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Payroll and Time & Labor Training Manual

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School District of Palm Beach County Accounting Services/Payroll

3300 Forest Hill Blvd, Suite A323 West Palm Beach, FL 33406


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Table of Contents

A. Introduction and Integration between Budget, Human Resources, Time & Labor & Payroll – pages 4 - 11

1. Work Groups 2. Work Schedules/Flexible Schedules 3. Groups

B. Time & Labor Overview – pages 12 – 15

1. Entering and Processing Time 2. Ways of Entering Time

C. Methods of Reporting Time – Who, What, Where, When and How?- pages 16 – 32

1. Timesheet a) Elapsed b) Punch c) Reporting for other activities d) Additional Time Reporting Tips

2. Rapid Time 3. Time Collection Device/TCD 4. Reviewing and Validating Your Time Entry 5. Changing Your Timesheet View 6. Reporting through Forms

D. Managing Exceptions (Errors) and Time Recorded via the TCD – pages 33 – 43

1. Managing Exceptions 2. Lunch Breaks 3. Workshop Reporting 4. Missed Punch Report form

E. Adjusting Time – pages 44 - 51

1. Compensatory Time 2. Prior Period Adjustments

F. Special Reporting – pages 52 – 55

1. Substitutes 2. Internal Accounts - Leases 3. Applying Schedules/Extra Activities Time

G. Approving Time – pages 56 – 59

1. Regular approval process 2. Post approval process

H. Time Collection Device (TCD) Enrollment – pages 60 - 61


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I. Miscellaneous – pages 62 – 74

1. Paycheck review/Paycheck Explained/View Print Pay Stub 2. General Benefits Information 3. Leave Balances/How is Leave Accrued 4. Payroll Combo Codes 5. Merit Pay 6. Deferred Pay 7. Salary vs Clocks and Not Exempt vs Exempt 8. Fair Labor Standards Act – FLSA 9. Jury Duty 10. Helpful Office Procedures 11. Banking/Direct Deposit questions

J. Reports & Queries – pages 75 – 79

1. General Payroll queries/Time & Labor queries – Employee Info 2. TCD queries – TCD 3. Gross & Fringe Report

K. Job Aids & PeopleSoft Portal – page 80 - 81


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Section A

Introduction

The purpose of this manual is to present and detail all activities related to Payroll and Time & Labor that you would carry out on a daily and/or weekly basis. The majority of your payroll and timekeeping activities are managed through PeopleSoft. Other activities are procedural in nature.

Integration between Budget, Human Resources, Time & Labor & Payroll in PeopleSoft

The District uses several PeopleSoft modules, such as Payroll, Time & Labor, Benefits, Budget, Workforce Administration, etc. These modules are separately processing sections of PeopleSoft which, when integrated with each other, provide a relational system that produces all of the human resources, benefits, payroll and financial data necessary to run the business operations of the District. Payroll cannot run for an employee if he or she does not have a job entered in PeopleSoft. We also cannot provide an employee with Benefits if they do not have a job. Therefore, it all begins with an employee being hired into a position created by Budget. Once hired, the employee is placed in a job, given Benefits, set up in Time & Labor and then processed through Payroll to receive a paycheck.

Before an employee can be placed into a job, there must be an active and approved Position in Budget. All regular jobs have positions and most temporary jobs do as well. If you are unsure if a position is required to enable you to report time, please contact Payroll or Budget and assistance will be provided. The HR related data entered in the Job Data pages at the time of Hire, Rehire, Transfer, Promotion, Demotion, and Termination, among other Job Actions, play a critical role in the Time and Labor module. The information entered in the Job Data pages controls the following:

1. The first day an employee can be paid through Time & Labor 2. Time & Labor Enrollment – Workgroup (how an employee gets compensated) 3. Duty Day Schedule 4. Groups for Time & Labor security and processing

For example, Calvin Custodian was hired on 7/15/2013 as a School Custodian as you can note from the screenshot on the following page of the Job Data page (specifically the Work Location page): Navigation: Workforce Administration > Job Information > Job Data > Work Location


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1. Effective Date, Sequence, HR Status and Payroll Status fields: 1. HR Status: this field denotes whether an Employee is Active, On Leave, on Leave with Pay,

Suspended, Terminated, Retired, etc. It is the status of the current Job record. 2. Payroll Status: this field denotes the payroll status of the current job record. Changes to this field

trigger Retro Pay or Final Check processing. 3. Effective Date: the Date an Action takes effect. For example, in the screenshot above, the Effective

Date of the Hire is “07/15/2013”. 4. Sequence: if various Actions take place on the same date, the Sequence number will indicate in

which order the Actions need to take place. 2. Job Indicator, Action, Reason:

1. Job Indicator: this field indicates whether this job is an employee’s Primary or Secondary job. 2. Action/Reason: these fields denote what type of changes are taking place for the employee’s Job

record. For example, in the screenshot above, the Action is “Hire”, and the Reason is “First Job” 3. Position Number, Company, Department, Location:

1. Position Number: this field denotes the Position to which the employee is assigned. For example, in the screenshot above, the employee Time Polgano is assigned to Position Number “10009419” (“Custodian”).

2. Company: this field denotes to which Company the employee is assigned. For example, in the screenshot above, the employee Calvin Custodian works for Company “PBC” (“School District of Palm Beach County”).

3. Department: this field denotes which Department the employee is assigned. For example, in the screenshot above, the employee Calvin Custodian works for Department “0421” (“Palm Beach Public”).

4. Location: this field denotes which Department Location. For example, in the screenshot above, the employee Calvin Custodian’s Location is “0421” (Palm Beach Public”).


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Looking at the next page in the Job Data page group, the Job Information page, you will notice that this position is for a Regular employee, with Work Period of 260 Days (Duty Days), a Standard Hours of 40 hours a week, and a FTE (Full Time Equivalency) of 1.0. This means that the employee is working 40 hours a week (Full Time), on a year round Duty Day schedule, and is a Regular employee (not a Temporary employee). Navigation: Workforce Administration > Job Information > Job Data > Job Information

1. Regular/Temporary and Full/Part fields: 1. Regular/Temporary: this field indicates whether an employee is a Regular or a Temporary employee.

For example, in the screenshot above, the employee Calvin Custodian is a Regular employee. 2. Full/Part: this field indicates whether an employee works Full-Time or Part-Time for the School

District. For example, in the screenshot above, the employee Calvin Custodian works Full-Time. In other words, he works 6.0 or more hours per day.

2. Standard Hours, Work Period, and FTE fields:

1. Standard Hours: this field indicates the Standard Hours an employee works. For example, in the screenshot above, the employee Calvin Custodian works Full-Time.

2. Work Period: this field indicates the time period during which employees must complete their standard hours. For example, in the screenshot above, the employee Calvin Custodian is assigned a 260 Duty Day Work Period.

3. FTE (Full Time Equivalency): this field indicates the percentage of full-time work that an employee should normally work in this job. For example, in the screenshot above, the employee Calvin Custodian has a FTE of “1.0”, which means that he works 100% of his standard hours in this job.

3. FLSA Status field:

If you click on the arrow next to the small American flag at the bottom of the page, it will open the field. In the FLSA Status field it will show whether the job is “Exempt” or “NonExemptOT”. Employees who are exempt do not earn overtime in accordance with Fair Labor Standards rules. This would most typically be


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teachers, principals, administrators, etc. Employees who are non-exempt are overtime eligible in accordance with Fair Labor Standards rules. This group includes but is not limited to bus drivers, custodians, paraprofessionals, school secretaries, school food service workers, school police officers, and others. In the screenshot below, this information is displayed. For further information, please read the following document – “Fair Labor Standards Act (FLSA) “Things to Know” which is housed on the Payroll website at http://www.palmbeachschools.org/accounting/Payroll.asp

When you click on the Employment Data hyperlink, at the bottom of the Job Information page, staff in Human Resources/Compensation will be taken to the Employment Information page, where they can access a link to view the Time and Labor enrollment. Payroll staff members have access to this page from another menu option since the information is typically ‘owned’ by the Payroll group. Navigation: Workforce Administration > Job Information > Job Data > Job Information

On the following page we have displayed the content of the Time Reporter enrollment page. This section on the employee’s Maintain Time Reporter Data is strictly for Information Purposes Only. Current security does not permit access to this page.

In the Maintain Time Reporter Data page (on the following page), you will notice that the employee is enrolled in the Workgroup “NCF&O-B” as of 07/15/2013, is Active and is a Punch Time Reporter. For those using the Time Collection Device (TCD), the only option is “Punch”.

http://www.palmbeachschools.org/accounting/Payroll.asp


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1. Effective Date, Time Reporter Status, Send Time to Payroll, Time Reporter Type fields: 1. Effective Date: this field indicates as of what date the employee is enrolled in a particular Work

Group, or what date any change takes effect, which affects time reporting for the employee. For example, in the screenshot above, the employee Calvin Custodian is enrolled in the “NCF&O-B” Workgroup and is Active as of “07/15/2013”.

2. Time Reporter Status: this field indicates whether a time reporter is Active or Inactive. For example, in the screenshot above, the employee Calvin Custodian’s Time Reporter Status is “Active”. If status is ‘Inactive’ you will not see them on your Timesheet summary page.

3. Send Time to Payroll: this field, if checked, sends this time reporter's payable time to Payroll. 4. Time Reporter Type: this field indicates whether a time reporter type is Elapsed or Punch. 5. TCD Group: this field indicates which TCD group the employee is enrolled in (worksite); in this

case it is PBP – 0421 for Palm Beach Public.

2. Workgroup field: this field identifies the default Time Reporting Code program, time reporting period, holiday schedule, rule program, and other information that the system uses when processing reported time for the employee.

When Human Resources hires an employee into a position and creates a job, an automated job runs which ‘enrolls’ them into Time & Labor. The information in the Maintain Time Reporter Data page is critical to Time and Labor tracking, input and processing. The Effective Date here determines the first day that the employee can be paid through Time & Labor. The Effective Date and the Active Time Reporter Status determines when an employee is able to be processed in T&L (Time and Labor) and the Send Time to Payroll flag allows all payable hours to progress to Payroll. If this flag is not checked, the hours will not transition to Payroll for payment.

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A1 - Work Groups What is a Workgroup and why is it important? A workgroup drives how the employee will be compensated. ** Note: This does not include Pay Rate. ** In the previous screen shot example, the employee Calvin Custodian is assigned to Workgroup “NCF&)-B”. The District generally groups employees in workgroups associated with their Bargaining Unit, since contract language frequently determines how they are paid. Employees who work in multiple jobs of which one of more are overtime eligible will be grouped into the same workgroup as their primary job for the purposes of calculating overtime. For instance, if you have a School Treasurer in a regular job that also has a clerical job with an After School program, both jobs will have ‘AESOP’ as the workgroup. This allows proper overtime processing when the employee works more than 40 hours combined in both jobs in one week. For instance, for members of the Bargaining Unit FPSU (NCF&O), they are the only group that allows overtime to be paid if employees use Paid Leave during the 40 hour work week. The Workgroup determines the following:

1. Comp Time Eligibility 2. Overtime Calculation (which hours make up the 40 hours to reach Overtime) 3. Holiday Schedule 4. Work Schedule Default (All Schedules will be assigned at the employee level) 5. Rounding Rules 6. Defaulted Time Reporting Codes (TRCs) for the Time Clock Data – “REG” vs. “RGR” (when implemented) 7. Other Time and Labor Rules 8. Defaulted Time Reporting Codes (TRCs) displayed on the Elapsed Timesheet

A2 - Work Schedules This section on the employee’s Work Schedule is strictly for Information Purposes Only. Current security does not permit access to this page. On the Job Information page, from the Job Data page group, the employee Calvin Custodian’s Work period was 260 (year round) Duty Days, and he was assigned a Full Time position.

For instructional purposes we will navigate to the Assign Work Schedule page.


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In the Assign Work Schedule page, the duty day schedule for the employee Calvin Custodian is 260 duty days, and he works 8 hours per day (Standard Hours = 40). He is also a non-exempt (overtime eligble) employee. The Effective Date here is the beginning of his schedule for the current year shown. PeopleSoft automatically assigns the employee his/her Work Schedule.

Although the Duty Day Schedule does not determine if the employee gets paid (this comes from JOB DATA), it is extremely important that Scheduled hours appear in Time and Labor on an employee’s Timesheet. These hours are used for reporting purposes (to report absences) and also to calculate Overtime / Comp time for non-exempt employees. If you see an employee is missing a schedule (ZERO hours of scheduled time on the Timesheet), or is on the wrong schedule (daily hours do not match what you expect the employee to be working), it is important to notify Payroll immediately.

