Lesson Objectives At the end of this lesson, participants will be able to: • Describe the Perpetual Calendar and All Days Paid payroll design elements. • Highlight the key changes on the new pay statement. • Explain and calculate the Year Round Pay Option.
Key Payroll Changes Affecting the District Significant Payroll Design Changes • Perpetual Calendar • “All Days Paid” Concept Major Enhancements • Easier-to-understand pay statements • “Difference from Pre” eliminated and replaced with distinct line items and a “Retro” column • Set biweekly pay dates • Sick and Vacation leave summary updated on pay statement on per-day period basis • TSA deductions can either be a fixed amount or percentage of salary • Up to five direct deposit financial institutions on one pay statement
Perpetual Calendar • Standard biweekly pay dates, every other Friday, after the pay period ends, unless Friday is a bank holiday in which case payment will be distributed the day before • Standard 14-day pay periods, which start on Mondays & end on Sundays • Perpetual Calendar crosses fiscal years and is not tied to the school calendar • Pay dates set for years to come • Does not change the number of pay periods for the various calendars
All Days Paid Concept • Annual contract salary is not changing, but is being redistributed to prevent paying employees in advance. • Affects only contract salaried employees. • All days between first and last day of contract, excluding weekends, are considered to be “Paid Days,” (including paid days, paid holidays, unpaid holidays, etc.). • Salary will be distributed among all “Paid Days” to provide equalpaychecks for employees, except for first and last paychecks. • Annual Contract Salary, hourly rate for additional positions, and sick leave payout will not be affected.
Work Days versus Paid Days SEPTEMBER 2007 FACTS S M T W Th F S 20 paid days in the month 18 work days in the month Employee paid $3,000 per month $3,000/18 days = $166.67 per work day $3,000/20 days = $150 per paid day 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 Week Salary based Salary based Difference Unpaid Holiday Ended on work days on paid days 4 days worked in each of weeks 1 & 2 9/7 $666.68 $750 -$83.32 9/14 $666.68 $750 -$166.64 9/21 $833.32 $750 -$83.32 9/28 $833.32 $750 $0.00 5 days worked in each of weeks 3 & 4 $3,000.00 $3,000 $0.00
FACTS $32,700 Annual Salary 196 Work Days 214 Paid Days Work Days versus Paid Days – Standard 196-day Calendar for 2007-08 Work Days 196 Additional days between first 18 and last days worked* Paid Days 214 *Equals days unpaid: 9/13/07,11/23/07, 12/24/07 thru 12/28/07, 12/31/07, 1/02/08 thru 1/04/08,1/20/08, 3/21/08, 3/31/08 thru 4/04/08 Salary Days Daily Rate Hrs Hourly Rate $32,700 196 $166.84 7.5 $22.24 Work Days $32,700 214 $152.80 7.5 $20.37 Paid Days
What does this mean? Starting 2008-09 school year, the first and last paychecks for contract salaried employees (except for those on the 240+ day calendars) will be for only the actual days worked in the payroll period. 2008-09
S M T W T F S 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 1 2 3 4 5 Sample First Pay Date Information in School Year 2008-09 August 2008 ⌂ Est. School Start Date 8-18-08 Start/End of pay period Employee reports to work Employee receives check ⌂ • Pay period begins on August 4 and ends on August 17 • The 196-day employee starts work on August 11 (estimated) • The employee is paid on August 22 for five days and September 5 for ten days
Pay Statement – New Look! Detail on the pay statement will include: • Absence type and hours taken in the pay period shown as part of the Earnings Summary • Incentives paid shown as separate line items • Position numbers and corresponding hourly rates • Under the Leave Summary show: Earned, Fiscal YTD Used and Balance • Leave balances to be updated by pay period, in fractions (i.e., for Sick Leave, half day accruals based on your work schedule) Eliminated from the pay statement: • “Difference from Pre” – instead provide a “Retro” or “Adj.” column for each type of pay (primary, secondary, supplements…) • “EQ Adjustments”
