Payroll

 

 

 

 

 

 

 

 

           

                           PAYROLL STANDARD OPERATING PROCEDURES (SOP) 

     PAYROLL POLICIES AND PROCEDURES

 

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 (PPE).  These actions are imperative in order to receive the correct pay.

 

In order to expedite payroll efficiently and accurately, the following procedures must be enforced:

 

SECTION 1.  TIME REPORTING

 

1.     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 each day.  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).

 

2.     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.

 

 3.  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

      entry will 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

      purposes.

 

4.     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. 

 

Note: In case of pay-shortages, please follow these steps to ensure the adjustments are processed.

 

1.    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.

 

        3.  Payroll will process this additional information on the employee’s next pay check.

 

5.     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

 

6.     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.

 

7.     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.

 

SECTION II.  TIME AWAY FROM WORK

 

A Leave Request must be submitted for any absence, including Leave Without Pay (LWOP), to be paid.

 

1.  Personnel Action Forms (PA’s) are to be filled out for the following reasons:

·       Vacation Leave

·       Personal Leave

·       Sick Leave                                                                                                                                

·       Dr.’s Appt (maximum 2 hours) – Hourly employee only

·       Jury Duty (attach Summons to PA)

·       Bereavement (Relationship to Deceased must be provided)

·       Administrative Day

·       Leave Without Pay (LWOP)

 

     Salaried Employees cannot use partial leave hours.  You must request a full leave day (equivalent to 8 hrs) for any absence.  Or you may use a combination of

     other leave hours. 

 

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 address https://dbapp.hsgd.org/hris_hsgd/ 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 paycheck.

 

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).

 

 4.  Jury 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 Handbook.)

 

6.     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 the Supervisor.

 

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

    handbook).

 

      If a Leave Request has been submitted and approved, and inclement weather occurs, your leave balance will be charged.”

 

9.    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 request.

 

10.  Part-time Employees: 20 & 30 Hour Employees will only be paid their regular scheduled hours; whether 4 or 6 hours for training, leave, holidays, and any administrative time given. 

       

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 and 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.

 

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.     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.

 

      NOTE:  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.

 

4.     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 pay day.  Employees requesting an Emergency Pay Check will be charged a $2.00 administrative fee. 

 

      INSTRUCTIONS: When submitting a PPPA Form, attach a copy of the supporting Payroll Document (Personnel Action Form (PA) or Timecard with edits.

 

5.     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.

2.     The deadline for all payroll documents is the Pay Period Ending Date (PPE) week 2, or to be safe – each Friday.

 

3.     Employment Verifications should be directed to Human Resources, fax # (972)296-6554.

 

4.     An e-mail request is required to investigate Vacation, Personal or Sick Leave Balances.

 

5.     Submit ‘Request for Copies’ via the HSeIS (E-Forms) System for the following reasons:

(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***

 

6.   Direct Deposit account numbers are entered by the employee via ADP Self Service Portal.  

       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

(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.

 

9.    Please print off your check-stubs via the ADP Self Service Portal, and keep them for reference if needed at a later date.

 

 

                      

2017 & 2018 PAY SCHEDULE

*******************************************************************

The deadline for timecard corrections & Leave Request Forms is Friday, the Pay-Period Ending Date (PPE);

or, no later than Monday morning at 11:00 a.m.

 

 

2017

 

PAY PERIOD           ENDING PAY DATE (PPE)      PAY DATE

12/10/16                    12/23/16                                    12/30/16

12/24/16                    01/06/17                                    01/13/17

01/07/17                    01/20/17                                    01/27/17

01/21/17                    02/03/17                                    02/10/17

02/04/17                    02/17/17                                    02/24/17

02/18/17                    03/03/17                                    03/10/17

03/04/17                    03/17/17                                    03/24/17

03/18/17                    03/31/17                                    04/07/17

04/01/17                    04/14/17                                    04/21/17

04/15/17                    04/28/17                                    05/05/17

04/29/17                    05/12/17                                    05/19/17

05/13/17                    05/26/17                                    06/02/17

05/27/17                    06/09/17                                    06/16/17

06/10/17                    06/23/17                                    06/30/17

06/24/17                    07/07/17                                    07/14/17

07/08/17                    07/21/17                                    07/28/17

07/22/17                    08/04/17                                    08/11/17

08/05/17                    08/18/17                                    08/25/17

08/19/17                    09/01/17                                    09/08/17

09/02/17                    09/15/17                                    09/22/17

09/16/17                    09/29/17                                    10/06/17

09/30/17                    10/13/17                                    10/20/17

10/14/17                    10/27/17                                    11/03/17

10/28/17                    11/10/17                                    11/17/17

11/11/17                    11/24/17                                    12/01/17

11/25/17                    12/08/17                                    12/15/17

12/09/17                    12/22/17                                    12/29/17

 

