time & labor job aid packet...impact to check amount trc earn code description (if column is...

Time & Labor Job Aid Packet

Page

Payroll Phone List ............................................................................................ 1

Time Reporting Codes ....................................................................................... 3

SDUSD Payroll Schedule 2017 .............................................................................. 7

PeopleSoft HCM Reporting Time ........................................................................... 9

Payroll Reporting ............................................................................................. 11

Monthly Payroll Checklist for Managers .................................................................. 15

Audit Paid to Reported Time Report Validation Fields Explanation ................................. 17

How to Run the Filled Positions Report ................................................................... 19

Time Summary Report – by Employee .................................................................... 23

How to Run the Time Summary Report to Excel ....................................................... 25

How to Run the Cross-Site Account Code Charges Report to Excel ................................. 27

How to Run the Site Account Code Charges Report to Excel ........................................ 29

Payroll Deadlines/Records Retention – Signed Reports ................................................ 31

HR Forms/Timecards ........................................................................................ 32

How to Update the Combo Code (Budget Number) for Professional Development Subs ............................................................................................ 33

Verifying Jobs in SmartFindExpress (SAMS) .............................................................. 35

Double Time for Overtime .................................................................................. 39

Updated 5/19/2017

EDUCATION CENTER :: 4100 Normal Street • Room 1150 • San Diego, CA 92103-2682 :: 619.725.7725 :: www.sandi.net

PAYROLL DEPARTMENT EFFECTIVE 04/26/2017

Main Number: (619) 725-7736 Fax Number: (619) 686-6729

PAYROLL SPECIALISTS

Elementary Schools: Locations 0001-0033, 0153-0214 725-7711 Steve Dozier [email protected] Locations 0039-0061, 0090-0150 725-7712 Gina Mendez-Gonzalez

[email protected] Locations 0062-0089 725-7728 Lorene Whitley [email protected] Locations 0215-0297 725-7722 Alice VanCleave [email protected]

Secondary Schools: Locations 0301-0331 725-7723 Valerie Navarro [email protected] Locations 0332-0350 725-7733 Yesenia Mundo [email protected] Locations 0352-0369, 3637,3732-3753 725-7728 Lorene Whitley [email protected]

Central Office Locations 0370-0791, 5100-5377, 5521 725-7733 Yesenia Mundo [email protected] Locations 5378-5568, 9481 725-7726 Sherie Redding [email protected] Location 5571-5604, 5610-5707,5900 725-7709 Liliana Jimenez [email protected] Locations 5605, 0834-0896,8302-8813, 5831 725-7710 Lori Wilkinson [email protected]

Hourly Substitutes (Alpha Last Name)

Subs: A-P 725-7727 Becky Morstad [email protected] Subs: Q-Z 725-8146 Catherine Dickens [email protected]

Garnishments / Workers’ Comp / Direct Deposit: Wage Withholding Orders 725-8009 Deana Davidson [email protected] Workers’ Compensation 725-8146 Catherine Dickens [email protected] Direct Deposit: A – Z 725-7736 Tabatha Rodriguez [email protected] GENERAL INFORMATION Payroll Director 725-7717 Sue Weir [email protected]

Supervisor Classified Payroll 725-7702 Anna Marie Villegas [email protected]

Supervisor Certificated Payroll 725-7730 Judith Wind-Walker [email protected] Confidential Administrative Assistant 725-7718 Pamela Alves [email protected] Senior Systems Analyst 725-7735 Alex Satur [email protected] Payroll/Benefits Clerk 725-7736 Tabatha Rodriguez [email protected]

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mailto:[email protected]
















http://www.sandi.net

























http://www.sandi.net




























































Impact to Check Amount

TRC EARN CODE Description (If column is blank, there is no

impact to the check amount.) Employees

11UNP UNP 11-Month Unpaid Days (21-23) -1 X Hourly Rate Classified 11 month ---

ADOPT ABS Adoption

Certificated, managers, supv, and confidentials (other classified - use personal necessity) ---

BRV BRV Bereavement All monthly ---

CAT CAT Catastrophic Leave

Prior approval required - site will receive notification from Human Resources Cat

CLSLI SIL Clsfd Perfect Attendance Classified monthly ---CRT ABS Court Appear Subpoena Witness All monthly ---DBS DBS District Business All monthly ---DBSPD DBS District Bus Professional Dev Certificated monthly ---FLH FLH Floating Holiday Classified monthly only ---IA WCH Industrial Accident All monthly IAJUR JUR Jury Duty All monthly ---LHS LHS Sick Leave-Half Pay -.5 X Hourly Rate Classified Half SickMIL MIL Military Duty All monthly ---

PAL PAL Paid Administrative LeaveBy direction of Human Resources only ---

PAT ABS Paternity

Certificated, managers, supv, and confidentials (other classified - use personal necessity) ---

PB2HR PB2 Personal Business 2 Hours All monthly ---PBUNC UNC Personal Business Unpaid -1 X Hourly Rate CertificatedPBUNP UNP Personal Business Unpaid -1 X Hourly Rate Classified ---

PPI PPI Prof and Personal ImprovementManagers, supervisors, confidentials ---

PRB PRB Personal Business All monthly SickPRN PRN Personal Necessity All monthly SickRH PRN Religious Holiday All monthly SickSAL SLF Adoption-Additional Leave SDEA only SickSLF SLF Sick Leave Full All monthly SickSLH SLH Sick Leave-Half Pay -.5 X Hourly Rate Certificated Half SickSPL SLF Paternity-Additional Leave SDEA only SickSUS SUS Suspension -1 X Hourly Rate All monthly ---UAL UAL Unpaid Administrative Leave -1 X Hourly Rate Certificated ---UB UNB Union Business All monthly ---UNA UNA Unauthorized Absence -1 X Hourly Rate Classified ---UNC UNC Unpaid Time -1 X Hourly Rate Certificated ---UNP UNP Unpaid Time -1 X Hourly Rate Classified ---

VAC VAC Vacation

Monthly eligible employees - classified, CDC, and central office managers Vac

Healthy Workplace Healthy Families Act of 2014 Paid Sick Leave




SLCHR SHC Certificated Hourly Employee 1 X Hourly Rate Certificated hourly SickSLLHR SHL Classified Hourly Employee 1 X Hourly Rate Classified hourly Sick

Calculate hours earned by 1.5 hours for non-exempt employees and hours earned by 1.0 for professionals




CPE CPE Comp Time Earned Classified Comp +CPT CPT Comp Time Taken Classified Comp -

ABSENCE REPORTING CODES

Charge Leave Bank?