Pay Statement – New Look! Breaks out Pre & Post Tax Deductions Replaces “difference from pre” Itemizes Primaryand Secondary Positions Leave balances will be updated every pay period Displays amount(s) of your direct deposit(s) and direct deposit institution(s) Taxes an employee pays on life insurancepremium
Year Round Pay Option • Year Round Pay (YRP) Option pre-tax calculation • Per IRS regulations (IRS Code Section 409A): • YRP selection is optional and must be made Annually prior to the first day of the contract calendar • No changes can be made during the year; YRP option cannot be cancelled mid-year • Early payouts will occur only for retirement, early termination, and Board approved leave; no hardship payouts are allowed • Amount is system-calculated • Biweekly pays are calculated on gross Base Salary only • Payments for Supplements, additional hours or positions and Longevity payout are not included in the calculation for the Year Round Pay Option summer checks • Amounts are fixed for the duration of the year • Health insurances, voluntary insurances (cancer, life, pre-paid legal, etc.), union dues, United Way, and other similar deductions will not be deducted from Year Round Pay Option summer checks • Taxes, garnishments, and TSAs will be deducted from Year Round Pay Option summer checks
Check Date 8.22.08 33681 Williams, Will $ 31.93877 7.50 196 214 261 5.00 Per# Employee Name Contr Hrly Rate Wk Sch Rule Contr Days ADP Days YRP Days PP # of Days 0.91589 $ 29.25233 $ 1,096.96 196 / 214 = x $ 31.93877 = x 5.00 x 7.50 = Contr Days ADP Days ADP factor Contr Hrly Rate ADP Hrly Rate PP # of Days Wk Sch Rule PP Gross Amt 0.75096 $ 23.98467 $ 899.43 196 / 261 = x $ 31.93877 x 5.00 x 7.50 Contr Days YRP Days YRP Factor x Contr Hrly Rate YRP Hrly Rate PP # of Days Wk Sch Rule PP Gross Amt YRP Deduction $ 197.54 ADP--All Days Paid YRP--Year Round Pay PP--Pay Period WSR--Wk Sch Rule Year Round Pay Option Calculation Year Round Pay Completed Worksheet
Lesson Summary Congratulations! You should now be able to: • Describe the Perpetual Calendar and All Days Paid payroll design elements. • Highlight the key changes on the new pay statement. • Explain and calculate the Year Round Pay Option.
Lesson Objectives At the end of this lesson, participants will be able to: • Create and change employee data using multiple PA30 infotypes. • Describe your role in the time entry process (transactions CAT2 and CAT3).
PA20: Displaying Payroll Data • Transaction PA20 allows for viewing of employee data. • When viewing employee records through this transaction, other users may also view the same employee record at the same time. • Changes to employee data cannot be made using this transaction. • All payroll related infotypes may be viewed using this transaction, security permitting.
Object Manager 2 1 3 4 5 6
PA20: Display HR Master Data 6 1 2 3 4 5
PA30: Maintain HR Master Data • This transaction gives you access to infotypes where employee payroll data can be updated and changed. • When accessing an employee record, this record is locked from all other users preventing them from viewing or changing the record. • Any personal information changed on one infotype will automatically be updated in all other infotypes. • Some employee information can only be delimited, not changed or deleted.
PA30: Maintain HR Master Data 6 1 2 4 3 5
Infotype 0267: Additional Off-Cycle Payments 8 1 2 3 4 5 6 7
Time Recording Process Payroll Contact KRONOS/COMPASS Enters/Updates Time via CAT2 Time Imported into CAT2 Start Administrator Payroll Dept Employee Approve FUTURE Reviews Time in MSS Processes Payroll Receives Payment Finish
CAT2: Record Working Times Options for entering time in CAT2: • No Cost Override – time entered will be charged to the standard budget for the employee’s primary position • Cost Override – time entered will be charged to a different budget than the standard budget for the employee’s primary position (reclassification) • Secondary Position – time entered for the employee’s secondary position/assignment