1. PAYROLL OPERATIONS FOR OPENING OF SCHOOL September 2009 Division of Human Resources Integrated Service Center November, 2010 SECRETARIES PROFESSIONAL DEVELOPMENT PAYROLL OPERATIONS

2. 2 >EIS Payroll Cycle >EIS Reference Guide >Bulk Job Functions >Deadlines >2 UN Letters >Per Session >Prep Coverages >OT/PT Timekeeping > New for FY 11 > Contacts- CFN, HR Connect, EIS Bulletin Board > Staffing > Check Distribution > Itinerant & ATRs > Reassigned Staff > Payroll Bank GOAL: Ensure accuracy cross-functionally AGENDA

3. 3 CONTACTS > Payroll Support Liaison at your CFN – Refer to your Team Contacts > Director of Human Resources > CFN Budget Officer > Network Leader > HR Connect > EIS Bulletin Board

4. 4 STAFFING > Steps to Placing New Staff on Payroll  Contact your HR Director with new staff names, SS#, Subject areas > Vacancies declared in Galaxy – ensure job has been created & approved > Candidates’ Fingerprints (EE Screen) and license clearance are required > Notify your payroll support liaison regarding all F-status personnel > Removals shown in Galaxy – ensure that you have received retirement letters, resignations, leave papers. All documentation should be forwarded to the appropriate staff for processing. > Leaves application should be sent both to HR Connect and copy to your CFN > HR Connect Fax: 718-935-4350

5. 5 CHECK DISTRIBUTION > Inspect upon delivery and verify correct payroll material > Missing checks or checks from another school should be immediately reported to: Office of Check Management at (718) 935-2219 > Cancel direct deposit for those of employees who are going on unpaid leaves, terminated or retired. Return any checks for which an employee is not entitled > Send undistributed checks with the “Undistributed Check” form for each check within 3 days to: DFO – Office of Check Management 65 Court Street, Room 1800A Brooklyn, NY 11201 > Timeliness is important for tax purposes. Encourage direct deposit.

6. 6 ITINERANT and ABSENT TEACHER RESERVE (ATR- D96 IR__) > Any person not on your Table of Organization but reports to your school could be an Itinerant or ATR. This could be verified by your Payroll Support Liaison or HR Partner/Director > For an ATR, ensure that you have access to enter their time in EIS. If not, please contact your Payroll Support Liaison or HR Director > For the Itinerant, all schools involved should be in contact for timekeeping and rating purposes

7. 7 PAYROLL BANK Q-BankPedagogues and Paraprofessionals (Q742 and Q744) Q-BankPDPS – Per Diem and Per Session (Q746 F status and Q747) E-BankHourly Support Staff (E745) H-BankAdministrative (H740) Z-BankAdministrative Hourly Staff (Z740)

8. 8 EIS Payroll Cycles needed for 2.4 SQ 742 – Teacher, Secretary, Principal, AP’s, etc. (positive payroll)-only exceptions are entered PQ 744 – UFT Paraprofessional (positive payroll) BE 745 – Hourly staff including School Aide, Family Worker, & Kitchen/Cafeteria Staff. Important to remember that staff members will not receive payment unless time/hours are keyed in & confirmed.

9. 9 Payroll Cycles in Per Diem/Per Session (PDPS) TPer diem – Per Diem & F status Teacher or Secretary (daily coverage for absences) UPer session – Additional service by Pedagogical staff (either before or after normal work day) Be sure to refer to EIS Bulletin Board for payroll closing dates.

10. 10 EIS Reference Guide **EE Employee Eligibility- Fingerprint clearance only, must check license with CFN HR Director 14.1 Lookup – Locate information on a single person 2.4 Table of Organization – See complete list of school staff by payroll cycle 2.6 Current Staffing Information – See information on a individual staff member (must use File/EIS # or EMP #)  Determine a new hire’s transaction finalization date for payroll  Determine a leave or any HR transactions finalization date  F4 employee window salary history – able to see individual anniversary date, salary step info & contractual increases (7.4.10) 11.1.6 Pay Detail – Complete info on single staff member’s pay check 13.3 Pay Stub – Compete info on single staff ‘s pay check 9.1.1Payroll – Enter time/hours for hourly staff & adjustments in current pay period. Also absences are recorded here. 9.2.2Review payroll transactions