Flexible Schedules – EMPLOYEES SHOULD NOT BE ASSIGNED TO ALTERNATE WORK SCHEDULES WITHOUT APPROVAL. For instance, an employee is hired into a 20 hour per week, 5 day per week, and 4 hour per day position. This employee’s schedule will reflect 4 hours per day for Monday through Friday. During the periods when year round employees are subject to the Four Day Work Week schedule, this employee’s schedule will change automatically to 4 days at 5 hours per day for a total of 20 hours. Schools and departments who wish to provide an employee with an alternate work schedule or a ‘flexible’ schedule will be required to have this approved through a process designed for this purpose. Please see bulletin P-12794-CAO/COO-Flexible Work Schedule Request for full instructions in this matter. Once approved, the form will be routed to Payroll to set the employee up on an alternate schedule. This will avoid any undue overtime or extra straight time to be paid to the employee. Should you fail to follow procedures, the school or department will be responsible to cover any funding shortages.


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A3 - Groups

Employees are dynamically added/subtracted into and from groups based on their Department (DEPTID). In the Job Data page group, under the Work Location page, the employee Calvin Custodian is assigned to Department ID ‘0421’ (Palm Beach Public). Therefore, the employee will be assigned to Time Reporter Group ID ‘0421’ (Palm Beach Public) for Time & Labor purposes.

Employees are grouped together based on the Department ID and their Status in Time & Labor. At the School sites, the Principal is the only employee excluded from the group list. In the Departments, Directors and Chiefs are excluded. They will appear in the Area Superintendents group, or higher level in the Department Tree.


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Section B

Time & Labor Overview Please refer to the diagram below which details an Overview of the Time & Labor Process:

Time and Labor Overview

1. Time Reporting Sources:

· TCD (Time Collection Device) external with 10

minute updates in PeopleSoft

· Rapid Time (original/adjustments in

PeopleSoft

· Timesheet (original/adjustments in PeopleSoft

Employee

Schedule

(based on Job Data)

Successful processing

through Time Admin

creates “Payable Time”

3. Time

Administration

(TA)

5. Timesheet Approval

6. Payroll Processing

2. and 4. Exception:

· Review exceptions immediately following

initial time entry

· Resolve Errors from prior Time

Administration processing

· Review/add hours worked beyond

schedule. Make adjustments or accept

for TA processing

· Make adjustments related to TRC

classification

Completing a time-

sheet generates

“Reported Time”

General Steps

1. Employees report work hours via various methods of entry.

2. Timekeepers will review the Exceptions page.

3. Time Administration (TA) runs periodically processing all reported activities.

4. The next day Exceptions from the Time Administration will be reviewed,

corrected and submitted a second time for TA processing. This step will be

reported until the transaction is successfully processed by TA.

5. Approvers review and approve employee time.

6. Approved time information is sent to Payroll for payment processing.

B1 – Entering and Processing Time Please refer below to the steps involved in Entering and Processing Time:

1. Time Administration Process: Payroll runs the Time Administration process every two (2) hours. The Time Administration process analyzes all data entered or captured, and creates Payable Time and Exceptions (i.e. Errors).

2. Reviewing Reported Data: Each day, the Payroll Contact should review time worked and reported absences previously entered or generated through the Time Collection Device (TCD). This can be done with online reports or developed queries.


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3. Daily Reported Absences and Substitute Hours: The Payroll Contact continues entering daily reported absences as needed and reports hours worked by Substitutes.

4. Managing Exceptions (i.e. Errors):

View and manage Exceptions (i.e. errors) created through Time Collection Device (TCD) transactions.

5. Repeating Process (Steps #1 through #4): Process repeats daily until end of Time Reporting Period.

6. Timesheet Approval:

Timesheet Approval completed at the end of the Pay Period.

7. Payroll Processing: Time loaded to Payroll for processing.

Regarding Exception Time, Payroll Contacts will oversee the input and collection of all employees’ regular attendance exceptions and additional time worked for biweekly periods.

B2 – Ways of Entering Time

Time will be entered and/or collected in a variety of ways.

1. Timesheet – Elapsed: 1.1. When employees are absent during the current time reporting period, you must record time

exceptions for employees that report in sick, on annual leave, jury duty, etc. 1.2. The Elapsed Timesheet applies generally to Exempt employees.

2. Rapid Time: 2.1. This allows you to quickly enter time for an individual or multiple employees, specifically Substitute

teachers. Enter data as accurately as possible as there are limited validations and edits. During the validation process, the system will check all the time reporting data entered. This should be validated by you on the Timesheet which is where this data is fed.

3. Time Collection Device (TCD):

3.1. Hours reported for non-exempt and certain hourly employees are captured through the District’s Time Collection devices. The data is then loaded to the Punch Timesheet page.

3.2. The Time Collection Device is used by non-exempt employees (those level 16 and below and other hourly workers, such as tutors, afterschool workers, adult/community education teachers, etc.)

4. Forms:

4.1. Time & Attendance and other infrequent payments that cannot be recorded in PeopleSoft must be submitted to Payroll for processing using Form PBSD1767 and PBSD0121, available through the District Main Home Page http://www.palmbeachschools.org by clicking on the Forms & Records section, then clicking on the Forms button, and entering the Form Number (i.e. 1767) in the field from the Search Page. Please refer below to the screenshots of Forms PBSD1767 and PBSD0121.

4.2. Form PBSD1767 – Miscellaneous Employee Payment – this form is used to report payments that cannot otherwise be reported in PeopleSoft. Refer to the ‘Payment Processing Guidelines’ job aid for how to report.

4.3. Important – It is critical that before you have any employee work in a capacity that is outside a job set up by Human Resources that you contact Payroll or Human Resources. Schools and Departments should never negotiate a flat rate of pay or an hourly rate of pay

http://www.palmbeachschools.org/


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PRIOR to work being performed. The Division of Human Resources provides compensation rates for several temporary jobs on their website. ‘Rule of thumb’ – refer to the ‘Payment Processing Guidelines’ job aid. If you do not find the work activity on the list OR you are not sure, contact your Payroll Analyst BEFORE the work is performed. You may also call HR/Compensation and they can assist with the rate. Once approved, be sure you include this information on the form when you request payment.

4.4. Form PBSD1767 must be signed by the principal or the area office if a principal is not assigned.

4.5. Form PBSD0121 – Payroll Time and Attendance Correction(s) Report – worksites have access to the current period and one prior period. Time not reported or time that needs to be adjusted prior to this four week period must be submitted on a time and attendance correction form. Please be aware that we may also request this form in situations in which hours are not reported timely and on demand checks are requested. This is for audit reasons.

The purpose of the upper section of the form as shown below, is to report absences not previously reported or to adjust previously reported time:


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The lower section of the form is for reporting of hours on temporary jobs and for signature:


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Section C

Methods of Reporting Time – Who, What, Where, When and How?

C1 - Entering Time and Labor – Timesheet Summary

This page displays all active jobs for any employee who is assigned to your work location/department. The automatic default on the page is by last name, descending. Employees who have multiple job records at your work location will have as many timesheet records as they have job records. You may sort this page on any field where an arrow is next to the description. Site Secretaries will not be able to report their own time and therefore will not see themselves on the group summary list. The backup Timekeeper for that School/Department or the Area Office secretary will enter his/her time. The Site Administrator will approve the time. Additionally, the principal or department head that approves your location’s records will not appear on this group summary list. He or she will report their absences to their immediate supervisor for data entry and subsequent approval. For instance, in a school center, this would be reported to the Area Office/Superintendent. In order to ensure proper segregation of duties for audit purposes, timekeepers/payroll contacts are not authorized to approve time. Principals and department heads approve time and they are not permitted access to enter time or attendance. If Human Resources has just created a job for an employee, an automatic process must be run to ‘place’ them on your timesheet summary page. This was previously discussed in the first section of the manual. This process is on a schedule. If HR has advised that they have set up a job, you will need to wait at least one hour before you are able to report time on their timesheet as the job record will not be displayed on the summary list. Once the scheduled job has run, you may select the record for reporting or time management. ** Note: If you or your Principal see an employee who is no longer at your location on your Timesheet list, that indicates they are still active in Job Data in Human Resources. If you have sent the appropriate paperwork/job action to Human Resources, it will more than likely take time to process, so until the job is actually terminated they will continue to get paid. Please enter hours on the timesheet as WOP (without pay) to prevent undue paychecks AND contact your Payroll Analyst to have the check ‘turned off’. If amounts are due the employee as a result of a mid period termination, it is always easier to issue a supplemental check than it is to collect an overpayment. We appreciate your attention to this situation as it helps prevent overpayments to employees. ** Navigation: Manager Self Service > Time Management > Report Time > Timesheet

The above navigation will bring you to the Report Time – Timesheet Summary page shown on the following page:


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Step Action

1. Enter Time Reporter Group ID (i.e. Location #) or EMPL ID #

2. Click on the Get Employees button

3. Select an employee from the summary list by clicking on the name (hyperlink). This will take you to the employee’s elapsed or punch timesheet.

C1.a – Elapsed Timesheet The elapsed timesheet page provides a means to report hours in total. Elapsed time reporters are typically exempt (do not earn overtime) employees. For example, an employee is absent for 7.5 hours due to illness. You will enter 7.5 hours of sick leave ‘in total’ for a date. It also allows the reporting of total hours worked, again, for example, a substitute reports to your school and you report 6.5 hours of time worked. On the contrary, employees who are ‘punch time’ reporters will have their time managed on a ‘punch’ timesheet rather than the elapsed timesheet.

1

2


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When you select an employee, these actions will bring you to the Timesheet page. This page defaults based on the Time Reporter Type – “Elapsed” or “Punch”. If “Punch” displays, you may click on the blue hyperlink to access the Elapsed Timesheet page as shown in the example below.


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The elapsed timesheet page will display as shown below. For employees who do not use the TCD to report their time, the elapsed timesheet page will automatically display. For instance, teachers will default to the elapsed timesheet page. To report absences, please follow the steps on the next page:

Step Action

1. Click on the ’Leave and Compensatory Time Balances’ link to view available Sick/Annual/Comp Time leave balances. (After reviewing balances, you may click the small down arrow to hide the details.) ** Note: Employee leave balances displayed on the timesheet page are shown in real time. **

2. The current date will default in the date field. Select the first date of the reporting work week to be updated/corrected. This will always be a Saturday. (if you selected by ‘Calendar Period’ for your view, it will display the full calendar/time period.)

3. Click the small circular arrows to refresh the dates on the Timesheet.

4. Click the apply schedule button. The hours by schedule date will default.


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To Enter the Jury Duty and Sick Leave Absences as noted in the screenshot on the previous page, please take the following actions:

Step Action

1. Click to add a new row at row 1 using the ‘add’ button. Click the Time Reporting Code list and select the code “REG – Regular Earnings”. NOTE: Most employees will have three rows for time entry. If additional rows are needed, click the plus button. Additionally, if the user clicks the Apply Schedule button before adding all the time details, they must click the plus button for more row(s).

2. Click in the Tuesday field in the added row and enter "7.5" in the new row.

3. Click the Time Reporting Code list and click an entry in the list. For this example we will select “JUR – Jury Duty”. In row 1, ‘REG’ – Regular Earnings, space out the hours on Tuesday.

4. Click to add a new row at row 2 using the ‘add’ button again.

5. Click in the Friday field in the added row and enter "3.75" in the new row.

6. Click the Time Reporting Code list and click an entry in the list. For this example we will select “SCK – Sick Leave”.

7. Click in the Friday field for row 1, “REG – Regular Earnings” and change 7.5 hours to 3.75 to balance the scheduled hours for the day.

8. Click the Submit button. , and then on the “OK” button .

Employees are allowed to use portions of days as absences. Employees may use time in no less than quarter hour increments. For instance, Teacher Jones needs to take half a day of sick leave for a doctor’s appointment. You will:

Step Action

1. Click apply schedule button.

2. Click the Add a new row at row 1 button. In new row enter Attendance Exceptions in hours. In this example, employee was reported ‘SCK” for 3.75 hours on Wednesday.

3. Select correct TRC for Attendance Exception (listing of eligible attendance exceptions is included in Section J) – “SCK”.

4. Edit Regular hours (‘REG row”) for date of attendance exception to 3.75 from 7.50

5. Click the Submit button.


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The page below, Timesheet, appears after exceptions entered:

C1.b Punch Timesheet Time collected through the Time Collection Devices (TCD’s) will be displayed on the punch timesheet page. Procedures to manage the time collected through the TCD’s are included in section ‘D’ of the manual. To enter absences for employees who are ‘Punch’ time reporters you may do so using one of the following two methods:

A. Access the employee’s timesheet. If the employee is a punch time reporter, remain on the punch timesheet page. If the absence is for the full day you may enter the absence in the field by day of week. You do not need to add a row; use the one for the date of absence. For instance, the employee did not punch in and out for one day and reported ‘Sick’ – Sick Leave - you would enter 8.00 hours in the quantity field and click the Time Reporting Code list; select ‘SCK’ Sick Leave; click submit to save

B. Use the hyperlink at the bottom of the page to go the elapsed timesheet page. DO NOT CLICK APPLY SCHEDULE BUTTON. Enter absence data for the date of the week employee did not report following the steps for an elapsed time reporter.

Punch timesheet employees may also need to have time reported for partial days. Once payable time for the day has been generated you will add a row to the date using the add row button and enter the absence type in the TRC drop down field. Then enter quantity of hours in the quantity field. It is important to note that payable time will be discussed in a later section.


