnel Action Forms for vacation
personal leave should be submitted one week in advance to ensure the
leave balances are available and correct (balances can be incorrect).
GENERAL PAYROLL INFORMATION:
1. Employee’s Name and
Social Security Number as shown on their Social Security Card must match our payroll records, and all documents
that are received for the employee.
are conducted annually. Employees must have a current
driver’s license, state issued I.D., or a Passport with picture, or NAS
(green card) is acceptable. An Employee I.D. badge is not acceptable for
Pay checks (Live Checks) are distributed on pay
day, Friday between 8:30 to 5:00 pm at the Central Office. Employees
receiving a live check must present identification at the Central Office.
The only checks that will be sent via mail are employees on Family Medical
Leave (FMLA) per request, or who
have resigned from HSGD. Live checks will also be mailed if the pay date
falls on Spring Break, Winter Break or a Holiday.
Rare - Prior Pay
Period Adjustment (PPPA) – An
emergency request will only be accepted for the following reasons: victims
of fire, hospitalization, eviction notice (required), and death in the
family requiring out-of-town travel. You will be notified by Payroll when
the check is available for pick up, normally no later than Monday after
Employees requesting an Emergency
Pay Check will be charged a $2.00 administrative fee.
When submitting a PPPA Form, attach a
copy of the supporting Payroll
Document (Personnel Action
Form (PA) or Timecard with edits.
Hard copies of W2’s will be distributed the last pay date in
January. You may get a copy of your W2 via the ADP Self
Service Portal, when they become available.
GENERAL PAYROLL PROCEDURES:
1. Only Site Managers
or Supervisors should contact payroll regarding pay issues for staff.
Payroll’s general information phone line is (972) 283-6402;
please leave a message. You can also email payroll and/or fax. The fax
number is (972) 296-6553.
The deadline for all payroll documents is the Pay Period Ending
Date (PPE) week 2, or to be safe – each Friday.
Employment Verifications should be directed to Human Resources, fax #
An e-mail request is required to investigate Vacation, Personal or
Sick Leave Balances.
Submit ‘Request for Copies’ via the HSeIS (E-Forms) System for the
(a) To get a copy of your check-stubs,
there’s a $1.00 charge per stub.
(b) To receive a copy of your W2
statement, there’s a $1.00 charge per W2.
***Employees have access to their
check stubs via ADP Self Service Portal***
account numbers are entered by the employee via ADP Self
Employees are required
to change, add, or delete their direct deposit account
information via the ADP Self Service Portal.
NOTE: Please make any changes to
your Direct Deposit Account by Monday of the pay week
(week 1) to ensure it’s processed with the payroll. Otherwise, the
changes will be processed on your next check. No replacement check will be
issued if the Direct Deposit Account was not deleted by Monday of the pay
(week 1). A rejection notice will be received from your bank if the
account was deleted too late, and our Payroll Provider will issue a
statement to HSGD Payroll. We will then inform the employee regarding the
refund of wages. To reverse the direct deposit wages, a fee (approximately
$60-$80 will be charged to the employee.
7. If you are temporarily transferred
to a new center, Site Managers are required to complete a ‘Transfer’
Personnel Action form (PA). Please contact Human Resources to ensure
the transfer PA was received.
8. Class Hour Instructions – employees are
required to punch ‘in & out’ on days they attend classes; do not punch out
for lunch if classes are during the lunch break. If you leave work early to
attend class, punch out; then change the out punch (the following day) to
your regular scheduled out time.
print off your check-stubs via the ADP Self Service
Portal, and keep them for reference if needed at a later date.