1 Cluster 2 HR Directors FY 2013 End of Year Procedures for Payroll Secretaries May 2013

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Cluster 2 HR Directors

FY 2013 End of Year Procedures for Payroll Secretaries

May 2013

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Course Overview:

This course will provide an understanding of processes involved in closing-out and opening the school year with regard to Human Resources, Payroll, and staffing.

Information contained herein is subject to change to reflect any

new Mayoral, Chancellor, or DHR policy revisions.

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Agenda:•Closing end of year/Opening school year procedures

• Consultation with the Principal/APO/SBM • Staff Reconciliation• End of Year Highlights• End of Year Time line

•On Line Leave Application•On line leave application•Leave Charts•E-Learning Webinar•Return from Leave

•Staffing Actions• Galaxy Staffing Interactions• New Hires Recruitment• Open Market • Sub Processing

•Annual Performance Review – EIS Ratings• Performance Rating Process• EIS Rating Entry

•Per Session Waivers

•UFT Benefits

•Best Practices (Materials for New Hires:

•Reminders

Closing - End of Year/Opening - School Year Procedures

• Consultation with the Principal/APO/SBM

• Staff Reconciliation

• End of Year Time line

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Consultation with the Principal/APO/SBM

Meet with Principal to evaluate current Table of Organization.

• Excessing – Employees excessed due to programmatic change

and/or lack of funding will be reviewed and approved by the CFN and then Central.

Excess letters to excessed staff must be distributed by June 15th.

*Remind Principals that staff who were excessed for 2012-2013, and did not secure a permanent position, will roll back into the 2013-2014 Galaxy T of O. If there is no position in the school, then these staff members must be placed back into excess.

*Excessed staff who were Provisionally hired at other schools but not offered permanent positions must be placed back into excess and will be

assigned to another location.

• Seniority Reports – Must be used to ensure staff members are appropriately excessed in their

respective license area.

Provisional Hires– Agreement for Provisional Hires expires 6/30/13. If the Employee is not offered a position (Indication in Galaxy by 5/17/13)

then they must be placed in excess and given an excess letter. If the staff member is not placed in excess they will remain on the School’s T of O and become a part of the organization. Copies of the Agreement should be forwarded to your HR Director.

Long Term Substitute Teachers - Notification to Long Term Subs confirming that their employment was temporary and will end at end of the school year should be forwarded to your HR Director so that they can be removed from payroll.

Discontinuances, Denials, Extension Agreements - Forward copies of all termination notices and supporting documentation to the HR Director and Legal Counsel.

Who is returning from Leave / Who is going on leave? - Check your 1Rls in EIS 2.4,

Note all LOAs submitted for next year.

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Staff Reconciliation

Resignations> The Regulation of the Chancellor C-605 states:

".....a pedagogical employee who desires to resign is required to submit written notice to the Principal or equivalent organizational unit at least 30 calendar days prior to the date on which the resignation is to take effect.

> Resignation letters should state that the employee is resigning from both the school, and the NYC Department of Education.

> The new termination code, DGW, will be for use in termination of a regularly appointed employee who resigns from a full-time position without providing timely notification.

> Principals should submit in writing a request for the use of termination code DGW.

> Enhanced termination code - DQC - The current code for resignation with charges pending, DQC, now has a broadened description which now also includes "Resignation to avoid probationary discontinuance /resignation to avoid denial of probation".

Retirements > Receipt of application from Retirement System ( TRS, BERS)

Other Terminations

Forward the appropriate documentation to your HR Director.

Notify CFN staff about employees who are absent without authorization

Disseminate 20 day letter and have copy sent to Legal Counsel.

Reminder….Stop Direct Deposit (EIS 9.6.5)

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License Terminations / Certification Evaluations

Remind your Principal of the fact that staff can be terminated for failure to maintain their licensure.

Reports for this data are often forwarded to them throughout the school year so that they are aware of who may be terminated by 7/1 of that school year. Contact your HR Director for the most recent report to determine if any of your teachers have been targeted.

