PAYROLL PROCEDURES FY 2007-2008

1. PAYROLL PROCEDURESFY 2007-2008

2. Volusia County Schools Payroll Mission Statement The mission of the Payroll Department is to ensure that all employees are paid according to approved payroll and salary schedules and that necessary data, records and reports are maintained and submitted in compliance with acceptable business and regulatory standards. The payroll staff is dedicated to providing quality customer service through a commitment to excellence and continuous improvement.

3. Page Table of Contents Center-Level Payroll Contact – Duties and Responsibilities 3 Verify Employee Work Status and Assignment • Report and maintain employee leave and attendance information • Understand how employees are classified and paid • Review check and/or direct deposit reports • Disseminate payroll or other HR information or publications to employees • Resources Employee Payment Classifications and Definitions8 • Exempt vs Non-exempt • Volunteers • Payment definitions • Extended time • Overtime and weighted average • Compensatory Time • Flex time Timekeeping Requirements 10 • Sign-in sheets • Flex time and Compensatory time • Compensatory time Use and Accrual Leave Information15 • Accruals • Usage – types and reasons • Leave Payments • Workers Compensation Payroll Processing25 • Basic Overview • Detail Reporting and Verification • Web • Payroll Department Reports Employee Information62 • Pay Stub Information • Direct Deposit Form • e-Portal Payroll Contacts 71

4. Center Level Payroll Contact Duties and Responsibilities The Payroll Manual was designed to be a reference for current center level payroll contacts as well as a training tool for the office specialist who is just learning the requirements of payroll processing. As you are well aware, the time and effort required to verify and report payroll information can be quite extensive. However, every piece is essential to ensure accurate and timely payment of salaries for our employees. Verify Staff Assignments One of the most crucial steps to ensuring proper payment to your employees is verification of position and assignment information. This includes Position codes Start and end dates Number of hours per day (allotment) Number of months Pay Type Tools available for verifying this information include: Staffing Allocation Current Staffing Summary – Budget report – VCS report # 1210A Current Payroll Employee Assignments Report- (Web report under payroll processing) Payroll Time Reports – VCS report # 2500 Changes or discrepancies in assignment information should be reported promptly to personnel services. Those occurring in a current pay period should also be reported to the payroll department if the changes have not been made to the assignment by the payroll close date.

5. Center Level Contact Duties and Responsibilities Verify Employee Work Status Work status refers to whether an employee is on duty and on what work schedule. Status changes include: New Hires Transfer - position or location Change in hours per day Termination Leave of absence Leave usage and time worked Worker’s Compensation The first five items are reported to personnel services via a Notice of Personnel Action (NPA) or Notice of Employee Termination (NET) and to payroll usually on the pay type activity adjustment form (half blue sheet.) The last two categories will be discussed in more detail in later sections of this manual. ***Terminations, leave of absences, or extended unpaid leave should be reported to payroll as soon as you are aware of the impending status change or leave. Adjustments to leave earned and remaining contract due may be necessary to avoid a salary overpayment. *** • Report and maintain employee leave and attendance information • Detailed instructions and examples are provided in later sections of this manual, but below is the general workflow for employee time and attendance: • Time Sheets and Leave Request Forms are signed by the employee and the site administrator. Required information submitted to payroll by the established close date. • Payroll generated time reports are then created and made available through VCS reports summarizing the data received and listing the employees with time worked or leave used during the pay period. • Time reports are verified by the payroll contact and discrepancies reported to payroll immediately.

6. Center Level Contact Duties and Responsibilities • Understand How Employees are Classified and Paid • A thorough understanding of pay types, payroll schedules, and policy is also essential for accurate payroll processing and effective communication with your employees concerning payroll requirements and adjustments. • Employees are paid under a variety of positions – most of which are represented by one of three labor unions. Many payroll procedures and requirements can be found in union contracts. All contracts and policies can be accessed though the district web site. • AFSCME – American Federation of State, County and Municipal Employees • This labor union represents a large group of employees. Some of the positions represented • include custodians, school way café, campus advisors, drivers, and mechanics. A full • listing of positions can be found in the union contract. Title codes for positions covered • under the AFSCME contract begin with a “5”. • VESA – Volusia Education Support Association • This union represents office specialists and paraprofessionals. • Title codes begin with a “4” • VTO - Volusia Teachers Organization – • All instructional positions – title codes begin with a “3” • Payroll and other employment information for employees in positions that are not represented by union contracts may be found in district policy. • Payroll Schedules – a set of payroll schedules is approved annually and supplied in hard copy to each site. Schedules are also accessible through our payroll web site. Employees should have access to these schedules at all times. Information includes: • Pay Types Pay periods with associated close dates and pay dates Holidays and work day calendars Check values and cumulative difference in salary paid and salary earned - These can be some of the more difficult figures for an employee to understand and a real challenge to explain. We discuss the calculations during new employee orientation, but can only do so generally as there are usually a variety of positions and pay types represented. Employees should be confident they are being paid correctly and an understanding of how regular checks are calculated and why overpayments and underpayment occur during the year is crucial. Reinforcement from the employee’s site based payroll contact helps to build this confidence.

