Bainbridge-Guilford Superintendent BOE Update June 4, 2015 Personnel: Elementary Principals: Since our last meeting both the Greenlawn and Guilford teacher teams have met to review applications of our tier 1 and tier 2 candidates as outlined in the last superintendent update. From these lists of candidates both teams have established framework for interviewing candidates. I have been both impressed and inspired by the efforts of both of these committees and their willingness to put in extra the necessary time and thought to developing and inclusive process that provides both the candidate and the staff within the buildings an opportunity to learn and participate in this important process. Guilford Elementary: Guilford has established a list of 5 candidates that they would like to interview on June gth. These interviews would be one hour in length and held at the Guilford building. Based on this initial interview process, the team would like to invite 2 to 3 candidates to visit the building for a half day to meet the staff and get a sense of the building. The day would conclude with the candidate cinduci9tng a brief faculty meeting. Assuming two candidates, the team has tentatively selected June 15th and June lih for these visits. Greenlawn Elementary: Greenlawn has identified four candidates that they would like to bring in for full day visits between the candidate and the building staff. Three candidates have been scheduled as of this writing. The dates include June gth, June 11th and June 12th. Mrs. Shirkey is facilitating the process and is waiting to hear back from the fourth candidate. In total, seven candidates are filling the nine spots outlined above, with two candidates interviewing with both committees. There is an opportunity for additional candidates to be seen by the committees if recommended by the BOE. I am recommending the BOE discuss final interview options this evening in open session during the planning portion of the meeting. Business Office: The structure and function of the business office is an issue of primary importance at this time. We are recommending option 3 as outlined on the attached document. This recommendation includes: 1. The hiring of a school business manager in lieu of an Assistant Superintendent for Business 2. Using the DCMO BOCES CBO service to assist in the business office transition. 3. The hiring of a full-time payroll clerk to complete the duties as described in the attached job responsibilities document. The current.2 clerk position would be absorbed in this process. We are making this recommendation because: 1. The transition to new business office software requires additional support and technical expertise that the CBO service can provide. 2. As outlined in the job responsibilities document, the requirements for a B-G payroll clerk far exceed completing payroll duties and will require an extended learning curve. The use of the CBO service will allow the new individual to be trained in other responsibilities, while learning the intricacies of the complete payroll process. 3. The job responsibilities of the new school business manager, including the completion of a detailed professional development plan limits the ability to provide extensive training for a new payroll clerk from the outset. 4. Hiring our own payroll clerk will allow us to maintain control of our business office and eventually transition back to our current structure. We will be able to transition because our anticipated school business manager can serve as the payroll back-up person, when the training for both this individual and the proposed payroll clerk are completely trained.
c- -- - - - - - - - -Payroll Staffing Options I IL:~::~~&oiitlo~1,::i.~ s:fcj F'i:.~::::; :~~ ;:;--;~; npttori~!':~::f~;jj 71 1?:: :it:~,:~:g,:~qption 3~::~~~;-;s:2;:1 Staffing Amount Staffing Amount Staffing Amount Business Manager 80,000.00 Business Manager 80,000.00 Business Manager 80,000.00 Payroll Clerk 30,000.00 CBO Payroll 13,738.00 CBO Payroll 13,738.00.2 FTE Clerk 5,200.00.5 FTE PayroiiCierk 15,000.00 Payroll Clerk 25,000.00 Benefit Clerk (unfilled) 4,091.50.2 FTE Clerk 5,200.00 Benefits Benefits Benefits FICNMedicare 8,812.80 FICA/Medicare 7,665.30 FICA/Medicare 8,032.50 ERS Retirement 22,330.00 ERS Retirement 19,285.00 ERS Retirement 21,315.00 Health Insurance 28,742.70 Health Insurance 13,616.10 Health Insurance 28,742.70 Dental Insurance 1,032.65 Dental Insurance - Dental Insurance 1,032.65 Total Cost 180,209.65 Total Cost 154,504.40 Total Cost 177,860.85
