Coeur d'Alene School District Payroll

Finance Procedures ~ Payroll

ABSENCE REPORTS

Three parts:

WHITE goes to the Payroll Office
YELLOW stays at the building
PINK is the employee's copy

Absence sheets are to be sent to the payroll office EVERY Friday with any remaining sheets sent down with timesheets no later than the payroll cut-off date.

Absence Report Procedures

Absence reports are to be signed by the substitute at the time they report for work (please print legibly).
Upon returning to work, the employee is to mark the reason for their absence and sign the form. The employee is solely responsible for marking the reason for absence.
When an employee is gone for four hours or less, it needs to be marked on the absence sheet as a ½ day, if they are gone for more than four hours it needs to be marked as a full day on the absence sheet.
Available days are listed in the bottom left hand corner of your check stub. It is advised that you check this information regularly on ERMA. Absences that exceed the amount of days you have available will result in a payroll deduction.

If an error is made on an absence sheet

The employee shall submit a request in writing to their supervisor to change their original absence report. This should be done within 30 working days of payday. Their supervisor will either deny or allow the change.
If the request to change is allowed, the Superintendent will notify the employee to resubmit the absence report. A copy of the letter allowing the change and the corrected absence report will be forwarded to the payroll department. In the event there has been a payroll deduction pertaining to this, the employee will be reimbursed the amount of the deduction on the next regular payroll date.
If the supervisor denies the request, the payroll deduction will remain in effect.
No changes will be made after June 30th of the school year, the last day of the fiscal year.

PROFESSIONAL LEAVE FORM

Three parts:

WHITE goes to the Payroll Office
YELLOW stays at the building
PINK goes to the Director

If an absence is professional leave, a professional leave form must be filled out and have ALL approvals PRIOR to date of absence. These are required 10 days in advance of absence to ensure absence is paid from the correct budget code. Building Principal must sign prior to submitting to the District Office. On the Friday following the activity, this form is to be submitted to Payroll along with all other absence forms for recording.

New Forms and Instructions

The new professional leave form will be implemented for the FY03 school year.
Please discard all old forms.
This form will be generated by the budget administrator requesting employees participate in activities outside the regular instruction. It will be the responsibility of the director to provide building principals or supervisors with forms filled out for each individual they are requesting to be in attendance, with the name of the conference/workshop, location, dates and budget code.
Forms will be given to building for use of building professional leave.
With this information provided to the building principal/supervisor, they would sign giving permission for this employee to be absent from the building.
The employee would then sign as an agreement to attend.
When the substitute employee reports to work they would then sign the form stating how many days they are working. If more than 1 substitute is required, we have provided lines for 2 additional substitutes.
On the Friday following the activity, this form is to be submitted to Jeanette in payroll along with all other absence forms for recording.
We will remove professional leave from the traditional absence form and use only the revised form.
When outside agencies are reimbursing for sub costs, the director authorizing the employee will use their budget code and upon reimbursement, the account will be credited. The name and complete billing address must be plainly written on the professional leave form adjacent to the budget code.

Electronic Professional Leave Forms

The electronic professional leave form was implemented as of FY07 school year.
This form is generated by the budget administrator requesting employee's participation in activities outside the regular instruction. It is the responsibility of the director to provide building principals or supervisors with forms filled out, listing each individual they are requesting to be in attendance, with the name of the conference/workshop, location, dates and budget code.
Forms will be placed on the District "INFOCENTER/District Staff Development" site, for building professional leave. (Email notice to office managers will be sent out prior to each event.)
This information is given to the building principal to sign, giving permission for this employee to be absent from the building.
The employee will sign as an agreement to attend.
When the substitute teacher reports to work they will sign the form stating how many days they are working. Additional lines have been provided for additional substitutes, if more than 1 substitute is required per event.
On the Friday following the activity, this form is to be submitted to Payroll along with all other absence forms for recording.
When outside agencies are reimbursing for the sub costs, the director or building Principal authorizing the employee will use their budget code, and upon reimbursement that account will be credited. The name and complete billing address must be plainly written on the professional leave form adjacent to the budget code.