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Employees who have requested an absence for any purpose should complete Form PBSD0032 Leaves/TDE. Forms should be signed by the employee and the Principal/Director. Such forms are available through Forms on the District website.. Original forms should be maintained at the worksite location for a period no less than three (3) years in accordance with District Records Retention requirements. For additional information please access information on the District website at: http://www.palmbeachschools.org/records/documents/RecordsRetentionSchedule.pdf

C1.c - Entering Additional Activities Employees may perform other work activities from time to time and are paid per contract. This time is reported on the primary job and does not require a position or job. For example, you have a teacher who attends a mandatory workshop on a Saturday and is paid from special funding. Other types of activities or assignments include work outside the classroom, extra duty days, planning periods, etc.

Step Action

1. Click the ‘Apply Schedule’ button (this is critical, see section C1.d. Click the Add a new row at row 1

button. In new row enter the TRC for Workshop for instructional employee – “WSH” and the hours entered on the date attended. You will be required to enter ‘REG’ as the TRC on row 1.

2. Select the correct Combo Code for payment (see reference document on Payroll Combo Codes).

3. Click the Submit button.

The page below, Timesheet, is displayed after additional work activities are submitted with combo code information shown below:

http://www.palmbeachschools.org/records/documents/RecordsRetentionSchedule.pdf


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C1.d - Additional Time Entry Tips

1. Hours entered for a day must equal an employee’s Scheduled Hours. 2. Do not enter in increments less than .25 (quarter) of an hour; enter in quarter hour increments only.

For example, 6.30 is NOT 6 ½ hours, this should be entered as 6.50 hours. 3. Do not enter zeros – blank out all fields or delete rows using “-“(minus sign) button if no hours are to

be reported. 4. When entering partial day absences, you must add a row and enter ‘REG’ as the time reporting code.

For instance, a 7.5 hour teacher went home sick half day, enter 3.75 hours SCK – Sick Leave and 3.75 hours on the new row as REG – Regular Earnings. If they are a punch time reporter and they have partial day absences, DO NOT enter the REG hours.

5. Make sure that what you have entered on the Timesheet is what you intended to enter. Use Payable Time Summary or queries in the Timekeeper’s or TCD Checklist Make sure that you have entered the proper funding – payroll combo code; any additional

activity such as workshop, work outside the classroom, extra duty days must be offset to an alternate payroll combo code or it will result in charges to the incorrect funding source

Ensure the Time Reporting Code (TRC) is what you intended otherwise the rate of pay could be incorrect.

6. Please check the Empl Rcd Nbr (Employee Record Number) and use the one associated with the employee’s job for which you are entering hours or absences. If an employee accidentally reports at the TCD on the wrong job, contact your Payroll Analyst before any action is taken. They will assist in the moving of punches from the incorrect job to the correct one.

7. When entering Rapid Time, the Empl Rcd Nbr (Employee Record Number) defaults to record ‘0’ (zero), but it may not always be the employee’s job for which you wish to enter Time or Exceptions. Substitute entries should be validated on the timesheet page as discussed later in Substitute Tips.

8. Make sure you are using the “Apply Schedule” button on the Timesheet when paying additional hours to those employees who are NOT using the Time Collection device (TCD). This is extremely important to ensure accurate leave accrual.

9. If you have a year round employee who works on a holiday, they should punch ‘in’ and ‘out’. In order for the payable time to be correctly generated, you will need to enter the employee’s scheduled hours for the holiday worked. For instance, you have an 8.00 hour custodian who worked 6.00 hours Labor Day. You will access the punch time sheet and add a row for the date hours were reported. Select TRC ‘REG’ and enter 8.00 hours quantity and submit.

10. We are frequently asked “Why are days in the timesheet ‘blued out?” or ‘Why is there a different job description?” when an employee starts in the middle of the time period. To open up these fields, change your view to “By the Day” in the view by field and put in the start date of the job in the date field. Click the “Refresh” button. The fields will open up and you will be able to enter the hours.

11. When in doubt, follow the document ‘Payment Processing Guidelines’ to ensure you are using the correct format to submit time or payment requests. This document is available on the District portal page to PeopleSoft under Job Aid section. If you have payments to be made that are not addressed, contact Payroll BEFORE employees begin to work. You should make sure that work performed is paid at a rate appropriate for the work performed. For example, teachers should not be paid their teaching hourly rate if they work as a custodian for a lease. HR/Compensation provides direction on compensation rates. Rates for typical jobs are posted on their website and should be consulted before work is performed. If you do not find what you may be looking for on their website, please contact their offices. http://www.palmbeachschools.org/compensation/index.asp

http://www.palmbeachschools.org/compensation/index.asp


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C2 – Time and Labor – Rapid Time The Rapid Time page enables you to quickly enter time for an individual or multiple employees. Enter data as accurately as possible. Online edits or rules will be applied during data entry, however, such edits or rules are limited. We suggest the use of the regular timesheet page to report substitutes but for those who prefer to use the rapid timesheet page, it remains an option. During the validation process, the system will check all the time reporting data entered and timekeepers are strongly encouraged to validate all data on the Timesheet which is where this data is fed. To enter time for Substitutes using Rapid Time (you may choose to enter Substitutes on the Elapsed Timesheet if you wish) Navigation: Time and Labor > Report Time > Rapid Time

The above navigation will bring you to the page below:

1


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1. Click on the “Add a New Session” tab.

The Report Rapid Time page below will appear:

* Note: The system initially displays the session number – 9999999999 until the page is saved. Then the system automatically assigns a unique session number. **

Step Action

2. Click in the “Description” field and enter an identifying description.

See steps on following page.

*

*

2

3 4 5 6 7 8


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Step Action

3. Click in the EmplID field and enter the Employee ID number for the employee you are entering time.

4. Select the correct EMPL Rcd Nbr (Employee Record Number).

5. Click the Date field and enter the date in which you are entering time.

6. Click in the TRC (Time Reporting Code) field and enter “REG” for Regular work hours.

7. Click in the Quantity field and enter the number of hours the employee worked.

8. Click on the Look up Combo Code button (magnifying glass).

The Look Up Combo Code page will appear:

Step Action

9. Enter the location number in the Combination Code: begins with field and a list of location specific combo codes will be listed. Click on the appropriate combo code link and the system will automatically populate the field and take you back to the “Rapid Time” page.

10. In the “Rapid Time” page, click on the “Submit” button. The system will give you a Session Number. Always write down this number for future reference. Click on “OK”.

***Note – If you use the ‘Save’ button, you may continue to do so but this will only save your work. You must click the ‘Submit’ button to send it to the timesheet for processing.

9


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C3 – Collecting Time through Time Collection Device/TCD For full information and guidelines regarding the Time Collection Reimplementation effort please read bulletin: P-13115 CAO/COO Automated Time Collection Devices (TCD’s) Certain employees who are working in non-exempt/overtime eligible will report their time through the use of a Time Collection Device or TCD. Time reported through the TCD will be captured on the Punch Timesheet. For employees whose jobs are designated as ‘Punch’ time reporters, their Timesheet page will automatically default to the punch time format. Once time is reported and processed through Time Administration, ‘Exceptions’ or errors may occur. These will require resolution. You will find the steps to resolve in Section E – Managing Exceptions (Errors!). Below you will see three screenshots of an example of a Punch Timesheet for a time reporter. The page is a wide page which requires using the scroll bar at the bottom of your screen. Also, when the page is displayed in calendar period mode, the page may also scroll within itself. Make sure that you note this when you are viewing this page. Various fields include:

Date In and Out Punch Fields TRC – Time Reporting Codes Billable Indicator – used to bill for lease agreement work TCD location – where the employee punched in or out (TCD ID) Source of punch – whether the employee recorded or the timekeeper entered data or corrected Combo Code field – to direct funding if needed Notes field (comments) – the ‘cloud’ – area to document any transactions entered for audit purposes

Absence reporting is included in section C1.b and all other management procedures related to time collected through the TCD’s are in Section D.


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C4 - Reviewing and Validating Your Time Entry

Reviewing what you have entered and what has been captured through TCD’s is essential to produce accurate paychecks. For example, if you have accidentally entered 1.00 hour and intended to enter 10.00 hours, and an employee is underpaid, you must correct it or Payroll must be notified. If you enter the incorrect Combo Code (i.e. Funding), it will later result in Budget and Financial data transactions that will need to be researched and resolved. Employees may fail to punch ‘in’ or punch ‘out’, and time doesn’t process for them. You will view the time that processes after Time Administration runs. As discussed briefly in the Introduction and the Time & Labor Overview Sections, Time Administration is the major process that runs every two hours to collect all the data entered to produce payable time. When they occur, “Exceptions” (or errors) are also produced during this process, and must be resolved for employee time to be paid. To ensure you have not missed anything, we have created a “Timekeeper’s Checklist” and a “TCD Checklist”. These checklists are quick reference tools that walk you through all the steps needed to perform your timekeeping activities in PeopleSoft. These are located on the PeopleSoft Portal page. In referencing the checklists, after you have completed Steps 1 through 8, you are in the Validation Stage. Validation requires that you run certain on-line reports or developed queries or you will view time in Payable Time Summary. Steps to run queries and viewing Payable Time Summary will be discussed later in the manual.

Once you have completed entering all data and have validated what was input, you are ready to have your time approved by your Principal or Director.

Timekeeper’s Checklist This checklist is a quick reference tool that walks you through all the steps needed to perform your timekeeping activities in PeopleSoft.

TCD Checklist

Quick reference guide to managing time collected through the TCD.

Please note: The Time and Labor pages will be unavailable while Payroll is processing District checks. Time entry will become available for the next time period on Wednesday morning of payroll week.


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C5 – Changing Your Timesheet View

To change your Time Reporting Preferences, please navigate to the Time Reporting Preferences page. Please note that this is a one-time setup change. Navigation: Self Service> Time Reporting> User Preferences

Step Action

1. Change the Default Timesheet Display from “Weekly” to “Time Reporting Period”.

2. Change the Start Day of Week from “1-Monday” to “6-Saturday”.

The screenshot below is what your page will look like after completing the above steps.

1

2

3


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Step Action

3. Click the Save button.

Your timesheet default view will now be for the entire current calendar period, as you can notice from the screenshot above. However, you can always change your view temporarily to “Week” or “Day” by changing the “View By” field and clicking on the “Refresh” arrows.

For information, the District’s workweek begins on Saturday of each week at 12:00 midnight and ends the following Friday at 11:59PM.


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C6 – Reporting through Forms Not all time worked can be reported through Time & Labor in PeopleSoft. Flat amounts cannot be reported on line. Time that cannot be reported through Time & Labor must be reported using one of two forms in Form – Miscellaneous Employee Payment (PBSD1767), or for Time & Attendance corrections, use Payroll Time & Attendance Correction (PBSD0121). Screenshots of these forms are presented in Section B2 – Ways of Entering Time, in this manual. The list of time that cannot be reported through Time & Labor is as follows:

1. Game: internal account activities reported with flat amounts. 2. Bonuses: generally paid through departments, but may include other bonues

3. Planning Periods: Elementary Schools only

4. Workshops: Non-Instructional

5. Substitutes who work at your location but are funded through other sources – ESE or Labor Relations

(information is sent to these departments for their approval to be entered) The “Payment Processing Guidelines” quick reference guide (located on the PeopleSoft Portal), includes every type of payment and how to process them. The form is continuously updated as rates are changed or new codes are added. Extra Tips for reporting through Form –

1) Please do not submit requests to Payroll for lump sum payments for stipends. Contract language precludes the payment of lump sums. Payments are based on hourly rates determined by the nature of the work. For instance, the mandatory workshop rate paid to teachers is $23.50 per hour by contract. For example, do not submit a request to pay a flat sum of $1,000.00 to Teacher Jones for a workshop she attended. Workshop payments should be entered on timesheet by date using the appropriate TRC – WSH in this case. Enter combo code information to ensure accurate funding charges. When in doubt, reference the ‘Payroll Processing Guidelines’ document or call your Payroll Analyst BEFORE the workshop takes place if you have questions.

2) Hours should be entered by day on Form PBSD1767; enter appropriate combo code. 3) Please enter the correct Employee Record # in the field titled Job # on Form PBSD0121; comments or

reasons should ALWAYS be included. Do not leave blank. 4) Use Form PBSD0121 for corrections to Time & Attendance only when it is previous to one prior period. You

have access to one prior period. (see Section E on Adjusting Time – Prior Period) 5) Do not hold payments to employees covering a wide span of dates. We realize that employees occasionally

want to receive a large lump sum for additional work for personal reasons, but this is a violation of labor laws. Hours or payment amounts should be paid as employees work. This can also impact your budget if you wait to pay hours worked that occurred in a previous Fiscal Year. You could now encounter a closed budget line and need to move money from another source that you may not have. Should this payment require setting up a position and a job, this must be done first to avoid delaying payment to the employee.


