Best Practices in Processes and Procedures for Payroll/Personnel. Rob Tibbs, Assistant Director of Payroll Jefferson County Schools

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1 Best Practices in Processes and Procedures for Payroll/Personnel Rob Tibbs, Assistant Director of Payroll Jefferson County Schools

2 Agenda Payroll Guidelines and Checklist Monthly, Quarterly and Annual Checklist Void/Offline Checklist Deduction Import Process and Procedures Using Scripts/SQL s Automation of the Payroll Process Kronos Time and Attendance

3 Monthly Checklist Submit ACH file 2 days prior to pay day Provide CSFO with transfer documentation Submit Positive Pay file to bank Submit federal taxes 1 day prior to pay day Reconcile and submit Retirement by the 10 th Submit state & local taxes by the 15 th Vendor checks for garnishments, annuities, etc. AEA / Educator Benefit file submission LEAPS monthly submission Report Payroll Liabilities (Fund 38) to CSFO

4 Quarterly Checklist Form 941 by 31 st of the month following quarter end Alawages / Unemployment Compensation Report Alabama Department of Industrial Relations Multi Worksite Report by the 10 th Quarterly state and local tax reporting

5 Annual Checklist January Release W-2 forms by January 31 st Update Tax Tables before first payroll of new year Group Term Life Fringe Benefit Reset Annuities Reset Social Security limits April/May Establish Payroll Calendar

6 Annual Checklist July Add 1 and Update Salaries for 12 month employees Roll and initialize leave Change 13 check employees to 12 checks Change salary schedules (if raise applied) Update tenure and experience Update Overtime rates for 12 month Calculate Vehicle Fringe on 12 month employees August Setup 13 check employees

7 Annual Checklist September Add 1 and Update Salaries for 9, 9,5, 10 & 11 month employees Clear supplement records Terminate employees that resigned, retired, etc. Update Overtime rates for 9, 9,5, 10 & 11 month employees Change PEEHIP allocation (if applicable) Sick Bank Open Enrollment (first 30 days of school) Update CLAS, AEA, AFT and AACTE dues Calculate Vehicle Fringe Benefit

8 Annual Checklist October Update Retirement rates Update SUI rate Financial LEAPS submission

9 Void/Offline Checklist Void check in current month Print reporting before closing them Reissue check in current month Make sure deductions are the same Retirement, SUI, etc. (rates may have changed) Make sure reissue matches void

10 Deduction Import Third Party Deduction Import (PR/PHIP) Electronically import deduction data Require insurance providers or employee organizations to send data in required format Create your own file in Excel Column A = Social Security Number Column B = Deduction Number Column C = Deduction Amount

11 Using Scripts/SQL s Monthly Scripts/SQL s Retirement Checks & Balances Active Employees with Inactive Retirement Deduction Active Employees with No Retirement Deduction Retirement to Check Tiers BEFORE payroll post and update Federal and State Tax Status Verifies no employee is set to Fixed = 0 Substitute Checks & Balances Substitute Employees with Active Insurance Substitute Jobs without Exempt from Matching Insurance & Retirement checked Substitutes with Benefit Deduction (Vision, Dental, Disability, etc)

12 Automating the Payroll Process using Kronos Rob Tibbs, Assistant Director of Finance / Payroll Jefferson County Schools

13 Step 1: Nextgen Data Entry 1 Name and Address to populate Demographic Information 2 Position Data to update current, primary position 3 Job Record Data for any employees without positions 13

14 Step 2: Demographic Export 1 Demographic and Job Data is electronically transferred from Nextgen to Kronos in a nightly export 2 Look-up tables are utilized in Kronos to assign specific rules and profiles 3 Leave balances are updated in Kronos 14

15 Step 3: Data Collection 1 Regular punches are captured Add Punch Delete Punch Cancel Meal Deduction Review Punches View Accruals View Schedules View Timecard Approve Timecard 15

16 Step 3: Data Collection 2 Job Transfers Add Punch View Accruals Delete Punch View Schedules Cancel Meal Deduction View Timecard Review Punches Approve Timecard 16

17 Step 3: Data Collection 3 Substitute Punches Add Punch View Accruals Delete Punch View Schedules Cancel Meal Deduction View Timecard Review Punches Approve Timecard 17

18 Step 3: Data Collection 3 Time Off Request Add Punch View Accruals Delete Punch View Schedules Cancel Meal Deduction View Timecard Review Punches Approve Timecard 18

19 Step 3: Data Collection 4 Missed Punch Requests Add Punch View Accruals Delete Punch View Schedules Cancel Meal Deduction View Timecard Review Punches Approve Timecard 19

20 Step 4: Approvals 1 Time Off and Missed Punch Requests are electronically approved by Principals 2 Timecards are electronically approved by employees 3 Timecards are electronically approved by Principals on an individual basis or by mass approval 20

21 Step 5: Payroll Certification 1 Verify timecards are complete 2 Verify substitute entries 3 Follow-up with schools on outstanding issues 21

22 Step 6: Data Export 1 Leave taken and hours worked file is generated 2 Files are imported into Nextgen 22

23 Step 7: Nextgen validation 1 Review error logs and make corrections 2 Reimport once all corrections are made 3 Modify G/L s and complete input pay on extra substitutes 23

24 Step 8: Process Payroll 1 Review Input Edits and Prior Period Comparisons 2 Submit ACH, Print Checks, Post and Update Payroll 24

25 Payroll Flow Chart with Kronos Setup Nextgen Demographic/People Export from Nextgen to Kronos Data Collection Approvals New Hires Substitutes Job Transfers Terminations Look-up Tables for default settings Reset leave balances Regular Punches Substitute Punches Job Transfers Time Off Request Missed Punches Employee Approval Supervisor Approval Payroll Certification Data Export from Kronos to Nextgen Nextgen Validation Process Payroll Verify timecards Check sub entries Issue log Follow-up Leave Taken Hours Worked Check Import Error Logs Finish Input Pay on Extra Substitutes Check Edits Compute Payroll Process ACH/Checks 25

26 Benefits with the Kronos Solution 1 Real time data 6 Better compliance with FLSA and ACA 2 More accurate 7 Ability to manage in the moment 3 More efficient 8 Mobile functionality 4 Completely automated 9 Reduction in leave liability 5 Employee Driven 10 Control labor cost 26

27 Questions? Rob Tibbs, Assistant Director of Finance / Payroll Jefferson County Schools rtibbs@jefcoed.com Kronos Users Group Forum Hosted by Jefferson County Board of Education April 16, :00 AM 3:00 PM Potential and Existing Customers are Welcome! 27