 

 

2018

 

PAY PERIOD          ENDING PAY DATE (PPE)      PAY DATE

12/23/17                    01/05/18                                    01/12/18

01/06/18                    01/19/18                                    01/26/18

01/20/18                    02/02/18                                    02/09/18

02/03/18                    02/16/18                                    02/23/18

02/17/18                    03/02/18                                    03/09/18

03/03/18                    03/16/18                                    03/23/18

03/17/18                    03/30/18                                    04/06/18

03/31/18                    04/13/18                                    04/20/18

04/14/18                    04/27/18                                    05/04/18

04/28/18                    05/11/18                                    05/18/18

05/12/18                    05/25/18                                    06/01/18

05/26/18                    06/08/18                                    06/15/18

06/09/18                    06/22/18                                    06/29/18

06/23/18                    07/06/18                                    07/13/18

07/07/18                    07/20/18                                    07/27/18

07/21/18                    08/03/18                                    08/10/18

08/04/18                    08/17/18                                    08/24/18

08/18/18                    08/31/18                                    09/07/18

09/01/18                    09/14/18                                    09/21/18

09/15/18                    09/28/18                                    10/05/18

09/29/18                    10/12/18                                    10/19/18

10/13/18                    10/26/18                                    11/02/18

10/27/18                    11/09/18                                    11/16/18

11/10/18                    11/23/18                                    11/30/18

11/24/18                    12/07/18                                    12/14/18

12/08/18                    12/21/18                                    12/28/18

12/22/18                    01/04/19                                    01/11/19

 

     FREQUENTLY ASKED QUESTIONS

 

ADP

Who do I contact to reset my ADP password?

Email request to payroll department at hsgdpayroll@hsgd.org.

 How often should I login to ADP to keep me active as a user?

At least every two weeks.

 

Benefits 

Who do I contact if my benefit deduction is not correct?

Send an email to the Benefits Coordinator.

 

Database

Who do I contact to reset my HRIS or HSeIS password?

Email request to database department at dSupport@hsgd.org.

 

Doctor Appointments 

Is there a time allowance for an employee to go to a doctor appointment?

Maximum 2 hours. If doctor appointment leave exceeds 2 hours, the system will instruct you to change doctor appointment hours to sick leave hours (for the entire amount of hours taken). The 2-hour doctor appointment can only be used two times in a one-month period. Please take into account time auto-deducted for lunch. 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.

 

Direct Deposit 

D1.          How long does it take for direct deposit to be activated (or effective)?

Depending on your bank, it can take up to two pay periods following your receipt of a live pay check.

D2.          I closed my bank account. When is it too late to delete my account information in ADP?

You can delete your banking information as soon as you close your account.

 

HRIS

HR1.       What is HRIS?

HRIS (Human Resources Information System) is HSGD’s in-house database that stores employee’s personal employment data. 

HR2.       Who do I contact to reset my HRIS password?

Email request to database department at dSupport@hsgd.org.

 

HSeIS

HS1.        What is HSeIS?

HSeIS (Head Start Electronic Information System) is HSGD’s automated internal forms management and approval system.

HS2.        Who do I contact to reset my HSeIS password?

Email request to database department at dSupport@hsgd.org.

 

Leave 

L1.          How do I submit a Leave Request?

Login to HRIS, click Request Leave; Select Leave Type; Enter start & end date of leave (the system calculates amount of leave taken); Save and Submit form. Attach supporting documentation (if applicable).

L2.          What do I need to attach to my jury duty leave request?

The Jury Duty Summons is required with the Personnel Action Form (PA).

L3.          Should I wait until I come back to work to submit the jury duty leave request?

No. Submit the request as soon as you get the summons to avoid missing the payroll cutoff deadline.

L4.          What is needed to request leave under the Family Medical Leave Act (FMLA)?

The employee requesting the FMLA must have the doctor complete a Certification of Health Care Provider form that is appropriate for the type of reason for which FMLA is requested. The employee must also complete an FMLA form on HRIS. (The form can be found on HRIS and has a PA form attached). Supervisor or manager approval is required for FMLA PA form to be processed.

L5.          Why do the hours on the Leave Request not appear on my time card?

PA form has not been approved by supervisor or is waiting to be approved by benefits department and payroll department.

L6.          What do I need to do if I cannot take leave that I requested which has been approved?

If a Leave Request has been approved for a specific date, and later cannot be taken on that date, send an e-mail message to hsgdpayroll@hsgd.org stating to ‘delete’ the PA, and include the tracking number. You may request that the date be changed or submit a new request.

L7.          How much time is allowed for a Bereavement Leave?