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Section D

Managing Exceptions (Errors) and Time Recorded via the TCD

D1 – Managing Exceptions A critical component of the Time Collection Device (TCD) Implementation is the management/resolution of Exceptions. Exceptions are classified into one of the three severities: Low, Medium, and High. The Payroll Contact/Timekeeper will be responsible for resolving the following three Exceptions: TLX01540, PB_ORDER and PB_HOURS. Please refer to the table below for a brief description of these Punch Time Exceptions:

Exception Severity

Allowable

Description

TLX01540 High No More than 24 hours reported. Example: Employee Clocked In and Didn’t Clock out for the Job/Day.

PB_ORDER High No Invalid Punch Order. Example: Employee has two consecutive IN or OUT Punches per day per Job (Employee Record).

PB_HOURS High Yes Excessive Hours Reported (between 14 and 24 hours). Example: Employee has more than 14 hours per Job/Day (this is an exception which can be Allowed).

High Severity Exceptions that remain un-resolved will prevent payment for the employee for the Date Under Report (DUR). Low Severity Exceptions are considered alerts/notifications, which can be Allowed. Low Severity Exceptions will NOT prevent payment. Note: Extra care should be taken when correcting ‘punches’ on the timesheet page. When punches are moved from ‘out’ to ‘in’ or vice versa, make sure duplicate punches do not remain in any of the fields. This frequently occurs when timekeepers use copy and paste. Punches left result in failed instances of Time Administration which must be resolved and a restart of the process is required. Manage Exceptions by Group

When managing Exceptions by Group, there are Dynamic Group IDs that have been created. For example, Food Service Group IDs have an “F” preceding the Department ID (i.e. “F0021”). After School Programs have Group IDs with an “S” preceding the Department ID (i.e. “S0561”). Effective 7/1/2010, employees who work in the School Food Service program will have their absences entered and time managed by the central School Food Service Department. Please see bulletins P-13541-COS/COO – Food Service Staff Time Reporting and P-14655-COO-SFS Payroll/HR Functions for School Food Service Employees for additional details.


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Please refer to the two screenshots below of the Food Service and SACC Group IDs:


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In order to Manage Exceptions, please find below the navigation to Exceptions page: Navigation: Manager Self-Service > Time Management > Approve Time and Exceptions > Exceptions

Step Action

1. Enter the Time Reporter Group # for which you would like to review/resolve exceptions.

2. Press the Get Employees button to review the exceptions for the employee.

3. Get Employee Exception and identify Root Cause.

4. The following are Punch Time Exceptions:

1. TLX01540: More than 24 hours reported

2. PB_HOURS: Excessive Hours Reported (between 14 and 24 hours) - Allowable

3. PB_ORDER: Invalid Punch Order

Enter Time Reporter Group #

High Severity Exceptions, which are Allowable Time Reporting Scenarios, can be checked as Allow(able).


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Manage Exceptions By Group – More Details

In order to review greater details about an Employee Exception(s), you can click on the “Details” tab in the Exceptions page, as shown in the screenshot above.

IMPORTANT - Punch time cannot be corrected on the manage exceptions page and must be managed on the punch timesheet itself. Therefore, you may work in one of two ways: 1) open two windows and copy and paste employee ID#’s from the exception page to the timesheet page or 2) print the exceptions and work from the printed page to the timesheet. Because this page is considered to be a scroll within a scroll page, it is not easy to use screen print. Instead, you may download the page to Microsoft Excel. Go to the blue bar titled:

Exceptions and find the small square that looks like a graph sign. . The data will open into Excel format which can then be printed and used to work from.

Adjusting Punch Time

This sub-section will detail how to adjust Punch Times for the following Exceptions: More than 24 hours Reported, Excessive Hours Reported, and Invalid Punch Order.

** Note 1: You cannot delete punch times generated by the TCDs; however, you can re-adjust Punch Times; this can be done by moving an ‘in’ punch to the ‘out’ field or vice versa or from one job to another if employee punches in incorrectly on the wrong job. You can only remove a Punch if the employee has two consecutive ‘In’ Punches in the same day (ie. 8:00 AM and 8:01 AM, and you can delete the 8:01 AM punch). This would indicate the employee clearly made a mistake and did not hear the beep or see the display message of a positive recording of the punch. **

Click on Details Tab


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** Note 2: You cannot automatically dock an employee’s pay. In case an employee has not completed his/her scheduled hours, as in clocking in late and clocking out early, you can take the following actions, but must notify the employee first:

1. The employee can make up the time during the week if notified early to do so and the work site approves

2. The employee may use leave: if the employee has Comp Time available, then enter Comp Time Time Reporting Code or you may then verify if he/she has Leave Balance available (i.e. Sick, Personal, Annual, etc.). If so, then use the appropriate Leave Time Reporting Code.

3. If the employee does not have Leave Balance available, then you can use the WOP (Without Pay) Time Reporting Code.

4. It is strongly encouraged that each worksite notify employees in advance of the work site procedure so they are informed. **

The following section will detail the resolution of the exceptions:

“More than 24 hours Reported - TLX01540” (High) Exception Please refer to the screenshot below for an example of a “More than 24 hours Reported - TLX01540” (High) Exception, as viewed in the Exceptions Page:


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Details of the Timesheet Page with the Employee Exception “More than 24 hours Reported - TLX01540” (High) Exception:

As you can notice from the above screenshot, this employee punched IN on Wednesday the 24th, but did not punch OUT and then failed to punch IN on Thursday the 25th, but successfully punched OUT that day. Please refer to the table below to view the Root Cause and Resolution to this Exception.

Root Cause

Resolution

Elapsed Time between the IN Punch at 7:34:50AM on Wednesday 7/24/2013, and OUT Punch at 3:19:25PM on Thursday 7/25/2013 is greater than 24 hours.

Employee should complete Missed Punch Report form PBSD2323 (MPR); timekeeper will input missing punches and notate this in the notes field (cloud). This will reduce Elapsed hours between Punches below 24 Hours.


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Please refer to the screenshot below with the changes made as part of the resolution:

Step Action

1. Manually enter Out time of 3:20PM on Wednesday 07/24/2013, since the employee is scheduled to work until this time. Manually enter IN time of 7:30AM on Thursday 07/25/2013 since the employee is scheduled to come in at this time. In the notes field (cloud) indicate ‘employee forgot to punch in and out’

2. Click on the “Submit” button.

3. Once the Time Admin Process runs, these changes will be visible in the employee’s Timesheet. The Exception Icon (small clock) will no longer be visible, since the exception has been resolved.


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‘Excessive Hours Reported’ – PB_HOURS (High)(Between 14 and 24 hours):

Please note: this is the one exception that you may allow. On occasion, you may have a staff member who will work excessive hours but the hours were warranted. However, if you do not allow it, the employee’s hours will not be accurately calculated. If you are allowing the hours to be paid, you will go to the Exceptions page, click the box on the row with the exception and then click allow; at the bottom of the page click ‘save’.

As you can notice from the screenshot on the previous page, this employee punched ‘IN” on 07/15/2013 and out on 7/15/2013 but the total hours exceed 14 but are less that 24. Please refer to the table below to view the Root Cause and Resolution to this Exception.

Root Cause

Resolution

Elapsed Time between the IN Punch at 6:50:33AM AM on Monday 07/15/2013, and OUT Punch at 11:04:00PM on Monday 7/15/2013 is between 14 and 24 hours.

If work performed is approved, you will allow the punch.


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“Invalid Punch Order - PB_ORDER” (High):

The above employee has invalid punch order for both 7/16 and 7/17/2013

Details of the Timesheet Page with the Employee Exception of “Invalid Punch Order - PB_ORDER” (High):

As you can notice from the above screenshot, this employee did not punch ‘OUT’ on 07/16/2013 and the employee used the ‘IN” button to punch out on 07/17/201 Please refer to the table below to view the Root Cause and Resolution to this Exception.

Root Cause

Resolution

Consecutive IN Punches, without an OUT punch for Tuesday 07/16/2013 resulted in ‘invalid punch order’

Obtain a Missed Punch Report form PBSD2323 (MPR) from the employee. Enter the proper out punch on 07/16/2013. You must also correct Wednesday as well and move the punch in the ‘IN’ column to the ‘OUT column. Notate in the ‘cloud’. Click ‘submit’.


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D2 – Lunch Periods

· District directive requires that all non-instructional employees whose position is equal to or greater than 4.5

hours FTE per day must take a minimum unpaid thirty (30) minute lunch break each day. Employees may not use their paid 15 minute break(s) for this purpose.

· Employees in non-exempt regular positions whose daily schedule is 4.5 hours or greater, will have an automatic thirty (30) minute unpaid lunch deduction.

· Lunch breaks are not paid time and failure to punch out if required could result in unauthorized overtime, budget deficits and disciplinary action.

· The same rules apply to employees such as custodians, Adult Education/Community School Secretaries that work during evening hours and their dinner break.

· Employees may not ‘skip’ their lunch break to make up time for other appointments of for coming in late or to leave early. 15 minute breaks are considered paid time. Employees should not punch in and or out for this time.

· Bulletin #P-14043-S/CFO Time Collection Devices (TCD’s) Lunch Punch Changes should be referred to regarding the automated lunch punches for the 30 minute lunch period.

· Employees who are working in temporary only jobs will NOT have an automatic lunch period deducted, if a lunch is taken, they must punch ‘in’ and ‘out’.

It is equally important to understand how the system calculates lunch periods within the Time & Labor system. The calculation of a lunch punch is determined by the following: 1. Round the time stamp of the lunch OUT punch and lunch IN punch using 7.5 minute rounding rule (section I8). Subtract difference to calculate the time of the lunch period. 2. Calculate the actual duration of time of the employees lunch period using 7.5 minute rounding rule (section I8) 3. Compare the punch calculation to the actual duration calculation. 4. Use the actual duration calculation based on 7.5 minute rule (section I8). ** Note: Lunch periods greater than 90 minutes will use the rounded calculation only.** Examples: Employee A punches OUT for lunch at 1:08 pm and returns back IN from lunch at 1:36 pm.

1. Rounded lunch is 15 minutes. (1:08 rounds to 1:15 and 1:36 rounds to 1:30 Difference 15 minutes) 2. Actual lunch is 26 minutes. (Difference between 1:08 and 1:36) 3. Compare 4. Use actual duration of 30 minutes. (Rounding of 26 minute lunch period)

Employee B punches OUT for lunch at 1:07 pm and returns back IN from lunch at 1:23 pm.

1. Rounded lunch is 30 minutes. (1:07 rounds to 1:00 and 1:23 rounds to 1:30 Difference 30 minutes) 2. Actual lunch is 16 minutes. (Difference between 1:07 and 1:23) 3. Compare 4. Use actual duration of 15 minutes (Rounding of 15 minute lunch period)


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D3 – Workshop reporting

While TCD’s may be available at other locations, schedules for training and logistics may not allow employees to punch in and out when they are attending partial or all day training. It is suggested that the Payroll Contact/Timekeeper manage the in and out punches for employees attending training. You may enter as in and out for the day with the use of form PBSD2323 Missed Punch Report as back up or it may be reported as elapsed time using a time reporting code of ‘TDE’.

D4 – Missed Punch Report Form

Employees should be advised that if they forget to punch in or out for their scheduled hours that they should neither punch in late at the TCD nor should they punch out late at the TCD. Instead, employees should notify their supervisor or the Payroll contact of the error. Based on procedures at your school, the Missed Punch Report form, PBSD2323 is available through Liquid Office or is available in PDF format. Both formats may be accessed under ‘Forms’ on the District website. No matter how you choose to make the form available, employees should be completing the forms when needed. Since they are a record of attendance, they should be retained at work sites for a period of three (3) years just as you would leave forms.


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Section E

Adjusting Time

E1 – Adjusting Compensatory Time Compensatory time off is currently granted to eligible employees who meet the District standards as defined by policy and who are not compensated cash for overtime. Advance approval from the appropriate administrator/supervisor is required and must be consistent with the terms of the applicable collective bargaining agreement, if any. In PeopleSoft, timekeepers have the ability to update employee time to correctly classify an employee beyond their scheduled 40 hours as ‘Comp’ time for their use later. Below we will identify an over 40 hours situation and make an adjustment to the employee’s timesheet to reclassify the extra hours to ‘comp’ hours during the current open pay period. Supporting Documents Concerning Compensatory Time � Board policy 6.12 Overtime/Compensatory Time Off Under Certain Circumstances

� Bulletin #P‐12162 – CAO/CCSB Compensatory Time Agreement � PBSD 2212 Compensatory Time off In Lieu of Overtime Request – form

� Bulletin P‐12902‐CAO/COO ‐ Tracking and Using Compensatory Time � T&L Comp Time Adjustment – job aid which can be found on the PeopleSoft portal Page What is Compensatory Time or ‘Comp Time’? Compensatory time off may be granted to eligible employees who meet the District standards as defined by Board policy 6.12 Overtime/Compensatory Time Off Under Certain Circumstances. In simpler terms, employees who are approved to work additional time which will result in overtime may select comp time as an optional form of compensation. Advance approval from the appropriate administrator/supervisor is required and must be consistent with the terms of the applicable collective bargaining agreement, if any.

