1. 2007 TASBO 61st Annual Conference
Paperless Paydays
2007
TASBO 61st Annual Conference

2. Welcome Jon Graswich, CPA Chief Financial Officer
Scott Van Hoeven Data Services Coordinator Northwest Independent School District
(817)
(817)

3. Problem Identification

4. Dr. Zaius - Deep Thinker

5. Bright Idea

6. Legal Issues

7. CHAPTER 61. PAYMENT OF WAGES
Texas Labor Code
CHAPTER 61. PAYMENT OF WAGES
§ FORM OF PAYMENT.
(a) An employer shall pay wages to an employee:
(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
(3) by the electronic transfer of funds.

8. CHAPTER 61. PAYMENT OF WAGES
Texas Labor Code
CHAPTER 61. PAYMENT OF WAGES
§ 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:

9. CHAPTER 61. PAYMENT OF WAGES
Texas Labor Code
CHAPTER 61. PAYMENT OF WAGES
§ DELIVERY OF PAYMENT.
(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
(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.

10. 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

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

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

13. Superintendent & School Board

14. Communication

15. Surf the “E. A. C.”

16. Employee Access Center

17. Employee Information Update

18. Salary and Benefits

19. Leave Information

20. Leave Banks

21. Payroll Checks

22. Paycheck Detail

23. Deductions and Benefits

24. Certifications

25. Degrees

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

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

28. The Power of Pizza

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

30. Paperless Payroll - Teamwork

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

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

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

34. § Delivery of Payment
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

35. Delivery of Payment Options
Electronic transfer of funds (Direct Deposit)
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

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

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

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

39. Celebrate

40. Future W-2 Reporting & Time Reporting

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

42. Questions and Answers

43. Presentation Concluded