Payroll Web Page
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Payroll Web Page |
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HEAD START OF GREATER DALLAS, INC.
PAYROLL STANDARD OPERATING PROCEDURES (SOP)
PAYROLL POLICIES AND PROCEDURES
Time Reporting TIME AWAY FROM WORK GENERAL INFORMATION
A NOTE TO ALL EMPLOYEES: It is the employee’s responsibility to clock in & out; and to communicate with the site coordinator or supervisor regarding any absences, in order that the proper documentation is submitted to payroll by the pay-period ending date. These actions are imperative in order to receive the correct pay.
| 1. | Exempt and Non-exempt Employee must clock in and out each working day. A Time & Attendance Sheets or Personnel Action Forms must be submitted to payroll by the pay-period ending date for any absences or missing punches, in order to be paid what is in the clock system. | |
| 2. | If a Time and Attendance Sheet must be filled out, please complete it including: Employee name, date, site name, & site # (6XX). Payroll questions call (972) 283-6434 or leave a message, we’ll get back to you. Site Managers/Supervisors will call Payroll for pay issues. Payroll fax # is (972) 296-6553. | |
| 3. |
A Missing Punch and Absence Report will be distributed each Friday via fax to each site. The original reports will be sent via courier to the triad offices. Each manager and employee must review these reports to ensure the correct document is completed and submitted to payroll by the pay period ending date, which is listed in this memorandum.
Temporary, Substitutes, and New Hires without badges are not listed on the Absence Reports. Therefore, it is imperative to submit a T/A Sheet to ensure these employees are paid for their time worked. |
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| 4. |
The Missing Punch and Absence Reports for the Support Staff employees are faxed to the Triad Offices each Friday. Support Staff employees should call the Triad Office to confirm they have no missing punches or absences on the report. All Time and Attendance Sheets, or Personnel Action Forms must be verified, approved, and signed by the Site Manager, Supervisor, or Triad Director in order for the employee to be paid. |
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| 5. |
Time and Attendance Sheets should only be used for the following reasons: missing punches, misplaced badge, a new employee with no badge, no lunch taken, or trainings where there is no clock available. The reason should be explained in the comment section of the T/A Sheet, including date. Do not send the entire staff sign-in sheets, because it slows up payroll processing. Extract only the missing punch needed to complete the day shown on the missing punch report. |
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| 6. |
Fill in only one pay-period per Time & Attendance Sheet. Attached to this memo is a list of the Pay-Period Ending Dates (PPE). “Week 1” on the time and attendance sheet is the week of payday. “Week 2” is the pay-period ending date, when all Time and Attendance Sheets and Personnel Action Forms must be submitted to payroll. Please start a new T/A sheet after each pay-period. Do not submit two different pay periods on one T/A Sheet. NOTE: Personnel Action Forms for vacation & personal leave should be submitted to payroll one week in advance to ensure correct pay. |
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| 7. |
Be aware that Friday, the pay-period ending date, will not show up on the Missing Punch or Absence Reports. The polling is done at 2 a.m. in the morning. Therefore, all employees must absolutely punch in & out correctly, or submit a Time and Attendance Sheet for that day. If you are absent on the pay-period ending date (Friday), ask your Site Manager/Supervisor or one of your co-worker to fill out a Personnel Action Form for you; and submit it to payroll by the pay-period ending date. |
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| 8. |
An Excessive Missing Punch notice will be sent to the Site Manager or the Triad Director to counsel with the employee regarding their missing punches. This form must be signed by the employee to ensure that he/she is aware that future missing punches will result in a delay of pay. This form will be made part of the employee permanent file, and used for evaluations purposes.
