PAYROLL PROCEDURES ANNUAL UPDATE 2015-2016 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 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 B – Payroll Dashboard

Section B PAYROLL DASHBOARD. This dashboard includes helpful links as well as commonly used payroll related forms.

Section B

Section B

Section B

Section C – Leave Absence Processing

Section C AFTER THE FACT MEMO Over 3,700 processed in 2014-15 school year Employees responsibility to call in their absences Submit timely to avoid overpaying substitutes

Section D – Time Clock Policy and Guidelines

Section D PART TIME EMPLOYEES Effective 2015-16 all PART TIME Employees are on the time clock Approval of hours electronically Extra duty pay for regular employees will still be submitted via a Time Sheet/Supplemental Request Form

Section D 15-minute increment rule FLSA allows employers to round minutes worked Employee works < 8 minutes, time is rounded down to nearest 15 minutes Employee works ≥ 8 minutes, time is rounded up to nearest 15 minutes

Section E – Payroll Supplemental

Section E EMPLOYEE VS. CONTRACT SERVICES -Determining Worker Status – MISD Checklist -Submit to Accounting if Employee meets Independent Contractor status -Submit to Payroll if Employee does not meet Independent Contractor status

Section F – SFE & Substitutes

Section F

Section F

Section F

Section F SUBSTITUTE VACANCY REQUEST All requests must be submitted to HR and cleared PRIOR to substitute working

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)

TalentED Records Effective 07/01/2015 new electronic forms offered online to all MISD employees Change in Direct Deposit (split in up to 3 bank accounts) Change W4 Income Tax Withholding Cancel Organization Membership Dues

Change in Direct Deposit Hello, in this video you will learn how to make changes to your direct deposit account.

Three steps to change direct deposit information Get your banking information Fill in online form 3) Submit online form Follow these three steps to change your direct deposit information: -Get your banking information ready -fill in the online form located in TalentED Records -and submit the online form

Three steps to change direct deposit information Get your banking information Fill in online form 3) Submit online form Follow these three steps to change your direct deposit information: -Get your banking information ready -fill in the online form located in TalentED Records -and submit the online form

Login to TalentED Records Next, you will need to login to TalentED Records. You can login to TalentED Records by going to the McAllen ISD website located at http://www.mcallenisd.org/. Click on Teachers & Staff and then on District Services.

Login to TalentED Records Next, click on TalentED Records.

Login to TalentED Records Enter your username and password to login.

Locate the Blank Docs icon Locate the Change in Direct Deposit form under the Blank Docs section.

Click on Change of Direct Deposit form Once you click on the “Change in Direct Deposit” Form, this will load the form.

Keep in mind that this form must be submitted at least 3 banking days prior to pay day to be included in that payroll. Links to our pay dates schedule can be located in this section of the form.

The form will prepopulate your name and Employee ID automatically

Use the sample check located on the form to identify the banking information from your check or deposit form.

Remember, you can enter up to three different bank accounts but you are required to enter at a minimum one bank account which will be considered your primary account. Whether you choose one account or to split your pay into three accounts, each account will require you to enter the following information. -Is the bank account a checking or savings account -The Bank Name -The Routing Number -And The Account Number

If you choose the option of having a secondary bank account, this is where that information will be entered.

If you choose the option of having a third bank account, this is where that information will be entered.

Step 3) Once you have ensured that all of the information on the form is correct, you will click on “SAVE FINAL”.

This will activate the signature line and allow you to acknowledge that you have read and accepted the Electronic Signature Statement. On the signature line, you will type in your full legal name. The final step is to click on the “SUBMIT” button. This will route the form to the payroll department for processing. Keep in mind that this form must be submitted at least 3 banking days prior to pay day to be included in that payroll.

Update Federal Income Tax Withholding Hello, in this video you will learn how to make changes to your income tax withholding.

Three steps to update Federal Income Tax Withholding information 1) Review current Tax Withholding 2) Fill in online form 3) Submit online form Follow these three steps to change and update your Federal Income Tax Withholding: -Review your current Federal Income Tax Withholding on Employee Online -fill in the online form located in TalentED Records -and submit the online form

Review current Federal Income Tax Withholding Information Your current Federal Income Tax Withholding information can be located in the Tax Info section located under Pay Information.

Review current Federal Income Tax Withholding Information Here you can view your current filing status, the number of exemptions, and any additional withholding amounts.

Locate the Blank Docs icon Locate the W4 Form located under Blank Docs.

Click on the W-4 Form Once you click on the “W4” Form, this will load the form.

Items designated with an “. ” are required items Items designated with an “*” are required items. (Can MITV highlight the required fields?)

Once you have ensured that all of the information on the form is correct, you will click on “SAVE”. This will route the form to the payroll department for processing. Keep in mind that this form must be submitted at least 3 banking days prior to pay day to be included in that payroll.

Cancellation of Organization Membership Dues Hello, in this video you will learn how to cancel organization membership dues deductions.

Two step to cancel Organization Membership Dues 1) Fill in online form 2) Submit online form Follow these two steps to cancel your organization membership dues deductions: -fill in the online form located in TalentED Records -and then submit the online form

Locate the Blank Docs icon Locate the Cancellation of Organization Membership Dues Form located under Blank Docs.

Click on the Form Once you click on the “Cancellation of Organization Membership Dues” form, this will load the form.

The form will prepopulate your name and Employee ID automatically

Select the items you wish to cancel

Once you have ensured that all of the information on the form is correct, you will click on “SAVE FINAL”.

This will activate the signature line and allow you to acknowledge that you have read and accepted the Electronic Signature Statement. On the signature line, you will type in your full legal name. The final step is to click on the “SUBMIT” button. This will route the form to the payroll department for processing. Keep in mind that this form must be submitted at least 3 banking days prior to pay day to be included in that payroll.

Employee Online Check Stub W2’s Home Address Emergency Information Tax Info – Current FIT filing status What If Current Job/Historical Jobs (2010-11 through present)

QUESTIONS?