7. Center Level Contact Duties and Responsibilities Review Check and Direct Deposit Report State audit guidelines require that the person submitting payroll information is not the same person distributing checks – this is a fraud protection measure. However, you should review the reports before handing them over to the the person responsible for distribution. Although many miscellaneous payments may have been processed that you were not familiar with, you should ensure that all employees have received a payment and that the amounts are reasonable. Any significant increase or decrease in regular salary payments that has not already been communicated to you from payroll should be questioned. Contact payroll immediately if you notice an amount that does not make sense to you. Disseminate payroll or other HR information or publications to employees In a district as large as Volusia County, effective and efficient communication is sometimes difficult to achieve and we rely heavily on the payroll contacts to relay district information to employees. Each pay period a time report is created displaying assignment information such as allotment, hourly rate, and period rate as well as time worked and leave activity. Employees often have questions concerning pay rates or leave used and we will refer them to their payroll contact for this information. Discretion is always a big part of disseminating individual payroll information and you know the employees at your site. In some cases, we may send an e-mail notification that should be posted or forwarded. Occasionally, we will send information with the payroll checks to be distributed to each employee. We realize this can create additional time and effort and we try to limit these attachments.

8. Center Level Contact Duties and Responsibilities Resources Many payroll procedures are developed over time based on the needs of the district, the capabilities of the payroll software, and the rules and laws established in various contracts and legislation. The following is a list of resources and web addresses you should be familiar with: • Union Contracts – available through VCSB home page under “For Employees” • Leave Policy # 417 – covers all leave policies and procedures for non-bargaining positions. If a particular leave issue is not addressed in union contracts, then policy will apply to these positions as well. Also available under VCSB home page under “School Board” • Wage and Labor Laws – areas of Federal and State wage and labor law that pertain to district payroll procedures are usually addressed in payroll training, however, if you or any employee is interested in researching the law, the Department of Labor has an excellent web site at www.dol.gov. • Florida State Statues – much of the contract and policy language is taken directly from state statute and will normally reference the pertinent sections. You can view statues through Online Sunshine at www.leg.state.fl.us/statutes. Chapters 1000 – 1013 address the most common payroll questions. • State Board of Education, Administrative rules – Parts of section 6A-1 are helpful in defining leave and providing guidance for other payroll procedures. http://www.firn.edu/doe/rules/rules.htm • Internal Revenue Service – employee forms and information such as form W-4, W-5, and individual tax guidelines and calculation examples can be accessed directly through the IRS web site – http://www.irs.gov

9. Employee Classifications and Payment Definitions The Department of Wage and Labor has specific guidelines for determining an employee relationship and classification. The following are basic definitions and payment requirements. EMPLOYEE CLASSIFICATION • Non-exempt: Nonexempt employees are covered under the Fair Labor Standards Act (FLSA) for minimum wage and overtime purposes. Nonexempt employees must be paid at least the minimum wage for all hours worked and an overtime premium for hours worked over 40 in a workweek (Monday through Sunday). Covered positions include most non-teaching, non-administrative categories, such as those represented under the AFSCME and VESA contracts or substitutes. The status of exempt or non-exempt is listed on the official job description for the position. • Exempt: Exempt employees are those who hold positions the FLSA defines as exempt from the requirement to be paid overtime for hours worked in excess of 40 per workweek. Exempt status is not based on the position title; the job duties and salary must meet the tests of the exemption. Exempt positions include, but are not limited to, executive, administrative, and professional employees such as instructional staff and and highly skilled computer professionals. The status of exempt or non-exempt is listed on the official job description for the position. • Volunteers: Individuals shall be considered volunteers only where their services are offered freely and without pressure or coercion, direct or implied, from an employer. Non-exempt employees must be paid for all additional time performing duties that are similar to their regular job and may not volunteer their services under these conditions. Verify eligibility with the Personnel Services Department before allowing an employee to work as a volunteer. • Other classifications – such as independent contractors or leased employees are handled through the district Finance department and will not be included in the payroll discussion.