In order to grant employees comp time in lieu of cash overtime, they must sign form PBSD 2212

Compensatory Time off In Lieu of Overtime Request in advance of working. This will allow you to offset

the generated overtime to comp time hours. (for further details on this form, please see bulletin #P-12162 –

CAO/CCSB Compensatory Time Agreement)

What is Overtime? Overtime is hours earned after employees work or are compensated for hours in excess

of 40 in a normal work week.

o Only one bargaining unit, SEIU/FPSU, allows employees to earn overtime if leave is used during the

work week and therefore places them in a compensated status.

o All other bargaining units require employees to be present to earn overtime.

o If an employee works (or is compensated in the case of SEIU/FPSU employees) more than 40 hours

in the work week, he or she will be paid cash overtime.

What is Extra Straight Time? Employees whose normal schedule is less than 40 hours, for instance a 30

hour per week Paraprofessional, who work in excess of 30 hours but not over 40, are entitled to the additional

time at their regular hourly rate of pay or what is called ‘Extra Straight Time’. These employees MAY NOT

earn comp time unless their hours for the week exceed 40 and only for those hours over 40.

Comp time is earned at 1.5 times the number of hours worked since overtime is paid at 1.5 times the hourly

rate of pay.

TO RECAP – COMP TIME IS ONLY IN LIEU OF OVERTIME HOURS OVER 40 IN A WORK WEEK AND

MUST BE APPROVED BEFORE IT IS WORKED.


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When can Comp Time be earned and then used? Once all steps have been taken to ensure an employee may earn comp time, timekeepers in schools and departments will make adjustments in the District’s timekeeping/payroll system (PeopleSoft).

Employee’s regular hours will be recorded on the timesheet page in PeopleSoft. For those locations using

the Time collection devices (TCD’s), employees would record in and out punches for the time worked as

they normally would. For those locations not currently using TCD’s the timekeeper would record total

hours by day for time worked.

On the Monday morning after the week in which the additional time was worked, timekeepers will view

Payable Time Summary in PeopleSoft to determine if overtime was calculated and earned.

Follow step by step directions to reclassify the overtime to comp time. The directions can be found on the

District’s website under job aids on the PeopleSoft Portal. The job aid is entitled “T&L Comp Time

Adjustment - Job Aid”. Bulletin P-12902-CAO/COO - Tracking and Using Compensatory Time

references this job aid.

Since overtime is calculated after 40 hours, overtime hours will generally be reflected on Fridays or the

end of the week. It is necessary to reclassify the overtime to comp time at the end of the week, NOT on

the day when the extra time was worked.

If overtime is NOT calculated, but extra straight time is, you MAY NOT reclassify the extra straight time to

comp time. You MAY NOT enter comp time when overtime has not been generated in the system. If this

procedure is used, employees run the risk of being paid both comp time and overtime. The procedures in

the job aid should be followed to ensure this does not occur. 1Comp time may be taken the week following

the one in which it was earned provided balances allow.

Employees may not earn AND use comp time within the same 40 hour work week. If employees must

leave early a rescheduling of their time should occur to ensure their 40 hour schedule is reached.

Employees covered by the FPSU bargaining agreement are permitted to use compensated leave that

contributes to total hours worked for overtime. This includes sick and annual leave, TDE and jury duty. It

does not include compensatory time taken.

Additional Miscellaneous FAQ’s on Comp Time

Employees may accumulate 60 hours at any one time of earned compensatory time. (based on 40 hours

worked times 1.5)

Pursuant to Board policy, the period in which comp time is earned and used begins with August 16th of each

year and ends on August 15th the following year. It does not follow fiscal or calendar year timeframes.

Hours unused by August 15th of each year will be paid pursuant to the policy. Be cognizant of the fact that

budgets will be impacted if employees have not exhausted their balances as of this date.

Notices will be provided in the spring of each year to remind worksites to inform employees with remaining

balances to exhaust their time before their last duty day of the year.

You may NOT pay overtime and then offset in a previous period to comp time. Corrections submitted

to Payroll for previous time periods will be returned. Timekeepers should also not adjust previous

time to avoid the payment of overtime once it has been paid. Management of time and exceptions each

period on a timely basis should ensure that this does not happen prior to the time being paid.


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Steps for Punch (TCD) Time Reporters For demonstration purposes, we will review a timesheet for a punch time reporter who has worked hours over 40. Navigation: Manager Self Service > Time Management > Report Time > Timesheet

Step Action

1. You will note that the employee worked on Sunday. The employee reduced hours slightly during the

week to be less than schedule but overtime may be generated. To determine payable hours for

the week, you will access the Payable Time Summary page.

2. When viewing Payable Time, notice overtime occurred on Thursday (because offices are closed on

Friday). If cash overtime is not an option, the time must be reclassified as ‘comp time.’

To view Payable time: Navigation: Manager Self Service > Time Management > View Time > Payable Time Summary

2


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Return to the employee’s punch timesheet and reclassify his time for the date the overtime was earned. In this case it is Thursday (for this illustration, this week is during the 4 day, 10 hour per day, work week)

Step Action

3. Add another row using the ‘+’ button for 06/20, enter .25 hours, select TRC of CTE (Comp Time

Earned), and then click the Submit button for processing (DO NOT adjust the Punch time from the

TCD - the quantity of CTE hours reported will automatically be deducted from the Punch time total).

The Time administration process will run again on the schedule and update the employee’s Payable Time Summary

and Compensatory Time balance. After the Time Admin process is completed; this is the employee’s payable time

summary for the week. FLSA requires that employees eligible to earn cash overtime for hours worked in excess of 40

hrs/week be compensated at 1.5 times the number of hours earned. Additionally, any bargaining unit rules are

applied.

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Navigation: Manager Self Service > Time Management > View Time > Payable Time Summary

Step Action

4. Notice the CTE Time Reporting Code now has a quantity of .37 hours and the Comp Time was

applied on Thursday, 6/20.

Please be aware that you cannot enter comp time earned (CTE) if overtime has not been calculated. You will receive a message as follows:

Reminder - Comp time earned (CTE) must be entered per Payable Time Summary on the date/day the overtime (OVT) occurred.

You may view an employee’s comp time balance in two locations:

· On the Compensatory Time page

Navigation: Time and Labor > View Time > Compensatory Time > Enter EmplID.

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Or

· In the Leave Balance section on the timesheet page

Steps to Use Comp Time

Note: Comp time earned week one of a pay period can be used week two of the pay period. To view the balance and use it, change your view on the timesheet page to ‘week’. The balance will appear.

Compensatory time balances are tracked to the 3rd position after the decimal point. For example, if an employee has

worked .25 hours over their schedule and overtime is generated, the comp time will generate at 1.5 times or .375

hours. However, the timesheet pages permit only the entry of hours in increments of .25 or greater, therefore,

employees will occasionally have small amounts of comp time in their balances. Please be aware that if amounts less

than .25 remain at the end of the comp time period each year, these amounts are NOT paid out. They will remain in

the balances to be added to for future use.

To record ‘comp time’ taken during the week, you will access the employee’s timesheet page and follow the steps

below:


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Navigation: Manager Self Service > Time Management > Report Time > Timesheet

Step Action

1. When an employee takes the entire day off (for example 8 hrs), then 8 hours of TRC-CTT

(Compensatory Time Taken) replaces the scheduled 8 hours of TRC-REG. Employees may use the

TRC-CTT for the amount of hours in their comp time bank. Stop edits will appear if you try to take more

time then what’s ‘banked’.

Step Action

2. When an employee takes a partial day off (for example 4 hrs), the actual hours worked will come

from the TCD, 4 hours of TRC-REG. Insert an additional row on the timesheet and record 4 hours of

comp time TRC-CTT (the comp time must be banked for the employee to use). Remember,

timekeepers must ensure that all hours have been accounted for and total to the employee’s scheduled

hours for each day.

***Elapsed Time Reporters - Typically, only employees who are punch time reporters will earn overtime. This is

due to the fact that they are non-exempt employees. Confidential Secretaries are currently exempt from using the TCD to report their hours however; their job is still classified as non-exempt and therefore is overtime eligible. If hours over 40 are worked, they should ALWAYS, be recorded on the timesheet and allow the system to calculate the overtime.


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E2 – Prior Period Adjustments All timekeepers have access to enter time for one prior pay/time period. Therefore, if time is reported late for the period payroll has just processed, you may access the system when the screens become available and enter the time worked or attendance exceptions. This time will then be processed on the next available biweekly payroll run. If the time worked is previous to one prior period, then it must be submitted on Form PBDS0121, Payroll Time & Attendance Correction. Below are the steps to enter prior period adjustments in PeopleSoft.

Steps to enter Prior Period Adjustments

Step Action

1. Navigate to the TimeSheet: Manager Self Service > Time Management > Report Time > TimeSheet

2. Enter the EMPL ID or the Time Reporter Group and click on the button “Get Employees”. Select the

employee you wish to enter or adjust time for from your timesheet summary page.

3. In the "Calendar Period" field, enter the date you want to use as Prior Period and click the refresh arrows or you can use the link for ‘Previous Period’ to go back one period. The page will default to the current period

4. On the Timesheet page, enter the prior period hours or attendance for a specific date.

5. Enter the appropriate TRC in the Time Reporting Code field or you may be adjusted for missed

punches or other exceptions in the prior period.

6. Add a new line if there are multiple TRC’s for this prior period adjustment.

7. If a row has multiple hours or attendance entered, delete the individual records by day that need to be

corrected.

8. If a row has time or attendance entered for only one day, you must delete the entire row with the (-)

button which is located to the far right of the row. Do not enter “0” hours for a day.

9. Click Submit when you are certain there are no more prior period entries.

** Note: When approving time, make certain to enter the date which includes two (2) pay periods, the current pay period and one prior period. This will ensure that any prior period adjustments that may have been made will be approved. **


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Section F

Special Reporting

F1 – Substitutes Reporting of hours for substitutes is explained in section C2 – Entering Time – Rapid Time of this manual; however, additional details are necessary to ensure that accurate reporting of time is submitted. As previously explained, we suggest the use of the regular timesheet page, but should you choose, the rapid timesheet page is an option. Substitutes should use form PBSD0113, Substitute or Temporary Time Report, to record their hours at your location. These forms are four to a sheet and are in duplicate, one for the school and one for the employee. These are ordered through the Purchasing Warehouse.

Substitute Budget Accountability - The Budget department publishes a substitute resource document each year

to assist you with all you need to know to fund your substitutes and track the expenditures. To access this document, please go the Budget section of the District website and click on ‘Resources and Tools’; locate the documents entitled: ‘Substitute Budget Guidelines’ and ‘Substitute Budget Calculator’. Should you have questions about the resources available, please contact your Budget Analyst for assistance.

Extra Tips on Reporting for Substitutes:

1. Please check the Empl Rcd Nbr (Employee Record Number) and use the one associated with the Substitute job. The record number on Rapid Time defaults to record ‘0’ (zero), but it’s not always the Substitute job. Use the magnifier eyeglass and select the appropriate job for the Substitute.

2. Take special care when adding rows for a Substitute you want to report for more than one day. If you are adding a row, please make sure you click the box to increment the date when you copy down rows for an employee. If this isn’t done, then the hours are reported all for one day and can create exceptions that may not pay.

3. If you use Rapid Timesheet to report substitutes and you use the ‘Save’ button, you may continue to do so but this will only save your work. You must click the ‘Submit’ button to send it to the timesheet for processing.

4. The Rapid Time sheet requires a TRC code be entered in the appropriate field. An online edit will occur if not entered. The only code to be used for regular Sub hours is RGR. For employees who substitute in the Glades area, please enter the ‘GLS’ code to pay the additional $3.00 per hour they are due.

5. You must also enter a Payroll combo code, or funding, to process the payment. Otherwise, you will NOT be able to submit your session or save the page.

6. Substitutes who work less than a full day should be entered on the elapsed Timesheet page.

7. If you need to correct hours for substitutes in the current period AND the time was originally entered on the rapid timesheet page, you MUST access the elapsed Timesheet page to correct the hours. Do not correct on the rapid timesheet page and resubmit the hours. This reduces errors.

8. Sub One Supplement for Substitutes – employees must meet certain conditions to qualify for this and it is only available during the 4th semester of the year. Refer to the Bulletin that is published in the Spring of the school year for details.


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9. If you wish to retrieve a session, clear your name in the User ID field and enter the session number. You will then be able to bring this session up. Approximately 10 minutes after sessions are submitted you will be able to go to the timesheet page to view the time reported.

10. When substitutes are not reported timely it is procedure to process the hours on the following payroll. If the employee is missing three or more days, we will do the following:

o The school will be required to enter the hours not previously reported. Depending on circumstances, at the discretion of the Payroll Manager, a simultaneous correction form may be required to be signed off by the principal.

o An on demand check can then be processed which must be picked up at FHESC/Accounting Services/Payroll. Employee will be notified when the check is ready. Checks cannot be mailed.

