as a reminder, please sign in to elluminate sessions with your full name and location

BRITE brings one business system to Broward Schools

• As a reminder, please sign in to Elluminate sessions with your full name and location This will allow us to accurately respond back

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Welcome!


Time Entry and Payroll Support May 5, 2011


AGENDAWelcome and Introductions

Best Practices: Summer Payrolls

YRP Reminders

What’s Next: Upcoming Elluminate Sessions


Best Practices – Summer Payrolls


Payroll Contact DOsDO remind staff of the following:

• Discuss payroll issues Monday through Thursday• Sign up for Direct Deposit via ESS if they are still

receiving paper pay checks• Update contact information (including address) via

ESSDO the following:

• Process the required payroll documentation in a timely mannero Payroll reports must be reviewed and approved before

payments are finalized (even in the summer!)

• Ensure there is an experienced Back-up Payroll Contact ready, willing and able to fill-in during your absence


Payroll Contact DO NOTs DO NOT project attendances unless directed to do so via

ERP/BRITE communications DO NOT plan to enter absences retroactively – time should

be entered daily Late entry of an absence can cause an overpayment

DO NOT wait to collect required payroll documentation upon your return to work Payroll reports must be reviewed and approved before

payments are finalized DO NOT give your sign-on/password information to anyone

Sharing your SAP access equals sharing your personal data (bank details, social security #, dependent information, etc.)

The Back-up Payroll Contact MUST use his/her personal sign-on/password information


Summer Back-upsBest Practices require all locations to have at least one Back-up for all major roles Locations should be reviewing back-up support NOW for the

Payroll Contact, HR Action Processor, Budget keeper, etc. to ensure adequate coverage when needed

Plan for the unexpected: Temporary Replacement for Primary Payroll Contact (i.e. Summer

coverage) Primary Payroll Contact retires, is laid off, or resigns Primary Payroll Contact is unavailable for any reason

The Back-up should not be someone on the same schedule as the employee with the primary role

Defeats the purpose of having a Backup – neither are available to perform the required duties

Cannot be the site Administrator The person performing the duties must be different from the approver


Back-up Payroll Contact The Back-up Payroll Contact: Must be assigned the Payroll Contact role Must attend training in order to have the Payroll Contact role

assigned If the role was previously assigned but the Back-up has not

attended training, access to required transactions was removed

Must know how to sign-in and perform Payroll Contact functions

The Back-up should be allowed to complete time entry functions on a regular basis

Can belong to another Org Unit Requires a Dual Access Time Entry (DATE) position to gain

access to employees in the secondary Org Unit Form to request the DATE position is located on the BRITE

website


Tracking Attendance

Question: How is Attendance tracked at your location?

A. ______ KRONOS Time Clock or COMPASS

B. ______ Sign-in Sheet (by school, department, etc.)

C. ______ Individual Time Sheets

D. ______ Don’t track Attendance, just Absences

E. ______ No Answer or None of the Above


Year Round Pay2010-11


Year Round Pay OptionSummer 2011 Payment Schedule

P/A Calendars

2011 YRP DayS

2010-11 % ofDed.

2011 YRP

Check 1

# of YRP Days

2011 YRP

Check 2

# of YRP Days

2011 YRP

Check 3

# of YRP Days

2011 YRP

Check 4

# of YRP Days

2011 YRP

Check 5

# of YRP Days

2011 YRP

Check 6

# of YRP Days

AA 186 51 19.62% 06/24/11 06 07/08/11 10 07/22/11 10 08/05/11 10 08/19/11 10 09/02/11 05

AA 196 45 17.31% 06/24/11 05 07/08/11 10 07/22/11 10 08/05/11 10 08/19/11 10

AA 206A 35 13.46% 07/08/11 10 07/22/11 10 08/05/11 10 08/19/11 05

AA 206B 35 13.46% 06/24/11 05 07/08/11 10 07/22/11 10 08/05/11 10

AA 216A 25 9.62% 07/08/11 10 07/22/11 10 08/05/11 05

AA 216B 25 9.62% 07/08/11 05 07/22/11 10 08/05/11 10

AA 216D 25 9.62% 06/24/11 05 07/08/11 10 07/22/11 10

BB 186 Burg. 39 15.00% 06/17/11 02 07/01/11 10 07/15/11 10 07/29/11 10 08/12/11 07

BB 196 Burg. 33 12.69% 06/17/11 01 07/01/11 10 07/15/11 10 07/29/11 10 08/12/11 02

BB 196 Orange 25 9.62% 06/17/11 05 07/01/11 10 07/15/11 10

BB 196 Yellow 10 3.85% 07/15/11 10

BB 196 Pink 10 3.85% 07/15/11 10

BB 196 Blue 12 4.62% 07/01/11 02 07/15/11 10

BB 196 Green 25 9.62% 07/15/11 10 07/29/11 10 08/12/11 05

BB 204 40 15.38% 07/01/11 10 07/15/11 10 07/29/11 10 08/12/11 10

BB 216A 25 9.62% 07/01/11 05 07/15/11 10 07/29/11 10

BB 220 25 9.62% 07/01/11 05 07/15/11 10 07/29/11 10


Payout of Year Round Pay (YRP) Balances for the 2010-11 School Year

Surplus Employees Remain Active in the system Continue to receive bi-weekly YRP paychecks

throughout the summer, unless status changes to Inactive or Withdrawn

Inactive or Withdrawn Employees (Terminated, on Lay-off, Retired, etc.) Employees are ineligible for YRP Will receive the YRP lump sum payout after the

action is processed in SAP


Payout of YRP Balances for the 2010-11 School Year

Employees with a Change in Calendar : Employees remain eligible for YRP Factors that impact when the YRP payout will occur