Duties of Payroll Clerk Payroll On a biweekly basis the following will need to be completed for each payroll: Calculate number of hours and amount to be paid for all hourly employees which includes regular employees and substitutes. Verify annualized employees worked scheduled hours and calculate overtime, extra time and lost time and the pay associated with each. Calculate the number of hours per type of bus run (regular run, BOCES run, field trip per building, etc.) and the amount of pay for each driver. Calculate hours and amounts for chaperones, tutors, detention monitors, etc. Calculate number of days worked and amount to be paid for substitute teachers, LTAs or Nurses and verify against each buildings sub schedule. Verify sub days by comparing to employee absence records. Determine if coaches are to be paid and calculate amounts. Annually pay all insurance opt-out payments per contract. Annually pay all mentors (mentor sheets must be received as documentation). Annually pay all advisors unless an earlier payment is authorized (Odyssey of the Mind, etc.). Annually pay all vacation buy-back options per contract. As applicable, calculate and pay retirement incentives per contracts. Calculate any adjustments to benefits and deduction amounts depending on circumstances and per employee contract. Calculate biweekly pay amounts for any new annualized and/or salaried employees using pro-rated salary worksheet. If employment changes occur, calculate new biweekly amount using salary adjustment worksheet. Maintain current biweekly payroll totals by employee for Teachers, 12-month employees and annualized 10-month employees. Calculate total biweekly payroll amount using all of the above spreadsheets and calculations. Calculate amount of biweekly deduction for garnishments per federal limits (child support, income executions, etc.) Review all deductions each payroll for accuracy. Tie benefit deductions out monthly to each insurance bill and deduction invoice. Calculate amount of employer FICA and Medicare and applicable amount due from each fund. Complete warrant with amounts to be transferred from each fund to cover payroll, social security, insurance payments, etc. Complete warrant for payments of all benefits and payroll deductions out of Trust & Agency. Send direct deposit report to FISERV and call to verify. Send 403b deduction report to OMNI. Send NYS Tax payment, Federal Tax Payment, 403b payment and health insurance payments (via wire payment). Once checks are received from Accounts Payable for payment of all payroll deductions, attach applicable report and mail and file documentation..
On a quarterly basis, the following will need to be completed: File NYS Quarterly Report. File 941 Quarterly Report. File Quarterly Labor Report. On an annual basis, the following will need to be completed: File W-2 report with SSA. Employee Time & Attendance At beginning of each year, verify attendance records from previous year for accuracy before rolling to new year. Verify leave amounts to be given to each group are set up correctly in attendance software per applicable contract before rolling attendance to new year. Roll final leave amounts to new year using parameters in each employment contract (personal days roll to sick leave, etc.). Calculate number of vacation days for each 12-month employee per the parameters in each employment agreement and enter into attendance program. Each biweekly payroll period, enter all leave data in attendance program for each employee and verify against a printed report. Enter earned comp time when applicable and send letter of amount given to each employee. Annually in September, calculate faculty and staff sick bank balances based on prior year usage. Deduct sick bank donation day from each member of the staff sick bank. Determine if faculty group is required to donate and make deduction of days if necessary. Provide annual notice of attendance to each employee prior to October 1 st each year (per contract). Provide attendance reports to administration when requested. Answer questions from faculty & staff regarding attendance records. Civil Service On an annual basis in June, complete and send a pink sheet to Civil Service for each employee indicating new salary or rate for the ensuing year. Throughout the year, generate pink sheets for Civil Service for any change with a Civil Service position (rate change, address change, name change, position change, etc.) or for any new Civil Service employee (which includes substitutes). Review semi-annual Civil Service report and advise of changes. Certify and send when final. Substitute Applications Send acknowledgement letter to applicant. If Civil Service substitute, forward application to Civil Service for qualification. Send application and cover sheet to principal or supervisor for review (after civil service approval for Civil Service sub). If approved to sub by principal or supervisor, review fingerprint record and fingerprint if necessary.