Excessive Missing Punches will be addressed as follows: |
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| a. | Site Managers, Directors, and the Employees will be notified by payroll if the employee has more than two missing punches in one week. | |
| b. |
After three missing punches, the employee will be counseled by site manager/supervisor, and the appropriate disciplinary action will be taken. This action will be made a part of the employee’s permanent file and used in evaluations. |
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| c. |
If the employee continues to have missing punches, the adjustments will be processed on the next pay-period. If it is determined to be the agency’s error, a manual check will be issued. |
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| 9. |
Adjustments for missing punches or absences will be processed the following pay-period, after the correct documentation is received. If it is determined to be the Agency’s error, a manual check will be issued. Missing punches are considered the Employee’s error.
Note: In case of pay-shortages, please follow these steps to ensure the adjustments are Processed. |
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| a. | The employee should report the problem to the Site Manager/Supervisor, | |
| b. |
The Site Manager/Supervisor will contact payroll, and request the employee’s timecard, |
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| c. | Payroll will e-mail the employees timecard to the Site Manager for review | |
| d. |
The Site Manager/Supervisor/Employee will make the necessary corrections; and submit the proper document to payroll, to be processed the following pay period. |
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| 10. |
Lost badges must be replaced immediately. Notify Human Resources the second day that the badge is missing and request another one. There is a $10.00 replacement fee. You must have another badge within three days. Missing punches exceeding more than two days are considered excessive, and the employee will be counseled. Once a new badge is issued – the old badge is obsolete and cannot be used, unless it is re-activated by payroll. |
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| 11. |
To minimize pay adjustments, please promptly submit the Time and Attendance Sheets or Personnel Action Forms (PA’s), no later than the pay-period ending date (PPE). If the forms are not received by the pay-period ending date ‘Friday’, they will be processed the following pay-period as an adjustment. If there are any changes to a PA or T/A sheet – a new form must be submitted in order to process edit. |
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| 12. |
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. Employees must punch in & out for lunch. This will be monitored. If the employee fails to punch in and out for lunch, the clock is set to automatically deduct lunchtime according to the employees’ work schedule. Managers or Supervisors are required to submit the work schedule for their staff. If for some reason an employee does not take a lunch, it must be noted on a Time and Attendance Sheet, with the date & no lunch in the comment section. The time automatically taken for lunch will then be added back to the number of hours worked that day. |
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| 13. |
During In-Service & Pre-Service Training there will be Sign-In Sheets available in the lobby area. Clocks will also be available for those that are late. The Sign-in Sheets must be signed by the employee at the conference location only - to be paid. Otherwise, if there is no signature or clock punches this will result in shortage of pay. The Training Department must confirm the class taken, and the appropriate payroll document must be submitted in order to be paid for the training. |
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SECTION II. TIME AWAY FROM WORK
| 1. | Personnel Action Forms (PA’s) are to be filled out for the following reasons: | |
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Absence Vacation Personal Leave Sick Leave Jury Duty Dr.’s Appt Leave Without Pay (LWOP) |
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Doctor’s appointments, which exceed more than 2 hours, will be charged to sick leave. All Payroll Documents should be submitted to Payroll each Friday; and the deadline is the Pay-period Ending Date (PPE) listed at the end of this memorandum. Please, keep the Pink copy of your Personnel Action Form for reference when needed. The 2 hour doctor's appointment can only be used 2 times in a one month period. |
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NOTE: Personnel Action Forms for vacation & personal leave should be submitted to Payroll one week in advance to ensure leave time is available. |