10. Employee Classifications and Payment Definitions PAYMENT DEFINITIONS • Extended Time Payment for hours worked over the employee’s normal scheduled hours (allotment) up to a maximum of 40 total work hours in a given workweek (Monday through Sunday). Sick leave, personal leave, annual leave, and paid holidays are considered hours worked for extended time purposes. The rate for extended time hours is the same as the regular hourly rate for normal work hours. • Flex Time Time off in the same workweek - If, due to the additional time worked, the employee is given time off within the same workweek, then the time off is one hour for each extra hour worked. This is permissible, as opposed to an hour and a half for each extra hour worked, because it is within the same workweek and the employee will not work over forty hours during that week. If this arrangement (flex time) is to be used, the employee should be made aware of this procedure and know about it up front and should consent to it. • Overtime Payment for hours worked over 40 in a given workweek. Sick leave, personal leave, annual leave, and paid holidays are considered hours worked for overtime purposes. The rate for overtime is 1-1/2 times the regular hourly rate of pay. Compensatory time would be earned at 1 –1/2 times the number of overtime hours worked. Both overtime and compensatory time are calculated at the end of each week (Monday through Sunday). • Weighted average (blended rate) Employees may work in two or more regularly established positions provided the sum of their scheduled work hours does not exceed 40 during the workweek. If an employee works more than 40 hours in the workweek, the overtime rate is based on the weighted average (or blended rate) of all jobs. Payment for overtime based on a blended rate must be submitted on payroll invoice. Contact payroll for assistance. • Compensatory Time (comp time) Compensatory time off instead of cash overtime pay must be granted at a rate of not less than 1-1/2 hours for each overtime hour worked. Annual leave and paid holidays are considered hours worked for overtime purposes. Comp Time used plus hours worked cannot exceed allotment per day. The requirement that overtime must be paid (or compensatory time credited) after 40 hours may not be waived by agreement between the employer and a non-exempt employee. All overtime or compensatory time must be approved in advance by the site supervisor.

12. Timekeeping Requirements Sites may develop sign-in sheets to accommodate individual needs, however, the following information must be listed for audit purposes: dates (including year); site name and number; employee name as it appears on their job record; employee signature or initials; and administrator signature and date. Standard sign-in sheets are available in excel format through Payroll web site under payroll related forms. Sign-in Sheet

13. Conditions For Compensatory Time Use And Accrual Timekeeping Requirements • Agreement before work - In order to give compensatory time off instead of pay, there must be an agreement between the employer and the employee before any work is done. The collective bargaining agreements allow the use of compensatory time, but do not mandate it. • Reasonable period of time to take time off - Once comp time is requested, an employee must be allowed to use the leave within a reasonable period of time, considering the employer’s work schedule, emergency staffing requirements, and available substitutes. • Employees can be required to use comp time - Employees must use comp time before using regular leave time for an approved absence. Comp time should be used within a reasonable period of time, preferably during the pay period immediately following when it was earned. • Payment on termination - If employment is terminated for any reason, the employee must be paid for all compensatory time owed at the rate of pay in effect for the employee at termination or the average rate over the employee’s last three years of employment, whichever is higher. If the employer pays cash for accrued compensatory time at any other time, the pay must be based on the employee’s regular rate when the payment is made. • Transfers – an employee who is transferred retains all earned but unused compensatory time. • Maximum compensatory time accrual - employees can accumulate up to 100 hours of compensatory time off. Any overtime or double time worked beyond that point must be compensated for in pay. Remember hours credited as comp time are based on 1.5 times actual overtime hours worked; An employee who works 20 hours of overtime would accumulate 30 hours of comp time. • Time off in the same workweek- flex time - If, due to the additional time worked, the employee is given time off within the same workweek, then the time off is one hour for each extra hour worked. This is permissible as opposed to an hour and a half for each extra hour worked, because it is within the same workweek and the employee will not work over forty hours during that week. The employee and employer should agree in advance to this arrangement.

14. Timekeeping Requirements Examples For Using Flex Time and Earning Compensatory Time Example of a Flex week: Monday work 8 hours Tuesday work 6 hours Wednesday work 9 hours Thursday work 8 hours Friday work 9 hours Total 40.00 hours worked (no extra compensation, no leave used) Example of an overtime week (Comp Time): Monday work 6 hours – 2 hours paid sick leave Tuesday work 9 hours Wednesday work 9 hours Thursday work 8 hours Friday work 8 hours Total 42 hours (2 hours OT1 in Time Card or 3 hours Comp Time ) Both examples must be approved by an Administrator prior to the work being performed. How it will be compensated is also approved prior to the work being performed and agreed upon by both the employee and Administrator.

16. Many of the questions we receive in payroll concern how and when leave is earned and used. In most cases, information in the collective bargaining agreements will answer these questions. Where provisions are not addressed in the collective bargaining agreement, the leave provisions stated in School Board policy #417 will apply. In other cases, a more thorough interpretation of the rules or statutes may be required. Leave Information ACCRUALS SICK LEAVE - All regular full time positions will earn one day of sick leave for each month of employment. - A day of leave is based on the official work day for the position (allotment) and will be converted to hours for update, usage, and balance reporting. - Instructional employees are credited with four(4) days of sick leave as of the first day of employment of each fiscal year; each other employee shall be credited with four (4) days of sick leave at the end of the first month of employment of each fiscal year. - Additional leave is credited at the end of each month thereafter until all leave is credited for the year. - Employees who are transferring sick time from another Florida School District will have one day credited of transferred time for every day credited by Volusia County. - Employees must be in an active position the last work day of the month to earn leave for that month. - Employees who do not work through the end of their fiscal year contract will have accumulated sick leave days adjusted for actual time earned. - Employees on unpaid leave, sick bank, sick family transfer, or worker’s comp for the majority of the month will not earn leave for that month. PAID PERSONAL LEAVE: - A maximum of six days of accumulated sick leave may be used each fiscal year for paid personal reasons. - Although paid personal time shows as a separate balance to allow for tracking, sick leave must be available before paid personal time may be used.

