2015 NCASBO CONFERENCE DPI SALARY SYSTEM ISSUES & LEA SALARY ISSUES

Transcription

1 2015 NCASBO CONFERENCE DPI SALARY SYSTEM ISSUES & LEA SALARY ISSUES Tiandra Alli & Susan Holly Salary Analysts School Business Division Department of Public Instruction Pam York, Kim Cramsey & Davina Swink Rowan-Salisbury County (Sunpac) Angie Guffey Cleveland County (ISIS) 1

2 AGENDA New Legislation: Fiscal Year Graduate Pay Qualifications End of Held Harmless as WE knew it Assistant Principles Salaries Obj. 129 Payments Bonuses Teachers, Instructional Support Personnel & School Based Admin. Brass to Class (Retired Personnel Only) Using FY2014 salary + Longevity vs. FY2015 salary Driver s Education Pay Grades Installment Pay 2

3 AGENDA BUD Reminders IPC batches Negative net gross batches Splitting batches Copying & editing denied batches ROTC Principals Teacher Count 1 for 3 Audit Exceptions & Prevention Episode of Violence (EOV) 3

4 AGENDA Position Allotment Overdrafts Keep in Mind Salary Manual, Salary Schedules & Attach A Correct & Incorrect SSNs Master Teachers Salary Calculator Annual Leave Payout 4

5 NEW LEGISLATION: FY Graduate Pay Qualifications Completed a course towards degree by August 1, 2013 Course dates will be verified by DPI Licensure Masters/Advance/Doctorate classification will still reflect on License area even if employee does not qualify for graduate pay New Licensure system will indicate course completion date No more held harmless No longer have to bump up an extra pay level Certified salary reflects number of years of experience on license for all school personnel Assistant Principals Salaries Hired after July 1, 2009 (without a break in service) salaries certify at the higher of their teacher salary or AP salary 5

6 NEW LEGISLATION: FY Assistant Principals (cont.) Break in service leaving the public school system completely; changing positions (teacher/instructional support Director AP) Provisionally licensed APs receive higher of teacher pay or 1 st year on AP salary schedule Once license is clear, provisional APs receive the higher of the teacher or AP salary Object 129 Payments Used to code salary in excess of certified salary on salary schedule Ex: for AP that would make more as a teacher; use obj. 116 to code according to AP salary schedule & use obj. 129 to code the difference between teacher salary & AP salary Audit exceptions are more cosmetic then true SAE Calculates on payline gross, %emp, & takes into consideration whether the employee is on installments Subject to installments 6

7 NEW LEGISLATION: FY Assistant Principal paid on teacher scale using obj. 129 Teacher salary w/nbpts = $5307; AP salary = $4606 $ = $701 Code AP salary to obj $4606 Code excess $701 to obj

8 NEW LEGISLATION: FY Object 129 Payments (cont.) 129 payment at 100%emp, not on installments If %emp = 100%; then payline gross = net gross amt 8

9 NEW LEGISLATION: FY Object 129 Payments (cont.) 129 payment less than 100% emp, not on installments If %emp = 50%; then payline gross = net gross / %emp 9

10 NEW LEGISLATION: FY Object 129 Payments (cont.) 129 payment on installments & less than 100% emp Payline gross = net gross / %emp /

11 NEW LEGISLATION: FY Bonuses Coded to PRC 045, obj. 183 $1,000 for teachers & instructional support personnel if FY2014 salary was higher than current year FY2015 $809 for school based administrators paid on state salary schedule who did not receive a salary increase To be paid on a monthly basis; not as a lump sum NOT subject to installments Brass to Class Session Law The Corporal Pruitt Rainey Brass to Class Act. Employee is awarded non-teaching experience credit for military experience in leadership roles performed while on active duty Applies to personnel initially employed July 1, 2014 Retired personnel only 1 full year awarded for every 2 years 11

12 NEW LEGISLATION: FY Using FY 2014 salary + Longevity vs. FY 2015 salary A teacher compensated in accordance with the FY 2015 salary schedule shall receive an amount equal to the greater of (i) the applicable amount on the salary schedule or (ii) the sum of the teacher's salary + the annual longevity payment that was effective for the school year In addition, educators receiving compensation equal to the sum of the teacher's salary + the annual longevity payment that was effective for the school year shall receive an annual bonus of one thousand dollars ($1,000), payable monthly 12