11. 13.3 Payroll Register Prompt Screen 1 Type 13.3

12. 13.3 - Check Stub

13. Your 2.6 Screen Inquiry by PTF Column 1 (REC) Column 2 (PTF) Column 3 (FIN) C = Current / Valid 1 = Awaiting Processing C = Completely Processed H = History 2 = Awaiting Processing A = Awaiting Processing B = Terminated 3 = Rejected or Deleted P = Pending Approval 4 = Awaiting Processing X = Awaiting Approval 6 = Transferred to Another District 7 = Finalized

14. 9.6 Electronic Funds Screen 1 Type 9.6

15. 9.6 Electronic Funds Screen 2

16. 9.6 Electronic Funds Screen 3

17. 17 12.4 Bulk Jobs This screen updates much quicker than Galaxy; a few days after payroll runs. RESPONSIBLE DISTRICT: XX TITLE: FY: 08 SCHOOL: QXXX JOB ID TITLE ORG UN QCK CD JOB COST EXPENDITURES AVAILABLE GA1K2 TRTRD XXXXX 014344 11771.77 11681.77 90.00 GA1RD SREPP XXXXX 004811 6860.11 5335.21 1524.90 GA23I SYSYS XXXXX 064344 122.01 109.95 12.06 GA236 TRTRD XXXXX 004304 885.54 774.85 110.69

18. 18 PDPS Bulk Job Functions Job cost minus expenditures minus pending expenditures equals available balance PDPS MAIN MENU FUNCTION DESCRIPTION 01 PER DIEM PAYROLL Red Enter PER DIEM MENU FUNCTION DESCRIPTION 2PAYROLL MENU Red Enter 11 BULK JOB INQUIRY Red Enter LOCATION: XXXXXX Red Enter A JOB TITLE LOC DESCRIPTION (JOB COST - EXPEND - PEND EXP = AVAIL) HHH:MM GAFVZ SYSYD XXXXX ABSENCE CO 5153 000 000 5153

19. 19 Deadlines Please adhere to deadlines posted on the Bulletin Board in EIS and Payroll Memos as necessary. Payroll Administrative Memoranda: https://payrollportal.nycboe.net/payrollportalweb/main.a spx

20. 20 2 UN Letters-Unauthorized Absence These letters are used for employees who have failed to return or report to work because of 2 Scenarios : >Employee was on Leave of Absence and did not update their status >Active employee  2 Letters -1 original and then the follow-up letter both expressing the path to termination.  Ensure that these teachers are not given checks that they are not entitled to. Check individuals on direct deposit who should not receive payment for time not worked.

21. 21 PER SESSION >Any activity that is performed outside the regular school day. >All activities must be posted for 20 school days. A school log must be kept. >Once selected employees are paid through a funded bulk job. Principal must approve the time entered in EIS in order for payment to be processed. >Over the CAP (7 hours per day) approval, request send to your CFN for override. Include school DBN code, title (TR, SW, SY GC SU etc.), bulk job id, maximum hours and payroll month. >While working the per session activity the employee may earn sick days.  Principal Per Session activities must submit in FAMIS  for Superintendent approval prior enters payroll.

22. 22 PREP COVERAGES EIS Screen 9.1.1 or 9.2.1 Preps or coverages (code 26000 and a bulk job id required) are extra periods for which teachers are paid a predetermined amount in addition to their regular annual salary. Reminder: The first prep of each term must be entered, but will not be paid as per the UFT contract No ATR : ATR is not listed on your T.O. (on 96IR_ _) can not be charged for preps coverage from your bulk job.

23. 23 Timekeeping Guidelines for Occupational Therapist/ Physical Therapist >Sick Self Treated Days (SST) – 6 DAYS IN A ROLLING 6 MONTH PERIOD >Borrowing Time - A therapist who has exhausted all earned sick leave and unused vested annual leave (earned prior to 9/1/05) may be permitted to use unearned sick leave allowance up to an amount earnable in one year of service.

24. 24 FOR MORE INFORMATION >Contact your Payroll Support Liaison at your CFN >CFN HR Director >HR Connect http://schools.nyc.gov

25. 25 Thank you for participating in our Professional Development. Updated 10.17.10 COMPLETE EVALUATION COMPLETE EVALUATION