When the Action is processed The effective date of the Action When an employee changes from one calendar to

another, the employee will continue to receive YRP payments until the YRP balance is depleted

Note: Due to the variation in the number of bi-weekly YRP payments as a result of a change in calendar, the dollar amount of those payments will be adjusted


Year Round Pay Enrollment 2011-12


Year Round Pay Option Reminders

Requirements for participation in the YRP option: Eligible employees must enroll annually

Enrollment does not roll over from one year to the next Employees who were enrolled in YRP for the 2010-11

school year and want to continue participation must re-enroll to participate during the 2011-12 school year

Eligible new hires and employees returning from leaves of absence, layoff, surplus, etc. can only participate in YRP if rehired by the start of the contract calendar and are enrolled in YRP before the first day of the calendar Note: If enrollment in YRP was completed before the

employee was laid off, that enrollment will be delimited and the employee must re-enroll if rehired


Year Round Pay OptionOn-line Enrollment Dates

Eligible active employees may enroll in the Year Round Pay Option via Employee Self Service (ESS) during the following periods:

Tues., May 24th – Wed., June 22nd, 2011Wed., July 6th – August 21st, 2011*

*The last day to enroll in YRP is the day before the start date of the employee’s 2011-12 Contract Calendar


Year Round Pay Option Deadlines

Employees who don’t have access to ESS and want to participate in YRP must complete and submit a paper YRP enrollment form before the first day of the respective calendar; for example:

Eligible employees working a color-track schedule (Orange, Yellow, Pink, or Blue) who are hired or rehired for the first day of work on those calendars (July 11, 2011) must enroll via ESS by 11:59 pm on July 10, 2011

If they do not have access to ESS they must submit a paper form to Payroll by Friday, July 8, 2011


Other Year Round Pay Option Reminders

NO master data changes should be made on payroll processing days (typically Mondays)

Enrollment in YRP requires master data changes (creation of an IT0014 record); therefore employees should not attempt to enroll on Mondays


Year Round Pay Calculator

• Type the Annual (Contract) Salary and press enter: • Estimated Year Round Pay Daily Rate: • Estimated Bi-weekly (per standard 10 day pay period) Gross Basic Pay Amount: • Based on the Annual Salary (Contract Pay only), the estimated gross bi-weekly pay for base salary will be for the amount appearing in the green box. The first and last checks in the contract year will be for the actual days in that pay period times the Year Round Pay Daily Rate (the amount in the pink box).

• The YRP Calculator can be found on the BRITE website at: http://www.broward.k12.fl.us/erp/brite/HR/ess/portal.htm

Enter the Annual Salary (Primary position contract pay only) in the yellow box provided to calculate YRP bi-weekly pay. (This amount can be found in the upper left hand corner of your pay stub.)

Calculate estimated bi-weekly pay amount using the YRP Calculator

Do not include payment for supplements, additional positions, etc.

http://www.broward.k12.fl.us/erp/brite/HR/ess/portal.htm


Enrolling in theYear Round Pay Option

All Employees should access ESS via the BRITE Portal at:

http://www.broward.k12.fl.us/erp/brite/HR/ess/portal.htmIntranet (at work): web/ERP

Click BRITE Portal Inside BCPS if within a District location

Click BRITE Portal Outside BCPS if at any location other than a District site

Internet (at home): www.broward.k12.fl.us/ERP


Debra C. Bouhenguel

Do we have instructions somewhere on the website?


Enrolling in theYear Round Pay Option

Once signed on to ESS employees must click on Year Round Pay Selection

Step-by-step instructions for enrolling in YRP can be found on the BRITE website


Where to Find Information on the Year Round Pay Option

Go to the BRITE website at:http://www.broward.k12.fl.us/erp/brite/HR/ess/portal.htm

Year Round Pay Option Enrollment Instructions Year Round Pay Option Information Sheet Year Round Pay Option FAQ’s Year Round Pay Option Video Year Round Pay Option Cancellation Form Year Round Pay Calculator Year Round Pay Option Hardship Cancellation Form

Used after employee’s calendar has started, but only with a qualifying hardship



Questions ???

For questions regarding ESS (signing on to ESS or the enrollment process itself) Call the BRITE Support Center at 754 321-8120

For questions regarding the Year Round Pay option Call Payroll at (754) 321-8150

For questions regarding computer set-up/web access Call ETS at (754) 321-0411


Reminders


Employee Self Service

Please remind staff that they can perform a multitude of actions via ESS:

• Update employee contact information Should be kept current to ensure receipt of all District communications

• Update bank information Employees can have direct deposits sent to 5 different banks

• Opt-out of printed paper pay Advices – conforms to the District’s “Go Green Initiative”

• View salary statements

• View vacation, sick and compensatory time balances

• Participate in Professional Development


Vacation and Comp Time

Run reports now to identify employees who need to use vacation or compensatory time before June 30, 2011 The Display Absence Quota Information report (PT_QTA10)

can be run to identify employees who are in a “use or lose” situation with vacation

The report can also be run to identify employees who need to use compensatory time before June 30th

Report can be run by Personnel Number or for the entire Org Unit

Carry-over of Compensatory Time Review the Comp Time Matrix for caps and carryover

limits for compensatory timeo The matrix can be found on the Employee Relations website at:

http://www.broward.k12.fl.us/employeerelations/





What’s Coming Up


• Upcoming HR Action Processor Elluminate Session – Wed., May 11, 2011 at 10:00 AM

• Upcoming Payroll Elluminate Sessions for 2011– Thurs., June 2, 2011 at 10:00 AM

MARK YOUR

CALENDARS!

as a reminder, please sign in to elluminate sessions with your full name and location

Documents

backup payroll contact

payroll contact role

payroll contact functions

resignsprimary payroll

payroll support

payroll issues

experienced backup payroll

business system