17. Leave Information Accruals – continued ANNUAL LEAVE - Only full time personnel employed on a 260-day basis will be granted paid vacation, also called annual leave. - Annual leave will be earned as follows: Employees with < five (5) years of continuous service will earn one day per month of annual leave Employees with five (5) completed years of continuous service but less than ten (10) years will earn one and one-quarter (1-1/4) days per month Employees with ten (10) or more completed years of continuous service will earn one and one-half (1-1/2) days per month - Annual leave days earned are based on the employee’s assignment hours and are credited at the end of every month and available for use the first day of the following month. - Annual leave may not be taken until the employee has been employed six (6) months, except with the approval of the superintendent/designee. Employees who terminate prior to completing six months of service will not earn annual leave - Annual leave may be accumulated to a total of 624 hours. Employees working less than eight (8) hours per day shall be permitted to accumulate leave on a prorated basis. No hours in excess of this amount may be carried forward from September 30 of each year.

18. Leave Information USE The requirement to use all “available” leave when an employee is absent has been in effect since as early as 1989. Since then, a number of exceptions have been allowed due to changes in the law such as FMLA or a review of processes that unduly penalize employees that earn annual leave. Under normal circumstance an employee must use appropriate available leave whenever he/she is absent: • Sick Leave – for sick purposes as defined in Florida Statutes (sick leave may not be used for paid personal or annual leave reasons) • Paid Personal – as allowed under contract or policy and approved by the site administrator • Annual Leave – as allowed under contract or policy and approved by the site administrator (annual leave is available to use for sick or paid personal reasons) All leave should be reported in 15 minute increments with one initial hour minimum for sick, paid personal, or annual. • Unpaid Leave - If an employee is to remain in an active assignment (not a board approved leave of absence), the use of unpaid leave when leave time is still available may only be allowed under the following circumstances: • Some absences covered under the Family Medical Leave Act (FMLA) • Requirements under the AFSCME sick bank before bank days are awarded • Unpaid personal time for 256-day instructional positions as allowed under the VTO contract. • Administrative Decision – used for disciplinary reasons or when an absence is not properly applied for and/or approved by the site administrator • Social Security Maximum – to avoid a reduction in social security benefits due to excess wages • Other Job – when an employee is temporarily working and being paid under another position • Absences under a worker’s compensation claim.

19. Leave Information USAGE TYPES ALL LEAVES, EXCEPT IN A CASE OF EMERGENCY SITUATIONS OR SICK LEAVE, MUST BE APPROVED IN ADVANCE OF THE DATE OF SUCH LEAVE. SICK LEAVE Paid sick leave may only be approved for the following reasons: • Personal sickness..including doctor and dentist appointments • Accident disability – • Extended personal illness • Illness or death of father, mother, brother, sister, husband, wife, child, other close relative or member of household. • All or any portion of a leave taken because of a medical disability connected with pregnancy may, at the employee’s option, be charged to available sick leave. • Sick leave may not be used for standard child care after maternity leave once the employee is able to return to work. • Sick leave may not be used for the sole purpose of adoption or placement of a foster child. • Sick leave may not be used in place of personal or annual leave. FAMILY SICK LEAVE DONATIONS An employee may authorize his or her spouse, child, parent, or sibling who is also an employee of the school district to use sick leave that has accrued to the authorizing employee, where the recipient has exhausted all of his or her accrued sick leave, excluding any such leave the employee may have received as a participant in a sick leave pool. Such donated sick leave shall not be included in terminal pay. PAID PERSONAL LEAVE Employees may use six (6) of their sick leave days each year for personal reasons. Check individual contracts regarding restrictions on particular dates. ANNUAL LEAVE – vacation   Only full time personnel employed in a 260-day position will be granted paid vacation, also called annual leave. The superintendent/designee may establish restrictions on use of annual leave based upon the needs of the school district. Employees working in positions that are less than 260-days will not be permitted to use paid vacation time that was earned in a 260-position.