The CFN provides certification evaluation services during the school year as well as the summer. The service is for educators whose license will terminate or new hires without licensure issued. The following must be in place if this option is selected:

Advise candidates to bring a complete package of what was submitted to the State, including transcripts.

Confirmation the State received the application package.

Evidence of exams, Child Abuse/Violence Prevention Workshop Certification of Completion

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Staff Reconciliation H Bank Staff –

SAPIS, Nurses, Occupational Therapist, Physical Therapists, Parent Coordinators.

• If your H Bank staff are on a 12 month work year, determine from your principal and employee if and where they will work during the Summer or if they are requesting a scheduled vacation . 12 month assignments – all H Bank employees must work throughout the year, including summer.

• Advise your HR Director there is a new hire or transfer working in your school.

• If the employee is new, remember the first paycheck must generate before they be can entered into Cybershift.

• Forward a Cybershift Enrollment Form to your HR Director or Cybershift to enroll your H Bank staff into Cybershift.

• Z Bank – hourly employee

Schedule time established at time of hire> 10 month employee does not work summer> 12 month employee works summer

• Resignation / Termination H-Bank

Fax letter of resignation/termination to HR Director

CANCEL DIRECT DEPOSIT

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End of Year/School Opening Highlights

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End of Year Timeline – 2012 - 2013 School Year

Leave of Absence

• On line leave application

• Leave Charts

• E-Learning Webinar

• Return from Leave

• School Title Definitions

• Pedagogues Timekeeping

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In anticipation of the new Online Self-Service Leave Application System, Galaxy has created a new “Leave Secretary” Role.

On the Galaxy TO, Principals can designate any staff person to a “Leave Secretary” role. This role has already been defaulted to the staff person(s) that serve as the School Secretary (Assignment = Payroll). Principals can reassign the Leave Secretary role to another staff person(s) as needed.

When the Online Self-Service Leaves Application System goes live, the staff person designated as the Leave Secretary will receive a notification email when an employee applies for a leave.

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Self Service Leave Application System


How does the self-service online leave application system help the employee and benefit the school?

• The ability to apply online anywhere at anytime

• Electronic signatures

• Timely and automated correspondence

• Real-time status of application

• The ability to upload documents = less paper = less misplaced documentation

• Reduction in processing time

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Who can use the system?

During the first phase, only non-supervisory pedagogical staff will have access. At a later date, all employees will be able to use the online system.

What type of leaves can an employee apply for using the online system?

During the first phase, only non-medical leaves for both extensions and new leave applications will be available. Eventually all leave types will be available on the online system.

What does an employee need to know before logging into the system?

Their DOE email! To log into the system the employee will need to know their DOE email / Network ID and password.

How will the principal be notified that a leave application has been submitted?

The principal will receive an email informing them that an employee has submitted a leave application. This email will instruct the principal to log into Galaxy to view the request.

The principal will be able to view and acknowledge/approve or deny the leave request through myGalaxy TO.

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Self Service Leave Application System Role Assignment

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Pedagogues Q742 Payroll - Teachers, School Secretaries, Guidance Counselors, Social Workers, School Psychologists, Lab Specialists, Attendance Teachers, Assistant Principals and Principals.

Non Pedagogues Q744 Payroll - UFT Educational Paraprofessionals E745 Payroll - DC 37 Family Paraprofessionals, School Health Aides, Supervising School Aides and School Aides.

Administrative & H740 Payroll - Parent Coordinators, Community Clerical Clerical Coordinator, School Business Manager,

SAPIS, Occupational/Sr. Therapists, Physical/Sr. Therapists, Computer Techs/Aides, and all 12 month

Z740 Payroll - Hourly administrative and clerical titles.

