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. |
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. |
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| 2. |
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. |
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| 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 office. Each manager and employee must review these reports to ensure the correct document is completed and returned to payroll by the pay-period ending date, which is listed in this memorandum. |
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| 4. | Time and Attendance Sheets should only be used for the following reasons: | |
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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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| 5. |
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 turned into payroll. Please start a new T/A sheet after each pay-period. Do not submit two different pay periods on one T/A Sheet. |
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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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| 6. |
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, have your Site Manager or one of your Associate fill out a Personnel Action Form for you; get the appropriate signature, and submit it to payroll by the pay-period ending date. |
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| 7. |
An Excessive Missing Punch Form 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. |
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| Excessive Missing Punches will be addressed as follows: | ||
| (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. | |
| (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. | |
| 8. |
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. |
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Note: In case of pay-shortages, please follow these steps to ensure the adjustments are Processed. |
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| 1. | The employee should report the problem to the Site Manager/Supervisor, | |
| 2. | The Site Manager/Supervisor will contact payroll, and request the employee’s timecard, | |
| 3. | Payroll will fax the employees timecard to the Site Manager for review, | |
| 4. | The Site Manager/Supervisor will make the necessary corrections; and submit the proper document to payroll, to be processed the following pay-period. | |
| 9. |
Lost badges must be replaced immediately. Notify Human Resources the second day that the badge is missing and request another one. You should 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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| 10. |
To minimize pay adjustments, please promptly send in completed and approved Time and Attendance Sheets or Personnel Action Forms, no later than the pay-period ending date (PPE). They should be faxed immediately after the required signature is obtained. The Original copy should be submitted to Payroll by the following Monday. If the Forms are not received by the pay-period ending date Friday, they will be processed the following pay-period. If there are any changes to these PAF’s or T/A sheets – inform payroll immediately, and fax the revised copy to Payroll (972) 296-6553 |
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| 11. |
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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| 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. Employeesmust 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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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. |
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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. | PART-TIME EMPLOYEES: 20 & 30 Hour Employees will only be paid their regular workday hours whether, 4 hours or 6 hours for training, leave, and any administrative time. Part-time employees must consult with their managers to attend trainings. | |
| 3. |
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 a Personnel Action Form (PAF) completed and turned in to payroll; it will be counted as a worked day in place of your leave time. There are no minimum days of employment to qualify for holiday pay. Note: Holiday hours does not accrue towards over time. |
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| 4. |
Bereavement Leave – the relationship of the deceased person to the employee must be Stated in the remarks section of the Personnel Action Form, to be paid for Bereavement leave. Example: Remarks - Mother, Father, Sibling, Son, Daughter, etc. |
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| 5. |
INCLEMENT WEATHER: When bad weather hits please watch the local news for the ISD closings, if DISD is closed so is HSGD. If any leave has been scheduled and approved it will remain as leave time. |
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| 6. |