Upon clearance for employment, forward cover sheet to District Clerk for addition to Board Agenda. Upon approval by the Board, send substitute employment packet which includes appointment letter, letter of assurance, tax withholding forms, notification of right to join the retirement system, notification of right to obtain health insurance coverage through the marketplace, employment eligibility form and notification of applicable employee related Board policies. Create a personnel file for new substitute, verify all forms are received back and process forms with NYS, Civil Service, Retirement System, etc. Enter new substitute on substitute list and in Payroll Software. Retiree Insurance Each May, calculate new health and/or dental insurance rates for each retiree based on the contract under which they retired. In June, send each retiree a letter indicating new rate(s) as of July 1 st and any balance owed on their account. During the year as payments are received, write receipts and enter payments in retiree s account log. Monitor accounts monthly to determine if payments are up to date. If not, send a reminder letter. Throughout the year, send letter with options for continuation of coverage and new rates after turning 65 at least two months prior to any retiree turning 65. Annually in November, send notification regarding open enrollment period for the Medicare Advantage plans to all retirees over 65 and notification of rate change for the calendar year for Medicare Advantage plan participants. Annually in June, create account logs for any new retirees and notify new retiree of health and dental rate and amount of credit on account due to employee contributions. Keep Business Official aware of any questions or issues. Annually, provide report to the auditors of the Board share paid for health and dental insurance. Enter applicable information for retiree health and dental insurance into GASB 45 worksheet for Questar III BOCES processing of annual GASB 45 report. Personnel Maintain all personnel files with required payroll forms, salary notices, pink sheets, etc. to meet auditing requirements. Send each 10-month employee an annual letter of assurance prior to July 1st. Send all current substitutes an annual letter of assurance prior to July 1 st. Send all employees notification of year-end payrolls and information in last paycheck in May. Send BGTA employees the annual notice to change payroll options for ensuing year in late May. Annually calculate new salaries or rates for all employees and update applicable spreadsheets. Prepare annual salary notice which includes all benefit amounts and total amount of employment package and include with first paycheck of year. Prepare and send out start-of-year information letter to all 12-month employees in July. Prepare 10/11-month working day calendar.
Obtain from supervisors and principals each hourly employee s scheduled working hours for the year. Update applicable spreadsheets. Prepare and send out start-of-year information letter to all 10-month employees in August. Send new hire report to NYS for each new employee. Make annual changes to each groups Payroll Manual. Send employment packet to each new employee with applicable payroll manual and all required documentation. Meet with new employees to verify all required documentation is received, to review benefit information and calculations and to answer all questions. Answer questions from staff regarding contracts, insurances, retirement, etc. Insurance Benefits In May, send annual health insurance open enrollment notification and required notices to all employees eligible for health insurance. Verify documentation of notification was received from each eligible employee. Verify annual waiver of district health insurance is on file for employees that opted out of coverage. Send annual notice of documentation needed to employees that have disabled children over the age of 26 on the health policy. Verify proper documentation is received. Calculate new benefit deduction rates for all employee contracts (10 contracts). Maintain employee enrollment forms for all insurances. Provide new forms to employees who have changes (address, birth, divorce, etc.) within 30 days of change. Make any enrollment additions or changes in applicable benefit website (Health, Dental, Life and Disability). Send COBRA Assurance letter to any employee enrolling in coverage. Process termination form for COBRA Rights Notification for any employee that terminates coverage for any reason (resignation, divorce, death, etc.). In November, send annual open enrollment information for Cafeteria 125 plan (Flexible Spending Plan). After Flex open enrollment, enroll participants in the applicable Flex Plan through the provider website. In January, make deduction changes for participants or non-participants in Flex Plan. Monitor insurance bills for accuracy with changes, adds, deletes, etc. in personnel. Calculate district share of School Lunch employee s health and dental insurance and verify that the School Lunch Program paid the district share through transfers to the Trust & Agency Fund. Calculate the amounts that the employees paid toward each type of insurance for the months of July and August and verify the amount matches the applicable benefit in the Trust & Agency account at year end. Advise employees of benefit options, costs, etc. and work with insurance companies on issues, questions, etc. on behalf of employees. Retirement Systems (ERS & TRS) Notify all new employees of their right to join the retirement system and make sure signed acknowledgement form is received. Enroll applicants in applicable retirement system per retirement guidelines.
