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PayrollProceduresManual
TimeEditor&TimeApprover
RevisedJune2017
TableofContents
1. OverviewofPayroll&InsuranceServicesDepartment
a. DepartmentMissionStatement&OrganizationChartb. PayrollDataFlowc. PayrollCalendarsd. PayrollFAQSheetse. HowWeCalculateandReconcilePayforSalariedEmployeesf. EmployeeNewHireNotice
2. TheTimeLinkTime&AttendanceSystem
a. RequestforTimeLinkAccessFormb. TimeLinkImportantRemindersandTimeEntryTroubleshootingTipsc. PayrollPeriodCheckListd. PayrollProceduresforReportingNonExemptEmployeeOvertimeandCompTimee. FrequentlyAskedQuestionsTimeLinkf. TimeLinkEmployeeSelfService&EmployeeLeaveRequestSystemg. TimeLinkDeviceManager&InteractiveVoiceResponse(IVR)SystemInstructionsh. ReviewingandEditingTimecardsinTimeLinki. ManagingandApprovingTimecardsinTimeLinkj. TimeLinkReportsGuidek. PayrollEntryProceduresMissedPaySubstitute&HourlyPaidTimel. PayrollEntryProceduresStipend,LumpSum,andExtraDaysPaymentsm. PayrollEntryProceduresMiscellaneousEntries
3. TheInfor/LawsonPayrollSystem
a. EmployeeSelfService
4. ResourcesontheWeba. Payroll&InsuranceServicesWebsite
http://www.greenville.k12.sc.us/Departments/main.asp?titleid=fin_payrollb. FinanceDepartmentSite FinanceForms
http://www.greenville.k12.sc.us/Departments/main.asp?titleid=fin_formsc. GreenvilleCountySchoolsEmployeeWebsites
http://www.greenville.k12.sc.us/Employees/
Section1
Overview
Payroll&InsuranceServicesDepartment
Payroll&InsuranceServicesMissionStatementandOrganizationChart:
OurdepartmentprovidesserviceandsupporttoemployeesoftheDistrictbyprocessingemployeepaychecks.Wealsoassistemployeeswithinsurancebenefits,retirementand
WorkersCompensationandsupportasafeworkenvironment.
Director,Payroll&InsuranceServices
JamieMcCutcheon
Coordinator,Workers
CompensationKayleBrown
BenefitsCallCenter
ClaudiaCoxOuidaBennonBeckyBrammerAmandaDeaseSharonRoach
Vacant
Coordinator,Payroll
MarcDominick
Accountant,Payroll
MarieMeyers
Analyst,PayrollMariannMcKenney
PayrollCallCenter
MelbaMannHelenDavisPattiIngramLizJones
DebbieMillerJudyReid
Specialist,InsuranceServices/WorkersComp
TinaCarr
TechnicalAnalyst,Payroll/Benefits
JohnPeavy
1a
TimeLinkInforGHRInforS3DataFlow
TheaboveillustrationdepictsthedataflowbetweentheDistrictsGlobalHumanResources(GHR),Time&AttendanceSystem(TimeLink),SubstituteManagementSystem(SmartFindExpress),andthePayrollProcessingSystem(InforS3).
1. DailyFeed:Newemployees,changestoemployeerecords,andterminationsareenteredbytheHumanResourcesDepartmentintotheInforGHRsystem.
2. NightlydatatransfersaresenttoTimeLinkandSmartFindfromInforGHRdata.3. NightlydatatransfersaresenttoTimeLinkfromtheSmartFindSubstituteManagementSystem
(employeeabsencesandsubstitutetimerecords).4. DataistransferredfromTimeLinktotheInforS3payrollsystemontheTimeEntryclosedate.5. PayrollisprocessedinInforS3andemployeesarepaidaccordingtotheDistrictspublishedpayroll
calendar.
Employeeishired/changed/terminated
throughInforGHRGHRTransfersdatatoInfor
S3
InforS3transfersemployeeinformationtoSmartFindExpress&
TimeLink
EmployeeTime&AttendanceDataiscapturedinTimeLinkthroughtimeentryand
SmartFindExpressimports
EmployeeTimeRecordsareeditedandapprovedinTimeLinkfortransferto
InforS3
EmployeePayrollisProcessedinInforS3
PayDay!