Use only with salaried assignments

COMP TIME REPORTING CODES

Use with hourly certificated and classified assignments (excludes visiting teachers)

Charge Leave Bank?

TIME REPORTING CODES/EARNING CODES

Charge Leave Bank?

ABSENCE REPORTING CODESUse with salaried assignments and summer school/intersession

Rates Effective: 01/01/17 (Updated 1/1/2017)

3

Impact to Check Amount 01/01/17



AED AED Adult Education 30.39 Certificated ---

CHR CHR Certificated Hourly Pay Hourly Rate Certificated ---

CRH CRH Classroom Hourly Max of 47.21 or

Pro Rata Certificated ---CRW CRW Curriculum Writing 35.77 Certificated ---CSI CSI Summer School/Intersession Pay Pro Rata Certificated ---CSP CSP Children Center Spec Proj 22.46 ECE Certificated ---

EDM EDM Extended Day Math Max of 47.21 or

Pro Rata Certificated ---

EDR EDR Extended Day Reading Max of 47.21 or

Pro Rata Certificated ---

EXP EXP Walk On Coach - Certificated 1088.93 per unitNot an hourly rate. Report in UNITS only. ---

HMG HMG Certificated Mgmt - Hourly 46.50 10/11 month managers ---JDP JDP Jury Duty Postponement 118.18 Certificated ---MM MM Prop MM Work Pro Rata Certificated ---MOV MOV Facility Move at VT Rate 19.70 Certificated ---NCT NCT Non-Classroom Hourly 35.77 Certificated ---

NHM NHM Hrly NonManagement 34.0710/11 certificated month managers ---

PDP PDP Staff Development Mandatory Pro Rata Certificated ---PRO PRO Contract Rate Pro Rata Certificated ---

PTCL PTC Prime Time Classroom Hourly Max of 47.21 or

Pro Rata Certificated ---PTTU PTU Prime Time Tutoring Hourly 35.77 Certificated ---

SAT SAT Saturday School Max of 47.21 or

Pro Rata Certificated ---SPV SPV Supervision Session Authorized 29.80 Certificated ---TUT TUT Tutor 35.77 Certificated ---WCC WCC Workshop Child Cen Attendee 16.79 ECE Certificated ---WKC WKC Workshop Certificated 23.86 Certificated ---WKM WKM Workshop Management 22.73 Certificated ---WKP WKP Workshop Presenter 53.01 Certificated ---WPC WPC Workshop Child Ctr Presenter 22.46 ECE Certificated ---WPS WPS Teacher Working Prep Pro Rata Certificated ---XTM XTM BTSA Monthly Meetings 23.86 Certificated ---XTP XTP BTSA Support Provider 53.01 Certificated ---



VRC VRC Retired Visiting Teacher (CELDT Testing) 35.77

SAMS system will default time for the number of hours worked with this code ---

SVT VTS Substitue Visiting Teacher (CELDT Testing) $157.57 Daily Rate of Pay

SAMS system will default WITH 8 hours to pay at per diem rate ---

Charge Leave Bank?

CELDT TESTING - VISITING CERTIFICATED EMPLOYEES


Always supply an HCM account when adding to a salaried job

Charge Leave Bank?

CERTIFICATED POSITIVE PAY REPORTING CODES - EFF 01/01/17 with 1% increaseAdds to paycheck - use on hourly assignments or as extra pay on salaried assignment

4

Impact to Check Amount 01/01/17



SVT VTS Substitute Teacher Day to Day $157.57 Daily Rate of Pay

Visiting Teachers - SAMS system will populate time with this code N/A

EVT VTE Established Visiting Teacher - Payroll Use Only $166.83 Daily Rate of Pay

Established Visiting Teacher - Eligible for higher rate of pay on 91st day - Rate changed through Time Admin Process N/A

LVT VTL Visiting Teacher Long Term $176.09 Daily Rate of Pay

Visiting Teachers - timekeeper overrides after 5 consecutive days in a single assignment N/A

CVN VCN Visiting Certificated Nurse $251.33 Daily Rate of Pay

Visiting Certificated Nurse - Time Managed at Central Office Department Level N/A

CVPSY VPY Visiting Certificated Psychologist $382.46 Daily Rate of Pay

Visiting Certificated Psychologist - Time Managed at Central Office Department Level N/A

CVSLP VSPVisiting Certificated Speech Language Pathologist $327.82 Daily Rate of Pay

Visiting Certificated Speech Language Pathologist - Time Managed at Central Office Department Level N/A

SIVTL VSLVT Summer/Intersession Primary Classroom Teacher $156.66 Daily Rate of Pay

Visiting Teachers assigned to SSI as the primary classroom teacher N/A

SIVT VSD VT Summer/Intersession $137.18 Daily Rate of Pay

Visiting Teachers working SSI as a substitute for another teacher N/A

SCCVT VCSOn ECE job record: Substitute Teacher Day to Day $135.32 Daily Rate of Pay

Visiting Teachers - ECE day to day rate - SAMS will populate time with this code N/A

LCCVT VCL Long Term Child Center VT $143.32 Daily Rate of PayVisiting Teachers - ECE long term rate N/A




SLSVT SSV Sick Leave Substitute Teacher Day to Day 1 X Hourly RateSubstitute Teacher Day to Day Sick

SLEVT SEV Sick Leave Established Visiting Teacher 1 X Hourly Rate Established Visiting Teacher Sick

SLLVT SLV Sick Leave Visiting Teacher Long Term 1 X Hourly Rate Visiting Teacher Long Term Sick

SLCVN SCN Sick Leave Visiting Certificated Nurse 1 X Hourly Rate Visiting Certificated Nurse Sick

SLPSY SPY Sick Leave Visiting Certificated Psychologist 1 X Hourly RateVisiting Certificated Psychologist Sick

SLSLP SSPSick Leave Visiting Certificated Speech Language Psychologist 1 X Hourly Rate

Visiting Certificated Speech Language Psychologist Sick

SISVL SLSSick Leave VT Summer/Intersession Primary Classroom Teacher 1 X Hourly Rate

VT Summer/Intersession Primary Classroom Teacher Sick

SISVS SSS Sick Leave VT Summer/Intersession 1 X Hourly Rate VT Summer/Intersession Sick

SLCVS SCSOn ECE Job Record: Sick Leave Substitute Teacher Day to Day 1 X Hourly Rate

On ECE Job Record: Substitute Teacher ECE Day to Day Sick

SLCVL SCL Sick Leave Long Term Child Center VT 1 X Hourly Rate Long Term Child Center VT Sick

VISITING CERTIFICATED EMPLOYEE ABSENCE REPORTING CODES

Use with hourly visiting teacher assignments

Charge Leave Bank?


