Rev. 10/07
Section 5.01
Page 1 of 3
SECTION 5.01 – PAY
Contact: Payroll @ Extension 4160
A. Overview
Employee wages are determined and then entered into a computerized system
(IFAS) that processes the earnings, benefits and other types of deductions to
produce a payroll warrant. There are various types of pay within the
computerized system. An employee with an annual salary assignment typically
receives an equal monthly salary amount. Timesheets can be used to pay
substitutes and additional hours worked outside an employee’s annual salary
assignment. Most substitute pay is generated by the SmartFind
Express
System
which is used to assign and call substitutes for teacher absences (also known as
SEMS or TSSI). All absences for each employee group is recorded in this
system, whether requiring a substitute or not. The absence and substitute pay
information is periodically sent electronically through an import file to the payroll
software (IFAS). This import file then automatically creates a timecard entry for
the employee leave taken and substitute pay.
Each site will print a ‘job report’ each day which is then posted at the front desk
to collect the substitute signature when the substitute arrives for the job.
Substitutes have received instructions to identify their job numbers on the sign-in
report, sign-in with a legible signature, and report any coverage hour
discrepancies to the site immediately.
If there are corrections that need to be made regarding substitute pay hours,
each site is encourage to make the adjustment with the substitute present and to
have them initial the change.
On a daily or weekly basis (depending on the site supervisor’s direction) submit
the job reports to your supervisor for review and signature. Each site will collect
these reports and keep them in a binder for future verification and/or review. At
the end of each school year, the Payroll Office will collect this information from
each site and collectively store them per the required records retention schedule.
B. References
Collective Bargaining Agreements – Policy/Procedure – Series 5000
RCW 28A.400.220
RCW 49.46.020
RCW 49.46.130
C.
Employee Pay Assignments
The employee annual salary assignment information is determined and then
entered into the computer system by the Human Resource Department. The
information entered is then electronically sent to Payroll each month. Changes
received in Payroll reflect the new monthly salary amount and new hourly wage
rate. The Human Resources Department is responsible for the entry of:
㼀
Basic salary assignments
㼀
TRI assignments
Rev. 10/07
Section 5.01
Page 2 of 3
㼀
Supplemental and extended days
㼀
Professional Certification Compensation Program
㼀
Salary schedule placement
㼀
Salary increases
㼀
Retroactive pay
㼀
Stipends
㼀
Longevity pay
㼀
Professional standards pay
㼀
Athletic assignments
D. Employee Timesheets
㼀
The payroll period for timesheets is determined by the Payroll Office prior
to the start of each school year. A payroll calendar which identifies these
dates is printed and distributed to all secretaries.
㼀
The HR Sub Placement desk distributes a copy of the payroll calendar to
all substitute employees.
㼀
Timesheets must be filled out completely and accurately using ink,
not
pencil.
㼀
The timesheet must have the employee's name as it appears on their pay
warrant, which matches the current Social Security Card name on file.
㼀
Timesheets can not be processed for any person that has not been
officially hired through the Human Resources Department.
㼀
Hours worked must be recorded to the nearest quarter hour.
㼀
Days worked must be recorded by date, not date range.
㼀
Timesheets are turned in for authorized pay for workshops, overtime and
additional hours worked.
㼀
Timesheets should be submitted to Payroll on a weekly basis.
㼀
Timesheets are signed by the employee and approved by the employee’s
supervisor and/or budget authority.
㼀
Both the employee and the supervisor must sign the timesheet after the
hours have been worked. Do not pre-sign the timesheet or estimate
hours.
㼀
A copy of the timesheet should be retained on file at the school and/or
department.
㼀
Most substitute pay is sent electronically through and import file created in
the SmartFind
Express
system on a weekly basis.
㼀
A copy of the daily or weekly job reports will be reviewed and signed by
the site supervisor.
㼀
The job reports will be collected and keep in a binder for future verification
and/or review.
㼀
At the end of each school year, the Payroll Office will collect the job
reports from each site and will collectively store them per the required
records retention schedule.
㼀
All stipends, with the exception of overnight student camps, must be
submitted to the Human Resources Department for authorization.
㼀
Paper timesheets submitted after the payroll due date will be processed if
time allows, but may be delayed until the next payroll.
Rev. 10/07
Section 5.01
Page 3 of 3
E. Substitute Pay
Payroll will pay most substitute employee wages using the SmartFind
Express
System as described in the overview listed above. If a timesheet is submitted for
substitute pay (ex: Substitute Custodians or Food Service), then the following
rules must apply:
㼀
Timesheets must be filled out completely and accurately using ink,
not
pencil.
㼀
The timesheet must have the employee's name as it appears on their pay
warrant, which matches the current Social Security Card name on file.
㼀
Timesheets can not be processed for any person that has not been
officially hired through the Human Resources Department.
㼀
Timesheets should be submitted to Payroll on a weekly basis (Monday
through Friday).
㼀
Substitute timesheets are due in Payroll on Monday of each week.
㼀
The following must be completed on the employees timesheet:
㼀
Identify the date worked.
㼀
Identify the job number.
㼀
For certificated substitutes, determine if the work is for a full day or
half day.
㼀
For classified substitutes, determine the actual number of hours
worked to the nearest quarter hour.
㼀
Determine the org key and object code to be used to pay the
substitute.
㼀
Identify the name of the absent employee that the substitute is
working for.
㼀
The appropriate principal/supervisor’s signature is required before
sending forms into Payroll each week.
Rev 10/12
5.01a
EVERETT PUBLIC SCHOOLS
TIME SHEET AND PAYROLL ADJUSTMENT RECORD
thru
Employee ID#
Last Name
First Name
Location No.