ADMINISTRATIVE LEAVE / Bad Weather Leave cannot result in overtime. If Personnel Action Form has being complete for a day that is granted Administrative leave the employees’ approved Personnel Action Form is valid for leave requested. |
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| 7. | 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, 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). | |
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(Note: All PAF’s and timesheets must be date-stamped in before submitting to Payroll. A date stamp is located at the triad offices, and also, in the Finance Department.). |
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SECTION III. GENERAL INFORMATION
| 1. |
Exempt or Non-exempt Employee must clock in and out each working day. Otherwise, a T/A Sheet or Personnel Action Form must be submitted to payroll by the pay-period ending date for any absences or missing punches, in order to be paid. |
| 2. | Temporary, Substitutes, and New Hires without badges are not listed on the Absence Reports. Therefore, it is imperative to send in a T/A Sheet to ensure they are paid for their time or each day worked. |
| 3. | During In-Service & Pre-Service Training there will be clocks available; and all employees must clock In & Out. Time and Attendance Sheets will be provided for those without a badge. But, it must be signed at the conference location ‘only’. Otherwise, the time and class attended must be verified by training before it is entered for pay. |
| 4. | PAYROLL AUDITS are conducted annually, the month of December. 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. |
| 5. | PAYCHECKS/CHECKSTUBS are released the Thursday before payday, after 3 p.m. to the Triad Assistants for distribution on Friday. |
| NOTE: The only checks that will be sent via mail are employee’s who are on Family Medical Leave (FMLA). All others may leave a self-addressed envelope, and we will mail it to you). | |
| 6. | Early Check Release or Emergency Pay Request – Employees requesting an Early Check Release or Emergency Pay will be charged a fee of $2.00 for administrative cost. These requests must be submitted 3 days or 72 hours in advance of check date. |
| 7. | A Direct Deposit Form must be filled out for all new accounts or any changes to an existing account, attach a voided check. It takes two pay-periods before activation. |
| 8. | To cancel your Direct Deposit, e-mail or fax a memo to payroll (lhalton@hsgd.org), with instructions to ‘cancel direct deposit’, sign and date the memo. |
| 1. | Only Site Managers or Supervisors should contact payroll regarding pay issues for staff. Payroll’s general information phone line is (972) 283-6434, and the Fax number is (972) 296-6553. | |
| 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. | To cancel Direct Deposits, e-mail or fax a note to Payroll (lhalton@hsgd.org) requesting your direct deposit to be cancelled, sign and date the note. It will be entered immediately; and become effective after payroll is transmitted on Tuesday, around 12 p.m. |
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To change your direct deposit amount or account number; fill out a new form, and send it to Payroll. All new accounts will be pre-noted the first pay-period, then deposited to your account by the second pay-period. Do not forget to attach a voided check along with the form, no deposit slips |
| 6. | If you are temporarily transferred to a new center, send a memo-notifying payroll of your new location, to ensure your check or check-stub is sent to the correct site. Site Managers are required to complete a Personnel Action Form for permanent assignments. |
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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. |
Code: Steps
Please, submit T/A Sheets and Personnel Action Forms each Friday, or absolutely by the Pay Period Ending Dates (PPE) shown below.
HEAD START OF GREATER DALLAS, INC.
PAY SCHEDULE 2008
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
12/22 – 01/04/2008 01/11/2008
01/05 – 18/2008 01/25/2008
01/19 – 02/01/08 02/08/2008
02/02 – 15/2008 02/22/2008
02/16 – 02/29/2008 03/07/2008
03/01 – 14/2008 03/21/2008
03/15– 03/28/2008 04/04/2008
03/31 – 04/11/2008 04/18/2008
04/12 – 04/25/2008 05/02/2008
04/26 – 05/09/2008 05/16/2008
05/10 – 05/23/2008 05/30/2008
05/24 – 06/06/2008 06/13/2008
06/07 – 20/2008 06/27/2008
06/21 – 07/04/2008 07/11/2008
07/05 – 18/2008 07/25/2008
07/19 – 08/01/2008 08/08/2008
08/02 – 15/2008 08/22/2008
08/16 – 08/29/2008 09/05/2008
08/30 – 12/2008 09/19/2008
09/13 – 09/26/2008 10/03/2008
09/27 – 10/10/2008 10/17/2008
10/11 – 10/24/2008 10/31/2008
10/25 – 11/07/2008 11/14/2008
11/08 – 11/21/2008 11/28/2008
11/22 – 12/05/2008 12/12/2008
12/06 – 19/2008 12/26/2008 (last payday of 2008)
12/20 – 01/02/2009 01/09/2009
01/03 – 16/2009 01/23/2009
01/17 – 01/30/09 02/06/2009
01/31 – 02/13/2008 02/20/2009
02/14 – 02/27/2008 03/06/2009
02/28 – 13/2008 03/20/2009
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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 |
