FBS SUMMER CONFERENCE August 2003

1. FBS SUMMER CONFERENCEAugust 2003 BUD and Salary Audit Update

2. Agenda • Introductions • What’s New With SalaryAudit • Salary Audit Helpful Info • BUD Fall Release • Transferability • Installation Information • BUD Tips

3. INTRODUCTIONS Kathy Horky, System Accountant Sherry Peele - Salary Technician Marie Houston - Salary Technician

4. Salary Information What’s New Salary Audit Tips

5. What’s New for Salary Audit FY 2004 • “No Bump” List is on the Web

8. What’s New for Salary Audit FY 2004 • “See Note” information is on the Web

13. What’s New for Salary Audit FY 2004 • New Security Model • new address: http://licsalweb.dpi.state.nc.us • old: dpiweb.dpi.state.nc.us

16. What’s New for Salary Audit FY 2004 • New Security Model • You must access Sal/Lic via the new address in order to see the “See Notes” • If you cannot get in to the Lic/Sal web page using the new address, contact Doris McCain @ (919) 807-3731.

17. What’s New for Salary Audit FY 2004 • 1% Penalty will be applied to Prior Year Salary Audit Exceptions • New Policy goes to State Board in September

18. What’s New for Salary Audit FY 2004 • 1% Penalty will be applied to Prior Year Salary Audit Exceptions • You will have 90 days to clear exceptions After the 90 day letter • In other words, by Dec 31, 2003 • Also includes outstanding FY 2002 exceptions

19. What’s New for Salary Audit FY 2004 • 1% Penalty will be applied to Prior Year Salary Audit Exceptions cont. • Calculate 1% of State Overpaid shown on the Exception Impact Report

21. What’s New for Salary Audit FY 2004 • 1% Penalty will be applied to Prior Year Salary Audit Exceptions cont. • and calculate 1% of over-used months shown on Allotment Report - Months Allocated vs Months Used times monthly allotted salary

24. What’s New for Salary Audit FY 2004 • 1% Penalty will be applied to Prior Year Salary Audit Exceptions cont. • The salary overdraft information and penalty will be included on the Allotment Overdraft Report for 13th Period (JHA356EG) • Use the Penalty Payment option in BUD (AUPP) to pay the penalty. Be sure to flag as Prior Year.

27. What’s New for Salary Audit FY 2004 • Principal Salary Calculation • Changing to only calculate on Periods 3, 7, and 11 • We are dropping the calculation on Period 12

28. What’s New for Salary Audit FY 2004 • Announcement Page to tell LEAs when pay vouchers are inserted • Please watch the announcement page instead of calling DPI.

30. What’s New for Salary Audit FY 2004 • “No Bump” List is on the Web • “See Note” information is on the Web • New Security Model • 1% Penalty will be applied to Prior Year Salary Audit Exceptions • Principal Salary Calculation • Announcement Page to tell LEAs when pay vouchers are inserted

31. Salary Audit Helpful Info

32. Certified Salary Refunds/Adjustments • BUD Transactions for Certified Salary objects must have a parent/child relationship. • You must use the F6 key to create the offsetting entry. The F6 key creates the parent/child relationship. • Salary System will Reject BUD batches w/o Parent/Child relationship.

36. Form G • Licensure Section grants authority to the teachers who hold a master’s degree in a non-teaching area.

37. Form G • As assignments change from year to year, LEAs request Licensure to grant placement on the “M” salary scale for teachers in a non-teaching education area.

38. Form G • There is a Web screen that lists of all individuals by LEA that are currently on the “M” salary schedule. • Each LEA needs to review the web page. • LEAs should send the FORM G to Licensure for any needed changes, additions or deletions. • Includes changes in school assignment

41. Salary Exceptions and the “BUMP” • DPI completed the experience BUMP on July 7, 2003. • This means that employees who worked 6 months or more, received an additional year of experience on their license. • The FY 2003 “No Bump” list is now online.

44. Salary Audit Group • We are part of the Information & Analysis Section in School Business • We are only a staff of 2, so please be patient when calling us. We will get back to you. • Personnel Policy Questions should go to School Personnel Support section of School Business.

45. Salary Administration/License System • Effective July 1, 1999, LEAs can pay workforce development teachers holding a restricted license from PRC 001 • Request approval from Licensure

46. Salary Administration/License System • Teacher Orientation • Licensure will notify Salary Audit staff of teachers who apply for initial license with more than 1 year of teaching or non-teaching experience • Must be paid PRIOR to April 1 • 3 days of orientation pay based on certified salary of the employee

47. Auditing Tips • Salary Exceptions • Zero Salary assignment • We will use the Salary/Licensure web screen to let you know if you have a license problem with your employee • Audit Exception - Zero Salary Probably out-of-field • Check “Attachment A” for required license area • “See Note” comments are now on Web

48. Audit Tips con’t • Moving an employee from one position to another when employee is on installment pay • Make sure you inactivate current assignment • Re-create identical assignment with new budget code • Note: Contact Software Vendor for further instruction

49. Audit Tips con’t • Salary Splits for # of Days Employed • You cannot do these with BUD • Please contact Sherry Peele or Marie Houston • Driver’s Education • DMV certification - Use Object Code 199

50. Audit Tips con’t • Prior Year Salary Exceptions • When trying to correct w/in the same PRC, must submit a manual 202 • Correcting Prior Year w/ Data File • Be sure to flag as prior year • If correcting in July or August, be sure to flag as installment • Call your vendor if you are unsure of what to do