1. Paperless Paydays 2009 TASBO Summer Conference

2. Welcome Jon Graswich, CPA Chief Financial Officer Northwest Independent School District jgraswich@nisdtx.orgjgraswich@nisdtx.org(817) 215-0025 jgraswich@nisdtx.orgwww.nisdtx.org

3. Problem Identification

4. Dr. Zaius - Deep Thinker

5. Bright Idea

6. Legal Issues

7. Texas Labor Code CHAPTER 61. PAYMENT OF WAGES § 61.016. FORM OF PAYMENT. § 61.016. 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.

8. Texas Labor Code CHAPTER 61. PAYMENT OF WAGES § 61.017. DELIVERY OF PAYMENT. § 61.017. 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:

9. Texas Labor Code CHAPTER 61. PAYMENT OF WAGES § 61.017. DELIVERY OF PAYMENT. § 61.017. 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.

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. Communication Piece – E. A. C. Paperless Payroll Piece – By Employee Group 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 andPayroll to look up data and respond to employee information requests 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 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 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

32. 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

33. 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)

34. § 61.017. 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

35. 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

36. 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

37. 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

38. 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 Chief Financial Officer Jon Graswich (817) 215-0025 Business Services Director DeAnne Hatfield (817) 215-0041 Payroll Supervisor Donna Kemper (817) 215-0017 Data Services Coordinator Scott Van Hoeven (817) 215-0076 www.nisdtx.org

42. Questions and Answers

43. Presentation Concluded