VISITING CERTIFICATED EMPLOYEES POSITIVE PAY REPORTING CODES - 1% increase as of 01/01/17

Charge Leave Bank?

5




LHR LHR Classified Hourly Pay Hourly Rate Classified ---

COA COA Walk On Coach - Classified 1088.93 per unitNot an hourly rate. Report in UNITS only. ---

EXTA AST Extra Time - Absences Hourly Rate Food Services only ---EXTC AST Extra Time - POS/Computer Hourly Rate Food Services only ---EXTCC AST Extra Time - Cash Control Hourly Rate Food Services only ---EXTCT AST Extra Time - Catering Hourly Rate Food Services only ---EXTE AST Extra Time - Equipment Failure Hourly Rate Food Services only ---EXTP AST Extra Time - Production Hourly Rate Food Services only ---EXTRA AST Extra Time Hourly Rate Classified ---EXTS AST Extra Time - Serving Hourly Rate Food Services only ---EXTT AST Extra Time - Training Hourly Rate Food Services only ---HWOTH OTH Holiday Worked Overtime (1.5x) 1.5 X Hourly Rate Classified ---HWOTS OTS Holiday Worked Straight (1x) 1 x Hourly Rate Classified ---LSI LSI Summer School/Intersession Pay Hourly Rate ClassifiedOTD OTD Overtime Double Time (2x) 2 X Hourly Rate Classified ---OTH OTH Overtime 1.5 X Hourly Rate Classified ---OTS OTS Overtime Straight Time (1x) 1 X Hourly Rate Classified ---WKL WKL Workshop Classified 10.50 Classified ---WKLOT WOT Workshop Classified Overtime 15.75 Classified ---




BON BON Bonus PayAnnual payment per collective

bargaining agreement Payroll office only ---

LNG LNG Longevity PayAnnual payment per collective

bargaining agreement Payroll office only ---MKD MKD Make Up Days Hourly Rate Payroll office only ---PMP PMP Partial Month Pay Hourly Rate Payroll office only ---TSA SFJ Transportation Sick Adjustment Transportation only ---TVA VAJ Transportation Vac Adjustment Transportation only ---

IASLF SLF Industrial Accident Full Sick Payroll office only SickIALHS LHS Industrial Accident Half Sick Payroll office only-classified Half Sick

IASLH SLH Industrial Accident Half SickPayroll office only-certificated

Half SickIAPND SLF Industrial Accident Pending Payroll office only SickIAPLH LHS Industrial Accident Pending (Half) Payroll office only Half SickIAVAC VAC Industrial Accident Vacation Payroll office only Vac

Charge Leave Bank?

SPECIAL USE CODESOnly for use by designated offices

Always supply an HCM account when adding to a salaried job


Effective 01-01-2017 Minimum Wage Increase to 10.50/HrCLASSIFIED POSITIVE PAY REPORTING CODES

Adds to paycheck - use on hourly assignments or as extra pay on salaried assignment

Charge Leave Bank?

6

SDUSD PAYROLL SCHEDULE 2017

The district is considered a monthly remitter by the Internal Revenue Service. As such, employees should report earnings during the period in which they are earned and not withhold hourly earnings/time cards to be remitted at a later date. Please be sure to turn in time cards in a timely manner to your timekeeper. Timekeepers should make sure time is being entered daily whenever possible. Please don’t wait until the deadline date to enter positive hours. Thank you for your support with timely and accurate reporting of employee positive hours, absences and leave.

PAY DAY ON/OFF CYCLE EARNINGS BEING PAID

JANUARY 10, 2017 OFF ALL HOURLY EARNINGS REPORTED BY TIMEKEEPER DEADLINE JANUARY 3, 2017 AT 5 P.M.

JANUARY 31, 2017 ON

MONTHLY SALARIED EARNINGS JANUARY 1-31, 2017 PLUS ALL HOURLY EARNINGS REPORTED BY TIMEKEEPER DEADLINE JANUARY 17, 2017 AT 5 P.M.

FEBRUARY 10, 2017 OFF ALL HOURLY EARNINGS REPORTED BY TIMEKEEPER DEADLINE FEBRUARY 1, 2017 AT 5 P.M.

FEBRUARY 28, 2016 ON

MONTHLY SALARIED EARNINGS FEBRUARY 1-28, 2017 PLUS ALL HOURLY EARNINGS REPORTED BY TIMEKEEPER DEADLINE FEBRUARY 16, 2017 AT 5 P.M.

MARCH 10, 2017 OFF ALL HOURLY EARNINGS REPORTED BY TIMEKEEPER DEADLINE MARCH 1, 2017 AT 5 P.M.

MARCH 31, 2017 ON

MONTHLY SALARIED EARNINGS MARCH 1-31, 2017 PLUS ALL HOURLY EARNINGS REPORTED BY TIMEKEEPER DEADLINE MARCH 16, 2017 AT 5 P.M.

APRIL 10, 2017 OFF ALL HOURLY EARNINGS REPORTED BY TIMEKEEPER DEADLINE APRIL 3, 2017 AT 5 P.M.

APRIL 28, 2017 ON

MONTHLY SALARIED EARNINGS APRIL 1-30, 2017 PLUS ALL HOURLY EARNINGS REPORTED BY TIMEKEEPER DEADLINE APRIL 17, 2017 AT 5 P.M.

MAY 10, 2017 OFF ALL HOURLY EARNINGS REPORTED BY TIMEKEEPER DEADLINE MAY 1, 2017 AT 5 P.M.

MAY 31, 2017 ON

MONTHLY SALARIED EARNINGS MAY 1-31, 2017 PLUS ALL HOURLY EARNINGS REPORTED BY TIMEKEEPER DEADLINE MAY 16, 2017 AT 5 P.M.

JUNE 9, 2017 OFF ALL HOURLY EARNINGS REPORTED BY TIMEKEEPER DEADLINE JUNE 1, 2017 AT 5 P.M.

JUNE 30, 2017 ON

MONTHLY SALARIED EARNINGS JUNE 1-30, 2017 PLUS ALL HOURLY EARNINGS REPORTED BY TIMEKEEPER DEADLINE JUNE 16, 2017 AT 5 P.M.

JULY 10, 2017 OFF ALL HOURLY EARNINGS REPORTED BY TIMEKEEPER DEADLINE JULY 1, 2017 AT 5 P.M.

JULY 31, 2017 ON

MONTHLY SALARIED EARNINGS JULY 1-31, 2017 PLUS ALL HOURLY EARNINGS REPORTED BY THE TIMEKEEPER DEADLINE JULY 17, 2017 AT 5 P.M.

