PayrollProceduresManual

TimeEditor&TimeApprover

RevisedJune2017

TableofContents

1. OverviewofPayroll&InsuranceServicesDepartment

a. DepartmentMissionStatement&OrganizationChartb. PayrollDataFlowc. PayrollCalendarsd. PayrollFAQSheetse. HowWeCalculateandReconcilePayforSalariedEmployeesf. EmployeeNewHireNotice

2. TheTimeLinkTime&AttendanceSystem

a. RequestforTimeLinkAccessFormb. TimeLinkImportantRemindersandTimeEntryTroubleshootingTipsc. PayrollPeriodCheckListd. PayrollProceduresforReportingNonExemptEmployeeOvertimeandCompTimee. FrequentlyAskedQuestionsTimeLinkf. TimeLinkEmployeeSelfService&EmployeeLeaveRequestSystemg. TimeLinkDeviceManager&InteractiveVoiceResponse(IVR)SystemInstructionsh. ReviewingandEditingTimecardsinTimeLinki. ManagingandApprovingTimecardsinTimeLinkj. TimeLinkReportsGuidek. PayrollEntryProceduresMissedPaySubstitute&HourlyPaidTimel. PayrollEntryProceduresStipend,LumpSum,andExtraDaysPaymentsm. PayrollEntryProceduresMiscellaneousEntries

3. TheInfor/LawsonPayrollSystem

a. EmployeeSelfService

4. ResourcesontheWeba. Payroll&InsuranceServicesWebsite

http://www.greenville.k12.sc.us/Departments/main.asp?titleid=fin_payrollb. FinanceDepartmentSite FinanceForms

http://www.greenville.k12.sc.us/Departments/main.asp?titleid=fin_formsc. GreenvilleCountySchoolsEmployeeWebsites

http://www.greenville.k12.sc.us/Employees/

Section1

Overview

Payroll&InsuranceServicesDepartment

Payroll&InsuranceServicesMissionStatementandOrganizationChart:

OurdepartmentprovidesserviceandsupporttoemployeesoftheDistrictbyprocessingemployeepaychecks.Wealsoassistemployeeswithinsurancebenefits,retirementand

WorkersCompensationandsupportasafeworkenvironment.

Director,Payroll&InsuranceServices

JamieMcCutcheon

Coordinator,Workers

CompensationKayleBrown

BenefitsCallCenter

ClaudiaCoxOuidaBennonBeckyBrammerAmandaDeaseSharonRoach

Vacant

Coordinator,Payroll

MarcDominick

Accountant,Payroll

MarieMeyers

Analyst,PayrollMariannMcKenney

PayrollCallCenter

MelbaMannHelenDavisPattiIngramLizJones

DebbieMillerJudyReid

Specialist,InsuranceServices/WorkersComp

TinaCarr

TechnicalAnalyst,Payroll/Benefits

JohnPeavy

1a

TimeLinkInforGHRInforS3DataFlow

TheaboveillustrationdepictsthedataflowbetweentheDistrictsGlobalHumanResources(GHR),Time&AttendanceSystem(TimeLink),SubstituteManagementSystem(SmartFindExpress),andthePayrollProcessingSystem(InforS3).

1. DailyFeed:Newemployees,changestoemployeerecords,andterminationsareenteredbytheHumanResourcesDepartmentintotheInforGHRsystem.

2. NightlydatatransfersaresenttoTimeLinkandSmartFindfromInforGHRdata.3. NightlydatatransfersaresenttoTimeLinkfromtheSmartFindSubstituteManagementSystem

(employeeabsencesandsubstitutetimerecords).4. DataistransferredfromTimeLinktotheInforS3payrollsystemontheTimeEntryclosedate.5. PayrollisprocessedinInforS3andemployeesarepaidaccordingtotheDistrictspublishedpayroll

calendar.

Employeeishired/changed/terminated

throughInforGHRGHRTransfersdatatoInfor

S3

InforS3transfersemployeeinformationtoSmartFindExpress&

TimeLink

EmployeeTime&AttendanceDataiscapturedinTimeLinkthroughtimeentryand

SmartFindExpressimports

EmployeeTimeRecordsareeditedandapprovedinTimeLinkfortransferto

InforS3

EmployeePayrollisProcessedinInforS3

PayDay!

