BPS School Year 2013-2014 Reporting Guidelines

1. WELCOME TO BPS School Year 2013 - 2014 ScHoOL I S I N

2. Reporting Time • Time should be reported daily – do not wait until the Friday before the pay period closes to report your time • You can only report time for those employees assigned to your location • Time keeper access is assigned to designated timekeepers only – Protect your password • In order to be paid every employee must sign in. Superintendent’s Circular HRS-PP5 (mybps.org) All central and school responsibility center managers are required to establish and supervise a paper sign-in / sign-out procedure that provides an accurate record of the date and time of arrival and departure of all employees assigned to the responsibility center. Principal Teacher

3. Reporting Time (cont.) • When reporting time always remove existing time and replace with “0” – do not delete time • The time reporting codes for salaried employees (except REG) will always end with 0 (S1000) • The time reporting codes for hourly employees (except REG) will always end with H (S100H)

4. Employee Types Salaried Employees Exceptional “Hourly” Time defaults in – paid 26 equal bi-weekly paychecks • Teachers • Prin/Headmasters • Secretaries/Clerks • Administrators Time defaults in – paid only for the number of hours worked • Paraprofessionals ** • Lunch Monitors Hourly • Time does not default in – paid only when time is entered • Bus Monitors • Substitutes • Sub Lunch Monitors **Paraprofessionals have the option of receiving 21 checks or 26 checks. This choice can only be made during the open enrollment period.

5. Substitutes *** Report time for SUBS using the time reporting code (TRC) “S” & the last 3 digits of your school code

6. Substitutes (cont.) • Report time for SUBS using the time reporting code (TRC) “S” & the last 3 digits of your school code • SUBS are entitled to a pay increase after the 10th day and 25th consecutive day when in the same position • Prior period reporting is allowed for SUBS • Position numbers are mandatory when reporting time for SUBS • SUBS are not to be paid for holidays, vacations or snow days • Time does not default in for SUBS; if you don’t report the time they do not get paid **See page 7 - 11 of Time and Attendance Manual for more information

7. Bus Monitors • When reporting runs for your school use the time reporting code (TRC) SB & the last 3 digits of your school code • Do not report bus runs for your school on another schools line • Use 1 row to report multiple runs in the same day i.e. am run and pm run • Prior period reporting is allowed for Bus Monitors • Time does not default in for Bus Monitors; if you don’t report the time they do not get paid

8. Non-Scheduled Work Days (S6500) NO YES • All Administrators are required to work additional days not included in the normal school year • For Principals/Headmasters, Administrators and School Based Managers 650 days are defined as those days worked on regularly scheduled days off (i.e. week-ends, holidays and school breaks) and snow days • These days have no monetary value - they are for record keeping purposes only. Do not delete or replace REG • The time reporting code to be used is S6500 **See page 18 of Time and Attendance Manual for more information

9. Department Time Summary Reports • To be run the WEDNESDAY before the paycheck date • Always run reports using GROUP not DEPARTMENT “S” for Salaried Employees and “B” for Hourly Employees • Print, verify, sign and file the Department Time Summary and the Department Time Summary Certification together for record keeping purposes. Note: these documents are to be stored for 7 years • Fax only the Department Time Summary Report Certification to Payroll at 635-9003.

10. Department Time Summary Report (cont.) • Department Time Summary Reports are to be reviewed for accuracy and then signed • Any discrepancies should be addressed immediately (prior to the issuance of the paycheck) • The Department Time Summary Certificate certifies the accuracy of the report and should be signed by the Principle/Headmaster or a designee • Department Time Summary Reports along with the Certificate should be filed and kept in an accessible location for a minimum of seven years • The Department Time Summary Certificate is a legal and binding document

11. NO YES When running a Department Time Summary Report ALWAYS run this report by the Group, not the department (you will have to run the report twice – once for the “S” group and once for the “B” group.

12. SAMPLE The department time summary report will always have a separate signature page

14. PRINTINGREPORTS • Enter report data i.e. pay run, group id, date • Hit run button • If required check the box for the report you are running • At next page hit ok button • Click on process monitor link • Hit refresh button (this can be done several times) • Your report is ready to print when run status reads success and distribution status reads posted • Click on details link • Click on view log/trace link • Click on ypay___.pdf link • Print report

15. PRIOR PERIOD ADJUSTMENTS EXCEPTIONS: Prior periods adjustments can be entered for Sub teachers, Sub Nurses, Sub Lunch Monitors and Bus Monitors and S6500 days for administrators **See page 16 - 17 of Time and Attendance Manual for more information

16. WHEN IN DOUBT ???? DON’T PAY you didn’t get paid because you didn’t sign in Sir.

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