Payroll Department Team Members Jason Martinez Payroll Supervisor Ext. 4559 Email: [email protected] Nina Cisneros Eric Olivarez Mary-Helen Flores Maria Graham Payroll Specialist Payroll Specialist Payroll Specialist Ext. 7031 Ext. 7023 Payroll Specialist Ext. 7030 Email: [email protected] Email: Ext. 7027 Email: [email protected] [email protected] Email: [email protected] Memorial Kennedy Brentwood Cisneros Gardendale All monthly departments Alternative Perales LBJ (701 – 867) Wrenn Burleson ECE Las Palmas Extra duty/Stipends Gus Garcia Stafford ECE Roosevelt Biweekly: Custodians Fine Arts Food Service Stafford PPS Transportation Winston HB Gonzalez Cardenas ECE Substitutes Police Warehouse Textbooks Athletic Crew © 2009 APQC. ALL RIGHTS RESERVED. 2 Aug-13 Mission Statement Paying employees accurately, on time, all the time © 2009 APQC. ALL RIGHTS RESERVED. 3 Aug-13 S I P O C Suppliers Inputs Outputs Customer Staff Time Clock Direct Deposits EISD HR Work Schedules Wage employees Departments Calendars Statements (Full-time Attorney General Documents W2s Part-Time Student Loans Emails Reports Subs United Way Status Changes TRS Temps US Govt. TEC 941 Tutors TWC 1,800 employees) High Level Process Outside agencies 1.1 1.4 1.5 1.2 1.3 Employee Direct Reports Interfacing Payroll Data entered Deposits & completed and Start of all data Verification End Accurately & Funds Submitted from all Complete software available Accurately © 2009 APQC. ALL RIGHTS RESERVED. 4 Pay Schedule © 2009 APQC. ALL RIGHTS RESERVED. 5 Aug-13 Employee Process © 2009 APQC. ALL RIGHTS RESERVED. 6 Weekly Approval Deadlines Approvals are always for previous week Employees MUST approve their time by 9:00am on Mondays Editors MUST complete editing and approvals by 9:00am Tuesday Managers MUST approve time by 10:00am Tuesday © 2009 APQC. ALL RIGHTS RESERVED. 7 Aug-13 Payroll Facts The next steps to complete the payroll process include: running reports verifying data Printing Payroll and Deduction checks if necessary Preparing and submitting file for direct deposit This process takes on average 1 hour It takes the same time for one check or for 1,300 direct deposits Each month the Payroll Department processes over 2,200 transactions/checks © 2009 APQC. ALL RIGHTS RESERVED. 8 Aug-13 Presentation Framework Time Clock Editing Professionals Para-Professionals/ Auxiliary Leave Bank Time Missed Approval Time Approval Questions © 2009 APQC. ALL RIGHTS RESERVED. 9 Aug-13 TimeClock Plus “Editing Time Clock” 2013 Open Time Clock Manager Click: “Time Clock Manager” icon Pop Up Window will Appear Enter Your “User ID” & Your Secured “Password” Password must be secured. Do not share your password. Click on “Employee” in the Toolbar. Click Employee Click on “Edit Hours” or Click Icon Missed Punch for Professionals 2013 Select or Enter Employee Number Enter Employee Number Click on Employee Name Employee time will appear for ALL open weeks. Right Click on the “White Area next to Employee Time” Click “Add Segment” Click “Add Segment” Click on “Missed in punch” box Click on “Missed in punch” Verify “Date” & “Time In” Then Adjust “Time Out” to reflect “Segment Hours” and “Job Code Verify/Change Date of Missed Swipe Verify “Date” & “Time In” Then Adjust “Time Out” to reflect “Segment Hours” and “Job Code “Time In” Enter Employees Scheduled Time In Verify “Date” & “Time In” Then Adjust “Time Out” to reflect “Segment Hours” and “Job Code “Segment Hours” Adjust “Time Out” so that “Segment Hours” reflect the 7.5 hours Verify “Date” & “Time In” Then Adjust “Time Out” to reflect “Segment Hours” and “Job Code Indicate proper “Job Code” COMPLETED Verify “Date” & “Time In” Adjust “Time Out” to reflect “Segment Hours” All edits require a note Click “Ok” Missed Punch entry will appear. Ready for Administrator to approve. Missed Punch for Para-Professionals & Auxiliary 2013 Select or Enter Employee Number Enter Employee Number Click on Employee Name Employee time will appear for ALL open weeks. Para’s can fix previous “Missed Punch” when clocking in or out. Verify/Change “Missed Punch” times ARE THESE OUT TIMES CORRECT? Double Click on BLUE time Double Click on Missed Punch time Change “Time Out” to correct time as per your Time Clock Log using rounding time. Review “Time Out” & Always put your note All edits require a note Click “Ok” Missed Punch entry will appear. Ready for Administrator to approve. Local Leave State Leave Absent Without Leave (AWOL) 2013 Select or Enter Employee Number Enter Employee Number Click on Employee Name Employee time will appear for ALL open weeks. Right Click on the “White Area next to Employee Time” Click “Add Segment” Click “Add Segment” Click on box “Time Sheet Entry” Click on “Time Sheet Entry” Change/Verify Date of Leave, Time, & Hours. Change or Verify Date “Hours” Employees “Time” Full-Day or Half-Day Hours Employees EX: 7.5 hour employee Scheduled 7.5 for Full-Day time in. 3.75 for Half-Day 8.0 hour employee 8.0 for Full-Day 4.0 for Half-Day Select Leave Type for “Job Code” Codes Differ from Prof. & Para Click on arrow for drop-down box. Para-Professional Professional “1” Local Personal “11” Local Personal “2” State Personal “12” State Personal “4” Non-Duty “14” Non-Duty (only 226 employees) (only 226 employees) ALWAYS ENTER A “NOTE” Click “Ok” All edits require a note Click “Ok” Leave entry will appear Absent Without Leave (A.W.O.L) Codes Differ Click on arrow for drop-down box. Professional Code: “90” AWOL Para-Professional & Auxiliary Code: “91” AWOL Absent Without Leave (A.W.O.L) Professionals Professional All edits Code: “90” AWOL require a note & Hours: 7.5 for Full-Day 3.75 for Half-Day Click “Ok” Absent Without Leave (A.W.O.L) Para-Professionals & Auxiliary Para-Professional & Auxiliary All edits Code: “91” AWOL require a note & Hours: “0” for Full-Day “0” for Half-Day Click “Ok” Leave entry will appear Bank Leave Code “70” Para-Professionals & Auxiliary 2013 Bank Time will start and end with your Work Schedule Calendar Select or Enter Employee Number Enter Employee Number Click on Employee Name Employee Timesheet will pop up 000000 Right click on any white area, then click on add segment Edit Segment will pop up Change to date you will be adding banking time to. Enter time that employee will be using. Than change job code to 70 Always make Banking 2 hours comments when editing timesheets Click enter to go back to timesheet Verify 7.5 hours for Full-Day DONE Employee timesheet will now You have now enter Bankinghave a 7.5 hour for that day. Time When done with editing Click small Red “x” DO NOT ENTER FMLA Jury Duty Military Leave • Please notify and provide proper documentation to your Payroll Specialist. Time Clock Plus “Missed Punches” Approving of Staff Missed Punches 2013 Click on “Employee” in the Toolbar. Click Employee Click “Missed Punches” Missed Punches Manager Missed Punches screen will pop up. Set Start and End Dates Need to change dates NOTE: If you click “Update” w/o setting date range. ALL open weeks will be displayed. Payroll weekly dates start on Saturdays and end on Fridays. Click on “Start” Calendar Icon. Enter Start date: Week begins on Saturday. Click Icon Weeks start on Saturday Click on “End” Calendar Icon. Enter End date: Week ends on Friday. Click Icon Weeks ends on Friday Want to save time? Click on 1st box to see “Unapproved Missed Punches” Dates are Set & “√” mark is made. Click on “Update” Click “Update” Report will Run. All employee’s that have “Not Approved” missed punches will appear. BLUE Time is not Approved Click on the blue color time, it can be a in or out time. Then click on the “Approve In” or “Approve Out” button at the bottom of the screen. 1st - Click on any time that needs to be approved 2nd – Click on either the “Approved In” or “Approved Out” button Once approved. Time will change to GREEN, indicating the Missed Punch is approved. Continue this pattern until all “Missed Punches” are approve, all GREEN. Time is approved Repeat approval process until all “Missed Punches” are approved, all GREEN. All time is Approved Click on “Update” to verify that all approvals for date range are completed. Click Your completely done for date range selected. Click on “X” to close Screen is BLANK. Your done for date range. Time Clock Plus “Approval Manager” Approving of Staff Time 2013 Click on “Employee” in the Toolbar. Click Employee Click “Approval Manager” Approval Manager Approval Manager screen will pop up. Set Start and End Dates Need to change dates NOTE: If you click “Update” w/o setting date range. ALL open weeks will be displayed. Payroll weekly dates start on Saturdays and end on Fridays. Dates are Set. Click on “Update” Click “Update” Report will Run. All Employees pending time approval will appear for selected date range. NOTE: Blue Missed Punches. Return to “Missed Punch Green Checks Approvals” to approve “O”: before you approve time. Editor Reviewed Once approved “Missed Red Checks “M”: Punch” will appear BLACK Manager Employee Number & Name will appear on this screen. Approval Blue Check “I”: Employee Approval Manager will need to look at each day in order to verify that clock time is correct for work day. Lunch Hours for Total “ [ “ shown, Swipe IN and OUT Minutes Day hours for indicates swipes for Week same day Para-Professional: Will have a lunch time. Either an Auto or a clocking lunch. Above is an clocking lunch. There should be a swipe in and out under the same day and lunch minutes will show next to lunch start time. Manager will review time and approve by clicking the box under the RED below the “M” column Click Box Or Click the RED arrow to approve all week.