1b

Weeksin TimeEntry

Beginning Ending PayPeriod* Closed CheckDate1 6/5/2017 6/18/2017 2 06/22/17 7/14/20172 6/19/2017 7/2/2017 2 07/06/17 1 7/28/20173 7/3/2017 7/16/2017 2 07/20/17 8/15/20174 7/17/2017 8/6/2017 3 08/10/17 8/30/20175 8/7/2017 8/27/2017 3 09/01/17 9/15/20176 8/28/2017 9/10/2017 2 09/15/17 9/29/20177 9/11/2017 9/24/2017 2 09/29/17 10/13/20178 9/25/2017 10/8/2017 2 10/13/17 10/30/20179 10/9/2017 10/22/2017 2 10/27/17 11/15/201710 10/23/2017 11/5/2017 2 11/10/17 11/30/201711 11/6/2017 11/19/2017 2 11/29/17 12/15/201712 11/20/2017 12/3/2017 2 12/08/17 12/29/201713 12/4/2017 12/17/2017 2 01/03/18 1/12/201814 12/18/2017 1/7/2018 3 01/12/18 1/30/201815 1/8/2018 1/21/2018 2 01/26/18 2/15/201816 1/22/2018 2/4/2018 2 02/09/18 2/28/201817 2/5/2018 2/18/2018 2 02/23/18 3/15/201818 2/19/2018 3/4/2018 2 03/09/18 3/30/201819 3/5/2018 3/18/2018 2 03/23/18 4/13/201820 3/19/2018 4/8/2018 3 04/13/18 4/30/201821 4/9/2018 4/22/2018 2 04/27/18 5/15/201822 4/23/2018 5/6/2018 2 05/11/18 5/30/201823 5/7/2018 5/20/2018 2 05/25/18 6/15/201824 5/21/2018 6/3/2018 2 06/07/18 6/29/2018

1 245DayHourlystarts

*WeeksinpayperiodaresubjecttochangebasedontheapprovedDistrictcalendareachyear.

SEMIMONTHLYPAYROLLPERIODS

SUBSTITUTES/HOURLYEMPLOYEES

PayPeriod

CHECKDATESFOR20172018

Timeentryclosesat4:00pmontheclosedate.Timemaynotbeapprovedaftertheclosedate.

1c.1

TimeEntry CheckDateBeginning Ending Beginning Ending Closed

1 6/5/2017 6/18/2017 7/1/2017 7/15/2017 06/22/17 7/14/2017 12 6/19/2017 7/2/2017 7/16/2017 7/31/2017 07/06/17 7/28/20173 7/3/2017 7/16/2017 8/1/2017 8/15/2017 07/20/17 8/15/2017 24 7/17/2017 8/6/2017 8/16/2017 8/31/2017 08/10/17 8/30/2017 35 8/7/2017 8/27/2017 9/1/2017 9/15/2017 09/01/17 9/15/20176 8/28/2017 9/10/2017 9/16/2017 9/30/2017 09/15/17 9/29/20177 9/11/2017 9/24/2017 10/1/2017 10/15/2017 09/29/17 10/13/20178 9/25/2017 10/8/2017 10/16/2017 10/31/2017 10/13/17 10/30/20179 10/9/2017 10/22/2017 11/1/2017 11/15/2017 10/27/17 11/15/201710 10/23/2017 11/5/2017 11/16/2017 11/30/2017 11/10/17 11/30/201711 11/6/2017 11/19/2017 12/1/2017 12/15/2017 11/29/17 12/15/201712 11/20/2017 12/3/2017 12/16/2017 12/31/2017 12/08/17 12/29/201713 12/4/2017 12/17/2017 1/1/2018 1/15/2018 01/03/18 1/12/201814 12/18/2017 1/7/2018 1/16/2018 1/31/2018 01/12/18 1/30/201815 1/8/2018 1/21/2018 2/1/2018 2/15/2018 01/26/18 2/15/201816 1/22/2018 2/4/2018 2/16/2018 2/28/2018 02/09/18 2/28/201817 2/5/2018 2/18/2018 3/1/2018 3/15/2018 02/23/18 3/15/201818 2/19/2018 3/4/2018 3/16/2018 3/31/2018 03/09/18 3/30/201819 3/5/2018 3/18/2018 4/1/2018 4/15/2018 03/23/18 4/13/201820 3/19/2018 4/8/2018 4/16/2018 4/30/2018 04/13/18 4/30/201821 4/9/2018 4/22/2018 5/1/2018 5/15/2018 04/27/18 5/15/201822 4/23/2018 5/6/2018 5/16/2018 5/31/2018 05/11/18 5/30/201823 5/7/2018 5/20/2018 6/1/2018 6/15/2018 05/25/18 6/15/201824 5/21/2018 6/3/2018 6/16/2018 6/30/2018 06/07/18 6/29/2018