Calculate daily rates for all employees for monthly retirement reporting purposes. File annual ERS report of earnings after retirement. File monthly ERS report. File monthly TRS report. Respond to TRS District Specific Issue Report (DSIR) if applicable each month. Process any adjustment reports. Monitor any Tier 6 deduction rate changes for employees and change rate in payroll system. Workers Compensation Complete all employee accident reports. Advise injured employee of Workers Comp procedure and what to expect. File accident report within 3 days with Workers Comp carrier and provide copy to District Office for Log of Work-related injuries. Correspond with carrier regarding earnings, doctor s notes, unpaid leave time, etc. Calculate staffing information required for annual work-related injuries posting. File quarterly G-4 form with Workers Compensation Board and third-party administrator. Payroll & Benefit Budget Prepare annual payroll budget using increases as outlined in employment contracts and other assumptions made. Prepare spreadsheets to estimate the district share of employee benefits which includes retirement, health, dental, etc. School Taxes Review tax rate calculation spreadsheet and warrant information. Send tax rate and bill information to each county (4 counties). Coordinate receipt of tax bills and electronic files from each county. Prepare list of escrow tax bills, pull escrowed bills from regular mailing and send bills to each escrow provider. Pull utility tax bills from each township and mail each utility in one envelope. Process tax bills with postage and coordinate delivery to post office for mailing. Coordinate upload of tax files with NBT and verify amounts are correct. Receipt all tax bills paid with Tax Collector daily. Coordinate upload of all tax payment information to online program with NBT at least weekly. Send any incorrect payments back to taxpayer with letter of explanation. Prepare spreadsheet of changes/corrections for Business Official for Board Authorization. Make applicable corrections/changes to tax bills following Board authorization and coordinate file changes with NBT. Send notification of change in assessment and bill to the taxpayer with extension information for payment. If refund is necessary, process refund with accounts payable. Monitor end of collection periods and return any tax payments that didn t include the proper penalty per postmark. At end of collection period, prepare unpaid tax reports for each county and distribute with applicable forms and email unpaid tax files to each county.
Prepare letters and mail affidavits of returned taxes to each county after Board approval. Continue to return tax payments that were made past the school district collection period with a letter of explanation. Cash Management Duties Receipt all money coming into the Business Office, prepare deposits and take to bank. Prepare fund receipt for all money deposited. Monitor incoming ACH state payments and write receipts. Transfer to correct fund if necessary on next warrant. Enter receipts in cash book by bank account. Enter all warrants in cash book by bank account. Balance bank accounts. Prepare monthly Treasurer Report for Board. Make wire transfer for Bond payments on applicable due dates. Awards and Scholarships Maintain all award account balances (combined in one bank account). Deposit all award money received. Disburse award money per listing of winners received from Guidance Office for each award ceremony (5 per year). Tie out award money received to amount given in awards each year. Reconcile any differences with the Guidance Office. Guide potential donors on the funding and giving of awards through the district. Annual BOCES Print Shop Order In March, send annual Print Shop order form to each department for them to order forms needed for the following school year. Compile final list of all forms being ordered, coordinate with a sample of each form and forward to BOCES Print Shop for printing. Maintain annual order form with any changes or new forms that are added. Work with BOCES to be sure all forms are received as needed. Miscellaneous Duties Act as receptionist for the Business Office assisting employees and visitors. Answer emails. Distribute faxes. Process outgoing mail when necessary. Generate prox cards for employees.