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School Title Definitions

Pedagogues Timekeeping

Maternity• From date of birth to six weeks

• May borrow up to 20 CAR days if CAR days have been exhausted

• Entitled to one calendar month of Grace Period

• Teacher must return to work after the 6/8 weeks or apply for a leave of absence for child care

without pay

Restoration of Health/Maternity Related Illness• Must use CAR days first

• May borrow up to 20 CAR days if CAR days have been exhausted

• Entitled to one calendar month of Grace Period

• Teacher must return to work or apply for a leave of absence for restoration of health leave without pay

Line of Duty Inquiry (LODI)• Determine the number of days claimant has in their CAR

• Add a reserve of 20 days to that number, allowing for the possibility that a claimant will exhaust his/her sick days and will request to borrow days

• To that total add up to one calendar month of absence (the grace period - as defined in Personnel Memorandum # 4, 2002/2003). Having calculated this outside number, the secretary should then monitor all cases that are pending a medical determination.

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Types of Leaves

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Return From Leave What is the Leave Tracking System?

The Leave Tracking System (LTS) is an online system that enables all UFT pedagogues to notify the Department of Education of their intentions for the for the 2013-2014 school year. Intentions should be entered into the system by mid May 2013 and individuals should contact their school directly to inform them of their status for the upcoming school year.

Access to Leave Tracking System (LTS)

Payroll secretaries will log into view the intention of their staff and indicate receipt of leave applications. The payroll secretaries also are able to generate reports from the system which they can share with their principals. The system is located at :

http://www.nycboe.net/applications/LRSI/Login.aspx

You must use one of the following formats to login• User Id: central\Outlook userid or Outlook user id@central• Password: Your Outlook password

Teachers MUST send in the corresponding paperwork or else their intentions don’t mean a thing!

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Leave Reconciliation

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Leave Codes – See handout for full code list

Absent without authorization • Send 20-day notice • Stop Direct Deposit

Staffing Actions

• Galaxy / Staffing Interaction

• New hires/Recruitment

• Open Market Transfers

• Substitute Processing

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I don’t see a file number or I don’t see him/her on my payroll?! - Galaxy / Staffing Interaction

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No potential staff should begin working prior to successfully completing all pre-employment screening.

New Hires / RecruitmentStaffing Tools

> Open Market Transfer System Create a vacancy in Galaxy. Place the candidate's Name, EIS #, SS# in Galaxy and select the OMT selection

code.

_ Excess Staff Selection SystemSearch tool that will enable Principals to find eligible candidates for open

vacancies.

> New Teacher Finder Tool Search tool that will enable Principals to find eligible candidates for open vacancies.

_ Teacher Support Network (TSN) New web based application for teachers and other school based staff.Updates

NOTE: Contact HR Director for the processing of new hires and current hiring restrictions.

Open Market Hiring SystemAvailable through August 7th.

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Substitute Nomination and Processing

New Procedure – Galaxy

• All Occasional Paras and E-bank hires and transfers will be initiated in Galaxy.

• Principals will be able to nominate subs and intend applicants for hire in Galaxy

• All applications and forms required for processing will be completed electronically.

• A Webcast will be available shortly to provide professional development to school staff.

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Annual Performance Review

• Performance Rating Process

• EIS Rating Entries

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Performance Rating ProcessAnnual Professional Performance Review

• Rating Period for Pedagogues (other than supervisors): Issue standard rating forms. All rating forms must be distributed 4- 10 days prior to the last day of school.

• You are required to enter End of Year Ratings into the Online Rating System (EIS 7.2.2 – Annualized Instructional employees & 7.2.7 – Per Diem Substitutes).

May 28 Enter Rating in EIS June 11 Make sure timekeeping has been updated and finalize ratings in EIS June 14 All web enabled rating forms available for review and updating June 21 Last to issue web rating form to teachers, secretaries 7 other school

based team members June 25 last day to issue web rating forms to school based supervisors Closing

date for the system will be forth coming

• ATR’s must be rated by the Principal of the current work location.

• All Reassigned Staff must be rated by the Principal for the first year of reassignment with an indication of “U”. The second year of reassignment the rating indication is “NA”.

Per Diem Substitutes with 20 or more days of service must receive a rating form. In addition, this information must be entered into the Online Rating System.

Online Teacher Rating Form

Will service annualized regularly appointed and substitute teachers.