7/1/2018 7/15/2018 TBD 7/13/20187/16/2018 7/31/2018 TBD 7/30/2018 48/1/2018 8/15/2018 TBD 8/15/2018 5

1 245DayWorkSchedulestarts2 200,205,210,215,220DayWorkSchedulestarts3 185,190DayWorkSchedulestarts4 Final201718check200,205,210,215,220DayWorkSchedule5 Final201718check185,190WorkSchedule

Period PeriodLeaveReporting

Timeentryclosesat4:00pmontheclosedate.Timemaynotbeapprovedaftertheclosedate.

Payroll

TBDTBDTBD

SEMIMONTHLYPAYROLL&LEAVEREPORTINGPERIODS

SALARIEDEMPLOYEES

Salariedemployeesschedulearepaid1/24thoftheirannualsalaryeachcheckdate.

CHECKDATESFOR20172018

1c.2

SupplementalPayAdjunctCoaches

20172018RegularSupplements

NationalBoard/Academics/FineArts:Beginwith1stpaycheckforteacherswithnewrateofpayonAugust30,2017andcontinuethroughJune15,2018 (20payments)FallSports:Beginwith1stpaycheckforteacherswithnewrateofpayonAugust30,2017andcontinuethroughJune15,2018 (20payments)WinterSports:BeginwithfirstpaycheckinNovember(November15,2017)andcontinuethroughJune15,2018 (15payments)SpringSports:BeginwithfirstpaycheckinFebruary(February15,2018)andcontinuethroughJune15,2018(9payments)

AdjunctCoachesFallSports:Payonfirstpaycheckofthemonth:September15,2017;October13,2017;November15,2017WinterSports:Payonfirstpaycheckofthemonth:December15,2017;January12,2018;February15,2018SpringSports:Payonfirstpaycheckofthemonth:March15,2018;April13,2018;May15,2018

1c.3

Iamasalariedemployeeandstartedworkafterthefirstdayoftheregular,fiscalyearworkperiod.Howismytotalsalarycalculated?Yourpaywillbecalculatedbasedonthenumberofdaysthatyouareexpectedtowork.(exampleshownbelow)

Employee:

JohnEmployee

DateofHire:

772014

GrossPaypercheck(RemainingSalary/23)

1,483.34

Salarybasedon245days 47,407.00 DailyRate

salary/245days 193.50

DaysPaid

7/7/146/30/15 241

Totalsalaryearnedfiscalyear

Totaldaysworkedxdaily

rate46,633.01

1stcheckJuly15,2014:7dayspay(July7July15)

1,354.50

RemainingPay

45,278.51

HowdoIusepersonalleavedays?Two(2)sickleavedaysmaybeusedforpersonalleaveeachfiscalyear,withadvanceapprovalbyyoursupervisor.Ifyouusemorethan2personalleavedays,yourpaywillbedockedyourdailyrateofpayforeachadditionalpersonalleaveday.Youcannotcarryoverunusedpersonalleavedays.Ifpersonaldaysarenotused,thedaysremaininyouravailablesickleavebalance.WhatifIrunoutofleavetimeandcannotreporttoworkbecauseofmedicalreasons?Ifyouexpecttorunoutofaccruedsickleave,yoursupervisorshouldletPayrollknowimmediately.Youwillberemovedfrompayroll.Uponnotificationbyyoursupervisorofyourreturn,yoursalarywillberecalculatedbasedonthenumberofdaysyouwillbepaidfortheremainderofthefiscalyear.TalktoyoursupervisorabouttheDistrict'sLeaveofAbsenceprocess.ItransferredfromanotherS.C.schooldistrictorS.C.StateAgency.CanItransfermyunpaid/unusedsickleavedaystoGreenvilleCounty?Yes.IfyoubeginemploymentwiththeDistrictwithin30daysofleavingyourpreviousS.C.schooldistrictorS.C.stateagency,wewillacceptyourunused/unpaidsickleavedays.YourpreviousS.C.employermustsendverificationofthisinformationonbusinessletterhead.TransferredleavewillbeaddedtoyourDistrictsickleavebalance.HowmanysickleavedaysdoIreceive?12MonthEmployeesearn18daysofsickleaveperfiscalyear.Sickleavebalancescarryoverfromyeartoyearwithnolimit.IfyouareanewemployeetoGreenv