clerical conference july 17, 2017 - saisd · clerical conference july 17, 2017 ... o missed punch...

Clerical ConferenceJuly 17, 2017

Payroll DepartmentSan Antonio Independent School District

141 Lavaca Street • San Antonio, Texas 78210-1095

Payroll Directory

Diane Smith, DirectorLinnci Angle, Assistant DirectorRosemary Dittmar Nelson, Payroll Supervisor

Main #: 210-554-8550Fax #: 210-299-5639

Biweekly Team o Christina Gonzales 210-554-8566o Sylvia Cardenas 210-554-8553o Rose Garcia 210-554-8562

Monthly Teamo Amado Briseno 210-554-8563o Angie Gutierrez 210-554-8567o Vacancy 210-554-8568

Front Desk Teamo Leticia Olvera, Check Distribution 210-554-8552o Maria Martinez, Part-time Assistant 210-554-3180

The Payroll Manual can be accessed on the SAISD Home Page.

Steps to access the Payroll Manual

o Using Internet Explorer or Google Chrome, access the SAISD Home

Page at www.saisd.net

o Click on Departments

o Scroll down to Financial Services

o Under documents click on “Payroll Manual”

Payroll Manual

State personal and local leave are frontloaded at the beginning of each school year

and available to use.

o Absences beyond available earned leave shall result in a pay deduction.

o Earned and unearned leave adjustments will be made on employees that do not

fulfill their work calendar (i.e. resignations, retirements, leave of absence).

o Leave status reports are provided with each payroll distribution. Discrepancies

should be reported immediately.

o Employees not listed on the leave report and working multiple campuses will be

reported absent at their home base. (example: Nurses, Speech Therapists, etc.)

***Special Note: Due to the new time & attendance system, (Novatime),

leave will be converted from days to hours during the implementation process.

Leave Availability

o Monthly and Bi-Weekly Employees must be reported on separate supplemental pay reports.

o Leave reports must have approval signature.

o Preparer's name and phone extension must be provided on all reports.

o Employee ID#s need to be entered on all supplemental pay and weekly reports.

Please verify correct ID#’s prior to submitting reports.

o Weekly payroll 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.

o 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.

Payroll Tips/ Reminders

o 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.)

o 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.

o Request for Change in Employee Absence Report form must be submitted within 60 days of the absence to be considered.

More Payroll Tips/ Reminders

Reports & Forms

o Weekly Payroll Report (Report Absence(s) & Substitute Pay)

o Report of Supplemental Pay

o Request for Change in Employee Absence Report

o Request for Manual Check

o Direct Deposit of Payroll Checks

o Missed Punch Form (NOVAtime)

o Membership Drop form

o Change of Address

o W4 form

Information

o Employee Access Information

o Workday Calendars

o State & Local Sick Leave Flow Chart

o Table for Recording Absences Less Than 1 Day

o Substitute Rates for Long Term Positions

o Computation of Accumulated Leave

Payroll Information / Reports & Forms

Weekly Payroll Report

Substitute Rates for Long Term Positions

Report of Supplemental Pay

Bi-Weekly Payroll Time Report

Change in Employee Absence Report

Request for Manual Check

Employee Access Instructions & Information

*Pay date is normally the 4th Wednesday in the month*

2017-2018 Monthly Pay Dates (tentative)

Wednesday 08/23/17Wednesday 09/27/17

Wednesday 10/25/17Friday 11/17/17Thursday 12/21/17Wednesday 01/24/18Wednesday 02/28/18Wednesday 03/28/18Wednesday 04/25/18Wednesday 05/23/18Wednesday 06/27/18Wednesday 07/25/18Wednesday 08/27/18Wednesday 06/26/18

2017-2018 Biweekly Pay Dates (tentative)

Friday 08/11/17Friday 08/25/17Friday 09/08/17Thursday 09/21/17Friday 10/06/17Friday 10/20/17Friday 11/03/17Friday 11/17/17Friday 12/01/17Friday 12/15/17Friday 12/29/17Friday 01/12/18Friday 01/26/18Friday 02/09/18

Friday 02/23/18Friday 03/09/18Friday 03/23/18Friday 04/06/18Friday 04/20/18Friday 05/04/18Friday 05/18/18Friday 06/01/18Friday 06/15/18Friday 06/29/18Friday 07/13/18Friday 07/27/18Friday 08/10/18Friday 08/24/18

Laura Hasso, Assistant DirectorAndy Chavez, Senior Analyst

Main #: 210-554-8586

Logging In

Enter your ‘User ID’, ‘Password’ and click

Login

Timesheet Processor

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

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

Miss PunchA 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.

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

Transfer CodeEntering 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.

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

Recalculate Timesheet

Click on the Recalculate button to update changes to timesheet

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