1b
Weeksin TimeEntry
Beginning Ending PayPeriod* Closed CheckDate1 6/5/2017 6/18/2017 2 06/22/17 7/14/20172 6/19/2017 7/2/2017 2 07/06/17 1 7/28/20173 7/3/2017 7/16/2017 2 07/20/17 8/15/20174 7/17/2017 8/6/2017 3 08/10/17 8/30/20175 8/7/2017 8/27/2017 3 09/01/17 9/15/20176 8/28/2017 9/10/2017 2 09/15/17 9/29/20177 9/11/2017 9/24/2017 2 09/29/17 10/13/20178 9/25/2017 10/8/2017 2 10/13/17 10/30/20179 10/9/2017 10/22/2017 2 10/27/17 11/15/201710 10/23/2017 11/5/2017 2 11/10/17 11/30/201711 11/6/2017 11/19/2017 2 11/29/17 12/15/201712 11/20/2017 12/3/2017 2 12/08/17 12/29/201713 12/4/2017 12/17/2017 2 01/03/18 1/12/201814 12/18/2017 1/7/2018 3 01/12/18 1/30/201815 1/8/2018 1/21/2018 2 01/26/18 2/15/201816 1/22/2018 2/4/2018 2 02/09/18 2/28/201817 2/5/2018 2/18/2018 2 02/23/18 3/15/201818 2/19/2018 3/4/2018 2 03/09/18 3/30/201819 3/5/2018 3/18/2018 2 03/23/18 4/13/201820 3/19/2018 4/8/2018 3 04/13/18 4/30/201821 4/9/2018 4/22/2018 2 04/27/18 5/15/201822 4/23/2018 5/6/2018 2 05/11/18 5/30/201823 5/7/2018 5/20/2018 2 05/25/18 6/15/201824 5/21/2018 6/3/2018 2 06/07/18 6/29/2018
1 245DayHourlystarts
*WeeksinpayperiodaresubjecttochangebasedontheapprovedDistrictcalendareachyear.
SEMIMONTHLYPAYROLLPERIODS
SUBSTITUTES/HOURLYEMPLOYEES
PayPeriod
CHECKDATESFOR20172018
Timeentryclosesat4:00pmontheclosedate.Timemaynotbeapprovedaftertheclosedate.
1c.1
TimeEntry CheckDateBeginning Ending Beginning Ending Closed
1 6/5/2017 6/18/2017 7/1/2017 7/15/2017 06/22/17 7/14/2017 12 6/19/2017 7/2/2017 7/16/2017 7/31/2017 07/06/17 7/28/20173 7/3/2017 7/16/2017 8/1/2017 8/15/2017 07/20/17 8/15/2017 24 7/17/2017 8/6/2017 8/16/2017 8/31/2017 08/10/17 8/30/2017 35 8/7/2017 8/27/2017 9/1/2017 9/15/2017 09/01/17 9/15/20176 8/28/2017 9/10/2017 9/16/2017 9/30/2017 09/15/17 9/29/20177 9/11/2017 9/24/2017 10/1/2017 10/15/2017 09/29/17 10/13/20178 9/25/2017 10/8/2017 10/16/2017 10/31/2017 10/13/17 10/30/20179 10/9/2017 10/22/2017 11/1/2017 11/15/2017 10/27/17 11/15/201710 10/23/2017 11/5/2017 11/16/2017 11/30/2017 11/10/17 11/30/201711 11/6/2017 11/19/2017 12/1/2017 12/15/2017 11/29/17 12/15/201712 11/20/2017 12/3/2017 12/16/2017 12/31/2017 12/08/17 12/29/201713 12/4/2017 12/17/2017 1/1/2018 1/15/2018 01/03/18 1/12/201814 12/18/2017 1/7/2018 1/16/2018 1/31/2018 01/12/18 1/30/201815 1/8/2018 1/21/2018 2/1/2018 2/15/2018 01/26/18 2/15/201816 1/22/2018 2/4/2018 2/16/2018 2/28/2018 02/09/18 2/28/201817 2/5/2018 2/18/2018 3/1/2018 3/15/2018 02/23/18 3/15/201818 2/19/2018 3/4/2018 3/16/2018 3/31/2018 03/09/18 3/30/201819 3/5/2018 3/18/2018 4/1/2018 4/15/2018 03/23/18 4/13/201820 3/19/2018 4/8/2018 4/16/2018 4/30/2018 04/13/18 4/30/201821 4/9/2018 4/22/2018 5/1/2018 5/15/2018 04/27/18 5/15/201822 4/23/2018 5/6/2018 5/16/2018 5/31/2018 05/11/18 5/30/201823 5/7/2018 5/20/2018 6/1/2018 6/15/2018 05/25/18 6/15/201824 5/21/2018 6/3/2018 6/16/2018 6/30/2018 06/07/18 6/29/2018
7/1/2018 7/15/2018 TBD 7/13/20187/16/2018 7/31/2018 TBD 7/30/2018 48/1/2018 8/15/2018 TBD 8/15/2018 5
1 245DayWorkSchedulestarts2 200,205,210,215,220DayWorkSchedulestarts3 185,190DayWorkSchedulestarts4 Final201718check200,205,210,215,220DayWorkSchedule5 Final201718check185,190WorkSchedule
Period PeriodLeaveReporting
Timeentryclosesat4:00pmontheclosedate.Timemaynotbeapprovedaftertheclosedate.
