Paperless Paydays 2009 TASBO Summer Conference Welcome Jon

Paperless Paydays 2009 TASBO Summer Conference

Welcome Jon Graswich, CPA Chief Financial Officer Northwest Independent School District jgraswich@nisdtx. org (817) 215 -0025 www. nisdtx. org

Problem Identification

Dr. Zaius - Deep Thinker

Bright Idea

Legal Issues

Texas Labor Code CHAPTER 61. PAYMENT OF WAGES n § 61. 016. FORM OF PAYMENT. n (a) An employer shall pay wages to an employee: n n n (1) in United States currency; (2) by a written instrument issued by the employer that is negotiable on demand at full face value for United States currency; or (3) by the electronic transfer of funds.

Texas Labor Code CHAPTER 61. PAYMENT OF WAGES n § 61. 017. DELIVERY OF PAYMENT. n (c) An employer may elect to pay wages to an employee who maintains at a financial institution an account that qualifies for electronic funds transfer through a direct deposit plan that uses electronic funds transfer to deposit the wages in the employee's account. An employer who desires to pay wages through a direct deposit plan shall:

Texas Labor Code CHAPTER 61. PAYMENT OF WAGES n § 61. 017. DELIVERY OF PAYMENT. n (c) An employer may elect to pay wages to an employee … n n (1) notify each affected employee in writing, at least 60 days before the date on which the direct deposit payroll system is scheduled to begin, that the employer is adopting a direct deposit payroll system; and (2) obtain from the employee any information required by the financial institution in which the employee maintains the account that is necessary to implement the electronic funds transfer.

Big Picture – Key Questions Communication How will the District communicate the payroll stub information to the employee Paperless Payroll Who needs to do What by When

Implementation Plan Communication E. A. C. Paperless Payroll Gantt Chart

Multiple Bites at the Apple n Communication Piece – E. A. C. n Paperless Payroll Piece – By Employee Group

Superintendent & School Board

Communication

Surf the “E. A. C. ”

Employee Access Center

Employee Information Update

Salary and Benefits

Leave Information

Leave Banks

Payroll Checks

Paycheck Detail

Deductions and Benefits

Certifications

Degrees

Additional Benefit Significant reduction in demands on Human Resources and Payroll to look up data and respond to employee information requests

Surfing the E. A. C. Getting Your Feet Wet

The Power of Pizza

The Power of Pizza Free pizza lunch for campus with the highest percentage of access And you thought “food rewards” only work with small children & animals?

Paperless Payroll - Teamwork

Paperless Payroll - Coordination n Legal Issues Employee Access Center Paperless Payroll n n n Employee Groups Departments Delivery of Payment Options

Gantt Chart n Paperless Payroll n Employee Groups n n n Monthly Semi-Monthly Substitutes Seasonal / Temporary Departments n n n Human Resources Financial Services Technology

Timeline n n n E. A. C. Paperless Payroll October, 2005 January, 2006 April, 2006 (Direct Deposit) (All Employees)

§ 61. 017. Delivery of Payment n n Notify each affected employee in writing, at least 60 days before the implementation date Obtain from the employee any information required by the financial institution in which the employee maintains the account that is necessary to implement the electronic funds transfer

Delivery of Payment Options n Electronic transfer of funds (Direct Deposit) n Stored Value Card District’s depository bank provided free checking account to all employees with direct deposit to their institution no matter what their current credit status

Stored Value Card n Features n n PIN Based Internet access available for instant balance/usage information Access cash at over 364, 000 ATMs Make purchases at over 1. 2 million merchants n Benefits n n n Convenient Safer than carrying cash Less expensive than check-cashing outlets No waiting in lines Funds available immediately Free account information

Dollars & Sense Monthly Payroll Department & Secretaries n Payroll: $4, 088, 308 n Direct Deposit: 1, 143/18 SVC n Checks: 10 Employee Inquiry Cash Reconciliation Security

Reflection One Became Two Employee Access Center & Paperless Payroll Employee Group Phase – In Superintendent & School Board

Celebrate

Future W-2 Reporting & Time Reporting

Resources Chief Financial Officer Business Services Director Payroll Supervisor Data Services Coordinator Jon Graswich De. Anne Hatfield Donna Kemper Scott Van Hoeven www. nisdtx. org (817) 215 -0025 (817) 215 -0041 (817) 215 -0017 (817) 215 -0076

Questions and Answers

Presentation Concluded