F2 – Internal Accounts Certain District locations, such as high school auditoriums, are ‘leased’ to outside organization for their activities. This includes churches, civic organizations, etc. The schools collect monies from these organizations when they lease their facilities. They in turn must pay for those who provide services, particularly custodial services, when the leasing activities occur. The District has a comprehensive billing and accounts receivable system as part of the PeopleSoft application. A key element in this process is Payroll’s recording of employee activity related to school internal funds. Examples of activities which are billable to schools are a custodian or cafeteria staff working a lease, facility coordinator, theatre tech, or staff working at an event. Facility coordinators and Theatre Technicians should have positions set up and time worked is entered through the use of the time collection device (TCD). Staff members working at athletic events (GAME) have time paid using Form PBSD1767. Custodians will record their time through the TCD and additional elements to send this to billing will be entered into Timesheet by the timekeeper. Time entry steps are shown below for punch timesheet reporter page. Non-exempt, overtime eligible employee will record hours worked through the TCD. Punch Timesheet Page -

Step Action

1.

From the main HCM page follow the navigation: Manager Self Service>Time Management>Report Time>Timesheet The timesheet search page appears.

2.

Enter employee ID number and click on the “Get Employees” button.

3.

Select regular/primary job record for reporting lease (LSE) or select the appropriate Empl Rcd# for those with a job set up. Ex.— theater technician, custodian from another location. The punch timesheet entry page appears.

4.

In the row where the punch hours appear, enter the TRC code ’LSE’ (Lease Agreement).

5.

For Regular hours, the Billable box will be unchecked.


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6.

For Lease, the Billable box will have to be checked; click on the box in the column entitle

‘Billable’

7.

Scroll to the right to view more of the page when entering a Lease.

8.

On a Lease you must enter the Combo Code. You will enter your school department number-IA-Extratime, for example, for school #0395, the combo code will be 0395-IA-Extratime.

Please note: If the employee is in a position funded by internal accounts, for example, Theater Technician, the employee will record his/her time via the TCD on the appropriate job. You must still go into the punch timesheet page and click the ‘Billable’ box on the timesheet to ensure the costs are billed to your internal accounts funds. It is important to note that employees who work in a lease situation should be hired into jobs which are appropriate for the work they perform. For instance, it is not appropriate to pay a teacher their hourly rate of pay to act as a custodian in a lease. If you are unsure about rates of pay or whether or not a job should be set up, contact HR/Compensation for additional information. Rule of thumb, when in doubt, ASK FIRST before the employee begins work. For step by step instructions for entering billable items, please access the job aid, “Time Entry for Internal Accounts” on the PeopleSoft portal page under Payroll and Timekeeping.

F3 – Applying Schedule – Why is it necessary?? In section C1.c and d, the processing of clicking the apply schedule button was introduced. We want to ensure that all employees have their sick and annual leave posted correctly and are paid merit pay when earned. To accomplish this, time for additional activities must be entered accurately to reflect full hours reported for each day or leave will not post. For example, a teacher works a 7.5 hour a day schedule and also works 1 hour extra period. You must enter the regular hours by using the ‘Apply Schedule’ button on Timesheet plus enter the 1 hour extra period on a separate line using the TRC for Extra Period – XPD. Below we will identify the data entry steps required to enter additional hours worked on the Timesheet. When you have navigated to the employees Timesheet for the current time period, click on the Apply Schedule button. The employee’s schedule will populate.


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To insert an extra period for a teacher for each day, you must click on the + (add) button at the end of the current row on the timesheet and complete your data entry as instructed in Section C1.c.

It is critical to emphasize, that for a punch time reporter, this step (applying schedule) is NOT required. Doing so will result in overpayment to the employee or inaccurate calculation of time due.


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Section G

Approving Time

The District requires all time to be approved. Time is approved by Principals and/or Directors. If the cutoff

time is missed for approving time, then the District will institute another means for approval. Once the payroll processing for the period is complete, Principals and/or Directors who were unable to meet the cutoff time will be able and will be required to complete the Post Approval Process.

G1 – Regular Approval Navigation: Manager Self Service > Time Management > Approve Time & Exceptions > Payable Time Enter any of the listed Employee Selection Criteria values. For this example, we have entered "9100" in the

Time Reporter Group field. NOTE: Approvers have the option of selecting any of the listed Criteria values. Time Reporter Group is, in almost every case, synonymous with your Department number. Users must enter in the Start Date and End Date for the time period needing to be approved. Use the date for

the prior pay period through the end of the current pay period to insure that prior period adjustments are approved.

Click the Get Employees button.

Click the View All link to view all employees returned.

Click the Select All link Approvers have the option to check the "Select All"


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To view employee time details, click the Name hyperlink for ‘Anna Analyst’

The details will display.

You will be able to view the combo code of each employee. The “Overview” tab you can review the number of hours charged and the time reporting code, i.e. REG-regular, ANN-Annual, etc. The default combo code is now displayed in the upper right hand corner next to the “Empl Rcd Nbr” with a percentage. If an employee is split funded the second funding source will display next to the “EmplID” with the percentage funded.

Select the Task Reporting Elements tab. Any funding populating the Combo Code, Account, Department, Product, Fund Code, Program Code, Class Field or Operating unit overrides the default funding for that particular day and number of hours. After all employees have been reviewed click the blue hyperlink “Return to the Approval Summary” at the bottom of the

page. Select all employees that have time to be approved and click the “Approve” button


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Please note: In order to satisfy the Time & Effort Reporting certification required by the Federal government the Accounting Department has incorporated the combo code/funding strip in the payroll approval screen in Time & Labor. In addition to the combo code a certification was added above the “Approve” button stating: “I certify that any federally funded grant position worked 100% of the time on the grant activities, or, if split funded, completed the monthly Personnel Activity report (PAR).”

G2 - Post Time Approval Process

Directors and Principals currently email the Payroll area when their availability or other situations do not allow them to approve their time/payroll on line in PeopleSoft. In order to satisfy the audit requirement to review and authorize online time/payroll records the District has implemented a second review and approval screen for all time that was previously approved at the District level. Navigation: Manager Self Service>Time Management>Approve Time & Exceptions>PB Payable Time

When you select “PB Payable Time” the screen shown below will display. The detail includes time not approved since within the current fiscal year by employee and day. There is no date option since all time must be approved. There is also no summary option view. The view is by employee and day. A normal pay cycle is comprised of ten working days but may be fewer. An employee would show up as ten individual lines (one for each day) if charged to one combo code. For example if you have 70 employees there would be a total of 700 lines if only regular salary requires approval.

The date range defaults to the first day of the current fiscal year as the start date, which is in this case, 7/1/2012. The end date defaults to the current date. In this example, the current date is 04/16/2013.

1. You may modify the ‘begin’ and ‘end’ date fields if needed or approve the period displayed – the display should default to a start date of 7/1/2012 and end date of today’s date.

2. Click the ‘Get Employees’ button; the list of employees needing approval will display. The page display is defaulted to ten (10) records. If you scroll to the right you will see the number of records selected for approval. Click the ‘Select All’ button to ensure ALL records are approved and then click the ‘Approve’ button. A message showing ‘All Selected Records are Approved!’ will display.

Please note: it is no longer necessary to enter a location (group ID) for the main school number or for the afterschool program and/or adult and community education sites. Employees who were formerly at your location will now display on the main page so the need for the second tab was eliminated.


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We realize that there may be some hesitation to approve records for your employees when the hours were worked elsewhere. This will only occur when they do not have a separate job for which they are paid. For instance, teachers who attend training classes sponsored by Departments will have the time submitted and signed off on paper forms that sponsors and pays them for the training received. However, because their home location is their school, they will appear on your list. Please be aware that the second review and acknowledgement of this time will not impact any budget line items that the employee currently holds at your location. Budget impact occurred when the District centrally approved the time by the sponsoring department and the employee was paid. The approval and or acknowledgement of the records satisfy the audit requirement, and we appreciate your continued attention to this matter.

Section H


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Time Collection Device (TCD) Enrollment and General Information

Payroll Contacts/Timekeepers and School Based Instructional Technical Support Assistants (ITSA)/Secondary Technology Support Technician (STST) may find a complete Time Collection Device (TCD) Manual in the Payroll Contact section of the District/Payroll website. The link to access this page is: http://www.palmbeachschools.org/accounting/Payroll.asp To contact the team that manages the Time Collection Devices (TCD’s) please do so via email at: [email protected] Below, you will find answers to some of the most common questions regarding the devices.

Frequently Asked Questions

1. Does each employee have to be enrolled at each of the TCD’s at my location?

a. No. When you enroll an employee on one TCD at your location their fingerprints will automatically be sent to all the other TCD’s within your location.

2. If an employee is transferred to or from another location do they have to be enrolled again?

a. No. Once the Job Data screen in PeopleSoft has been updated by Human Resources the employees information will automatically be moved accordingly.

b. If for some reason their Job Data screen has not been updated the employee will still be able to punch but the TCD will prompt for their employee ID number. Once the Job data screen has been updated they will no longer be prompted for their ID number.

3. What happens when my location network connection is down?

a. The TCD will display “OFFLINE”.

b. Home user will be able to punch normally.

c. Visitors (employees from another location) will not be able to punch.

d. Punches will be sent to the server once the connection has been restored.

e. Each TCD can store 5000 punches while in the OFFLINE mode.

4. How long will the TCD remain on if my location loses power?

a. The average battery backup life is 3-4 hours.

http://www.palmbeachschools.org/accounting/Payroll.asp

mailto:[email protected]


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5. Will I need to update the date and time on the TCD’s

a. No. The TCD’s date and time is synchronized by the server.

6. What if the TCD is not working at my location?

a. See the ITSA/STST/TC person at your location. If unavailable or no ITSA/STST/TC person is at your location, then please email the [email protected] with the following information:

i. Location ID # (school site number)

ii. TCD location (admin, café, SACC, Custodian)

iii. Nature of the problem

7. What if the TCD is vandalized at my location?

a. Report this to your immediate supervisor/manager and send an email to the [email protected] stating the unit has been vandalized.




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Section I

Miscellaneous

Paycheck Review and View or Print Pay Stub

I1.1 - Paycheck Summary

You can view an employee’s paycheck detail by navigating to this page. Navigation: Payroll for North America > Payroll Processing USA > Produce Payroll> Review Paycheck

Step Action

1. Enter the Empl ID or use the Name (last name) to search.

2. Click the Search button.


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Key areas are identified –

o Click on ‘View All’ to display all earnings for the period.

o Employee ID Number

o Employee Name

o Pay Period End Date – displays end date of period for which earnings are being paid. For regular, bi-weekly check runs, the period would typically end on a Friday, and checks are issued with a date of the following Friday.

o Paycheck Issue Date – displays date check was issued.

o Paycheck Totals – Total of all earnings paid on this check. Includes total for taxes and deductions.

If you are a confidential secretary, you will also have access to the ‘Review Paycheck Summary’ page. This gives you access to taxes deducted and all other deductions. To access this page you will navigate to: Payroll for North America > Payroll Processing USA > Produce Payroll> Review Paycheck

Summary.


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I1.2 – View/Print Pay Stub All employees have access to self service features which includes the ability to view and print a facsimile copy of their pay stub. Payroll Contact’s have the access to view and print a stub for an employee if necessary. However, we encourage you to show the employee how to do it for themselves rather than doing it for them. The navigation for a Payroll Contact to view/print a pay stub is as follows: Navigation: Payroll for North America > Payroll Processing USA > Produce Payroll> PB Review Pay Stubs

I2 – General Benefits Information

The Payroll area does not routinely handle issues related to Benefits, but employees do see their Benefits deduction transactions on their paychecks. We work closely with the staff in Benefits on many facets concerning the benefits the District provides to employees, therefore, we include this in our manual as a reference. If you or your employees have questions relating to Insurance coverage, Salary Reduction Agreements (TSA’s/TSM’s) or Flexible Spending Accounts, they should be directed to Risk and Benefits Management. Leave balance inquiries should be directed to Payroll. The Benefits Summary Payroll Deduction information provides a view of current benefits and paycheck deductions for each Benefit plan. Due to security access, you may not be able to view these pages, but we share this with you for information. The Benefit plan information is displayed as:

1. Health Coverage: medical, dental and vision plan enrollment with coverage begin date with last payroll

deduction amount.

2. Life AD/D Coverage: employee’s various enrollments—optional, spouse, dependent—in life insurance with

last payroll deduction amount.

3. Disability Coverage: employee’s enrollment in long and/or short term disability with last payroll deduction amount.

4. Savings Plans: enrollment detail for tax sheltered annuities and/or mutuals (TSA/TSM) and Roth accounts.

5. Leave Plans: eligible enrollment by leave plans (sick, annual, out of county).

6. Spending Accounts: employee enrollment in medical and/or dependent flexible spending accounts; annual

pledge is a calculated amount and pay period deduction in ‘Last Deduction’ column on the far right of the screen.


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7. Retirement Plan: enrollment detail in Florida Retirement System for regular employees or Alternate FICA plan for temporary employees.