AUGUST 10, 2017 OFF ALL HOURLY EARNINGS REPORTED BY TIMEKEEPER DEADLINE AUGUST 1, 2017 AT 5 P.M.

AUGUST 31, 2017 ON

MONTHLY SALARIED EARNINGS AUGUST 1-31, 2017 PLUS ALL HOURLY EARNINGS REPORTED BY TIMEKEEPER DEADLINE AUGUST 16, 2017 AT 5 P.M.

SEPTEMBER 8, 2017 OFF ALL HOURLY EARNINGS REPORTED BY TIMEKEEPER DEADLINE SEPTEMBER 1, 2017 AT 5 P.M.

SEPTEMBER 29, 2017 ON

MONTHLY SALARIED EARNINGS SEPTEMBER 1-30, 2017 PLUS ALL HOURLY EARNINGS REPORTED BY TIMEKEEPER DEADLINE SEPTEMBER 18, 2017 AT 5 P.M.

OCTOBER 10, 2017 OFF ALL HOURLY EARNINGS REPORTED BY TIMEKEEPER DEADLINE OCTOBER 2, 2017 AT 5 P.M.

7

SDUSD PAYROLL SCHEDULE 2017

The district is considered a monthly remitter by the Internal Revenue Service. As such, employees should report earnings during the period in which they are earned and not withhold hourly earnings/time cards to be remitted at a later date. Please be sure to turn in time cards in a timely manner to your timekeeper. Timekeepers should make sure time is being entered daily whenever possible. Please don’t wait until the deadline date to enter positive hours. Thank you for your support with timely and accurate reporting of employee positive hours, absences and leave.

PAY DAY ON/OFF CYCLE EARNINGS BEING PAID

OCTOBER 31, 2017 ON

MONTHLY SALARIED EARNINGS OCTOBER 1-31, 2017 PLUS ALL HOURLY EARNINGS REPORTED BY TIMEKEEPER DEADLINE OCTOBER 16, 2017 AT 5 P.M.

NOVEMBER 9, 2017 OFF ALL HOURLY EARNINGS REPORTED BY TIMEKEEPER DEADLINE NOVEMBER 1, 2017 AT 5 P.M.

NOVEMBER 30, 2017 ON

MONTHLY SALARIED EARNINGS NOVEMBER 1-30, 2017 PLUS ALL HOURLY EARNINGS REPORTED BY TIMEKEEPER DEADLINE NOVEMBER 16, 2017 AT 5 P.M.

DECEMBER 8, 2017 OFF ALL HOURLY EARNINGS REPORTED BY TIMEKEEPER DEADLINE DECEMBER 1, 2017 AT 5 P.M.

DECEMBER 29, 2017 ON

MONTHLY SALARIED EARNINGS DECEMBER 1-31, 2017 PLUS ALL HOURLY EARNINGS REPORTED BY TIMEKEEPER DEADLINE DECEMBER 18, 2017 AT 5 P.M.

8

Oct 2014

PeopleSoft HCM Reporting Time Tim

e and Labor

When searching for Substitutes, you must search by Time Reporter Group and Empl ID or Name. Name fields are case sensitive. (Ex: Smith)

NOTE: You can click the “Save Criteria” button and save your selection criteria. For example if you will always be selecting your Salaried Time Reporter Group you can save your selection criteria and the next time you access the timesheet in Time and Labor you will see your saved selection. You can also clear your selection criteria by clicking the “Clear Criteria” button.

1. Navigate to the Timesheet page within the Manager Self Service area. Click Main Menu >Manager Self Service > Time Management > Report Time > Timesheet

2. Enter the Time ReporterGroup, individual EmployeeID, or Last Name, FirstName or conduct a searchby clicking .

3. Click Get Employees.

4. Select the desired employeefrom the list of searchresults by clicking theemployee’s name.

This job aid will show you how to report time in Time & Labor.

9

Oct 2014

PeopleSoft HCM Reporting Time Tim

e and Labor

NOTE: You can view and or report time by Calendar Period, Day or Week. The default is Week. You can also select Previous Week, Next Week, or Previous Employee, Next Employee links to navigate.

11. Click the Leave /Compensatory Timetab to view Leaveand CompensatoryTime Balances.You can also viewReported TimeStatus and ReportedTime Summary.

12. To select anotheremployee, click the“Return to SelectEmployee” link.

5. Date defaults to the Monday of the current week. If necessary, change the date to the dayof the week you are reporting. Click the “Refresh Timesheet” icon.

6. Enter the number of hours into each date field.

7. Use the drop down menu to select the appropriate Time Reporting Code. After enteringthe information if you need additional rows to report time, click “+” to add a row, click“-” to delete a row. You can only have one TRC per row.

8. Enter Combination Code (Budget Number) if necessary for employee.

9. Enter Comments if necessary for employee.

10. When all the necessary information is entered, click “Submit” button.

10

Payroll Department

****IMPORTANT REPORTING INFORMATION-PLEASE REVIEW CAREFULLY****

Timekeepers and Site Administrators/Managers,

The following is provided regarding reporting requirements and which reports should be used to review and validate payroll. Below is a description of each of the reports that are to be used by you and your administrators to validate your payroll and when to run them. Please refer to the Time and Labor Manual for specific instructions on running these reports in PeopleSoft HCM v9.2.

In addition to reporting requirements, I have provided some clarification on what the 90-day window for making prior period adjustments in Time and Labor should be used for. Below is a description of that window and what types of adjustments should and should not be made using it.

If you have questions regarding this information or other matters related to your payroll, please don’t hesitate to contact your payroll specialist. Thank you for all you do!

Sue Weir Director, Payroll/Benefits

The highest reward for a person's toil is not what they get for it, but what they become by it.

... John Ruskin

90-DAY WINDOW IN TIME AND LABOR FOR PRIOR PERIOD ADJUSTMENTS:

A Prior Period Adjustment is a change in reported time in Time and Labor for a pay period that has already been processed through Payroll. These prior period adjustments should be made for reported time (examples: wrong TRC, employee was underpaid, overpaid) not for trying to adjust charges that may have been applied to an inappropriate HCM Account Code. In the event an employee has had time reported, paid and subsequently charged to the wrong HCM Account Code, you must contact your Financial Planning and Development Analyst in the Financial Planning, Monitoring and Accountability Department to adjust the expense. Once a payroll has been processed, paid and the charges have been distributed to the General Ledger, your analyst must intervene.

TIME AND LABOR REPORTS AND HOW TO USE THEM:

Audit Paid to Reported Time Report: This report is an official audit record. The administrator must review and sign this document to validate the payroll.

