PAYROLL PROCEDURES TRAINING TRANSPORTATION SERVICES

Table of Content

Daily Process

Exception Tickets

Fieldtrips

Route Assignment

Sheets

Salary Questionnaire

s

Daily Proces

s

Clear missed punches, Enter in leave time, Completeness check, and Approve time.

Make sure Exception tickets are on the commons and all Fieldtrips & Training sign-in sheets are submitted

Send Confirmation of completeness via E-mail to Payroll Clerk

CLEARING MISSED PUNCHES

Examples of missed punches include:

Failing to clock in at the start of shiftNot clocking out between AM and PM ShiftsNot clocking in after lunch break

Note: Justification forms must be completed for all missed punches

CLEARING MISSED PUNCHES

EDITING TIME/ENTERING LEAVE TIME

There would be no clock transactions for leave time (i.e. vacation, personal illness). Therefore this time will need to be entered manually.

COMPLETENESS CHECK

Completeness Check

Are all my drivers

accounted for?

Is all the sick time/ leave time Accounted

for?

Do all my drivers have 2

Segments?

IS MY PAYROLL COMPLETE?(COMPLETENESS TEST)

Exception Report

MP Employee List

Brown, Charlie Brown, James Casey, Sam Clue, Sherlock Dudley, Byron

Brown, Charlie Brown, James Casey, Sam Dudley, Byron

COMPARE

TIPS FOR MANAGER REVIEW

Key Points: Make sure all employees appear on the report Make sure there are two segments when appropriate Make sure hours and/or leave time is reported for each day

worked AM and PM Shift for Attendants & Drivers 40 hours for Staff, RTO & Safety Drivers Make sure you’re rounding when editing time

Ex. 7:06 = 7:00 or 7:10 = 7:15 Review report in its entirety daily to minimize errors

APPROVING TIME

View of time to be

approved

Manager Approval

Only

MAKE SURE EXCEPTION TICKETS ARE IN THE INBOX BEFORE YOU SEND THE PAYROLL COMPLETE E-MAIL

Are the Exception Tickets in the INBOX?

SEND E-MAIL TO YOUR PAYROLL CLERK AND ALL OTHERS WHEN PAYROLL IS

COMPLETE

PAYROLL SUBMISSION @ 8AM

ThenFrom: Scott, Brandy D

Sent: Tuesday, May 07, 2013 8:08 AMTo: Coleman, Susanne P; Holmes, Exania; Williams, Byron LCc: Harrison, Lisa N; Glaude, Chester JSubject: Payroll Submission for May 6

 Good Morning Exception Reports: Drivers-(05/07/13  7:15 AM)  Exception Tickets-(05/06/13  6:49 PM)  

Effective June 25From: Area ManagerSent: Tuesday, June 25, 2013 8:00 AMTo: Payroll SpecialistCc: Harrison, Lisa; Glaude, Chester J;

Terminal Manager

Payroll is complete. Exception tickets on common drive.

And/or

Corrections submitted on common drive.

Payroll will run the exception report.Motor pool will continue to run correction

reports.

Time Clock Extras

Editing Time

Missed Punches

Approving Time

Shift Notes

EDITING TIME IN TIME CLOCK

Editing time for Fieldtrips or Training

Classes When you edit a drivers time after payroll has been

submitted

The Gift Of a Shift Note

EDIT HOURS

Revising:

Only when necessary Try to maintain actual

clocked time

THE GIFT OF A “SHIFT NOTE”

Straight time No school Accident review Fieldtrip (if the employee clocks in)

FIELDTRIP DOCUMENTATION

Calculations

Houston Independent School DistrictTransportation Payroll Exception Ticket No. 123456

Employee Name: (A) Betty Riley Date: (B) January 1, 2012

Employee ID #: (C) 12345 Hours: (D) 2.5 Pay Rate: (E) Driver _X__ Helper ___

Exception Reason: (F) Assisted with Route #2222 (G) 5:00 p.m. – 8:00 p.m.

Employee Signature: (H) ___________________ Supervisor Signature: (I) ____________________

EXCEPTION TICKETAn exception ticket is submitted for time worked over your classified time. The time submitted on the exception ticket should match the clock in/out time on the drivers time card. A legible exception ticket submitted correctly will consist of the following:

A. Employee name (First and Last)B. Current Date written on the exception ticketC. Employee I.D. #D. Hours to be paidE. Pay RateF. Exception ReasonG. Driving time for exception ticketH. Signature of EmployeeI. Signature of SupervisorJ. Time Owed

(J) Time Owed 11/25/11

6

Classified time

School Year 2013 - 2014:Confirm route overage with GPS Data

ROUTE ASSIGNMENT SHEETS

THEN NOWBLANK _____

Input options:1. New Hire2. Voluntary3. Involuntary4. Sub

Status/Retiree *

Route Update

DO NOT SEND TO PAYROLL

* Applicable for School Year only

ROUTE ASSIGNMENT SHEETS

THEN NOWVOID

DO NOT SEND TO PAYROLL

ROUTE ASSIGNMENT SHEETS

Route Selection* CURRENTLY

1. Scan Individually (DO NOT SCAN IN A GROUP)2. File name: Last Name, First Name; effective date (i.e.

MARKBROWN061913)3. Save in route assignment sheets folder (DO NOT EMAIL)

* Scan in a group only for initial route assignments

ROUTE CHANGES

June 10John Doe

Jane Key

Open

June 13

John Doe

Jane Key

1234

5678

9999

Route Updates

Route#1234 Deleted

5678

SALARY QUESTIONNAIRE

The salary questionnaire is designed to address any concerns for pay discrepancies for employees in Transportation Services. The salary questionnaire will be initiated by the motor pool prior to submitting to the payroll department. The salary questionnaire is a three step process that will consist of the following:

STEP ONEThe driver completes the salary questionnaire with the following information:• Full Name• Employee I.D. Number• Work Location• Job Assignment• Route Number• Brief description of their concerns• Sign and Date the questionnaire• Submit to the Area Manager

STEP TWOThe area manager completes the salary questionnaire with the following information:• Area Manager’s Response which is provided after the motor pool has done research using the status report,

exception report, exception ticket, leave accrual balance report, etc.• Sign and Date the questionnaire• Submit to Payroll Department

STEP THREEThe Payroll department will do their investigation to resolve the issues . Once payroll has addressed their findings, the salary questionnaire log will be updated and the original salary questionnaire will be signed and sent back to the motor pool.