In order to view the Benefits Summary, please navigate to the Current Benefits Summary page: Navigation: Benefits > Review Employee Benefits > Current Benefits Summary

Step Action

1. Click the Benefits link.

2. Click the Review Employee Benefits link.

3. Click the Current Benefits Summary link.

This navigation will take you to the page below:

Step Action

4. Enter the EmplID or use the Name (last name) to search.


Note: This information may be helpful when open enrollment occurs.


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I3 - Accruing Leave and Leave Balances How do employees accrue sick leave hours?

1. At the beginning of every fiscal year each regular employee is credited with four (4) sick days.

2. Classroom teachers and others in the instructional classification such as Guidance Counselors, School Psychologists and Media Specialists receive their four (4) sick days as of the first day of their contract year and may use them immediately per State Statute.

3. Remaining regular employees are credited the four (4) sick days on the first day of the month following the start of their contract year.

4. Credited days are indicated in the Sick Leave portion of the Paid Time Off section on your pay stub.

5. Sick leave will be credited to the employee at the end of the month and may not be used before it is credited. Each employee is entitled to earn one (1) day of sick leave times the number of months of employment during the year provided they have eleven (11) or more compensated days in that month.

6. Please be aware that if employees terminate prior to the time that all leave is earned, or be in an unpaid status during the year, such as a leave of absence, the Payroll Department will adjust the sick leave balance for the unearned sick days.

7. Each employee is entitled to six (6) personal days every fiscal year, if a personal day is used it is also deducted from your available sick leave.

8. Employees are entitled to roll unused sick leave balances from one fiscal year to the next per School Board policy 6GX50-3.80.

How do employees accrue annual or vacation leave?

1. Employees in positions of 250 duty days or more earn one day of vacation leave a month for each month you

have eleven (11) or more compensated days.

2. This time rolls from year to year, but is capped pursuant to State Statute 1012.65 and Board policy 6GX50-3.80.

3. An employee with less than five (5) years of continuous service at a rate of one (1) day per month, cumulative to twelve (12) work days per year.

4. An employee with five (5) to ten (10) years continuous service at a rate of one and one-quarter (1 1/4) days per month, cumulative to fifteen (15) work days per year.

5. An employee with ten (10) years or more of continuous service at a rate of one and one-half (1 1/2) days per month, cumulative to eighteen (18) work days per year.

Transfer of Sick Time from another FRS Employer - If employees transfer from another Florida school district or another FRS (Florida Retirement System) employer, the time may be transferred to the School District of Palm Beach County. After we receive the sick leave balance remaining with the prior employer, Payroll will credit 50% of the transferred leave balance. Thereafter, employees will be credited an additional one day per month for every day earned as an employee. This will continue until the remaining 50% dwindles to zero. Please note that it is the responsibility (after 30 days) to verify the information has been updated. If it has not been updated, you will need to contract Human Resources as 1-877-477-3722. We also note that if you should leave the employment of the District prior to earning the remainder of your transferred balance, Board Policy does not allow us to pay you for any days not earned with the District.

Leave Balances -


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In order to review accrued balances for sick and annual leave, access the Review Accrual Balances page. The Review Accrual Balance pages display the employee’s available sick/annual leave and out-of county sick leave balances, if applicable as of the last payroll run. As opposed to the balance on the timesheet page, which is in ‘real time’, this reflects the monthly accounting of leave earned, used, adjusted and sold. Navigation: Benefits > Manage Leave Accruals > Review Accrual Balances

Step Action

1. Click the Benefits link.

2. Click the Manage Leave Accruals link.

3. Click the Review Accrual Balances link.

Step Action

1. Enter the EmplID or use the Last Name to search.



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1. Plan Type

2. Accrual Balances shown in hours

3. If employee has ‘sold’ hours such as an employee who is DROP, the hours will be displayed. If time is

adjusted, for instance, an employee went on leave midyear and did not earn all of the leave they were advanced, then the hours will be displayed in the adjustment field.

I4 - Payroll Combo Codes The PeopleSoft HCM Payroll area records salary expenses using Combo Codes, which are predefined valid combinations of chart fields (funding strips). Each Combo Code consists of account, department, fund, function, program and budget manager, and when applicable, award year and project. Account number will not appear numerically. The account number will be displayed as a three letter abbreviation of the expense. Combo codes are always necessary for substitute reporting and for any additional work activity that may include but is not limited to: lease work, workshops, extra duty days, and so forth. Schools and departments will have access to only their funding. If for instance a substitute works at your location but will be paid by ESE, the processing of their hours will be done in ESE and not by the school. Please refer to the job aid ‘Payroll Combo Codes’ found on the PeopleSoft portal page for explanation.


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I5 - Merit Pay Merit pay is required to be paid to certain employees based on contract language. Merit Pay is usually paid on the last payday of the month immediately after the month for which time is evaluated. Certain leaves do not charge against the qualification of merit pay – they are “JUR” Jury duty, “WCQ” – Restricted Light Duty, “TDE” – Temporary Duty Elsewhere (TDE) and “CTT” – Comp Time Taken. AESOP Bargaining Unit (Non-Bargaining A) – eligibility ended on 12/31/2012 Confidential Secretaries (Non-Bargaining C) The District shall pay fifty cents ($.50) per hour each month providing they used no sick or personal leave (paid or unpaid) during the month. An absence for reason of being called for or serving on a jury, for “light duty” associated with a Workers’ Compensation claim; an approved TDE that takes the employee away from his/her regular work site to attend a District approved training; or using approved compensatory time during the month shall not prohibit the earning of merit pay. This provision shall apply to all bargaining unit members beginning with the first day of their second year of consecutive employment with the District in a bargaining unit position occupied for that period of time; however, an employee with at least one (1) year of service with the District who becomes a member of the non- bargaining unit without a break in service with the District will be eligible for this benefit. Currently each month is assessed in and of itself for payment purposes. Bus Drivers and Bus Attendants (FPSU B) Merit pay shall be paid on or by the last day of the following month in which it is earned. Bus Attendants shall receive a supplement of one dollar ($1.00) per regular hours worked, to be earned each month, provided the bus attendant is not absent for any reason. “Not absent for any reason” means the employee was in attendance during all scheduled working hours on all scheduled work days except that absences for approved jury duty, an approved TDE to attend other work related activities, or “light duty” under an approved Workers’ Compensation claim, will not count as being absent when determining eligibility to receive a merit pay supplement. While absences on any emergency days when schools are closed will not count as being absent, being absent on any make-up days except as provided above, will disqualify the employee from receiving a merit pay supplement. Bus attendants will be eligible for the supplement during the summer months upon the same conditions that apply to merit pay during the regular contract year. Bus Drivers shall receive $175.00 per month in which the driver is not absent for any reason and that they have no motor vehicle violation with conviction or accidents while operating a school bus. “Not absent for any reason” shall mean that for the month of September, August attendance shall be counted and for the month of May, June attendance shall be counted. August and June are considered extensions of September and May. Bus drivers who do not miss any days of work and who have no motor vehicles violation with conviction or accidents while operating a school bus during the summer school session receive a merit pay supplement of $175 on or by August 31st each year. School Food Service (FPSU B) Merit pay for food service employees is thirty-five cents ($.35) per regular hours worked, to be earned each month, provided the food service employee is not absent for any reason. Merit pay shall be paid by the 31st of the following month in which it is earned. Food service workers will be eligible for merit pay supplement during the summer months upon the same conditions that apply to merit pay supplement during the regular contract year. Paraprofessionals (FPSU D) - eligibility ended on 12/31/2012 Custodial (FPSU B and FPSU F) - eligibility ended on 12/31/2012


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I6 – Deferred Pay – What is it? Employees who are not in year round positions are considered deferred pay employees. This means simply, that they defer or ‘set aside’ a portion of their earnings each pay period so that the District my pay them during periods of time when they are not working. This is principally the summer months, winter and spring breaks. Therefore, we take the annual salary that is set up for an employee by Human Resources and divide it over 26 or 22 pay checks. Employees who are 187 duty days or less are on a 22 pay frequency and anyone over 187 duty days is on a 26 pay frequency. In order to generate full (100%) deferred pay, employees must work their entire duty day contract. If they should not work the entire contract due to the fact that they did not begin their contract on time (late hire/start) or they go on an unpaid leave of absence midyear, they will very likely have their summer paychecks adjusted. The adjustments ‘balance’ their contract monies due them so that they are paid what they have earned. Job aids explaining the impact of an employee’s late start or an unpaid leave of absence is available on our website.

I7 – Salary VS Clocks and Non Exempt VS Exempt While the TCD’s are necessary to record hours for non-exempt employees, they will still be paid their regular pay. When employees are hired they are placed into a position with an FTE designation; they may be 5 hours per day, 6 hours per day, etc. The recorded hours provide a legal record for employees time worked. While it is important to avoid employees going over their schedule since overtime or extra straight time will be generated it is equally as important to make sure employees work their full schedule. Audits of time sheets frequently show that some employees do not work the scheduled hours that the District pays them for. Work sites may be liable and subject to audit findings if schedules are not met and leave is not entered for the difference. As discussed previously, classification of jobs as exempt or non-exempt is defined by the Department of Labor. Teachers, principals, assistant principals and other administrators are exempt employees and therefore, not eligible for overtime. All other employees such as bus drivers, SFS workers, clerical staff (including school/department secretaries) are non-exempt and are therefore overtime eligible.

I8 – Fair Labor Standards Act - FLSA

What is the Fair Labor Standards Act? The Fair Labor Standards Act (FLSA) was enacted by Congress in 1938 as a means of economic recovery from the Great Depression. The Act:

· Established regular working hours.

· Established a minimum hourly wage.

· Required an overtime pay premium for certain employees.

· Prohibited use of minors in oppressive occupations.

· Has been amended many times, most recently in 2004.

Why is compliance with FLSA important?

· The School District can be held liable for violations.

· Employees (supervisors) of the School District can also be held individually liable for violations.

· If the School District is sued by an employee or audited by the Department of Labor, the District has the burden of proving the hours actually worked by covered hourly (non-exempt) employees.


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What are ‘Non-Exempt’ & ‘Exempt’ employees?

· The FLSA identifies two (2) types of employees based on duties and compensation: ‘non-exempt’ employees and ‘exempt’ employees.

· Non-exempt employees are required by the Act to be paid an overtime premium of one and onehalf times their regular rate of pay for all hours worked in excess of forty (40) in a workweek.

· Exempt employees are salaried employees and, as such, are required to fulfill the duties of their

· positions regardless of the number of hours worked in a given workweek. (No overtime pay.) Who determines a position’s FLSA status? Human Resources, in collaboration with the Legal Department, administers specific tests to ensure that only jobs that meet exemption criteria are classified as exempt from overtime. The District utilizes four (4) primary exemption tests. Any position of the District that is classified as ‘Exempt’ has met the criteria for one (1) or more of the following FLSA exemption tests.

· Executive Employee

· Administrative Employee

· Professional Employee

· Computer Employee

Who Does Not Earn Overtime? Exempt Employees; examples listed below

· Executive Employees – such as Senior Management, Directors, Managers, Supervisors, Business

· Owners

· Administrative Employees – primarily Staff engaged in managing the employer’s general

· business operations

· Professional Employees – such as Teachers, Lawyers, Doctors, Actors, Writers, Chefs, Actuaries

· Computer Employees – such as Systems Analysts and Designers, Software Developers, Network

· Administrators

What are the rules for paying overtime? All overtime that is worked by hourly employees, whether authorized or unauthorized, MUST be either:

· Paid at one and one-half (1.5) times the regular rate of pay OR

· Used as ‘comp’ time off during the workweek (also earned at 1.5)

· Employees cannot have their pay “docked” in any subsequent payroll for working unauthorized overtime.

· Employees that work unauthorized overtime may be subject to disciplinary action. They must, however, still be paid for the overtime worked regardless of approval.

How does the District comply with FLSA?

· Compliance is determined by the workweek.

· Each workweek stands alone and is treated separately from all other workweeks in the year.

· A workweek consists of 7 consecutive 24 hour periods. The School District’s workweek begins

· Saturday at 12:00 AM and goes through Friday until 11:59 PM.

· Only hours that are worked in excess of forty (40) within a given workweek are considered overtime.

What Counts as Hours ‘Worked’?

· All work that is permitted or suffered (experienced)

· Breaks / Rest Periods (Employees are provided a 15 minute break for each 4 hours worked per day.)

· Travel between work sites during the regular work day (Ordinary ‘home to work’ – ‘work to home’ travel is not work time.)


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· Training time (under certain conditions)

· Waiting time (under certain conditions)

· On-Call time (under certain conditions)

Definitions

· Training Time o Time employees spend in meetings, lectures, or training counts as hours worked unless: o Attendance is outside regular working hours o Attendance is voluntary (not required by employer) o The course, lecture, or meeting is not job related o No productive work is performed during attendance

· Waiting Time o Counts as hours worked when: o Time is controlled by the employer o Employee is unable to use the time effectively for his or her own purposes o Hours not worked when:

Employee is completely relieved from duties Time is long enough to enable employee to effectively use the time for his or her own

purposes

· On-Call Time o Counts as hours worked when employee is: o Required to stay on the employer’s premises o Unable to use the time effectively for own purposes o Hours not worked when employee is: o Required to carry a pager / cellular telephone*

*Certain employees are paid for ‘Stand-By’ or ‘Call Back’ time. Lunch Breaks

· Hourly employees are required to clock out and in for their unpaid meal breaks.

