Paperless Paydays 2009 TASBO Summer Conference

Welcome Jon Graswich, CPA Chief Financial Officer Northwest Independent School District

Problem Identification

Dr. Zaius - Deep Thinker

Bright Idea

Legal Issues

Texas Labor Code CHAPTER 61. PAYMENT OF WAGES § FORM OF PAYMENT. § FORM OF PAYMENT. (a) An employer shall pay wages to an employee: (a) An employer shall pay wages to an employee: (1) in United States currency; (1) in United States currency; (2) by a written instrument issued by the employer that is negotiable on demand at full face value for United States currency; or (2) by a written instrument issued by the employer that is negotiable on demand at full face value for United States currency; or (3) by the electronic transfer of funds. (3) by the electronic transfer of funds.

Texas Labor Code CHAPTER 61. PAYMENT OF WAGES § DELIVERY OF PAYMENT. § DELIVERY OF PAYMENT. (c) An employer may elect to pay wages to an employee who maintains at a financial institution an account that qualifies for electronic funds transfer through a direct deposit plan that uses electronic funds transfer to deposit the wages in the employee's account. An employer who desires to pay wages through a direct deposit plan shall: (c) An employer may elect to pay wages to an employee who maintains at a financial institution an account that qualifies for electronic funds transfer through a direct deposit plan that uses electronic funds transfer to deposit the wages in the employee's account. An employer who desires to pay wages through a direct deposit plan shall:

Texas Labor Code CHAPTER 61. PAYMENT OF WAGES § DELIVERY OF PAYMENT. § DELIVERY OF PAYMENT. (c) An employer may elect to pay wages to an employee … (c) An employer may elect to pay wages to an employee … (1) notify each affected employee in writing, at least 60 days before the date on which the direct deposit payroll system is scheduled to begin, that the employer is adopting a direct deposit payroll system; and (1) notify each affected employee in writing, at least 60 days before the date on which the direct deposit payroll system is scheduled to begin, that the employer is adopting a direct deposit payroll system; and (2) obtain from the employee any information required by the financial institution in which the employee maintains the account that is necessary to implement the electronic funds transfer. (2) obtain from the employee any information required by the financial institution in which the employee maintains the account that is necessary to implement the electronic funds transfer.

Big Picture – Key Questions Communication How will the District communicate the payroll stub information to the employee Paperless Payroll Who needs to do What by When

Implementation Plan Communication E. A. C. Paperless Payroll Gantt Chart

Multiple Bites at the Apple Communication Piece – E. A. C. Communication Piece – E. A. C. Paperless Payroll Piece – By Employee Group Paperless Payroll Piece – By Employee Group

Superintendent & School Board

Communication

Surf the “E. A. C.”

Employee Access Center

Employee Information Update

Salary and Benefits

Leave Information

Leave Banks

Payroll Checks

Paycheck Detail

Deductions and Benefits

Certifications

Degrees

Additional Benefit Significant reduction in demands on Human Resources andPayroll to look up data and respond to employee information requests to look up data and respond to employee information requests

Surfing the E. A. C. Getting Your Feet Wet

The Power of Pizza

Free pizza lunch for campus with the highest percentage of access Free pizza lunch for campus with the highest percentage of access And you thought “food rewards” only work with small children &animals?

Paperless Payroll - Teamwork

Paperless Payroll - Coordination Legal Issues Legal Issues Employee Access Center Employee Access Center Paperless Payroll Paperless Payroll Employee Groups Employee Groups Departments Departments Delivery of Payment Options Delivery of Payment Options

Gantt Chart Paperless Payroll Paperless Payroll Employee Groups Employee Groups Monthly Monthly Semi-Monthly Semi-Monthly Substitutes Substitutes Seasonal / Temporary Seasonal / Temporary Departments Departments Human Resources Human Resources Financial Services Financial Services Technology Technology

Timeline E. A. C.October, 2005 E. A. C.October, 2005 Paperless Payroll January, 2006(Direct Deposit) Paperless Payroll January, 2006(Direct Deposit) Paperless PayrollApril, 2006(All Employees) Paperless PayrollApril, 2006(All Employees)

§ Delivery of Payment Notify each affected employee in writing, at least 60 days before the implementation date Notify each affected employee in writing, at least 60 days before the implementation date Obtain from the employee any information required by the financial institution in which the employee maintains the account that is necessary to implement the electronic funds transfer Obtain from the employee any information required by the financial institution in which the employee maintains the account that is necessary to implement the electronic funds transfer

Delivery of Payment Options Electronic transfer of funds (Direct Deposit) Electronic transfer of funds (Direct Deposit) Stored Value Card Stored Value Card District’s depository bank provided free checking account to all employees with direct deposit to their institution no matter what their current credit status

Stored Value Card Features Features PIN Based PIN Based Internet access available for instant balance/usage information Internet access available for instant balance/usage information Access cash at over 364,000 ATMs Access cash at over 364,000 ATMs Make purchases at over 1.2 million merchants Make purchases at over 1.2 million merchants Benefits Benefits Convenient Safer than carrying cash Less expensive than check-cashing outlets No waiting in lines Funds available immediately Free account information

Dollars & Sense Monthly Payroll Payroll Department & Secretaries Payroll: $4,088,308 Payroll: $4,088,308 Direct Deposit: 1,143/18 SVC Direct Deposit: 1,143/18 SVC Checks: 10 Checks: 10 Employee Inquiry Cash Reconciliation Security

Reflection One Became Two Employee Access Center & Paperless Payroll Employee Group Phase – In Superintendent & School Board

Celebrate

Future W-2 Reporting & Time Reporting

Resources Chief Financial Officer Jon Graswich (817) Business Services Director DeAnne Hatfield (817) Payroll Supervisor Donna Kemper (817) Data Services Coordinator Scott Van Hoeven (817)

Questions and Answers

Presentation Concluded