PAYROLL PROCEDURES
ANNUAL UPDATE 2014-2015
PRESENTER:
OSCAR TRIGO-DIRECTOR OF PAYROLL
CONTACT INFORMATION
• Oscar Trigo– Director of Payroll
– (956) 632-8849
• Lazaro Ramos – Staff Accountant
– (956) 618-7345
•
Theresa Caceres
(956) 618-6044
Lead Payroll Clerk
•
Lucinda Jauregui
(956) 632-8448
Payroll Clerk
•
Margot Ochoa
(956) 618-6041
Payroll Clerk
•
Elizabeth Becerra
(956) 632-8849
Payroll Clerk
•
Anita Solis
(956) 618-6043
Payroll Clerk
•
Belinda Solis
(956) 618-6040
Payroll Clerk
UPDATES
• Updates to Payroll Manual
– Section A – General Information
– Section B – Payroll Dashboard
– Section C – Leave Absence Processing
– Section D – Time Clock Policy and Guidelines
– Section E – Payroll Supplemental
– Section F – SFE & Substitutes
– Section G – Rates & Codes
Section A – General
Information
Section A
• HB 2961 – Removal of Social Security numbers
from forms
• As a result of HB 2961, all payroll related forms have
been updated to comply with a new requirement
that prohibits the use of a district employee’s social
security number as an employee identifier other
than for tax purposes. All payroll related forms have
been updated to comply with this new bill. These
new forms are to be used effectively immediately.
Section A
• Payroll Related Forms now available on Payroll
Dashboard
Section B – Payroll Dashboard
Section B
• All McAllen Independent School District
employees with access to SunGard, will now
have the ability to enable the PAYROLL
DASHBOARD. This dashboard will include
helpful links as well as commonly used payroll
related forms.
Section B
Section B
Section B
Section C – Leave Absence
Processing
Section C
• Effective with the 2013-2014 school year, all
leave balances are now part of the check stub
on Employee Online. Please refer to the pay
date schedule for the leave dates that are
processed in each pay date.
Section D – Time Clock Policy
and Guidelines
Section D
• Any time spent working while not clocked in
(a.k.a. “working off the clock”) is strictly
prohibited.
– Examples of “working off the clock” may include:
– Forgetting to clock in or out
– Voluntarily continuing to work at the end of regular
working hours
Section D
– Taking work home to complete on the weekend or
in the evening
– Checking/Reading/Reviewing work-related emails
or listening to work-related voicemail messages
while away from the office or workplace
– Answering phones, emails, or attending to
customers while clocked out for a lunch break
Section D
– Each location is required to keep 4 years worth of
reports on file as per Record Retention Record
Number GR1050-56.
Section E – Payroll
Supplemental
Section E
– Supplemental Form has been updated to include
the name in print of individual approving the form
Section F – SFE & Substitutes
Section F
Section F
Section F
Section F
Section F
Section F
– When VERIFYING jobs, ensure that Job Type is set
to All, Job Status is set to All, exclude cancelled,
Sub Status is set to filled, and the Search from
date is for the date(s) you will be verifying
absences/substitutes and click on SEARCH
Section F
• The following should be looked at when
reviewing the daily report:
– Job HH (Job Hours) should never be more than 9
hours. If there is such an instance, this would
indicate that the absence was called for an
incorrect period. (Ex. 1:00am to 5:00pm)
Section F
– To verify absences/substitutes click on the Verify
Box to manually verify each absence against your
printed emailed report where your sub signatures
are on.
Section F
– When done verifying, select Save Verified.
Section F
– The payroll department will process payment for
all substitutes who have had their information
verified through the SFE system
– SFE Verify Approval must be done daily by campus
clerk. Prior days verify approval is due by the next
day at noon.
Section F
– All daily reports are subject to be pulled for audit,
both by our internal and external auditor. This is
extremely critical with substitutes. Please ensure
that all absences being verified electronically on
SFE are accurate and that all substitutes sign the
SFE Job report for every day they work.
Section F
– Each location is required to keep 4 years worth of
reports on file as per Record Retention Record
Number GR1050-56.
Section F
– Budget Codes
• At the end of each month, the Payroll Department will
send out a budget report that includes each employee
that has used a budget code for the month. If you
oversee a particular funding source and find that an
employee has used your budget code that they should
not have used, please contact the campus so that they
can correct it, otherwise the substitute will be charged
to your budget code funds.
Section G
– Board Approved Rates for the 2014-15 year
QUESTIONS?