Payroll Period
15 min. = .25
30 min = .50
Record hours to the nearest Quarter Hour (.25)
45 min = .75
60 min = 1.00
Date
Activity
Performed
Regular
Hours
Overtime
Hours
Date
Activity
Performed
Regular
Hours
Overtime
Hours
Total Hours - - - - - - - -
PAYROLL ADJUSTMENTS (Shift Difference, Rate Difference):
Date
Description of Adjustments
Hours Rate
Total Addition
Total Deduction
(
)
(
)
(
)
I certify that the above is an accurate record of time
worked and adjustments during the period indicated.
Authorization: I hereby approve the hours and payroll
adjustments indicated above for payment.
Employee Signature
Date
Supervisor Signature/ Budget Authority
Date
RECAPITULATION
Regular
Overtime
Hours
Account Code
@ $
@ $
(
)
Gross monthly salary- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -
$
Timesheets must be submitted to Payroll at the end of each pay period.
EVERETT PUBLIC SCHOOLS
FOOD & NUTRITION SERVICES
TIME SHEET AND PAYROLL ADJUSTMENT RECORD
Please Print & Use Ink
LAST
NAME
FIRST NAME
Mid. Ini.
Location No.
Payroll Period
Assigned Hours Per Day:__________________ Hours
FOR PAYROLL USE ONLY:
Date
Duties Performed
Total Hours
Worked
Overtime
Straight - 023
Deduct
Hours - 034
OT + 1/2 - 021
Hourly Adj - 012
Any weekend or other dates:
TOTAL
hrs
hrs
hrs
hrs $
I certify that the above is an accurate record of time
I hereby approve the hours and payroll adjustments
worked and adjustments during the period indicated.
indicated above for payment.
Employee Signature
Supervisor Signature
Hours Key Code
Object
Hourly Adj
Reg Rate
OT Rate
Totals
98 - 44 -
- 7600
/4321
$
98 - 44 -
- 7600
/4321
$
98 - 44 -
- 7600
/432
$
98 - 44 -
- 7600
/4322
$
98 - 44 -
- 7600
/432
$
98 - 44 -
- 7600
/432
$
TOTAL GROSS WAGES-----$
Rev. 10/04
5.01b
Rev. 10/04
5.01c
EVERETT PUBLIC SCHOOLS
FOOD AND NUTRITION SERVICES
CLASSIFIED SUBSTITUTE TIME SHEET
Last Name
First Name
Initial
School
Payroll Period Ending
2
INFORMATION CONCERNING ABSENT PERSON
Date
Hours
Worked
Name
Reason
Absent
Prog.
Sub.
Act*
Obj.
Loc.
Auth
Code*
RECAP (For Payroll Use Only)
HRS. ACCOUNT CODE
RATE
AMOUNT
-TOTAL- $
Payment of Substitute Salary for the above is hereby
Authorized:
`
Employee Signature
Principal or Program Manager Signature
Date
*Substitute’s salary is charged to the same account code as the
absent employee except for the object code which is determined
below and the authorization code which is that of the person
authorizing this time sheet.
3_5 -
Substitute for a person who is absent for:
Adoption of Child
Industrial Injury
Association Leave
Jury Duty
Bereavement
Military
Birth of Child
Political
Child Care
Sabbatical
Emergency
Sick
Family Illness
3_6 -
Substitute for a person who is absent for:
Workshop
In-service
Travel
Please Print & Use Ink
From
To
LAST NAME
FIRST NAME
M.I.
Employee ID #
School Name
Assigned Bus Rider Hours Per Day:________________ Hours
Name of Student:
Additional Contracted Para Hours Per Day:__________ Hours
Please Record Bus Riders Hours:
FOR PAYROLL USE ONLY:
Date
Duties Performed
Actual Hours
Worked
Deduct Hours - 034
OT + 1/2 - 021
TOTAL
hrs
hrs
hrs $
I certify that the above is an accurate record of time
I hereby approve the hours and payroll adjustments
worked and adjustments during the period indicated.
indicated above for payment.
Employee Signature
Hours
Object
Totals
2125415800
4321
$
$
$$
$$
$$
TOTAL GROSS WAGES-----$
Total Contracted Hours Per Day:___________________ Hours
Special Services Signature
Other
Key Code
Reg Rate
Overtime
Straight - 023
hrs
OT Rate
Transportation Supervisor Signature
BUS RIDER
EVERETT PUBLIC SCHOOLS
TIME SHEET AND PAYROLL ADJUSTMENT RECORD
Payroll Period
Rev. 10/09
5.01d
Rev. 10/04
5.01e
EVERETT PUBLIC SCHOOLS
WORKSHOP TIME SHEET
WORKSHOP TITLE:
BUILDING/DEPT:
WORKSHOP DATE:
WORKSHOP ACCOUNT CODE:
ID #
NAME (Please Print)
SIGNATURE
CDH
CODE
HOURS
RATE
TOTAL
PRINCIPAL/ADMINISTRATOR’S SIGNATURE:
Date
CERT CDH CODE:
CLASSIFIED CDH CODE:
455 – Workshop
021 – Overtime Time & ½
022 – Overtime Straight Time
Rev. 10/04
5.01f
EVERETT PUBLIC SCHOOLS
ASB PROGRAM FUNDS
PAYROLL AUTHORIZATION
Employee Name
Employee
ID #
Services
Performed
Hours
Gross
Pay
Activity to be
Charged
For Business
Office Use
Payment of the above employees for services rendered to Associated Student Body Activities is hereby
authorized.
_________________________________
Games Manager Date
_________________________________
Primary Advisor Date
Instructions:
This authorization form is to be completed and approved by the Games Manager and Primary
Advisor. The authorization is for payment of employees by the General Fund and reimbursement by the
ASB Program Funds for payroll and fringe costs.
Game _______________________
_____________ vs _____________
Date ________________________
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