13 NEW LEGISLATION: FY Driver s Education Pay Grades In accordance with SL Driver Training Instructors shall be paid within the salary range of the pay grade for their job classification, based on a 40-hour work week. If the established work week is less than 40 hours, the hourly rate of pay must be based on a 40 hour work week. Driver Training Instructors shall be paid based on the following pay grades: Pay grade 66 DMV certified instructors without a NC educator license Pay grade 68 DMV certified instructors with a NC educator license but no license area Safety and Driver Education Pay grade 70 NC educator license with subject area Safety and Driver Education If an individual was employed as a driver training instructor prior to July 1, 2014 and was paid higher than the maximum allowable of the irrespective pay grade, the Local Education Agencies may continue to pay at the higher rate, but it is not required. 13

14 Installment pay If employee is split funded, installments must be paid proportionate to how the person is paid during the year Example: paid 50% State & 50% Federal Then 50% of installments must come out of state; all installment pay should not come out of state funds 14

15 Installment pay Audit exceptions are now popping earlier for those on installments. They are currently showing for your review as of July If an employee s installments are paid out early, you will need to submit an IPC batch through BUD to remove installment indicators from each voucher currently showing in voucher inquiry to prevent an audit exception Must be a 10 month employee to be eligible for installments Must opt-in at beginning of the year not midyear or otherwise 15

16 BUD REMINDERS BUD Budget Utilization & Development IPC batches IPC (Instructional Personnel Changes) to change non-financial information on vouchers such as: Days pd/emp, dayspp %employed School location Absences Installment indicators (remove or add) If you are having difficulty changing any of the above fields, please contact your vendor directly. 16

17 BUD REMINDERS IPC batches 17

18 BUD REMINDERS The net gross amount field is the only field that should have a negative sign to indicate the Negative (FROM) record. Once the system locates the match in the Negative record, the Positive (TO) record overlays the original record. Make sure that all other fields are completed. For example: If you have absences on the original record, and did not key them on the positive record, your absences will be deleted. 18

19 BUD REMINDERS IPC batches Installment indicator not on positive record so it will be removed. 19

20 BUD REMINDERS VOUCHER INQUIRY Voucher Inquiry Voucher Inquiry 20

21 BUD REMINDERS NEGATIVE NET GROSS BATCHES Please both Sue & Tiandra if you have Negative Net Gross batches. Contact us when the batch is submitted. Batch will automatically deny if you don t. SPLITTING VOUCHERS You cannot split vouchers in BUD within the same budget code. Contact Sue or Tiandra to split a voucher before transmitting a BUD batch on the voucher. If you use the split function within your software, it will come to DPI as a multiple update and will deny. COPYING & EDITING DENIED BATCHES From LEA 21

22 BUD REMINDERS When manually keying your BUD batches, use F6 to create your offsetting entry for Transfers (UTR), Refunds (REF), and Instructional Personnel Changes (IPC). When refunding or paying an adjustment (transferring a dollar amount only, not involving changing percent or days pd/emp), you should always key 0 days pd/emp. If you do not change the days pd/emp to 0, you could create an exception, add additional experience on employment history, or create an allotment overdraft. See LEA handout: ISIS 22

23 BUD REMINDERS When moving vouchers from a noncertified to another non-cert budget code the batch will automatically approve in BUD/General Ledger, but it will not process in the Salary System. Please contact Analysts to manually process batch in Salary. 23

24 BUD Adjustment Training Workbook Make sure to get a copy of this workbook Provides step-by-step instructions on many functions within BUD, along with screen shots 24

25 BUD CHEAT SHEET Field Full Transfer Partial Transfer Full Refund Partial refund IPC Unit X X X X X SSN X X X X X School X X X X X Voucher Number X X X X X Voucher PP X X X X X Budge Code X X X X X Payline Gross X X X X X Days Paid X X X Days Employed X X X Salary Adjustment X X X Percent Employed X X X Note: Items marked with an x must match voucher inquiry on negative record. 25

26 BLUE TRIVIA QUESTION If an employee is 50% employed and on installments, how would you calculate the payline gross amount? Divide net gross amount by 50%, then by

27 GREEN TRIVIA QUESTION TO OBTAIN GRADUATE PAY SALARY, BY WHAT DATE MUST THE GRADUATE COURSE BE COMPLETED? August 1,

28 YELLOW TRIVIA QUESTION HOW MUCH DOES A TEACHER/INSTRUCTIONAL SUPPORT PERSONNEL RECEIVE IF THEY QUALIFY FOR THE BONUS? $1,000 28

