Section 6.4 Payroll Processing

Policy Statement:

Payroll Procedures

Policy Statement:  Every employee is issued a Letter of Understanding or an Offer Letter that states their hourly pay rate or annual salary, payment is made based on one of these letters.  Payroll is processed on a semi-monthly basis.  The pay periods are the 1st-15th, paid on the 22nd of the month and the 16th-the last day of the month, paid on the 7th of the month.  If payday lands on a Saturday, Sunday or Federal Holiday, employees are paid on the business day prior to the weekend or holiday.

Hourly Employees

  1. Employee pay rate information is entered into the payroll system upon hire.
  2. Employees are instructed on how to use the time clock system, they may log into a computer or download the app and track their hours by punching in and out of the time clock.
  3. Employees do not have the ability to adjust their own timecards.  If an error is made the employee must have their supervisor or someone in the payroll department adjust their timecard.
  4. At the end of each pay period employees should review and verify their timecards. Any timecard errors must be corrected by a supervisor or payroll department.
  5. At the end of each pay period supervisors or the payroll department review the employee timecards, fix errors, and verify the timecards.
  6. When timecards have been verified, the payroll department runs 4 reports before exporting to the payroll system.
  7.  Exceptions Report. This report checks for errors and makes sure all missing punches, department mismatches, etc. have been resolved.
  8.  Hours Breakdown Summary Report.  This report gives the totals needed to verify in HCM once hours have been imported.
  9.  Disbursement Detail Report.  This shows all Teacher and Instructor bonuses and stipends that were entered into TimeForce that will also be imported to HCM.
  10. Hours Summary Report.  This will show all inactive employees that have hours to be paid in the system.  These hours do not import into HCM and therefore, a manual entry need to be made in order for them to be paid.
  11. A report in the payroll system is run to show the number of hours recorded before hours are imported from the time clock system.
  12. Hours are exported from the time clock system to the payroll system.
  13. A reconciliation is completed to assure all hours from the time clock system were properly imported to the payroll system.
  14. Hourly employees are paid the hours they tracked in the time clock system.

Salaried Employees 

  1. Employee pay rate information is entered into the payroll system upon hire.
  2. When payroll is processed, the payroll system automatically pays salaried employees the semi-monthly pay rate that is entered into the system upon hire.

Processing Payroll

  1. When the hours from the time clock have been imported and reconciled a review of the entire payroll is completed by the payroll manager.
  2. When all adjustments have been made and the payroll is ready to be processed, the payroll manager notifies his supervisor the payroll is ready for review.
  3. The payroll manager's supervisor reviews the payroll.  Questions are discussed and any discrepancies are fixed.
  4. After any discrepancies and questions are resolved, the Payroll Manager processes the payroll by submitting it to the payroll company.