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| 2. | If by chance you put in for leave on a particular day, and later cannot take that day; send an e-mail message to the Payroll Accountant stating to ‘disregard’ the Personnel Action Form (PA) on the date requested. Then, send a new ‘PA’ via E-form with the correct information listed. | |
| 3. |
PART-TIME
EMPLOYEES: 20 & 30 Hour Employees will only be paid their
regular scheduled hours;
whether 4 or 6 hours for training, leave, and any administrative
time given. Part-time employees must consult with their managers to
attend trainings. Salaried Employees cannot use partial leave hours. You must have a full leave day available (8 hrs) to cover an absence. Or you may use a combination of leave hours. Example: (5.33 Vacation hrs + 2.67 Sick hrs = 8.00 hrs) available for the day. |
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| 4. | HOLIDAYS – An employee must be in pay status, (as defined in SECTION 1.B.2. of the Personnel Policies) the day before and after the holiday to be paid for it (pay status means you have either vacation, sick, or personal leave available). If you have submitted a leave request to payroll; it will be counted as working before or after the holiday. There are no minimum days of employment to qualify for holiday pay. Note: Holiday hours does not accrue towards over time. | |
| 5. | Bereavement Leave – The Relationship of the deceased person to the employee must be stated on the Personnel Action Form, in order to be paid for Bereavement leave. Example: Relationship to you - Mother, Father, Sibling, Son, Daughter, etc.) | |
| 6. |
INCLEMENT WEATHER: When bad weather occurs please watch the local news for the Dallas ISD closings, if DISD is closed so is HSGD. Approved leave will be charged to your leave balance. |
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| 7. | ADMINISTRATIVE LEAVE must be approved by Mrs Wanda Smith, CEO via e-mail. If your request is approved, scan the E-mail with CEO approval. Complete the Personnel Action (PA) form in the database and attach the scanned E-mail to the PA. Supervisors and other staff, please note that all PA forms submitted for administrative leave without the attachment must be rejected by the approving supervisor. | |
| 8. | If the employee is sick or unavailable to fill out a Personnel Action Form, it is the Employees’ responsibility to communicate this to the Site Manager/Supervisor, or the Triad Director. A form must be completed, and submitted to Payroll by the pay-period ending date. The pay-period ending dates are shown on the last page of this memo. A Personnel Action form is required for any absence, including Leave Without Pay (LWOP). | |
SECTION III. GENERAL 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 |
| 2. | PAYROLL AUDITS 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 payroll audits. |
| 3. |
PAYCHECKS/CHECKSTUBS are
distributed on Friday, pay day. Check stubs are sent to
the
Triad Offices, then sent to the employees via the
managers/supervisors. Employees
receiving live checks must
present identification at the Central Office, except for
Substitutes. NOTE: The only checks that will be sent via mail are employees on Family Medical Leave (FMLA) per request or has resigned from HSGD. All others may leave a self-addressed envelope, and we will mail it to you per your request). |
| 4. |
Emergency Pay Request
– Employees requesting Emergency
Adjustment Pay Check will be charged a
$2.00 Administration Fee. You must submit the
supporting payroll document Personnel Action Form (PA), or a
Time & Attendance Sheet (TA) with the Emergency Pay Request form.
Checks will be available for pick up no later than Monday after Pay
day. Instructions: When submitting and Emergency Pay Request Form, a copy of the supporting Payroll Document (Personnel Action Form [PA] or Time & Attendance Sheet [TA]) must be scanned, and submitted with the Emergency Pay Request Form. |
| 5. | W2’s will be distributed during the last pay day in January with your check stub. |
| 1. |
Only Site
Managers or Supervisors should contact payroll regarding pay issues
for staff.
Payroll’s general information phone line is (972) 283-6434, you may leave a message; and the Fax number is (972) 296-6553. |
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| 2. |
Employment Verifications should be directed to Human Resources, fax # (972)296-6554. |
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| 3. | A written request is required for the following reasons: | |
| (a) | To investigate Vacation, Personal or Sick Leave Balances, | |
| (b) | To get a copy of your check-stubs, there’s a $1.00 charge per stub. | |
| (c) | To request employees time for prior pay-periods. | |
| (d) | To receive a copy of your W2 statement, there's a $1.00 charge per W2. | |
| (e) | To pick up check at the Central Office (this must be approved by site manager). | |
| 4. |
A Direct Deposit Enrollment Form must be submitted via our E-forms system for all new accounts, and a voided check is required. It takes two pay-periods before your wages are direct deposited into your account.