29 NEON GREEN TRIVIA QUESTION BRASS TO CLASS APPLIES TO WHICH TYPE OF MILITARY PERSONNEL? Retired Personnel 29

30 WHAT IS THE NAME OF THE LIEUTENANT GOVERNOR OF NORTH CAROLINA? Dan Forest 30

31 TAN TRIVIA QUESTION HOW MUCH DOES A SCHOOL BASED ADMINISTRATOR WHO QUALIFIES FOR THE BONUS RECEIVE? $809 31

32 PURPLE TRIVIA QUESTION TRUE OR FALSE TO CHANGE THE BUDGET CODE, SUBMIT AN IPC BATCH? FALSE

33 HOW MANY LEAs ARE IN THE NORTH CAROLINA PUBLIC SCHOOL SYSTEM?

34 SALMON TRIVIA QUESTION IN FY 2015, HOW ARE ASSISTANT PRINCIPALS SALARY DETERMINED? The higher of their teacher salary or AP salary 34

35 NAME THE STATE BIRD & THE STATE FLOWER Cardinal & the Dogwood (aka Cornus florida) 35

36 ROTC The contracts between the military and LEAs for the ROTC programs require that ROTC instructors are compensated at their military active duty pay level (MIP) ROTC instructors should be coded to The state will pay up to 50% of the MIP Does not necessarily mean the state portion should be 50% emp 36

37 ROTC Calculations: 1. ROTC mandated monthly salary x 50% = Amt to be paid btw state & local or all local $6, x 50% = $3, Amt from step #1 Certified Salary = % payable out of state funds (% of cert salary). $3, $3,711 (A10) = 85.26% (pd out of state funds) 3. Mandated monthly salary (#1) Certified Salary (#2) = Differential Amt (pd out of local funds obj. 187) $6, $3,711 = $2, (coded to obj. 187) % - % payable from state funds (#2) = % pd from local funds 100% % = 14.74% pd from local funds 37

38 ROTC Calculations: 5. % pd from local funds x Certified Salary = Dollar Amt pd from local funds 14.74% x $3,711 = $ Note: Amount in step #1 (amt pd from state), + #3 (amt pd from local differential) + #5 (amt pd from local) = total amt. of JROTC mandated monthly salary. o Total should be as close to MIP as possible. o $3, $2, = $6, o $6, $6, = $0.03. Amount pd from State obj Local obj. 123 = Cert Salary 38

39 Principals Teacher Count calculated at 3pp (September), 7pp (January) and 11pp (May). Any changes to count have to be made before these pay periods and salary is retro to July 1 st. Teacher Count includes state funded teachers, student service personnel, instructional support and Assistant Principals with at least 5 months of service. Refer to Salary Manual pg. C-4 Determining Teacher Count. 39

40 Principals 1 for 3 Experience earned on the Principal area before July 1, 2009 (FY 2010 on employment history) will add 1 additional year for every 3 years employed as a Principal Years employed as a Principal after FY 2010 continue to accrue on Principal area, however it does not affect salary 40

41 Audit Exceptions & Prevention What is a Salary Audit Exception? DPI reviews the salaries of public school employees and compares what they are paid to what they should be paid. Certified salary in voucher inquiry is what DPI says they should be paid and Payline Gross is what the LEA is actually paying the employee. When Certified Salary & Payline Gross differ OR When days pd/emp, or %emp do not mesh with the certified salary, you get an audit exception Audit Exceptions are only created on State and Federal paid certified budget codes. 41

42 Audit Exceptions & Prevention Form G Licensure Section grants approval for pay to the teacher/administrator who holds a master s, advanced, or doctorate degree in a non-teaching area and the degree is directly relevant to the teacher s/administrator s area of assignment. LEA and school specific Submit forms early; comply with Licensure deadlines. List of individuals on the web by LEA that currently have Form G approval. Log onto LicSal Click on Licensure Scroll down and click on Form G approval list 42

43 AUDIT EXCEPTION CAUSES & PREVENTION Form G 43

44 AUDIT EXCEPTIONS & PREVENTION LEA paying incorrectly Difference in years of experience, education, and/or certification area Pay NEW employees that have never worked with your LEA before as an A00 $3300 until you receive confirmation from Licensure and Salary Administration (audit exception) that the employee should be paid at the higher salary SAVE TIME, MONEY, & HEADACHE! Refunding Overpayments Days pd/emp should be zero %emp = %emp on voucher inquiry on both records 44

45 AUDIT EXCEPTIONS & PREVENTION Experience added or removed Can verify years of experience and salary with Salary Analyst. May need to contact Licensure if question regarding years on license Licensure (919) Substitute Teachers & Non-Certified Personnel The State sets the minimum & maximum salaries by grade for non-cert employees. The LEA determines the specific salary amount. When non-certified personnel become certified make sure to move the sub vouchers to the certified budget code 45

