RANKIN COUNTY SCHOOL DISTRICT PAYROLL TIMEKEEPERS MEETING July

RANKIN COUNTY SCHOOL DISTRICT PAYROLL / TIMEKEEPERS’ MEETING July 30, 2020

TWO QUESTIONS TO ASK: 1. How does this impact students? 2. How does this impact teachers?

ACCOUNTING WEB PAGE • Accounting Calendar • Accounting Manual • Bookkeepers Accounting on the Web (PDF) • Fixed Assets Policy and Procedure Manual (April 2009) • Payroll Calendar • Principals & Supervisors Approving Requisitions on the Web • Procurement Card Guidelines • Purchasing Manual (PDF) • Activity Fund AS 400 Manual • Vendor Forms

Payroll Due Dates are your responsibility. ØPlease abide by all deadlines. § If you have problems meeting the deadline to submit payroll call us. ØSee “payroll calendar” on website

§Since you never know when you may be out, it is more important than ever that you keep up with payroll weekly. §Run timesheets or punch detail reports every Monday and enter missed punches and absence reports instead of waiting until payroll is due to start working on it. §If you are out sick and someone from the payroll dept has to finish your payroll, everything should be done except the last week of the pay period.

Certified Absences §Leave must be submitted for all absences Øeven if sub is not used for teacher §Check Frontline weekly and make sure employees have submitted their absences. § If leave is not properly submitted. . ØIt is not fair to other employees. ØTheir retirement credit could be increased – your retirement system’s financial strength could be decreased. ØEmphasized by auditors.

Certified Absences §When keying absences in Innovak from the Frontline report, verify the employee has enough leave for the absence code you are entering. If not, the employee will be docked. ØExample: if the absence is keyed as sick and the employee only has personal leave, the employee will be docked.

Certified Absences §If the employee doesn’t have leave available for the leave type they chose in Frontline, they should call Frontline to change or email you a request to use a different type of leave. §If they do not change their absent type in Frontline, you will need to make a notation on your Innovak Balance report so you will balance.

Certified Teacher Absences- Dock at $65. 00 a Day §If a teacher is out sick and has used all sick and personal leave, then they use their 10 dock days. They will be docked at $65. 00 a day. §If the teacher is still out after using their 10 dock days, then you will enter absence type “sick”. Since they exhausted their sick leave before using their dock days, the system will dock them at their daily rate of pay.

Certified Absences §It is the employee’s responsibility to know which leave type to enter in Frontline, but in the long run it will be payroll that gets the requests to correct and pay the employee. §This is very time consuming to fix and needs to be handled on the front end.

Certified Absences §Be careful of absence code. §Use comment line for anything that is different (account code to charge). §Teachers must sign in/out every day. §Keep sign-in sheets at your school for 5 years.

Certified Absences §Innovak Balance Report - submit with your monthly Innovak report. ØFrontline absences ØSign-in sheets ØInnovak ØSubstitute teacher sign-in sheets §If for instance Frontline has sick leave but the employee only had a personal day, then you would make a comment as to why the Frontline and Innovak did not balance. §Submit your Innovak absences before bringing your payroll

Kronos §Before sending in your Kronos payroll, make sure you check every page for signatures. We have too many turned in that are not complete. ØThis takes a lot of time to contact you and follow-up to make sure we received the signed form. §If employee resigns or is off contract when timesheets are printed, just write on the signature line “resigned”, “summer-off contract” etc….

Kronos §If an employee is off and can not sign their timesheet…attach a note that you will send in the original when signed. ØAfter the principal/supervisor signs it, make a copy along with the absence and missed punch forms and send in the copy. ØAfter the employee returns and signs the original, then send the original timesheet and original absence/missed punch forms to payroll. This way we can just replace the copy. It is your responsibility to follow-up and send in the original.

Kronos- keeping current §Another reason Kronos must be kept up on a weekly basis is so if the employee is out when payroll is due, your missed punches and absences keyed are already keyed. §When we had to shelter in place in March for COVID and timekeepers could not get into the buildings to do payroll, we had to contact employees for missed punch and absence info. Hopefully we will not have to close again, but if we do your payroll needs to be as current as possible. §Timekeeper should not edit Kronos time without a signed “missed punch report” or “absence report”.

KRONOS- Payroll Due Dates are your responsibility. §We can not import Kronos until all locations/schools have been approved. Due to the payroll deadlines, this is very important that everyone do their part. § Kronos - Make sure all employees at your location have been approved by the principal/supervisor by the Wednesday 4: 30 pm deadline with approval code 5. §The timekeeper needs to follow-up and make sure this happens by the deadline. We are having to contact a LOT of locations every month after the deadline.

Classified Employees § The schedule in Kronos drives the variances (overtime, docks or comp time) in pay for a salaried employee. § Salaried classified employees will be docked if they do not work their schedule. § Hourly employees are paid by the number of hours they worked during the pay period (custodians, part-time employees, Frontier Instructors, etc. . ) § You will only see holiday hours in Kronos for custodians. This is due to the way Kronos is setup with the schedules.

PAYROLL § Secretaries, bookkeepers, records clerks will earn comp time if they work more than their schedule. § In order to not be docked (for a week), edits (comp time taken, sick or vacation leave) will have to be entered in the system. § All leave for classified employees is maintained in the Kronos system.