11

Payroll Department

This report shows you the earnings/leave reported and paid for each employee at your site. The report must be run for each payroll each month after the payroll processes. Run the report 10 days after the payroll processes (10th of the month for the salaried payroll and 20th of the month for the hourly payroll).

Site Account Code Charge Monitor Report: This report is an official audit record. The administrator must review and sign this document to validate the payroll.

This report is provided for sites to monitor whether time that is supposed to be charged to your site is being charged to another site (HCM Account Code contains a department value that is not your own). Unlike the Audit Paid to Reported Time Report, this report includes time that has been reported in Time and Labor but has not yet been paid. To use this report effectively, it must be run and validated weekly. This way if there is time being charged to a department other than your own, you can make the changes before the timekeeping deadline. The report should then be run prior to your deadline for submitting time on both the salaried payroll and the hourly payroll for review and signature by the site administrator.

Cross Site Account Code Charges Report: This report is an official audit record. This report must be signed by an administrator and kept on file for auditing purposes.

This report works in combination with the Site Account Code Charge Monitor Report shown above. While the Site Account Code Charge Monitor Report shows if you are hitting other Department’s Budgets, the Cross Site Account Code Charges Report shows you if other Departments are hitting yours. This report includes all employees whose time reported in Time and Labor is being charged to a HCM Account Code containing the department value of your site (first 4 digits of an account string). As is the case with the Site Account Code Charge Report this report needs to be run weekly. That way if there is time being charged by another department to your site account, you can contact the timekeeper at the other site to make the correction before payroll is run. The report should then be run prior to your deadline for submitting time on both the salaried payroll and the hourly payroll for review and signature by the site administrator.

IMPORTANT: This report is not meant to be used for budgeting purposes. If you find charges after the payroll has processed that do not belong to your department, you should contact your analyst in the Financial Planning, Monitoring and Accountability Department to assist you with an expense transfer. Do not try to reverse these charges in Time and Labor.

T&L Blank Account Codes Report This report is not an official audit record. However, this is a critical report to run on a regular basis to assure account codes are being reported accurately.

The T&L Blank Account Codes Report displays substitutes whose time was pulled in from SAMS to Time and Labor via an interface. Some of the data pulled into Time and Labor uses default HCM Account Codes for district related absences (i.e. professional development for teachers). Timekeepers

12

Payroll Department

must change the default HCM Account Codes for each of these records. This report is your tool for identifying the records that need to be changed. This report should be run no less than weekly throughout the month. Changes to HCM Account Codes must be done at the time you run the report and shouldn’t be held until just prior to the timekeeping deadline.

Time Summary Report: This report is not an official audit record and does not need to be signed by an administrator.

This report is provided so that you may review reported time. It is a report to be used as a tool for reviewing reported time in a summary fashion. You can run this report for an entire department or for an individual employee and for a range of dates. The dates you enter represent dates on which time was reported and actual work days included within the range.

Leave Balance and Vacation Balance Reports (Leave Information by Department and Vacation Balances of 300 or >): This report is not an official audit record and does not need to be signed by the administrator.

These reports are provided so that you may review leave balances for employees. They are reports to be used as tools for reviewing leave balances and for assuring vacation accruals are kept under the maximum of 328 hours. These reports should be run following the close of the monthly payroll or the last day of each month. Leave accruals are run twice monthly: 1) the 15th of the month “adds” to leave balances are accrued and 2) the day after the monthly payroll closes “takes” are deducted from balances.

13

Monthly Payroll Checklist for Managers

This checklist is provided to managers to assure tasks required to monitor and audit payroll

transactions will be completed each month. This checklist must be completed and signed by each site

administrator/department head monthly.

To Do – Reconciling Your Payroll

Prior to the timekeeping/payroll deadline (2 payrolls and 2 deadlines each month):

Run the Time Summary Report to review positive hours and absences that have been reported. Look for: excessive overtime, absence reporting, etc. This report should be run regularly (weekly) to assure what is being entered into Time and Labor is accurate. This can also be used as a tool to review employee hours and absences over periods of time where excessive absences, for example, are being monitored. It can be used to evaluate overtime expense year over year as well. Download to Excel to sort and filter what you need.

Validate back up documentation (time cards and leave requests) has been provided for all absences and hours reported.

Make sure your timekeeper runs the SAMS Job Report daily. Make sure substitutes are signing in.

Validate absences have been reported in Time and Labor by your timekeeper for employees reporting to SAMS. SAMS populates hours to Time and Labor for substitutes but not absences for absent employees.

Make sure your timekeeper is reporting hours and absences for each reporting period in Time and Labor. Meaning, earnings and absences must be reported in the earnings period they are earned/worked or the absences occur.

Make sure your timekeeper is checking your roster/Filled Position Report each month for employees you do not recognize or for employees working but not on your roster. Have the timekeeper notify Payroll immediately of any discrepancies.

Run the Cross Site Account Code Charges Report regularly during the month and one last time prior to the payroll deadline. If there are charges being made against your department that shouldn’t be, have your timekeeper contact the site charging and correct the entries prior to the payroll deadline. Sign the final document for the payroll deadline and file with payroll records.

Run the Site Account Code Charges Report (follow the same directions above for Cross Site Account Code Charges Report). Make sure your site is not charging against another site in error. Any errors should be corrected by your timekeeper. Sign the document and file with payroll records.

15

Monthly Payroll Checklist for Managers

This checklist is provided to managers to assure tasks required to monitor and audit payroll

transactions will be completed each month. This checklist must be completed and signed by each site administrator/department head monthly.

To Do – Auditing Your Payroll

Following the close of the payroll (2 payrolls per month) have your timekeeper prepare these

reports for your review. They will be notified by listserv when these steps can be taken:

Run the Audit Paid to Reported Time Report (official payroll audit report). Review reported hours and absences (right side of the document) to what was paid (left side of the document). Sign the document and file with payroll records. For assistance with using this document or to review your payroll, contact the payroll director for an overview.

Run the Filled Positions Report (also referred to as a roster). Review filled positions along with the Audit Paid to Reported Time Report. This will help you reconcile who is active, working and being paid at your site along with critical elements of pay like FTE. File this report with your Audit Paid to Reported Time Report.

Make sure all employees appearing on the Audit Paid to Reported Time Report are your employees or did work for you during the pay period. Contact Payroll regarding any discrepancies.

Run the Vacation Balance Report to review employee balances approaching or exceeding maximum accrual (328 hours).

Please sign and date this checklist each month and file with your payroll records.

