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Salt Lake County Payroll Coordinators Meeting Presented by Jo Ann Buechler & Debi Garlich

Salt Lake County Payroll Coordinators Meeting Presented by Jo Ann Buechler & Debi Garlich. N2003 Budget Hearing Room August 25, 2011 8:30 AM – 12:00 PM. EXEMPT EMPLOYEE DISASTER TIME. P&P 5420 Paragraph 5.4

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Salt Lake County Payroll Coordinators Meeting Presented by Jo Ann Buechler & Debi Garlich

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  1. Salt Lake County Payroll Coordinators MeetingPresented by Jo Ann Buechler & Debi Garlich N2003 Budget Hearing Room August 25, 2011 8:30 AM – 12:00 PM

  2. EXEMPT EMPLOYEE DISASTER TIME P&P 5420 Paragraph 5.4 In the event of a mayoral disaster or emergency declaration, all employees (FLSA exempt and non-exempt) shall record all hours worked, including time in excess of forty (40) hours per week. FLSA-exempt employees shall be paid for overtime hours worked if a disaster or emergency is declared by the County Mayor at the rate of one and one half (1 ½) times the regular rate for actual hours worked in excess of forty (40) in a standard work-week, for all overtime hours worked during the declared disaster or emergency.

  3. EXEMPT EMPLOYEE DISASTER TIME • Time is to be recorded as “MDEE” • Overtime will be distributed normally. • After distribution is completed, comp time accrued in the time card will be changed by the payroll coordinator to CTW or OT, depending on whether employee is to receive comp time or cash payment. • After the hours are transferred to the T&A, the payroll coordinator will remove the hours on the F9 screen, calculate the hours by 1 ½ * hourly rate, and enter as code 63 – Exempt Emergency Overtime if cash payment is made.

  4. DAILY RATE CALCULATION Current Method: Divide semi-monthly salary by number of days in the pay period. Pay periods have 9, 10, 11 or 12 days. New Method: Divide monthly salary by number of days in the month (including weekends). Months have 28, 30 or 31 days (29 on Leap Year).

  5. DAILY RATE CALCULATION Reason for Change: • More consistent daily rate; same for entire month. • Current Method (semi-monthly of $2,000, 31-day month) • First Pay Period has 11 days $181.82 • Last Pay Period has 12 days $166.67 • New Method (monthly of $4,000) • Month has 31 days $129.03 both pay periods

  6. DAILY RATE: REASON FOR CHANGE (cont’d) • Don’t need to know how many days in the pay period. • Do we pay for 9, 10, 11 or 12 days in the current pay period? Check the calendar! • New method only requires you to know how many days in the month – 30 days has September, April, June, & November; all the rest have 31, except February.

  7. DAILY RATE: REASON FOR CHANGE (cont’d) • Don’t need to know employee’s regular schedule (ie Mon-Fri; Sun, Mon, Wed, Fri, Sat) • Does the employee work a consistent enough schedule to determine regular schedule? • New method pays for all days in the pay period, not just days worked. Weekends are counted so actual days worked is not a factor.

  8. DAILY RATE CHANGEEXAMPLES OF IMPACT ON GID • Current Method – Hire Date of August 22nd: • $2,000 / 12 * 8 = $1,333.33 (M-F) • $2,000 / 11 * 7 = $1,272.73 (S,M,W, F,S) • New Method – Hire Date of August 22nd: • $4,000 / 31 * 10 = $1,290.32

  9. STANDARD ADDRESS PROCEDURESCOUNTY-WIDE POLICY & PROCEDURE 1002 Purpose: • To officially establish the use of address-editing programs that allow a uniform and consistent method for County personnel to enter address information into computer files. • To have all address information standardized such that conformity will allow the integration and comparison of information in different computer files using the address as a common key. • To obtain postal rate discounts by using United States Postal Service requirements for automated sorting of mail.

  10. STANDARD ADDRESS PROCEDURES (cont’d) Why is this important? Salt Lake County’s wage file (W2) submission to Social Security failed because of incorrect address formats in the mainframe. This required time and resources to identify incorrect addresses and fix the file before uploading.

  11. STANDARD ADDRESS PROCEDURES (cont’d) What are the Data Entry Standards? • The format of the property address line is identical when used in either the location or mailing address (excluding City, State, Zip Code) • The address length shall not exceed 35 characters • There should be no commas, periods, parenthesis, apostrophes, colons or semi-colons in the property address format.Single quotes are allowed for single letter streets (‘F’); hyphen (-), pound sign (#), and slash (/) are allowed in the sub-structure location suffix.

  12. STANDARD ADDRESS PROCEDURES (cont’d) What is the proper format: • Frontage or House # • Frontage Directional (N, S, E, W) • Alphabetic/Numbered Street Name • Street Type (Ave, St, Wy, Ct, etc.) • Unit Locator (Apt # or fractional indicators)

  13. STANDARD ADDRESS PROCEDURES (cont’d) • 4081 ½ SOUTH 1500 EAST • 4081 S 1500 E #1/2 • 1000 S STATE ST APT 3618 • 1000 S STATE ST #3618 • 1562 W COMPASS POINT LANE #D • 1562 W COMPASSPOINT LN #D • 1582 E PARK PLACE NORTH • 1582 E PARK PL N • P.O. BOX 26218 • PO BOX 26218

  14. TERMINATION OF TEMPORARIES • Employees who have not worked in the preceding year (12-month period) must be terminated • Unemployment records easier to verify • Reports to OSHA reflect actual number of employees • Reports to County officials reflect accurate count of employees

  15. LOCATION CODES • Salt Lake County will be implementing location codes to identify work locations for all employees. • Once the codes/locations have been identified, a new code (FAC) will be implemented into the mainframe. • Payroll personnel will be responsible for ensuring the FAC code is correct for division personnel.

  16. RETURNING PAFs • If a PAF is returned at any time once it has been printed, the person returning the PAF should notify Debi (x2040) or Doreen (x2331) so they can shred the printed copy.

  17. INTER-JURISDICTIONAL TRANSFERS • A new code is being implemented on the New Hire PAF to indicate inter-jurisdictional transfers. • Where “N” is indicated for New Hire or “R” for Re-hire, “I” will be indicated for Inter-jurisdictional transfer. • This code is used only when following P&P #5400, paragraph 14.0.

  18. DIRECT DEPOSITS • Employees must submit a Salt Lake County Payment Authorization Form (direct deposit form) when starting/changing their direct deposit. • Bank forms do not have the necessary employee authorization statement. • Checks/bank printouts are not required, but the complete routing number and account number must be legibly printed on the direct deposit form. • Bank printouts may be submitted with the direct deposit form, but must have employee’s name and EIN identified on the bank printout.

  19. OTHER Time-Limited Contracts Originals must be sent to HR Payroll only Acting-in-Position Contracts Originals must be sent to the HR analyst only LWOP Code Created new LWOP code for unapproved absences UNAB – unexcused absence

  20. QUESTIONS?

  21. Next Training DATE &TOPICS TO BE DETERMINED

  22. THANKS FOR COMING!

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