PDF 2017-2018 - Homepage - Conroe ISD

2017-2018

Table of Contents

General Payroll Information

2

Reminders from the Payroll Department

3

Payroll Website

4

Forms Online

5

Absence from Duty Process

6

General Absence from Duty Information

7

Absence Checklist

8

Absence Process with Substitute System

9

Create Absence

11

Approval Process

14

Entry of Budget Codes in Aesop

20

Frequently Used Payroll Budget Codes

20

Summary Report

21

Extra Duty (Supplemental) Pay Process

25

General Extra Duty Pay Information

26

Supplemental Checklist

27

Supplemental Pay Processing

28

Kronos Process

34

General Kronos Information

35

Kronos Checklist

36

Reminders from the Payroll Department Payroll Website Forms Online

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REMINDERS FROM THE PAYROLL DEPARTMENT

? Failure to turn in paperwork by deadlines may prevent timely pay of employees and substitutes. Scan all payroll documentation from your copier/scanner to payroll@ or by fax to (936) 709-9722.

? Always use current forms. ? Refer to the Payroll Due Date Schedule for absences included in each pay period and the

specific DUE DATES. Please note that the due date is the date payroll must be RECEIVED by our department. Should any problem arise in complying with the due date, please notify the payroll department. ? All timesheets/supplemental sheets must be signed by the appropriate Principal/Supervisor. Stamped signatures are not acceptable. A Principal/Supervisor cannot approve his/her own timesheet/supplemental. When a Principal/Supervisor who generally signs for the entire campus/department is included on the supplemental pay report, a secondary signature must be obtained. ? Extra duty pay should be tracked as worked and submitted with the correct pay period. Timesheets and all back-up for extra duty pay should be submitted in the same order as the summary report (usually alphabetical). ? Retirees Extra Duty must be entered in Kronos. ? Substitutes working part-time must be hired as part-time employees. ? Appropriate court documentation is required to support jury duty absences. The jury duty summons is not acceptable. This support must be kept with the absence from duty documentation filed on your campus. ? An employee MUST use all days available to him/her before full dock can be taken. Workers' compensation and military leave are the only exceptions. ? Always verify that all vacancy positions have been entered in the substitute system. ? If a special rate is being paid to a substitute, a special rate request form must be on file. Forms are available from the Substitute Office. ? Extended leave absences are entered in the substitute system and treated as any other absence. Be sure absences are entered for anyone on extended leave for each pay period while out. Please notify payroll when the employee returns to work. ? The campus Principal will consult with Human Resources on all requests for a campus sick leave pool (donated days). Employees wishing to donate days will do so through the Employee Access Center. ? Extra duty pay for hours worked by a non-exempt employee will be paid at straight time up to 40 hours per week. Anything over 40 hours worked per week will be paid at time and one-half. ? A Substitute Pay History Report is available in Employee Access. Substitutes can log in and pull pay history that includes check date, pay rate, and dates paid. ? Most extra duty/supplemental pay can be viewed by employees using the Employee Access Center. ? Absences are automatically updated from Aesop into Kronos each Friday afternoon for all absences entered in Aesop on non-exempt employees for the current week. If an absence is in Aesop at the time of the update, no update to Kronos is necessary. If an employee fails to enter an absence into Aesop prior to Friday afternoon, or if it is necessary to modify an absence after this update has occurred, then it must be manually entered or modified in BOTH Aesop and Kronos. ? There should be paperwork to support ALL manual changes in the Kronos system, including changes made to the manager's punches. Managers should use time-stamp as a common practice and any changes are required to be supported by a missed punch form.

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3

Payroll Department Website ? Payroll Resources



Pay Information

Absences in pay period

Direct Deposit

Earned Leave

Employment Verification

Extended Sick Leave

Final Check

Newsletter

Overtime Compensation

Pay Checks

Reporting Absences

Salary Calculations

Direct Deposit Information

Direct Deposit

17-18 Direct Deposit Schedule

Online Authorization through Employee Access Instructions

Tax Information

Tax Information

W-2 Forms

Deduction Information

457 FICA Alternative

Insurance/Benefits

Smart Financial Savings

Teacher Retirement System

Leave Information

Disability Claim(Employer Statement)

Earned Leave

Extended Sick Leave

Reporting Absences

Resignation/Retirement

Employment After Retirement

Final Check

Frequently Asked Questions

Teacher Retirement System

TRS Hours/Workdays in Month

Manual/Procedures

Minutes to Decimal Conversion

2017-18 Training Packet

Corrections Procedures

2017-18 Training Presentation

Finance Manual

Missed Punch Procedures

Supplemental Pay Procedures

Supplemental Pay Training Video

Timesheet Procedures

2017-2018 Due Dates and Schedules

Schedule w/Check Cycle by Job Class

Pay and Due Date Schedule

Payroll Due Dates (261-day employees)

Work Schedule with Check Cycle

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AFD Form Exempt Supplemental

single Non-Exempt Supplemental Non-Exempt Supplemental

single Exempt Supplemental Verification of Employment

Forms

Corrections

Direct Deposit

Disability Claim (Employer Statement)

Lost Form W-2

Missed Punch

Payroll Redistribution

Smart Financial Savings Deduction

Substitute Service

Records Request

Time Sheet

Kronos Transmittal Changes Form

Employment Verification

Services

Substitute Service Request

Address Change Form Employee Handbook

Kronos

Links Aesop First Financial Admin Midamerican Solutions

Employee Access Center IRS TRS

Summer School

Summer School Supplemental Pay Processing

Summer School Payroll Information

Summer School Principals

Dear Summer School Employee

Dear Summer School Employee ? Grant

Kronos Manuals and Information

Procedures Guide for Campus Managers ? Kronos 7.0.5

Procedures Guide for Auxiliary Managers - Kronos

Kronos Exceptions

Guide for Non-Exempt Employees

Kronos Java was Blocked

Kronos Guide for Java

Kronos Guide for Managing Attendance Policy

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