Signature ________________________________________________ Date ____________________________________________________

16

Updated 9/30/2014

Audit Paid to Reported Time Report Validation Fields Explanation

The Job Code and Position# fields are central to understanding the reported total wages for the employee. Reporting sites are validating earnings and paid time represented by the Job Code that is in bold type.

The report shows reported hours and paid earnings. The column, Hourly Rt/Qty Reported and DUR (date of the earning) will, for each fund or Position#, have repeat line entries and have the same date when earnings are split funded or are based on the employee having multiple positions. The earnings are grouped by Position# or fund and will show the same date for the same earnings code for each respective group. However, the time shown under the column Oth Hrs and the amount shown under Oth Erns shows the actual proportional time and earnings for that date shown under the DUR column for the specific Position# or fund. In the below example, the employee has two positions (shown under the Position#/Position Description) and therefore, Hourly Rt/ Qty Reported column repeats with the same dates for the full quantity reflecting the two positions. This part of the report is unable to reflect the proration based on the percentage for either split funding or having multiple positions. The Erncd, Oth Hrs and Oth Erns columns show the actual charge after the percentage was applied to the multiple occurrences showing under the Qty Reported and DUR columns. Under column RegEarns/TRC, the earnings applicable to the specific position are shown.

Also, this example shows a common exception in the reports. The department is 0352, but the budget string is showing department 5445 as the paying department. This happens when the position number is joined to a department other than the paying department. This employee will also show on 5445’s Audit Reported to Paid Time Report since that is the paying department.

Job Code Job Code (In bold type) is associated with Position# and shows the amount earned by the staff member in this position at this site. The amount earned is listed under the column Reg Earns. Sites validate the wages paid for the earnings reported that are for the Job Code shown in bold type.

Position# The specific position in the number of positions allocated for the particular Job Code. For example, if the site was authorized 10 teachers for Job Code 2000, then positions numbers could range from 20000001 thru 20000010. An employee may have multiple positions for the same Job Code.

17

Updated 9/30/2014

Reg Earns The earnings for that position in the preceded Job Code. This/these amount(s) may not equal the Total Gross if the staff member had earnings at another location.

Total Gross This is the employee’s paycheck and in most cases equals the amount(s) associated with the Job Code. If an employee has earnings from multiple locations, the location running the report sees their portion following the Job Code, but their portion will not equal the Total Gross.

Erncd The code the total earnings are charged to for the report period.

Oth Hrs The total hours being paid for the Erncd for the report period

Oth Erns The total being paid for the report period for the Erncd

TRC Shows the Time Reporting Code for the hours entered by the Time Keeper identified under Oprid. If multiple funding sources fund this Time Reporting Code, then the line will repeat and not equal the total listed in the Erncd and Oth Hrs reported. The assignment funding percentage is not included on the report for the associated TRC therefore the Qty appears overstated.

Qty/Reported Number of hours (daily) being reported for the TRC.

Dur The date for which the TRC is reported.

Stat Processing status of the entry, TP = Taken by payroll

Oprid The employee’s PeopleSoft ID number who entered the time into the system.

Account Code Budget string charged for the TRC.

18

How to Run the Filled Positions ReportFilled PositionsOct 2014

1. Navigate to: Main Menu > WorkforceAdministration > Workforce Reports >Filled Positions

2. Click the Add a New Value tab. (Only the first timeyou are setting up the report.)

3. Enter a Run Control ID. Name the report somethingunique that you will remember. You only need oneRun Control ID for this report. There should be nospaces in the Run Control ID.Use ( _ ) as a separator.

4. Click the Add button.

9. Select PSNT from the drop-down menu forServer Name.

10. Click the OK button.

Select By Assignment Department to show only thoseposition numbers (and incumbents) where the departmenton the run control matches the department on theemployees assignment (Job Data). For each position, thereport will show all funding sources (100%).

Select By Funding Department to show only thosepositions (and incumbents) where the department on the runcontrol matches the department of some or all fundingsources on the position, regardless of the department on theemployees assignment (Job Data). For each position, onlythe funding sources that have the same department as therun control department will be shown.

NOTE: These options are available only if For CentralOffice Use is selected.

1

2

3

4

6 5

8

NOTE

7

9

10

5. If you want to run the report by Department, (like theexample) click For Central Office Use radio button.In this case there are two options for running thereport. You can select only one at a time. For a detaileddescription of each option see box below screen shot.

If you want to run the report by Location, click ForSite Use radio button. In this case the report will showall employees whose location matches that on the runcontrol. The report will show all funding sources forthese employees.

6. Enter a Location/Department, or click the icon toview a list of Locations/Departments from which tochoose.

7. Click Save. (Only the first time you are setting up yourreport.)

8. Click the Run button.

NOTE: The system does not allow for both Location/Department and Job Code, but if you want to seepositions for a specific Job Code, enter a Job Code, orclick the icon to view a list of Job Codes fromwhich you can choose.

19

How to Run the Filled Positions ReportFilled PositionsOct 2014

12. Click the Refresh button to update the Run Status.

13. When Run Status becomes “Success” and DistributionStatus becomes “Posted”, click the Details link.

14. Click the View Log/Trace link.

15. Click the .PDF link that contains the ProcessInstance number that you noted above. (Step 11)

16. Your report will open in Adobe Acrobat Reader. The report is sorted bySalaried and Hourly positions, then by employee in alpha order.

11. Note your Process Instance number and click theProcess Monitor link.

11 12

13

14

15

20

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21

9/5/13 dka

Time Summary Report - by Employee

Occasionally, you may receive a request for a summary of an employee’s reported time. The Time Summary Report has that capability. In addition to running the report for your entire department for a given period, you may also run the report for a single employee for as broad a time period as you choose.

The screen shot below shows the EmplID field and how to specify a single employee. In this example, an employee ID has been typed in and the From Date has been entered as 02/01/13, and the Thru Date 04/15/13. The date range can be for as long or short a period as you choose.

On the next page notice that the output report includes everything that has been reported in Time and Labor for the employee, for the date range you entered. This report can also be run and downloaded to Excel. (See Time and Labor manual for step-by-step instructions). We hope that this report will be useful to you and your Administrator.

NOTE: When running this report for a visiting teacher or classified sub, use the group 5998H and the employee’s ID. The report will return a record of all dates reported for the employee within your date range regardless of the site where the employee reported to work. (To see only those who reported to your site, you must enter Group ID 5998H, From and Thru Date, Check Substitute Assignments box, enter your site Location Code, and the employees EmplID.)