Our intent is to reduce paperwork, let building principals/supervisors have control of what is happening in their buildings and be able to charge building budgets only for the sub days they have budgeted for.

The policy of charging the building budgets for sub salaries when a professional leave form is not filed with the payroll department will continue.

TIMESHEETS

Timesheets are required for all hourly employees and need to be filled out correctly by the employee. These need to be used for all types of time, including overtime, comp-time and all leaves taken. Please follow your payroll schedules. If payroll is due at the District Office on the 16th, then time should be recorded through the 15th. It is important timesheets arrive on time or your check could be delayed as law permits. Timesheets should NEVER have estimated time on them. Your timesheet should be filled out daily. Labor laws are very specific when reporting time. The law states that if an employee works overtime, they must be paid in either time or money (their choice). If overtime is not authorized, please make sure the employee does not work it. This is the principal or budget administrator's responsibility and must be documented and placed in the employee's file. Lawsuits, penalties and back pay are costly and affect the entire District in many ways.

Payroll will not accept early timesheets with time reported after the date received. Any type of emergency could change your "estimated" time and this constitutes fraudulent reporting. All timesheets/changes are the employee's responsibility.

Benefited/Non-Benefited Certified Employees

A timesheet must be filled out for lunch duty, homework house, sporting events (anything that is in addition to your normal contracts). All extra activities belong in the additional hours column on the timesheet. Total all columns and report total hours worked in the additional hours/overtime box. If that box is left blank, it will indicate no additional pay required.
All hours must be verified and needs to have a supervisor's signature on the timesheet.
Sub teachers do not get extra compensation for working lunch duty. Those hours are included in their daily pay.

Classified Benefited Employees

Classified/Benefited Staff - an employee who is not a teacher, principal or a director and works at least 20 hours per week (you are benefited if you have state retirement taken out of your checks).
9, 10 and 11-month employees - you are scheduled to work a predetermined amount of hours per day. Hours are multiplied by the number of days worked, then multiplied by the hourly rate and divided by 12 months to establish your monthly rate (hours x days x hourly rate ÷ 12 months = salary). Your monthly rate is set in the computer and automatically paid each month.
If you are hired as a 12-month employee your year goes from July 1st to June 30th, in addition you receive the vacation benefit.
You are hired to work a certain number of hours per day. If your supervisor requests that you stay additional time, please record your extra time in the additional hours column on the timesheet. All time over your assigned hours goes in the additional hours column.
At the end of the pay period, total all of your columns. All of the additional hours will go in the additional hours column under comp or OT. Talk with your supervisor to determine whether or not you earn comp time in lieu of payment for additional hours or overtime.
If you receive payment for these additional hours complete the computation and fill in the additional hours, overtime pay line, recording additional hours worked times your hourly rate to figure the total amount of pay. If this box is left blank or incomplete, payroll will not pick up additional payment.
If timesheets are incomplete, you will have to wait until the following month for payment after you have made the necessary corrections.
If you have multiple assigned positions you will fill out separate timesheets for each position (teacher assistant, playground duty, lunch aide, etc.) Make sure that you fill in the type of work and budget code.

Non-Benefited Classified Employees

Non-Benefited Classified Staff - Employees that work less than 20 hours per week are not benefited. Please make sure to mark NO in the benefits box. ALL of your hours are to be totaled and put in the additional hours/overtime box along with your rate of pay and total to be paid for each assignment.
Several of you do a number of different jobs such as playground, lunch duty, crossing guard, food service, etc. A separate timesheet for each duty is required. Again, make sure you turn in a correct, completely filled out timesheet with totals in the additional hours/overtime box or you will not get paid until timesheets are accurate.
All hours must be verified.
It is strongly recommended that the immediate supervisor indicate verification of hours worked.