Paid Bereavement Leave of up to three days may be granted to an employee experiencing a death in the employee’s immediate family after beginning employment with HSGD. Immediate family is defined as: spouse, son, daughter, stepchildren, son-in-law, daughter-in-law, father, mother, stepparents, mother-in-law, father-in-law, brother in law, sister in law, grandparents, grandchild, siblings, uncle, aunt, niece and nephew. Not included as immediate family members are god-father, god-daughter, god-children nor any type of relationship that is not listed above. Employees will be required to provide information to document the absence with date of death and date of service. If additional time is needed, employee may use sick days or personal leave days. Employees on probation are eligible for this leave.

L8.          What if I need to be absent from work and I don’t have any leave?

Login to HRIS to Request Leave Without Pay (LWOP)

L9.          I’m taking Leave Without Pay before a holiday. Will I be paid for the holiday?

No. In order to be paid for a holiday, the employee must be in “paid status” the day before and the day after the holiday in order to be paid. Paid status includes personal, sick, annual, administrative leave, etc.

 

Overtime 

O1.          Do I have to get approval to work overtime? What do I need to do?

Yes, you must get pre-approval to work overtime from your supervisor. You should submit an overtime request form for approval via HseIS.

 O2.         Why is my overtime not calculating?

In order to receive overtime, you must “work” over 40 hours. Sick, personal, annual, etc. is not included in the calculation.

 O3.         Can I be paid overtime for taking a short lunch?

No. You should speak to your supervisor to avoid unapproved overtime generated by taking short lunches.

 

Pay

 P1.          What do I need to do if I was not paid for the correct amount of hours?

Notify your supervisor and submit a Prior Pay Period Adjustment (PPPA) form via HSeIS.

 P2.          How do I submit a Prior Period Adjustment?

a. 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 a future pay period and a tracking number must be shown. Note - the actual date taken must be listed in the

fields provided on the form in the comment section; the actual date will be corrected by Payroll once the form is received.

b. Attach a copy of the Timecard with edits or correction with the Manager’s signature and date of signature.

c. Payroll will process this additional information on the employee’s next pay check following complete approval of PPPA form by Payroll.

 P3.          When are pay increases effective?

The beginning of the next pay period following final approval.

 P4.          Who do I contact if my pay increase is not on my paycheck?

Send an email to the Human Resources Coordinator.

 P5.          Who do I contact if I am still being paid for a temporary assignment rate increase?

Send an email to the Human Resources Director.

 P6.          Will I be required to repay additional money I was paid while working in a temporary assignment when I am no longer working in the temporary   assignment?

Yes. It is the responsibility of an employee and their supervisor to ensure that the employee is paid at the correct rate of pay when the temporary assignment ends.

 

Personal

 PS1.        After submitting my letter of resignation, can I use sick or personal leave during my resignation period?

No. The time period of the notice must be worked.

 PS2.        I’m salaried. Can I submit a personal leave request for less than 8 hours?

No. Salaried employees are not allowed to take partial leave.

 

Resignation 

After submitting my letter of resignation, can I use sick or personal leave during my resignation period?

No. The time period of the notice must be worked.

 

 Sick 

S1.          After submitting my letter of resignation, can I use sick or personal leave during my resignation period?

No. The time period of the notice must be worked.

S2.           I’m salaried. Can I submit a sick leave request for less than 8 hours?

No. Salaried employees are not allowed to take partial leave.

 

Timecard 

T1.          How often should I review my timecard?

As a minimum by Thursday of each week and by Monday at 8 am of the payroll week to ensure all hours (worked, leave, training, etc.) are recorded.

T2.          Can I change the type of fingerprint clock punch if I made a mistake?

Login to HRIS; select Timesheet; click on Detail; select Daily Time Card Log; click Edit; Make Correction to change the type of clock punch; click Finish.

T3.          How do I get duplicate clock punches removed?

Send an email to hsgdpayroll@hsgd.org.

T4.          Do I need to clock out when I leave one HSGD location to go to another?

No. This could result in missing time for which you will not be paid.

T5.          How often do I need to add manual punches if I work offsite?

                Login remotely to input your time daily. Contact database at dSupport@hsgd.org if you have any issues.

  

Training

 

TR1.        What do I need to do to ensure that I get paid for time I spend in training?

Monitor your timecard daily. Ensure that you sign-in and out on training sign-in sheet. Send email to Staff Development prior to payroll Monday for missing training hours.

TR2.        Should I clock in and clock out if I attend a training away from my work location?

An employee should not clock out when leaving your work location to attend training at another HSGD location. Review your timecard and contact Staff Development (if applicable) to determine if an edit is needed to document the time the employee left the training location.

 

 

 

 

Payroll Form: 

W4

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