TL Time Summary Page

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9/5/

13 d

ka

24

Oct 2014

How to Run the Time Summary Report to ExcelTim

e and Labor 1. Navigate to: Main Menu >

Time and Labor > Reports >Time Summary

2. Click the Add a New ValueTab

3. Enter a Run Control ID. Namethe report something uniquethat you will remember. Youonly need one Run Control IDfor this report. There shouldbe no spaces in the RunControl ID. Use (_) as aseparator.(See screenshot example)


5. In the Group ID field enteryour Salary or Hourly Group IDor click the icon and selectyour Group ID.

6. Enter the From Date andThru Date for the report youare running.

7. Select Xcl/CSV from thePrimary Sort drop-downmenu.

8. Click Save. (Only the firsttime you are setting up yourreport)

9. Click Run.

10. Select PSNT from the ServerName drop-down menu. Youonly need to do this the firsttime you are setting up yourreport.

11. Select CSV from the Formatdrop-down menu. You onlyneed to do this the first timeyou are setting up yourreport.

12. Click OK.

This job aid shows you how to run the Time Summary Report to Excel.

25

Oct 2014

How to Run the Time Summary Report to ExcelTim

e and Labor 13. After you click OK, you will be

given a Process InstanceNumber and returned to theReport Page. Click the ProcessMonitor link to view the statusof the report.

14. Your report is done processingwhen the Run Status reads“Success” and DistributionStatus reads “Posted” (If not,click the Refresh button untilthey change to the correctstatus.)

15. Click the Details link.

16. Click the View Log/Trace link.This will bring you to a pagethat shows you three files.

17. Of the three files, choose theone with the .csv extension.The name of the report willalso contain the ProcessInstance Number that wasassigned to it in step 13. Youhave the option to Open, Saveor Save As in Microsoft Excel.

NOTE: The Xcl/CSV outputreport does not include theTime & Labor Comments fieldand the header lines havebeen removed.

26

Oct 2014

How to Run the Cross-Site Account Code Charges Report to Excel

Time and Labor

1. Navigate to: Main Menu >Time and Labor > Reports >Cross-Site Account Charges


3. Enter a Run Control ID.Name the report somethingunique that you willremember. You only needone Run Control ID for thisreport. There should be nospaces in the Run Control ID.Use (_) as a separator.(See screenshot example)


5. In the Department field enteryour 4-digit departmentnumber, or click the iconand select your departmentnumber.

6. Enter the From Date andThru Date for the report youare running.

7. Select XLS/CSV from the SortOrder drop-down menu.

8. Click Save. (Only the firsttime you are setting up yourreport)

9. Click Run.



12. Click OK.

This job aid shows you how to run the Cross-Site Account Code Charges Report to Excel.

27

Oct 2014

How to Run the Cross-Site Account Code Charges Report to Excel

Time and Labor

13. After you click OK, youwill be given a ProcessInstance Number andreturned to the ReportPage. Click the ProcessMonitor link to view thestatus of the report.

14. Your report is doneprocessing when the RunStatus reads “Success”and Distribution Statusreads “Posted” (If not,click the Refresh buttonuntil they change to thecorrect status.)


16. Click the View Log/Tracelink. This will bring youto a page that shows youthree files.

17. Of the three files, choosethe one with the .csvextension. The name ofthe report will alsocontain the ProcessInstance Number thatwas assigned to it in step13. You have the optionto Open, Save or Save Asin Microsoft Excel.

28

April 2015

How to Run the Site Account Code Charges Report to Excel

Time and Labor

1. Navigate to: Main Menu >Time and Labor > Reports >Site Account Charges


3. Enter a Run Control ID.Name the report somethingunique that you willremember. You only needone Run Control ID for thisreport. There should be nospaces in the Run Control ID.Use (_) as a separator.(See screenshot example)


5. In the Group ID field enteryour 4-digit departmentnumber followed by an “S” forSalary or an “H” for Hourly, orclick the icon and selectyour Group ID.

6. Enter the From Date and ThruDate for the report you arerunning.

7. Select the Output CSV Filecheck box.

8. Click Save. (Only the first timeyou are setting up your report)

9. Click Run.



12. Click OK.

This job aid shows you how to run the Site Account Code Charges Report to Excel.

29

April 2015

How to Run the Site Account Code Charges Report to Excel

Time and Labor

13. After you clickOK, you will begiven a ProcessInstance Numberand returned tothe Report Page.Click the ProcessMonitor link toview the statusof the report.

14. Your report is doneprocessing when the RunStatus reads “Success”and Distribution Statusreads “Posted” (If not,click the Refresh buttonuntil they change to thecorrect status.)


16. Click the View Log/Tracelink. This will bring youto a page that shows youthree files.

17. Of the three files, choosethe one with the .csvextension. The name ofthe report will alsocontain the ProcessInstance Number thatwas assigned to it in step13. You have the optionto Open, Save or Save Asin Microsoft Excel.

30

Payroll Deadlines

The pay period is a calendar month. The salary earned is for the calendar month. Our first payroll

occurs on the last working day of the month. We pay salaried time on that payroll plus any positive hours reported for staff (both salaried and hourly) that is submitted that month. The payroll

department asks that you have all absences up to the 15th of the month and positive time for the 1st - 15th

reported by the 16th. Please do not wait until the 15th or 16th to enter that month's time as it can slow the

system down or if you, the timekeeper, are absent you would not be able to meet the deadline. The

payroll department sends out an email on the Time and Labor listserv around the 10th of each month

informing the timekeeper of that month's deadline for payroll. Be sure you subscribe to this listserv (see

training class job aid "Calling all Time and Labor Users"). Timekeeping Tips are also available on the

Payroll website located here. Timekeeper: Payroll Resources

Note: If you have any time that actually falls past the 15th, it will also be imported for the end of the

month. You are not required to post past the 15th for that deadline, but we will not fault you for being so

up-to-date with your reporting.

For payroll issued on the 10th of the month, you will have until 5:00 pm on the 1st or 2nd to report time. This is the deadline for positive time only since we do not look at the absence codes on that special. The 10th is for Positive Pay only. (There is no problem if they are already reported; they just will not be

pulled in until the 18th for the next month end.)

*If the 1st or 2nd falls on a weekend, the deadline will be 5:00 pm on the following Monday. This will

give you a little extra time to report when the weekend comes up quickly.

Records Retention - Signed Reports

The following retention procedure is recommended from the District Auditor's Office. Please retain your payroll records for auditing purposes in the following manner:

Payroll records should be retained in a binder designated as "Site Name" and “Payroll Records"with fiscal year (e.g., Adams Elementary, Payroll Records, July 2015 - June 2016). A separate bindershould be used for each fiscal year. Payroll records are required to be kept for four years. Beginningthe fifth year, only the year-one payroll records for the completed proceeding four years can bedestroyed. Grants and other programs may require a longer retention period. Contact the programoffice or read the grant requirements to determine length of record retention.