To change your Direct Deposit amount or account number, fill out a new form, and submit it to Payroll. All new accounts will be pre-noted the first pay-period, then deposited into your account by the second pay-period. Do not forget to attach a voided check along with the form, no deposit slips please. |
| 5. |
To cancel your Direct Deposits account, e-mail or fax a note to the Payroll Accountant requesting that your direct deposit be “CANCELLED”, sign and date the note if faxed. It will be entered immediately; and it will become effective before payroll is transmitted on Tuesday, around 12 p.m.
NOTE: If you close your account and do not submit your Direct Deposit Cancellation notice to payroll by Monday of the pay week, your wages will be direct deposited and no replacement check will be issued until the rejection notice from the bank is received by our Payroll processing service. To reverse the direct deposit the fee (approximately $60-$80) will be charged to you. |
| 6. |
If you are temporarily transferred to a new center, send an e-mail message to payroll, include your new location, to ensure your check-stub or direct deposit notice is sent to the correct site. Site Managers are required to complete a Personnel Action Form for permanent assignments. |
| 7. |
Class hours – employees are required to punch ‘in & out’ on days they attend classes (do not punch out for lunch). Make a notation of class days on the Time and Attendance sheet. If an employee attends an individual training, a T/A sheet is required. If there are no ‘in & out’ punches for the day, time will not be entered, until the correct times are received. |
| 8. | The deadline for all payroll documents is the Pay Period Ending date or each Friday. |
| 9. | Please keep your check-stubs for reference if needed at a later date. |
Please, submit T/A Sheets and Personnel Action Forms each Friday, or absolutely by the Pay Period Ending Dates (PPE) marked in bold print shown below.
HEAD START OF GREATER DALLAS, INC.
The deadline for T/A Sheets & Personnel Action Forms is the pay-period ending dates or each Friday.
Pay Period Ending Dates (PPE) Pay Dates
12/19 – 01/01/2010 01/08/2010
01/02 – 15/2010 01/22/2010
01/16 – 29/2010 02/05/2010
01/30 – 02/12/2010 02/19/2010
02/13 – 02/26/2010 03/05/2010
02/27 – 03/12/2010 03/19/2010
03/14 – 03/26/2010 04/02/2010
03/27 – 4/09/2010 04/16/2010
04/10 – 04/23/2010 04/30/2010
04/24 – 05/07/2010 05/14/2010
05/08 – 05/21/2010 05/28/2010
05/22 – 06/04/2010 06/11/2010
06/05 – 06/18/2010 06/25/2010
06/19 – 07/02/2010 07/09/2010
07/03 – 16/2010 07/23/2010
07/17 – 07/30/2010 08/06/2010
07/31 – 08/13/2010 08/20/2010
08/14 – 08/27/2010 09/03/2010
08/28 – 09/10/2010 09/17/2010
09/11 – 09/24/2010 10/01/2010
09/25 – 10/08/2010 10/15/2010
10/09 – 10/22/2010 10/29/2010
10/23 – 11/05/2010 11/12/2010
11/06 – 11/19/2010 11/26/2010
11/20 – 12/03/2010 12/10/2010
12/04 – 17/2010 12/24/2010 (last payday of 2010
12/18 – 12/31/2010 01/07/2011
01/01 – 14/2011 01/21/2011
01/15 – 01/28/2011 02/04/2011
01/29 – 02/11/2011 02/18/2011
02/12 – 02/25/2011 03/04/2011
02/26 – 03/11/2011 03/18/2011
| W4 | W5 |
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Linda Halton, Payroll Accountant Ext. 6402, email: lhalton@hsgd.org |
Linda Halton, has been at HSGD since December 07, 1997. She is a native of Dallas, a graduate of Amber University, and served 9 years in the U. S. Navy Reserves. |
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John Anderson, Accountant I Ext. 6404 email: janderson@hsgd.org |
John has been an employee of HSGD since |
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Sheila Terry Payroll Clerk Ext. 6432 email: sterry@hsgd.org |