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Annual Performance Review

EIS 9.3.2 (Individual CAR balance) 9.1.6 (School CAR balance) 7.2.2 (Rating Screen) Regular Staff*• Rate all ATR’s (Absent Teacher Reserve)

7.2.5 (Rating Screen) Per Diem Subs• Per Diem Subs (Serve 20 days or more, including F-status)

*See next slide for Rating Entries

Rating SheetEnd of Year Rating Sheets

“U” Ratings – Copies and all documentation must be forwarded to:• Community Superintendent• Office of Appeals and Review, and• Network Senior Counsel (Discontinuances and Denials)

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Employee Information System Rating Entry

District/ Borough/SchoolYear

S -Select

Enter Rating

Per Session Waivers

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Per Session

What is a Per-Session Waiver and why are they needed

Waivers are needed for employees to receive payment after exceeding their “max cap” requirement.

> (270 hours for School Social workers and School Psychologists) > (500 hours for all other pedagogical employees)

Waivers are requested by the hiring manager of the activity the employee is working when approaching the maximum capacity of hours

The Hiring Manager must justify why this is the only applicant that can do the work, and not another employee who wouldn’t need the waiver

Your Job as secretaries is to review the waiver system and determine if the waiver is needed.

The Current system in place keeps track of the complete per-session history of all employees that you can use to determine if the waiver is needed and how many hours need to be requested.

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UFT Benefits

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UFT Benefits

All new members and members returning after eighteen (18) months or more off payroll must:

complete a UFT Welfare Fund Enrollment Form. (This enrollment is separate from any UFT Membership and Department of Education Health Plan Applications.) This enrollment form is available from the Fund office, your chapter leader or can be completed online.

attach applicable documentation (e.g. birth certificate, marriage certificate or domestic partnership registration) to the enrollment form.

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Reminders

• “U” Ratings–Copies and all documentation must be forwarded to:

•Superintendent•Office of Appeals and Review•Network Senior Counsel

• Cancel Direct Deposit For all separations of service and LOA, including H Bank employees. (Example: Parent Coordinator) Contact CFN Payroll Liaison

• September leaves!Application for Borrowed Days must be completed by employee (OP 198)

• Remember the difference between 46GRC & 46GRN

• Use FMLA when appropriate!

• Leaves of Absence Discussion•Leave of Absence tracking system

Reminders cont’d

• Open Market closes August 7, 2013 Link for eligible employees closes August 7, 2013

https://www.nycenet.edu/offices/dhr/transferplane/ Link for Principals

http://www.nycboe.net/applications/transferplani/login.aspx

September 2013 Reminders

• No Shows*• 1-5 days get phone calls, emails, voicemails• 10th day- first warning letter sent via certified receipt and regular mail

regarding potential job abandonment• 20th day- final letter sent via certified receipt and regular mail informing

employee of their termination from the DOE.

• Cancel Direct Deposit (EIS 9.6 screen)

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•School Policy Handbook or Packet•School Organization Sheet•School Contact Phone Numbers•Emergency Card Contact•Health & Welfare Packet•UFT/DC37 Contract Information•School Brief Calendar•Employee Arrest Policy (Chancellor’s Regulation

C-105) C-105.pdf•LODI Policy/Information (Worker’s Comp.)•Navigating the System •Appropriate Chancellor’s Regulation•AdministrativeRulesREgsrevisedjanuary30.pdf•Payroll Portal•DOE Home Page• Payroll Calendarshttp://schools.nyc.gov/Offices/EnterpriseOperations/ChiefFinancialOfficer/DFO/PayrollAdministration/KeyDocuments/PayrollCalendars.htm•United Federation of Teachers http://www.uft.org/• District Council 37 http://www.dc37.net/•1180 CWA http://www.cwa1180.org/•Council of Supervisors and Administrators http://www.csa-nyc.org/

Best Practices

https://payrollportal.nycboe.net/payrollportalweb/main.aspx

http://schools.nyc.gov/default.aspx

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Questions