Organization of records:

Principal/Administrator signed copies of the Audit Paid to Reported Time Report alongwith the Filled Position Report, Monthly Payroll Checklist for Managers, in a binderchronologically.

The Timecards separated by employee, in alphabetical order, in a binder, located in the samefile cabinet or file box with reports. Timecards and leave forms must be retained at the site forfour years.

Principal/Administrator signed copies of the Cross Site Account Code Charges and SiteAccount Code Charges reports in separate binders, organized chronologically.

The timecards/forms identified as site-retained documentation are available on thePayroll website. Use paper copies (8 1/2 x 11) for processing and retention in the binder or file.

31

https://www.sandi.net/staff/payroll/timekeepers-payroll-resources

https://www.sandi.net/staff/payroll/forms

HR Forms/Timecards

NOTE: Payroll Forms/Timecards are located on the Inside Unified Employee Portal page under Resources, Payroll, Forms.

All forms are in PDF format and will open with Adobe Acrobat Reader.

32

Oct 2014

How to Update the Combination Code (Budget Number) for Professional Development Substitutes

Time and Labor

1. Navigate to the Timesheet page within the Manager Self Service area. Click Main Menu >Manager Self Service > Time Management > Report Time > Timesheet

2. Enter the Employee ID ofthe substitute that needs tohave the Combination Code(Budget Number) changed.Employee ID number is onthe T&L Blank AccountCode Report.

3. Click Get Employees.

4. Select the desired employeefrom the list of searchresults by clicking theemployee’s name.

5. Change the date to the dayof the week you arereporting. Click the RefreshTimesheet icon.

6. On the timesheet find theday of the week thesubstitute worked at yoursite.

7. In the Combination Codefield enter the ProfessionalDevelopment BudgetNumber for the substitute.

8. In the Comments fieldremove the wordsACCOUNT DEFAULTED.

9. When the CombinationCode has been changed,and the words ACCOUNTDEFAULTED have beenremoved from theComments field, click the

button.

NOTE: When the system defaults a combination code (budget number) for visiting teacher time, two things happen. First the combination code field is populated in Time and Labor with a default budget number and second, ACCOUNT DEFAULTED appears in the Comments field. When you update the combination code, just delete the words ACCOUNT DEFAULTED in the Comments field. This will cause the time to disappear from your T&L Blank Account Codes report. If ACCOUNT DEFAULTED is left in the Comments field, the time will continue to show on your report even though you have changed the combination code. The Comments field has more information than just ACCOUNT DEFAULTED, delete only the words ACCOUNT DEFAULTED. The rest of the information in the comments field documents who was absent. For more information on the T&L Blank Account Code Report see the job aid How to Run the T&L Blank Account Code Report.

33

9/10/2009

Verifying Jobs in SmartFindExpress (SAMS) As part of the district's effort to reduce overpayments, timekeepers will need to "verify" in the SmartFindExpress (SAMS) system that substitutes assigned to your location actually showed up and worked the assigned jobs. Substitutes will not be paid unless the jobs they worked have been verified in SAMS. Timekeepers must verify all jobs in SAMS by the day before the timekeeper cut-off for each payroll period at the latest. However, it is strongly recommended that timekeepers take a few moments each day to verify the previous day's jobs. To verify jobs, you'll need to have at-hand the printed substitute sign-in sheet for the day(s) you want to verify; then follow the steps below.

1. In the SmartFindExpress (SAMS) system, select Job Inquiry/Reports.

2. In Job Type, select "All". In Job Status, select "Finished". In Sub Status, select"Filled". Then enter the date range (Search From date and To date) of the jobsyou want to verify. If verifying daily, enter the previous work day. Click Search.

Note: If you are a timekeeper for multiple locations, click "More Search Options" and in Location, select the location you want to verify jobs for. (Timekeepers for only one location need not select a location as it is pre-selected for you.)

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9/10/2009

3. Scroll down to view the search results. With your substitute sign-in sheet for thedate(s) selected above in-hand, indicate the jobs which the substitutes actuallyworked (signed in) in either of the following ways:

• Manually click the checkbox for each job for which the substitutesigned in.

-Or-

• Click Set All to Verify. This automatically checks all the jobs'checkboxes. If not all jobs were actually worked by substitutes,remove checkmarks for those you do not want to verify by clicking thecheckbox.

4. Click Save Verified.

36

9/10/2009

5. The message "Jobs successfully verified" appears at the top of the screen. Theverification process is complete and the time for those substitutes will be loadedinto PeopleSoft Time and Labor.

If you have questions or need further assistance, please contact the Substitute Help Desk at 619-725-8090.

37

Time & Labor 9/14/2015

Double Time for Overtime A recent audit of our payroll records indicates an incorrect reporting of double time (OTD) for classified employees working overtime. We have found instances where it has been used incorrectly thereby, resulting in an overpayment.

Here is the language as it appears in the OTBS, OSS and Paraeducator contracts regarding double-time:

“Unit members (other than those in a professional job class or an exempt job class) will be compensated at two (2) times the unit member’s regular rate of pay for work performed on any seventh (7th) consecutive workday where the unit member has worked hours on the six (6) preceding calendar days. Only the seventh (7th) consecutive workday will entitle the unit member to double time”.

What does this mean? It means that employees who qualify for double time do so only after working six (6) days prior to the seventh day of overtime. For example, if a Custodian works a regular work schedule, Monday through Friday, works overtime on Saturday and overtime on Sunday, then Sunday is double time.

Only employees in the OTBS, OSS and Paraeducator bargaining units are entitled to double time with the exception of professional job classes or an exempt job class. Please contact your payroll technician if you need clarification on who qualifies. Please call if you are unsure before reporting the overtime as double time because if it is reported incorrectly, the employee will be overpaid.

Payroll will be notifying employees who are overpaid as a result of the incorrect reporting of double time. We will also contact the timekeeper to ensure this does not happen again.

Employees in OTBS, OSS and Paraeducator bargaining units that are in a professional job class or an exempt job class are listed in the salary schedules. They are located on the district website under the Human Resources Department link. Click Salary Schedules and scroll down the page to find the salaried group you need. Exempt job classes have one or two asterisks next to the job title. Job titles without an asterisk would be entitled to time-and-a-half overtime and double time.

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https://www.sandiegounified.org/node/261

https://www.sandiegounified.org/salary-schedules

https://www.sandiegounified.org/node/261

time & labor job aid packet...impact to check amount trc earn code description (if column is...

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