20. Leave Information USAGE TYPES - continued SICK BANK Employees who are bank members may be eligible to receive days from the bank absences due to a serious illness or injury. In cases of extreme hardship, the bank administrators may grant additional days voluntarily given by other sick bank members. UNPAID LEAVE All eligible leave should be exhausted before using unpaid leave – see previous page for exceptions. TEMPORARY DUTY Temporary duty leave shall be granted when such duty will cover attendance at required activities, attendance requested by the superintendent, or participation as a representative of the school or the school system. Leave forms are not required for in-county line of duty leave requiring no substitute or reimbursement. The employee should complete the short term leave request sheet at their respective sites. All out of county leave require a leave form with supporting documentation. ADMINISTRATIVE ASSIGNMENT - Normally used when an employee is temporary assigned to another location or position with no change in the responsibility center. DISTRICT MEETING OR WORKSHOP - May be used for any attendance approved or required at a district meeting or workshop. LEGAL PROCEEDINGS – for legal proceedings connected with the employee’s employment where the employee’s interest is not adverse to the interest of the school board; for jury duty; or when the employee is subpoenaed to appear before a public body or commission or other legal body if required by the law to attend. MILITARY LEAVE – up to a maximum of 17 days during any fiscal year if ordered to report for temporary active duty. OUT OF COUNTY (MEETING) – may cover a variety of meeting types usually when the employee is requested or required to attend. PROFESSIONAL LEAVE - is defined by the State Board of Administrative Rules as follows: “..to engage in activities which will result in professional benefit or advancement… Professional leave…ordinarily will be initiated by the employee and will be primarily for his or her benefit, or that of the teaching profession, and only incidentally for the benefit of the school board.” School Board Policy 417 (II)(E) includes local, state and national meetings, workshops and conferences as types of professional leave. Additional language and/or restrictions can be found in the various union contracts. Employees are limited to no more than ten (10) days of professional leave with compensation in any one school year. Please attach supporting documents to the leave form (example – approved registration form). SUSPENSION WITH PAY – authorization for use is limited to professional standards directive and or board action.

21. Leave Information TEMPORARY DUTY – continued FIELD TRIP – a leave form must be completed for all out of county field trips and in-county if a sub or reimbursement is required. UNION LEAVE – specific leave as provided for in the individual bargaining unit contracts and with district approval. STORM – used for recording approved paid absences associated with severe storm related circumstances. Must be approved by the superintendent. SHORT TERM IN-COUNTY LEAVE This short term leave request sheet had been used in the district for many years, but was deleted from the forms management file some time ago. This form has been reinstated and is located in the Payroll Web Site under Payroll Related Forms. The intent of this sheet is to reduce the need for a leave request form for temporary duty assignments where no cost to the district is involved – such as registration or sub pay. This form may also be used to record evening or weekend time.

22. Leave Information PART TIME SCHEDULES The site administrator has the prerogative of flexing schedules as long as the total amount of time is accounted for correctly. Examples A. Teacher 3.83 hour allotment : Works 7.50 hours on Mondays and Tuesdays and also works 3.75 hours on Wednesday. Example 1: Out on Monday…leave entry would be 7.50 hours (NORMAL SCHEDULED HOURS). Example 2: Worked 3 hours on Monday….leave entry would be 4.50 hours. B. Paraprofessional 3.00 hour allotment: Works 7.50 hours Tuesday and Thursday. Example 1: Off on Tuesday…. leave entry would be 7.50 hours (NORMAL SCHEDULED HOURS). Example 2: Worked 3.75 hours on Tuesday… leave entry would be 3.75 hours. Since this group is non-exempt, exact time is critical. Accounting for proper work time presents an additional challenge when there is a scheduled non-work day for all employees in a given pay type. Example - Monday is a scheduled non-work day. In the previous examples…the teacher would need to work a total of 18.75 hours that week. She/he would need to work 3.75 hours on another day. ….the Paraprofessional would need to work only 12 hours that week. Work time would have to be adjusted on either Tuesday or Thursday from 7.50 to 4.50 hours. It is the sites responsibility to ensure that the employee works the proper amount of time and is charged the correct amount of leave time to ultimately equal the allotment. Please include a comment on the the leave entry (example: employee works a flex schedule 7.50 hours on day of leave). • It is important to note that although we allow instructional and administrative staff to use time by the hour, they are not considered hourly employees so exact time is not as critical.

