Clerical Conference July 26, 2018 Payroll Department San Antonio Independent School District

1. Clerical Conference July 26, 2018 Payroll Department San Antonio Independent School District 620 Matagorda Street • San Antonio, Texas 78210-1095

2. Payroll Directory • Diane Smith, Director • Linnci Angle, Assistant Director • Rosemary Dittmar Nelson, Payroll Supervisor • Main #: 210-554-8550 • Fax #: 210-228-3186 • Front Desk • Leticia Olvera, Check Distribution 210-554-8552 • Monthly Team • Marisela Aleman 210-554-8563 • Rose Garcia 210-554-8562 • Biweekly Team • Melody Zuniga 210-554-8553 • Ron Coronado 210-554-8568 • Special Projects Team • Christina Gonzales - Novatime 210-554-8566 • Angie Gutierrez – Insurance, TRS 210-554-8567

3. The Payroll Manual can be accessed on the SAISD Home Page. Steps to access the Payroll Manual Using Internet Explorer or Google Chrome, access the SAISD Home Page at www.saisd.net Click on Departments Scroll down to Financial Services Under documents click on “Payroll Manual” Payroll Manual

4. Leave Availability State personal and local leave are frontloaded at the beginning of each school year and available to use. • Absences beyond available earned leave shall result in a pay deduction. • Earned and unearned leave adjustments will be made on employees that do not fulfill their work calendar (i.e. resignations, retirements, leave of absence). • Leave status reports are provided with each payroll distribution. Discrepancies should be reported immediately. • Employees not listed on the leave report and working multiple campuses will be reported absent at their home base. (example: Nurses, Speech Therapists, etc.) • Personal Illness(PI) and State Personal Leave for the 2018/2019 School Year will be loaded in August. ***Special Note: Due to the new time & attendance system, (Novatime), leave will be converted from days to hours during the implementation process.

5. Payroll Tips/ Reminders • Monthly and Bi-Weekly Employees must be reported on separate supplemental pay reports. • Leave reports must have approval signature. • Preparer's name and phone extension must be provided on all reports. • Employee ID#s need to be entered on all supplemental pay and weekly reports. • Please verify correct ID#’s prior to submitting reports. • Weekly payroll and Supplemental reports are due as indicated on the Payroll Reporting Schedule on Mondays. No exceptions are made without consulting with the Payroll office. All late reports should be walked into the Payroll Office. • PLEASE DO NOT PONY since it will only delay the process. • Absences must indicate the proper leave type used. Valid leave codes are listed on the weekly payroll report. Always indicate the actual date of absences on the weekly payroll report with corresponding dates.

6. More Payroll Tips/ Reminders • Ensure that the correct budget codes are used for any type of supplemental pay and on your weekly payroll reports to provide payment to substitutes. • (NOTE: Most work performed in July should be paid in the new Fiscal Year • budget. Please confirm codes.) • All Handwrite requests must be accompanied by a Manual Check request form. • - Completely fill out entire form • - Include budget code for $25 fee (no federal/salary codes) • - Attach proper documentation • - Obtain proper signatures • - Do not pony. Please walk into the Payroll Dept. • Request for Change in Employee Absence Report form must be submitted within 60 days of the absence to be considered.

7. Payroll Information / Reports & Forms • Reports & Forms • Weekly Payroll Report (Report Absence(s) & Substitute Pay) • Report of Supplemental Pay • Request for Change in Employee Absence Report • Request for Manual Check • Direct Deposit of Payroll Checks • Missed Punch Form (NOVAtime) • Membership Drop form • Change of Address • W4 form • Information • Employee Access Information • Workday Calendars • State & Local Sick Leave Flow Chart • Table for Recording Absences Less Than 1 Day • Substitute Rates for Long Term Positions • Computation of Accumulated Leave

8. Weekly Payroll Report Required All fields required. Teachers, Nurses, Administrators, etc. Substitutes All fields required. Paraprofessionals, LVNs, etc. Substitutes Required Required Required

9. Substitute Rates for Long Term Positions

10. Report of Supplemental Pay

11. Bi-Weekly Payroll Time Report

12. Change in Employee Absence Report

13. Request for Manual Check

14. Employee Access Instructions & Information

15. *Pay date is normally the 4th Wednesday in the month* 2018-2019 Monthly Pay Dates (tentative)

16. 2018-2019 Biweekly Pay Dates (tentative)

17. NOVAtime Laura Hasso, Assistant Director Andy Chavez, Senior Analyst Main #: 210-554-8586

18. Timesheet Processor Logging In Enter your ‘User ID’, ‘Password’ and click Login

19. Timesheet The column on the left side of the Timesheet will display the employees assigned to the campuses.

20. The Timesheet below will display all punches In/Out, Missed Punch, Dates, Pay Code, Budget Code and Transfer Code

21. Miss Punch A miss punch will be displayed on the timesheet as a yellow box. The information that is required when entering a miss punch: Date, Pay Code, In/Out and Transfer Code (Budget Code will auto populate when the Transfer Code is selected). Click on the yellow box and enter the missing time. After all required information has been filled, click on Save.

22. Additional options to enter missing time. The Insert/Repost option allows to insert one or more punches.

23. Transfer Code Entering a Transfer Code on the Timesheet. Locate the Transfer column, the row that requires the Transfer Code and click on that field to activate the drop down list of Transfer Codes. Select the Transfer Code and click on Save.

24. The Timesheet will be updated and all yellow fields will be updated.

25. Recalculate Timesheet Click on the Recalculate button to update changes to timesheet

26. When the timesheet is being Recalculate you will see the Processing message, click Save after Recalculating has completed.