Overtime / docked time § Comp time, overtime and docked time is based by the week. Employees can only make up missed time in the same week. ØEmployee can’t miss. 50 one week and make it up the next week. § Comp and OT are based on a 40 week (Monday-Sunday). ØIf an employee works over 40 hours one week, they can not miss time the next week to even it out. They still will get overtime/comp time for the previous week.

Direct Deposit §Direct Deposit is mandatory as required by the State Legislature. §Blank direct deposit forms are located on the RCSD Intranet/Accounting Forms. §Some banks may show the employee’s direct deposit the day before payday.

Employee Portal §Make sure all employees have instructions to the employee portal. §Encourage employees to keep up with their password so they can access the portal after hours. §USERNAME is the first 3 letters of your LAST name in all CAPS plus the LAST 4 digits of your social security number. §PASSWORD will be the same as your username the first time you login or if you have requested your password be reset.

Direct Deposit §If possible, employee should not change/close bank accounts until they have contacted Venessa Taylor (vtaylor@rcsd. ms) in the payroll department. §If we have already submitted payroll and the employee closes their bank account, we can not reissue a replacement check until the check is returned by the bank (this could take a week).

Employee Portal §W-2’s are no longer available through the employee portal. §Blank forms for the W-4 Federal Withholding and Mississippi Employee Withholding are on the Employee Portal. ØWe can not instruct an employee how to complete their tax withholding forms. They will need to contact a tax advisor or go to IRS. gov. §The employee’s leave balance is on their pay stub on the employee portal.

SENSITIVE INFORMATION §Board Policy EFA §Purpose is to protect employees and students from misuse of sensitive information. §Mainly social security numbers and health insurance information. §Must secure this information – locked offices or drawers, protected passwords and shredding of documents. §Shred-It services

FIELD TRIP BUS DRIVERS § Rate of pay is: Ø$50. 00 for up to four hours Ø$12. 50 per hour after first four hours Ø$100. 00 per night for each overnight stay ØOn day of return trip, driver is paid $50. 00 for first four hours and $12. 50 per hour after four hours § Board Policy GCD-E 1 (Under GCD). § IMPORTANT - This rate of pay applies to employees who are bus drivers only.

FULL TIME EMPLOYEE / FIELD TRIP BUS DRIVER • Custodians, assistant teachers and other employees who also drive buses during their regular work schedule will be paid at their regular job rate of pay – not the field trip rate. • These employees will not “clock out” when they are driving a field trip bus.

FIELD TRIP BUS DRIVERS § The driving time for bus drivers to be paid through payroll will be submitted on the BUS DRIVER TIME FOR FIELD TRIPS form with your regular payroll each month. § The completed and signed original trip ticket for each trip to be paid must be attached. The bus driver must sign. § The pay period the fieldtrip date was in, is the pay period the bus driver should get paid.

FIELD TRIP BUS DRIVERS § Field Trip drivers are paid based on the 7 -minute rounding time just like Kronos employees. § Calculate the time before writing the check. We had to return several Activity Fund checks last year and this causes a delay. § You may list totals for each driver on summary form – you do not have to list each trip separately.

FIELD TRIP BUS DRIVERS §An activity fund check payable to RCSD (use vendor # 545490) shall be attached for the total driver pay for the current payroll period. ØGeneral Fund portion will be charged to 11 xx-9007120 -000 -990 -0 xx-xxxx. §A separate check must be submitted for trip tickets mileage (use vendor # 542250). ØThe school will pay trip ticket mileage at $1. 00 per mile. The checks and trip tickets for mileage are to be sent to Emma Williams.

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Substitute Teachers The district uses Kelly Services, Inc. to provide substitute teachers. Substitute teachers will be paid $65 per day. Extended subs will be paid $80 per day. When an Activity Fund is reimbursing the district for a sub, the amount will be $75 per day per sub.

PAYROLL § IMPORTANT - A custodian may not take sick or vacation leave on an unscheduled workday. (Board Policy GCRG) § Employee shall not be “clocked in” if at lunch. § Let payroll department know immediately when an employee quits close to payday so that the district does not overpay the employee.

AS 400 ISSUES For the following issues call Brian Jolly (601 -260 -1037) • Sign-on passwords • Sign-off • Initial menu/setup • AS 400/Innovak problems • Kronos schedules • Printer

ALL OF US Miss. Code Ann. § 99 -19 -18 Mandatory minimum sentence for embezzlement or other unlawful conversion of public funds. This law requires a mandatory minimum sentence of one year for anyone convicted of embezzlement of public funds in the amount of $10, 000 or more or any other unlawful conversion of public funds.

WEB SITE § Accounting forms are available on the RCSD web site. Ø WWW. RCSD. MS Ø Click on “Staff” Ø Click on “Intranet” Ø Click on “Accounting” Ø Click on applicable form you need. § You may enter information on some of the forms. § Make sure you are using latest form.

FAX NUMBERS §Accounting 601 -825 -1934

HUMAN RESOURCES WEB SITE WWW. RCSD. MS Click on “for staff” § Vast amount of information and links to various websites.

OTHER WEB SITES § www. pers. ms. gov - Web site for Retirement system. Click on “forms library” and print any retirement form you may need. § www. knowyourbenefits. dfa. state. ms. us - Web site for health insurance. List of network physicians, information on health insurance plan, other useful information.

NEED HELP? ? ? § Call us. § E-mail us. § We will come to you or you can come to us.