Payroll Department Scaled Leadership October 2017 SIMPLE WAYS TO AVOID PAYROLL AUDIT EXCEPTIONS

Avoiding Payroll Audit Exceptions Documents, Forms, Training and Responsibility – Payroll Processing Procedures Manual – Administrators and the payroll clerk should be familiar with the information in the manual http://ehandbooks.dadeschools.net/policies/64.pdf Payroll Processing Schedule Both of these documents can be found in the Payroll Department’s web page Training – SAY PY Crash Course Remaining Dates for 2017: October 18, November 15 and December 13, 2017 Financial responsibility is a critical aspect of the job for ALL administrators Have a fully-trained and experience back-up

Avoiding Payroll Audit Exceptions Daily Payroll Attendance Sheets (Sign-in sheets) – Payroll Processing Procedures Manual – Sections 1.1 and 1.2 Daily monitoring of the sign-in sheet is critical Implement a procedure to have a designee (another administrator or the payroll clerk) ensure that before mid-day all employees have either signed in or an absence has been indicated on the sign-in sheet Become familiar with payroll procedures, policies and contractual language Every day of the pay period has to be accounted for Other important payroll reviews – Review the rules/guidelines for Compensatory Time for the different employee types Review the guidelines for earning and using OPT days, including the appropriate form number Sign-in sheets, leave cards, final roster, etc., are all official documents and must be properly completed and maintained

Avoiding Payroll Audit Exceptions Daily Payroll Attendance Sheets (Sign-in sheets) – Payroll Processing Procedures Manual – Sections 1.1 and 1.2 Never generate your own sign-in sheets Employees must sign in for themselves and upon arrival, using blue or black in only Only the payroll clerk or an administrator should be making corrections to the sign-in sheets The use of white-out is not an acceptable practice, if it’s apparent throughout the sign-in sheet All personnel actions (hires, transfers, terminations, etc.), must be processed expeditiously in order to have accurate data on the sign-in sheets All actions must be processed before the payroll due date to avoid the possibility of overpayments Employees returning from Leave, Workers Comp, etc., must be cleared by the appropriate area – Do not allow these employees to return to their duties or send them home, until you have contacted these offices Signing-in procedures by employee type – F/T Instructional and MEP – Employee initials All other F/T employees – Scheduled time in and scheduled time out Part-time/hourly employees and overtime – Actual time in and time out