Payroll
TBDTBDTBD
SEMIMONTHLYPAYROLL&LEAVEREPORTINGPERIODS
SALARIEDEMPLOYEES
Salariedemployeesschedulearepaid1/24thoftheirannualsalaryeachcheckdate.
CHECKDATESFOR20172018
1c.2
SupplementalPayAdjunctCoaches
20172018RegularSupplements
NationalBoard/Academics/FineArts:Beginwith1stpaycheckforteacherswithnewrateofpayonAugust30,2017andcontinuethroughJune15,2018 (20payments)FallSports:Beginwith1stpaycheckforteacherswithnewrateofpayonAugust30,2017andcontinuethroughJune15,2018 (20payments)WinterSports:BeginwithfirstpaycheckinNovember(November15,2017)andcontinuethroughJune15,2018 (15payments)SpringSports:BeginwithfirstpaycheckinFebruary(February15,2018)andcontinuethroughJune15,2018(9payments)
AdjunctCoachesFallSports:Payonfirstpaycheckofthemonth:September15,2017;October13,2017;November15,2017WinterSports:Payonfirstpaycheckofthemonth:December15,2017;January12,2018;February15,2018SpringSports:Payonfirstpaycheckofthemonth:March15,2018;April13,2018;May15,2018
1c.3
Iamasalariedemployeeandstartedworkafterthefirstdayoftheregular,fiscalyearworkperiod.Howismytotalsalarycalculated?Yourpaywillbecalculatedbasedonthenumberofdaysthatyouareexpectedtowork.(exampleshownbelow)
Employee:
JohnEmployee
DateofHire:
772014
GrossPaypercheck(RemainingSalary/23)
1,483.34
Salarybasedon245days 47,407.00 DailyRate
salary/245days 193.50
DaysPaid
7/7/146/30/15 241
Totalsalaryearnedfiscalyear
Totaldaysworkedxdaily
rate46,633.01
1stcheckJuly15,2014:7dayspay(July7July15)
1,354.50
RemainingPay
45,278.51
HowdoIusepersonalleavedays?Two(2)sickleavedaysmaybeusedforpersonalleaveeachfiscalyear,withadvanceapprovalbyyoursupervisor.Ifyouusemorethan2personalleavedays,yourpaywillbedockedyourdailyrateofpayforeachadditionalpersonalleaveday.Youcannotcarryoverunusedpersonalleavedays.Ifpersonaldaysarenotused,thedaysremaininyouravailablesickleavebalance.WhatifIrunoutofleavetimeandcannotreporttoworkbecauseofmedicalreasons?Ifyouexpecttorunoutofaccruedsickleave,yoursupervisorshouldletPayrollknowimmediately.Youwillberemovedfrompayroll.Uponnotificationbyyoursupervisorofyourreturn,yoursalarywillberecalculatedbasedonthenumberofdaysyouwillbepaidfortheremainderofthefiscalyear.TalktoyoursupervisorabouttheDistrict'sLeaveofAbsenceprocess.ItransferredfromanotherS.C.schooldistrictorS.C.StateAgency.CanItransfermyunpaid/unusedsickleavedaystoGreenvilleCounty?Yes.IfyoubeginemploymentwiththeDistrictwithin30daysofleavingyourpreviousS.C.schooldistrictorS.C.stateagency,wewillacceptyourunused/unpaidsickleavedays.YourpreviousS.C.employermustsendverificationofthisinformationonbusinessletterhead.TransferredleavewillbeaddedtoyourDistrictsickleavebalance.HowmanysickleavedaysdoIreceive?12MonthEmployeesearn18daysofsickleaveperfiscalyear.Sickleavebalancescarryoverfromyeartoyearwithnolimit.IfyouareanewemployeetoGreenv