All timesheets must have employee's and supervisor's signatures.

If you do not know your scheduled hours, rate of pay and budget code please contact the HR Department at Ext. 232/250, or the Payroll Department at Ext. 233/235. Adjust your timesheet accordingly before submitting it to the Payroll Department at the District Office on the due date.

If you have any questions regarding timesheets, please contact the Payroll Department at ext. 233/235. If your timesheet is incomplete, incorrect or late it will be sent back to you to correct and resubmit. This will result in your paycheck being delayed. Timesheets are the responsibility of the employee and must be filled out by the employee.

PAYROLL SCHEDULE

Payroll schedules are sent out to all buildings before the beginning of each school year. They are also available from the Payroll Office for anyone who needs one.

Due the 1st working day of each month
Any and all changes that affect your pay or personal information. Some examples are:

Direct Deposit - Sign-up sheets with a voided check, not a deposit slip, must be received in the hands of the payroll department. This applies to start-ups, cancellations, account number or bank changes.
W-4's - Changes to your exemptions and taxes.
Extra-Curricular Monies - Stipends, Coaching pay, etc.
Address Changes
Name Changes
Social Security
New Hires
Terminations
Location Change
Annuities
Credit Union
Medical & Dental

Any changes received after the 1st of the month will go into effect the following month.

Timesheets are due and payable according to the payroll schedule. If not in on time, your check will be delayed as law permits.

Note for the 12-month employees
You are paid on a monthly basis from the 1st day through the last day of the month even though you fill out a split month timesheet. Benefited classified employees timesheets are used strictly to payout additional hours, comp time earned and leaves taken. Non-benefited classified employees are paid strictly off of their timesheet.

PAYROLL SCHEDULE 2008-2009

Last Day to Turn Into Pay

Month Pay Period Enter Time Payroll Day

September 08/14 - 09/11 11th 12th 25th

October 09/12 - 10/10 10th 13th 24th

November 10/11 - 11/12 12th 13th 25th

December 11/13 - 12/10 10th 11th 19th

January 12/11 - 01/12 12th 13th 22nd

February 01/13 - 02/11 11th 12th 25th

March 02/12 - 03/13 13th 16th 25th

April 03/14 - 04/14 14th 15th 24th

May 04/15 - 05/12 11th 12th 21st

June 05/13 - 06/12 12th 15th 25th

July 06/13 - 07/14 14th 15th 24th

August 07/15 - 08/13 13th 14th 25th

Marriage, divorce, birth of a child, and death of a spouse or dependent ALL affect your benefits.

Make sure all appropriate changes are made by the first working day of each month.

DIRECT DEPOSIT INFORMATION

Sign-up forms are available at each site from the secretary or on the District's "INFOCENTER/District Staff Development" site. Direct deposit forms must be turned into the payroll department NO LATER than the 1st day of the month that you want direct deposit to start. Read and fill out form completely. A voided check or a copy of check (no deposit slips), must accompany the form to activate direct deposit. If you have any questions concerning the routing number or your account number, contact your bank for assistance.

Direct deposit into your bank account means 100% of your check goes to the bank. You will be provided with a deposit advice statement each month or you may choose to go paperless. We encourage you to view and print that information off of Employee Access http://erma.cdaschools.org

NOTE: If you participate in direct deposit and change banks or account numbers you will need to send in a new direct deposit form with the new account numbers and attach a blank check marked "void" from the new account. Direct deposit will resume the payday following the change. Once enrolled, direct deposit will continue until you cancel it.

LOST PAYCHECK

It will take five business days from the date of payday before the Payroll Department will issue a replacement check.

A "Request for Replacement of Lost Check" form needs to be filled out by the employee and turned into payroll before the employee will receive the replacement check.

Finance Procedures

Please send comments to: Cheri Beard
Last Modified 08/25/2008