· During a meal break, the employee must be completely relieved from duty and not performing any work for the employer whatsoever.

· Certain employees are permitted, in accordance with their labor contract, to take their unpaid lunchbreak at the end of the day. These employees may continue to do so.

Can an employee volunteer to work “after hours” to complete work and not be compensated?

· Employees may not work “off the clock”. An employee cannot volunteer to work beyond their regular workday without compensation.

· An employee’s good intention in performing additional work for the employer is still considered compensable under FLSA.

· Employees may not volunteer to perform any work that benefits the employer without being compensated. Time Collection Devices (TCDs) The District implemented time clocks to ensure accurate record keeping for FLSA compliance. A centralized, electronic record is critical to meet the burden of proof when reporting time worked by employees. Common Pitfalls to Avoid

· Assuming a salaried employee is not eligible for overtime

· Salary basis and salary level are part of the determining criteria for overtime exemption. The job duties of the position, however, are the primary factors that are used in determining a job’s eligibility for overtime under FLSA.

· Human Resources, in collaboration with the District’s Legal Department, administers specific tests to ensure that only jobs that meet exemption criteria are classified as FLSA overtime exempt.


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· Improper application of an FLSA exemption

· Specific testing must be conducted prior to applying any exemption from overtime. Advisement on exemption status for any District job must originate from Human Resources.

· Failing to pay for all hours “suffered or permitted” to work

· Whether authorized or unauthorized, employees must be compensated for all hours worked. For hourly employees, time and one-half or compensatory time must be paid or earned for all hours worked over forty (40) in a workweek.

· Limiting the number of hours employees can record

· All hours “suffered or permitted” to work must be accurately recorded. For this reason, time clocks were implemented to ensure accurate record keeping.

· Failing to add all hours worked in separate areas for the same employer when calculating overtime that is due

· The District must ensure all hours an employee works are recorded regardless of their job assignments and locations throughout the District. Implementing time clocks helps ensure the District’s compliance.

Both civil penalties and criminal penalties may be levied against an employer and individuals for violations of the Fair Labor Standards Act.

I9 – Jury Duty

Instructions for reporting employees for jury duty as well as the requirements to send funds to the District’s Accounting area when employees are compensated for jury duty are posted in the Payroll Contact section of the District/Payroll website.

I10 – Helpful Office Procedures Sign-In sheets – for those employees who do not use the TCD, you should have a sign in sheet posted where all employees have access. Your largest group of employees in this category will be your teachers. Teachers only need to indicate their presence, but you are permitted to have them sign in and out. However, you may not ask them to state the time their reported in or the time they reported out. This is a violation of their contracts. By definition, teachers are exempt employees and you may not ask them to record their time. If they work in a temporary position a teacher should be using the TCD to record hours worked since they will be paid by the hour. Back-Up – it is critical that each work location have a back-up timekeeper. In an elementary school this may be the After Care Director and in a high school it may be the Adult/Community Education program secretary. No matter the location, each should have a back-up who can step in if there is a planned absence or emergencies occur. Security to PeopleSoft – access Liquid Office and complete form 2308, ‘PeopleSoft (ERP) Access Request’; for your back up you will request back up timekeeper access. For a new principal at your location you will have the Area Office initiate the form or the principal can initiate and forward to the Area Superintendent for approval. If you have questions, contact IT Security at [email protected].

I11 - Banking Procedures/Direct Deposit Direct Deposit is a requirement of employment with the School District. Employees are given two pay

periods at hire to sign up for direct deposit. The paychecks will be mailed to the home address on file and are mailed on the Thursday of the payroll week through the US Post Office. If they have not signed up for direct deposit after two pay periods, employees will receive their pay through an alternate means. All employees are notified of this requirement at New Employee Orientation. The alternate means of direct deposit is a Bank of America cash pay card



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which is a debit card/plastic paycheck. Employees must also remain on direct deposit, in other words, they may not return to receiving a paper paycheck once direct deposit is established. This is defined in contract language. Employees may have up to two bank accounts and may make changes at any time. The direct deposit page is closed while payroll is processing every other week.

Banking Procedures in the Customer Service Unit (CSU) of the Payroll Department:

1) ACH Banking Reports 2) Cancellation of Paychecks 3) Reversal of Paychecks 4) Stop Payments of Paychecks

1) ACH Banking Reports

· These reports will confirm any monies that have been returned to the District after payday due to closed account, frozen account, etc. It can take up to five business days for funds to be returned to the District. When the funds are returned an On-Demand check is then issued to the employee and the employee must update their direct deposit information.

· Pre-note issues also appear on this report. A Pre-Note is the process of having an employee’s routing and /or account number verified by their bank if a change is made to their direct deposit information. If there is an issue the employee is notified by Payroll. If the employee does not correct the issue before the next payday their funds may be rejected by their bank and they may have to wait five business days to receive their pay.

2) Cancellation of Paychecks · Cancellations occur if a paycheck was produced in error or for the incorrect amount and initiated by

the Payroll Analyst.

· The check is cancelled at the District bank (Bank of America) and will be reversed in PeopleSoft so that earning totals will remain correct.

3) Reversal of Paychecks

· Reversals will occur for employees that have their funds routed to a direct deposit. Reversals occur if a paycheck was produced in error or for the incorrect amount and initiated by the Payroll Analyst. The reversal request is faxed to the District’s bank and requires five business days for approval.

· Once the request is approved by the District bank the funds will then be reversed in PeopleSoft so that earning totals will remain correct.

4) Stop Payments of Paychecks · Employees who do not receive paper payroll checks through the mail or receive them and then they

become lost, will need to initiate a stop payment through Payroll. The employee must execute a signed and notarized affidavit that requests we ‘stop’ the check. This permits the District to reissue the paycheck. Employees who do not receive paychecks in the US Mail must wait five (5) business days to ensure the check has sufficient mailing time before the stop can be initialized with the District’s bank. Once stopped, employees will wait approximately 24 hours before the reissue can be made. For further information on Stop Payments, please see the Contact list.


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Section J

Reports & Queries

J1 - Queries

Queries are defined as a tool to query real time data from the PeopleSoft system to give you immediate results to assist in managing various facets of data related to your employees. The District has written countless queries for our users for this purpose. For the Payroll area they are divided among those related to general payroll areas and those related to time and labor/TCD. To access any query by folder name please view example below: Navigation: Reporting Tools > Query > Query Viewer Queries related to general payroll areas are in the folder “Employee Info”. TCD related queries are in the “TCD” folder and others related to Time and Labor, such as leave reported or payable time are in the “Employee Info” folder. Next to the query name in the listing, you will find a brief Description which defines the information the query will produce. Reports are similar but are run in a slightly different way and are limited in availability. Once the Query Viewer search page appears, Click on the drop down arrow in the Search by field and select ‘Folder Name’. Then in the ‘begins with’ field enter ‘Employee Info’ OR ‘TCD’ and click the ‘Search’ button.

Since the queries are updated as needed and new ones added, the number of queries in each folder varies. In the example shown on the following page we have displayed the queries in the ‘TCD’ folder:


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Select the query from the listing that you wish to run and click to ‘Run to Excel’. Enter your school/department number in the ‘Time Group’ field and the date range you wish to view. Then click on ‘View Results’

For the Excel Option you will receive the following prompt or something similar. You can select to Open the Results in Excel and view the results; OR You can save the Results in Excel Format with your specified name, then view the results.

Enter Appropriate Input

Click to View Results


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When you click to open or save, the results will display in Excel format which you may use to sort, edit or add details as you need. You also have the option to search for queries by name, therefore, if you have the name of the query, you will return to the main Query Viewer page and leave the default in the ‘Search by’ field as ‘Query Name’. In the ‘begins with’ field, key in the name of the query and click on the search button, the query page will display so that you may enter the required information to search for data.

J2 – Other Reports A limited number of reports are available within PeopleSoft in the Time and Labor area. They may be found:

Navigation: Manager Self Service>Time Management>PB Reports Navigation: Time and Labor>Reports

J3 - Gross and Fringe Report Information

The Gross and Fringe Payroll Report shows payroll expense by combo code and providesdetailed information on which employees were paid, how much they were paid, and the funding source from which they were paid. The report can only be run by accounting period, and may be run for all fund sources or for specific funding. The report is sorted by combo code (with the full fund strip to the right), and itemizes actual expenses by pay end date. The employee name, job code, position number, the check number, gross pay and fringe benefits are provided.


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The information provided by the gross and fringe report will be updated after each payroll is posted. Notice of new payroll postings will be placed on the PeopleSoft portal under ‘Communications’. If you do not see this link – click on Content above Enterprise Menu. This will take you to Personalize Content page – click on the Communications box to check – click save. This will put the link on your PeopleSoft home page. Who can access the Gross and Fringe report: Any person who processes or approves payroll. It is advisable to run a copy for each period to keep as a reference. Accessing the report in PeopleSoft: To access the report, please follow these steps: Navigation: HCM HRPRD > Payroll for North America > Payroll Distribution > GL Interface Reports > Gross and Fringe

Step Action

1. To create the report for the first time, click on add a new value

2. Create a run control ID

3. Name the report: Gross_Fringe_Payroll_Report. Click add.

4. Enter the fiscal year wanted and the accounting period.

5. In the set ID type share. Put in your department number.

6. In all Funding Sources, if you leave checked, you will get everything for the period selected. If you uncheck the box, you have the option of putting in a specific combo code for that period. You can also use this option to select a specific program.

7. Click run and click ok.

8. Click process monitor.

9. Click refresh until you see “success” in the run status field and “posted” in the distribution status field.

10. Click on details.

11. Click on view log/trace in the action section.

12. Click on the .pdf file in the file list section.

Step Action

13. To run the report after the initial report is created: Navigate to the Gross and Fringe Report.

14. At the “Run control ID” you can type in Gross and search.

15. This will take you to the Gross and Fringe Payroll Report.

16. Click on “Add to Favorites” and then you can click on “My Favorites” in your menu as a short cut.


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The current Fiscal Year Accounting Periods document is located on the District’s website in the Accounting/Financial Reporting section. Please visit this area to obtain a copy. Pro-ration of Payroll between Months when the Pay Period Crosses Months: When a pay period crosses months, the pro-ration spreads the expense evenly between the two pay periods, regardless of the actual pay date. For instance, if a substitute works one day in the pay period, that one day will be prorated according to the number of days that fall in each month. To Resolve Expenditures Charged to the Wrong Funding: For complete instructions on moving expenses please visit the Financial Accounting’s section of the District website at: http://www.palmbeachschools.org/accounting/FinancialReporting.asp • Important Note: Once the expenditures are moved, the changes can be viewed onthe budget overview screen in FN. The corrections will not be reflected in the Gross and Fringe Payroll report. To Make Payroll Corrections: If employees have been paid incorrect, payroll corrections will need to be submitted. Please verify that your school or department was the originator of the time entered or submitted for payment. To process the correction, please submit Omni Form PBSD 0121, Payroll Time & Attendance Correction form to the Payroll department. • Important Note: Once the corrections are processed, the corrections will post against the funding strip to which they were originally charged. The corrections will be reflected in the Gross and Fringe Payroll report.

http://www.palmbeachschools.org/accounting/FinancialReporting.asp


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Section K

Job Aids and PeopleSoft Portal Job Aids can be located in the PeopleSoft Portal Page, after you login to PeopleSoft. Job Aids for Payroll and Timekeeping are in the section with the same description. If your PeopleSoft Portal Page is not set-up to display three columns please follow the steps shown below:

1. Click on Layout

2. Select “3 columns” scroll down and click “save”

3. Now you have access to PeopleSoft Job Aids, Helpful Info for Employees, and a history of the PeopleSoft Newsletter.


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Other job aids as well as some of the same ones found on the portal can also be found on the Payroll section of the District’s website in the ‘Payroll Contact Corner’. A section devoted to employee self service is also on the Payroll section of the District’s website. To access the Payroll section of the District website go to:

www.palmbeachschools.org

Click on the ‘Employees’ tab at the top of the page and then click on ‘Payroll’ under ‘Compensation’; the Payroll section will display. To access documents for Employees for Self Service, scroll down to the ‘Self Service Directions and Information’ section. To open documents, simply click on the link and the job aid with information will open for the following:

· Enroll or Change Direct Deposit

· Detailed Instructions for Direct Deposit

· View/Print Paycheck

· Form W-4

· View/Print W-2

· View Reported Time and Payable Time

· United Way

Any questions regarding Employee Self Service features should be directed to the [email protected] or via phone at 561-434-8944 To access the ‘Payroll Contact Corner’ – please scroll to the bottom of the page. Our website is updated as frequently as needed.

http://www.palmbeachschools.org/


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