23. Leave Information Leave Payments Year end Sick leave cash out – The option to receive payment at a reduced rate for sick leave earned but not used for the fiscal year. The reduced rate is determined by years of service and individual barraging unit contracts and/or policy. Deadlines for requesting payment are five work days after the last official duty day of the fiscal year for the position that the employee holds. Annual Leave Payout – Annual leave earned in a 260-day position may be requested for payment if the employee is transferred to a position that is less than 260-days. Such payment shall be limited to the number of days by which the employee’s work year is decreased and hours paid shall be applied to maximum allowed. Terminal Sick and Annual Leave Payment of accumulated leave to terminated employees is not automatic and must be requested within two years of separation or the employee forfeits payment for this time, however… . Terminated Employees (excluding retirees) have the option of leaving hours on file if they plan to return to the district at any time in the future. Upon return, hours previously earned will be reinstated. Employees transferring to another Florida School District may want to transfer sick leave to their new district. Employees are encouraged to check with their new district regarding their policy on transferring of leave. Once leave is transferred out of Volusia county, it can no longer be paid by the district or reinstated if the employee returns to the district. DROP leave payments – Upon entering the DROP program, employees have the option of receiving a full annual leave payment (up to the maximum allowed) and begin receiving payments for accumulated sick leave. Sick leave payments are limited to twenty percent (20%) of the sick leave accumulated at the time the employee entered DROP, such percentage being paid in each year the employee is in the program with any balance due upon final separation. All terminal leave payments and DROP leave payments are paid into a tax deferral plan adopted by the school board and then may be paid to the employee in accordance with the terms of such plan.

24. Workers’ Compensation – Required Payroll Information Charging Date of Injury If the accident occurs in the first half of the employee’s shift, the full day is to be charged as a workers’ comp day. Report the full day as WCP – W01. Submit a copy of the First Report of Injury/Illness to the Payroll Department by the close date for the pay period (must be approved by Pat Pentino, WC Specialist at ext. 20308). If the accident occurs in the second half of the employee’s shift, the employee is to be given credit for working the full day. Additional Time Lost The employee MUST have a doctor’s note stating he/she is unable to work. An employee is entitled to 10 days of paid workers’ comp time per accident not to exceed 10 days total per fiscal year. Report as WCP – W01. Time Lost Following the First 10 Days Upon approval, USIS will pay compensation beginning with the 11th day of absence due to a workers’ comp injury. An employee has the option of supplementing the amount paid by USIS with their own leave time. To authorize this use of leave, an employee must complete an Authorization to Supplement Workers’ Compensation Form. Without this authorization, the leave will be charged to unpaid (UNP – U07). This form will only need to be completed for the first pay period in which an employee has requested to use leave to supplement workers’ comp. Send the original to the Payroll Department, retain a copy with your leave form, and give a copy to the employee. If the employee authorizes use of personal leave time, complete the leave form using SCK – S07 or ANL – A07. The amount of compensation paid by USIS will be deducted from the employee’s paycheck so that the combination of payments will equal a normal check. The actual hours charged to the employees’ leave will be calculated by the Payroll Department and will appear on your time report. Employees Returning To Work The employee MUST have a doctor’s note stating he/she is released to return to work (full duty vs. light duty). Once returned, complete the Supplemental Report of Injury form. Send the original to Payroll, copy to USIS, and a copy in the worksite file with doctor’s release attached. Follow-up Doctor’s Appointments/Therapy Division of Workers’ Compensation clearly defines workers’ comp benefits as a benefit payable for employees declared disabled due to work related injury. An employee is NOT disabled if he/she has been released to return to work and must leave for a follow-up checkup. Every effort should be made to schedule these appointments outside of working hours. An employee is to be charged sick leave for any time used during work hours for these visits.

25. Workers’ CompensationForms

26. PAYROLL PROCESSING Below are general instructions with basic steps for verifying and reporting payroll information. Additional detailed instructions are provided under the section for Web Reporting on pages 28-54 and Payroll Department Reports on pages 55-61. Review employee sign-in sheets for accuracy and completeness: Employee time records should agree with your Employee Assignment report for assignments, schedules, and allotments. Calculate all hours worked, including all leave used for each week. Overtime and extended time are calculated at the end of each workweek (Monday through Sunday). Employees must be signing in and out on a daily basis and are expected to arrive and depart at or about the time specified for their position. Signing in and/or out in advance is not permissible. If you have employees repeatedly not in compliance of this rule, please refer them to your Administrator. Submit A Pay Group Activity Adjustment Form (1/2 blue sheet) to Payroll for: All Terminations, Leave of Absences, and Transfers. Please notify payroll immediately when an employee is terminating or going on leave of absence or extended unpaid leave. This is important to keep the employee from being overpaid. Include any other changes that have occurred but do not agree with the employee assignments report for the pay period. Please remind any employee that is considering transferring or changing allotments to check on the impact to their salary payments before they make a decision. Due to our prorated payment schedule, these changes could lead to a significant adjusted check. Please refer to your Payroll Schedules for details. Ensure all entries have been made to the web – by 4PM on the payroll close date Leave can be entered at any time, but all leave for the pay period should be entered by the payroll close date. Please be sure the employee has a balance that will support your entries for the current run. Enter all time card activity – regular hours (REGPAY) for hourly employees ; overtime; extended time. Enter all compensatory time used and earned in the Comp Time screen (one entry for each per pay period. Add comments to show dates earned and used if necessary). Substitute entries – entries to web must be made by the payroll close date; signed forms can be mailed to be received in payroll the following day.

