WELCOME TO THE FINANCE ACADEMY Summer 2014

PAYROLL PAYROLL An Overview of Payroll Process

The Payroll Department Theresa Almendarez Payroll Supervisor Daveena Garza Jose Silva “Tony” (TRS) Julia Garamillo “Mandy” Vacancy ***Complete description of each staff member on the website. Somnia Martinez Dianne Reyes Mary Boswell Eric Hancock

Time Card Guidance Please ensure the correct color of timecard are submitted-along with the requisitions. Time cards are only for extra duty or new hires usage (all hourly employees should be on Time and Attendance) o Yellow - Campus employees o White - Temporary employees (e.g., tutor, student workers, & CO temps) o Salmon – Permanent or Temporary employees (e.g., extended day/week/year, extra duty)

Time Card Guidance To address concerns of our external auditors, it is necessary that timecards be filled out in accordance with the following guidelines: Time cards are only for extra duty or new hires usage (all hourly employees should be on Time and Attendance) 1. Timecards are to be filled out by the employee. 2. The employee will record actual time in and time out on the timecard (e.g., If the employee leaves work at 3:26, they would write 3:26 on their timecard, not 3:30.) 3. Timecards should be written legibly in ink. 4. Timecards are not acceptable if they contain white out or times have been marked through and changed. 5. Timecards should be signed by the employee and then their supervisor. 6. Timecards should be submitted in a timely manner - by the Tuesday following the week worked. Attending to these matters will help ensure that timecards are not sent back to your school/dept. for corrections and that the employees receive payment for services as they are scheduled to be paid.

Timecards, Requisition, and etc. Timecards (reference Time and Attendance and Aesop) Pilot group (no longer need to turn in reports or forms) o All principal reports and requisitions should be turned into the Payroll Department by the Tuesday of the following worked week. Principal reports, yellow forms, and time cards will continue until further notice. o Please record the correct Social Security number on the time card, principal reports and requisitions. (last four numbers)

Time and Attendance/AESOP AESOP to Time and Attendance for Aldine Employees. (Verify absentees) ** It’s important to verify your records, if an employee was reported incorrectly, please correct immediately. AESOP to the Payroll system for Substitutes. (Reconciling the reports) **It’s important to reconcile your reports, if not, it delays the employees from getting paid on a timely manner.

Time and Attendance Website: Time and Attendance training is available for all new secretaries/bookkeepers, please call the Payroll dept. to schedule a date. Training is also available through out the school year. (Sign up through e-portal)

Overtime/Comp Time Overtime/Comp Time must be pre-approved using the Overtime/Comp Time Compensation Request Form. o Staff who come in early cannot sit at their desk. They are to go to the lounge (or some other non- work area). o Hourly employees cannot eat lunch at their desks. If an hourly employee works during their lunch time, they must be compensated for the time.

Sick Leave/Personal Leave SICK LEAVE/PERSONAL LEAVE *10 month employees receive 5 state personal leave days and 5 local sick days annually. * 12 month employees received 5 state personal leave days and 7 local sick days annually. * Sick leave/personal days may be pro-rated due to the hired date. *Each employee receives 5 State days (upfront) at the beginning of the school year. Note: If an employee has worked for another school district at the beginning of the school year and comes to Aldine ISD after the year starts, State Personal Days will be based upon the employees service records.

DIRECT DEPOSIT As of , all employees MUST be Direct Deposit (*Board Policy). *Beginning in July, 2010, all employees, including full time, part time, and substitutes may elect to receive pay by one of two methods: 1) Direct Deposit; or 2) Debit card (Depository bank account with a debit card). All pay will be electronically sent to either the employee’s bank via direct deposit or added to the employees debit card account. *Employees are responsible for notifying the Payroll Department, in writing at least ten business days before a regular scheduled pay day of any changes in the employee's financial institution. Please provide us your new bank institution information.

General Information and Forms

Frequently asked questions How did Aldine ISD come up with my semi-monthly? o Take your annual salary then divided by 24 paycheck equals your semi- monthly pay check. Example: 45,000/ 24 = $1, semi-monthly. I started working in the middle of the school year, How will my pay check be calculated? o It depends on the date of hired and school calendar contract. Example: ( school year) The employee was hired on on a 187 day contract. From to , this employee is going to work a total of 155 days and the daily rate is $ To get the semi-monthly, you take the daily rate ($245) times the number of days (155); which will equal your annual salary. e.g.,$245 x 155= $37, annual salary $37, annual salary divided by 21 remaining paychecks equals $1, semi-monthly. How do I get to the employee self service (ESS)? o Use internet explore browser and navigate to: Or you can access the instruction through our Payroll department website.