46 AUDIT EXCEPTIONS & PREVENTION Employee coded to incorrect/invalid budget code (not certified to be paid from that code) Zero Salary Probable Out of Field Salary system could not calculate a salary, therefore a zero certified salary was assigned. Incorrect budget code Manual Teacher Orientation certification needed No License information available. Submit BUD batch to change budget code according to certification area and position responsibilities. Refer to Attach A for position descriptions. 46

47 AUDIT EXCEPTIONS & PREVENTION Timing Issues The teacher informs the LEA that they have 5 years of prior non-teaching experience. The LEA submits a form to Licensure with documentation of the 5 years, and pays the teacher a new salary based on the 5 additional years. The request for additional years is pending in Licensure. As a result, LEA gets an audit exception because DPI would still certify the salary at the lower amount. The adjustment will be made to the salary once the Licensure Section has updated the teacher s license information. It s best to continue paying at the lower rate until the license has cleared. 47

48 EPISODE OF VIOLENCE (EOV) Flag voucher EOV Notify School Business Allotments will reimburse months or dollars 48

49 ALLOTMENT: MONTHS ALLOCATED VS. MONTHS USED Position Allotment Overdrafts LEA used more positions than was allotted for the year View Positions Allotted vs. Months Used on LicSal website (Allotment Reports) Allotment Overdrafts should be refunded through BUD Refund both days & money Always leave at least 1 day pd/emp on voucher Running total updated instantly after changes to days pd/emp on a voucher Continue to check your prior year audit exceptions and allotment balances for changes to avoid penalties 49

50 ALLOTMENT: MONTHS ALLOCATED VS. MONTHS USED Overdraft Calculations Everyone except Admin. are paid based on 21.5 days in the pay period Negative amt. x 21.5 = # of days to be refunded Calculate daily rate of lowest paid person paid from that PRC (their certified salary); preferably not on installments Multiply daily rate x # of days to be refunded = net gross amount to refund Administrative Personnel calculated on 22 days in the pay period 50

51 ALLOTMENT: MONTHS ALLOCATED VS. MONTHS USED 51

52 KEEP IN MIND Salary Manual, Salary Schedules & Attach A Salary Manual contains legislative updates & all salary related information. Salary schedules are approved annually by the General Assembly and sets a minimum pay based on the educator s years of experience and education level. Attach A lists certified budget codes and their required licensure areas for salary calculation purposes. online at 52

53 KEEP IN MIND Attach A 53

54 KEEP IN MIND Chart of Accounts provides the allowable current year accounting codes for each program funded from state or federal funds; shows how these funds were expended. Most accurate COA can be found in AS400 (BUD) (updated daily). However, the COA is also on the FBS website (updated monthly). Financial communication between LEAs & DPI. 54

55 KEEP IN MIND Master Teachers Not eligible for NBPTS Salary Calculator Not to be used for Principals until 3pp (September) Is a tool to be used in conjunction with the salary schedules posted online Annual Leave Payout When calculating monthly daily rate, it is based on the last day worked; not the effective date of retirement 55

56 NATIONAL BOARDS (NBPTS) National Board for Professional Teaching Standards (NBPTS) To qualify: Instructional Coach at Title I school; serving 70% of their time in this position, or Teacher must spend at least 70% of their time teaching in the classroom. This does not mean they must be 100% employed. If a teacher is 50% employed, 70% of that time must be spent in classroom instruction. NO PAY DECREASE FOR TEACHERS THAT BECOME ASSISTANT PRINCIPALS Get to keep NBPTS if last assignment was classroom teacher. Other areas that qualify for NBPTS pay: Media Coordinator Guidance Counselor Career Development Coordinator These 3 areas need to be coded to specific budget codes 56

57 NATIONAL BOARDS (NBPTS) When NBPTS expires: You are required to re-evaluate salary without NBPTS pay to ensure the employee is paid the higher of their FY2015 without NBPTS or FY2014 salary without NBPTS pay + Longevity. 57

58 NATIONAL BOARDS (NBPTS) Specific questions regarding National Board Certified personnel, please contact: Dr. Sonja Brown Office: (919) Fax: (919)

59 SCHOOL BUSINESS CONTACTS Sue Holly: (919) Tiandra Alli: (919) Licensure Section: (919) Education & License Updates, Experience Changes, Form Gs, etc. 59

60 CONTACTS Andrew Cox: (919) Section Chief Roxane Bernard: (919) General Reporting Issues, Chart of Accounts, MFR/AFR Issues Richard Smith: (919) Zero-Out, Data file, Invalid Account Codes Vacant: (919) Federal/State Expenditures and Adjustments, Disability Reimbursements 60

61 CONTACTS Gwen Tucker: (919) Financial Business Systems 61

62 THANK YOU FOR COMING! 62