27. Payroll Processing GENERAL INSTRUCTIONS – continued Once all leave, overtime, comp time, extended time, reg hours, and substitute hours have been posted, go to Reports. Print center level entries “main grids” no later than the close date for your records. Print a copy of the Center (Current Run) Report. This is all leave entered for your site for this pay period. (Please check for accuracy) Print a copy of the Substitute Report – both Sub Support and Sub Teacher. A signed copy will need to be submitted to Payroll no later than the day after the Payroll close date. Pull an SFE Absence Exception Report by Location each pay period to be sure all teacher’s leave have been entered in the Leave Activity screen. Please use 07/01/xxxx(current year) for the begin date. Use 06/30/xxxx(current year) for the end date. Payroll Invoices – mail to be received in payroll by the close date – invoices received after the close date cannot be guaranteed payment on the current run - faxes will not be accepted. Contact Budget for account coding – this must be included in order for payment to be processed. Invoices must be signed by an administrator. Please submit with full social security numbers. TIME REPORTS: By the end of the day following the payroll close date, you should receive an e-mail notification that time reports are ready to be retrieved. You will need to print a copy of the Time Reports from VCS reports. 1. Be sure all employees listed on Time Reports correspond with names listed on Sign-in sheets. Call Payroll immediately if discrepancies are found. 2. Verify leave entries from Center Report with Time Report 3. Verify Time Card entries with Time Report If verified within 2 days of Time Reports being printed, it is possible a correction can be made for the current run. All leave forms, sign-in sheets, and Time Reports are to be signed by an Administrator prior to checks being distributed. Corrected time report – must be submitted to the payroll department when deleting a leave and/or changing hours worked.

28. Payroll Processing GENERAL INSTRUCTIONS – continued • Check Disbursal – Checks are to be distributed by someone other than the Payroll Contact. Employees must sign for their checks. Checks may not be released until the Pay date. Direct Deposit Advices may be distributed upon receipt with Administrative approval. • Unclaimed checks - Process for returning checks that are not picked up by the employees at the designated site are as follows: • Checks can be mailed from the work site with a notation on the check register “mailed mm/dd/yy to address on the check”. Unclaimed checks should be mailed no later than the next regular semi-monthly pay date. If the check is returned to the school as undeliverable, send the check with the envelope it was returned in to Finance. If this happens regularly for a substitute employee, please email payroll. We will have the check location temporarily changed to the district office until the issue of check location can be resolved. Most important, when in doubt, always call Payroll before proceeding. Payroll employees and telephone numbers are listed on the last page of this manual and on our Payroll web site.

29. Payroll Department Web Site • You will be able to print most forms listed in this manual from “Payroll Related Forms”. • You may also access “Payroll Processes” and “Payroll Department Reports” from this Web Site.

30. Web Reporting • Time Card • Leave Activity • Reports • Comp. Time • Substitute Pay http://shaggy.volusia.k12.fl.us/applications/payroll_web_prod/default.asp

31. Timecard Entry Double click here Once you have totaled all hours listed on the sign-in sheets, you will need to enter your Time Card entries. This screen is used to enter all Reg hours, Extended hours, and Overtime hours. Reminder: For calculating purposes, our week runs from Monday through Sunday. Extended hours and Overtime hours are based on a weekly total and calculated when the work week is finished. Due to our Payroll schedules, the first part of the week may be in one run and the 2nd part of a week could be in the following run. For Overtime and Extended purposes, you would not enter these hours until the next run.

32. Time Card • Double Click “Retrieve Employee” once you have selected your employee • To Select the employee, place your cursor in the box containing the employees names. Type the fist letter of the employee’s last name. This will take you to the first person with that initial. Scroll down until you find the employee’s name. Highlight this name by placing your cursor on the name. Double Click “Retrieve Employee”.

33. 1. Enter number of hours. • 2. Place your cursor in the Pay Code box to open the box. • 3. Select the code by clicking on it. • 4. Click on Save.

34. Timecard “Main Grid” • Once all your entries are posted, you will need to print a copy of the “Main Grid”. • Please be sure all are correct. • If you need to make changes, select the employee to change. • Click on “Retrieve Employee”.

35. Timecard – Update and Delete • Update – you may change hours only. • 1. To change REG hours from 6 to 5, enter 5 hours in the box for hours • 2. Open the Pay Code box to select REG-Regular Duty Time • 3. Click on Update. • To change Pay codes, you will need to “Delete” the entry. • 1. Enter hours exactly as entered • 2. Open the Pay Code box and select the Pay Code that was used • 3. Click on Delete • You will need to re-enter your new entry.

36. Leave Activity • Click on Leave Activity • To leave the Time Card Screen and go to the Leave Activity Screen, open the Activity box and select Leave Activity. • Click on the “Reset” button. This button must be selected whenever you will be changing Activity screens.

37. Leave Activity continued • To select an employee, you will need to open the Employee Selection box. Scroll down until you find the name you need. Some employees have multiple positions. Be sure to select the correct position. • “Retrieve Employee”

38. Leave Activity Screen “Save” • Entering Leave Activity – This screen has the employee’s name – position – pay type- allotment- and the period dates. You will need to scroll down to see the entire screen. (bottom portion shown on next page) • Each day of leave is listed as a separate entry. Leave can be entered a day at a time or as a range of dates. Using the calendar feature may make your data entry easier. The date must be in the MM/DD/YYYY format. • Single date entry: use the “from” (the left-hand) field only. • Range of dates entry: A range of consecutive dates may be entered for the same leave type with no concern for pay periods. The system will determine the dates that belong in the appropriate pay period. Dates that fall in future pay runs will display an asterisk next to that entry. • The number of hours entered in the “Hours Absent” box must be no more than the employee’s allotted daily hours. The system will generate a line for each day of leave in the range and apply the number entered in the “Hours Absent” box. Twelve (12) are the maximum number of hours to be entered for any date.

39. Leave Activity Screen Continued “Save” • To select the type of leave, place your cursor in the box ”Leave Type”. Click on the leave type you need. • The Leave Reason box will automatically default to the first reason code listed. You will need to open this box, and choose the correct Leave Reason. • A comment may be entered if needed. • When you have completed posting your entry, click on “Save”.

40. Leave Activity continued • Once it is saved, you will receive the message “Entry successful”. • The leave balances displayed above the data entry section are the “beginning” balances. The numbers displayed below the data entry section are the “ending” balances for the pay period. This balance will display a negative number if the time entered for the pay period exceeds the available balance. Please be sure to review and correct entries for the time category if a negative number appears in the ending balance. • An asterisk will appear to the right of the “Leave Date” when the date of the leave is in a future pay run. NOTE: The future leave will not be included in the ending leave balances displayed on the line below the data entry section.

41. Leave Activity “Update – Delete - Print” • You may make changes to “Hours Absent”, “Leave Reason”, and “Comments” by clicking on the “Edit” button. Once you have made your changes, click on “Update”. • You cannot Update “Leave Type” and “Leave Date”. You will need to click on the Edit button and click on “Delete” . You will need to re-enter the correct entry. • To print a copy for signatures, click on the “Print Current Period” button. (Reminder – this form should be signed within five (5) days after the employee has returned to work and must be signed by an Administrator). • To make entries for a different employee, click on the “Back” button. This will take you back to the main screen for Leave Activity.

42. Center Report (Current Run) • Once you have made all your leave entries, you will need to print a center report. • From the Activity drop down box, select Reports. • Click on the Reset button. • Click on Center (Current Run)

43. Center Report (Current Run) continued • Click on Submit • This is an example of a Center Report. It lists all the leave entries posted for the current run. Please match with your sign-in sheets to be sure no one is missing and all are listed correctly.

44. Comp Time • Click on Comp Time • Click on Comp Time. • Click the Reset Button. • Select the Employee from the drop down box. • Click on “Retrieve Employee”.

45. Comp Time “Earned” For Hours Earned: • Select Earned. • Date: Use last date of pay period. • Hours: Enter the number of hours (for overtime…multiply hours by 1 and ½ times). • Comments: Enter the range of dates when the hours were earned and a brief explanation of the activity. • Save. • Print a copy for signatures (only one copy per pay period).

46. Comp Time “Used” For Hours Used: Select “Used”. Date: Enter the date the Compensatory Time was actually used. Hours: Enter the hours used as a positive number. ( do not use the minus sign “-”). Comments: Enter the the date and time for the usage and a brief explanation of what occurred. Save. Print: a copy for signatures. (one copy per pay period.)

47. Substitute Pay • To leave the Comp Time Screen and go to the Substitute Pay Screen, open the Activity box and select Substitute Pay. • Click on the “Reset” button. Reminder: This button must be selected whenever changing Activity screens. • To add a Substitute – Select the “New” button.

48. Substitute Pay “Save” • Select the employee’s name from the drop down box. If the Substitute is subbing for 5 or more teachers, select vacancy. Under 5, you will need to enter each one separately. • Select the substitute’s name from the drop down box. Many substitutes have similar names and may have more than one record. Please be sure to select the correct record. • Date Substituted: Enter the date. Each day will need to be entered separately. • Reason Code Descp. Select the correct reason code. The list of Reason Codes may be obtained from Budget. • Comment: Optional • “Save”

49. Substitute Maintenance (Update or Delete) • Maintenance: Select Maintenance to make changes. • Select: Click on Select to make changes or delete the entry.

50. Substitute Maintenance (Update or Delete) cont. • You may change “Hours” , “Reason Code/Descp” , and/or “Comments” . • Click on “Update” • To make changes to “Date Substituted or Position Description” , you will need to “Delete” and re-enter the entry.