PAYROLL DEPARTMENT PROCEDURES

LAFAYETTE PARISH SCHOOL SYSTEM Strength. Tradition. Excellence.

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BUSINESS SERVICES DIVISION IN-SERVICE PAYROLL DEPT GENERAL INFORMATION: PAYROLL DEPARTMENT CONTACTS: Carol Gaines, Payroll Coordinator – [email protected] Amy Lawrence, Payroll Clerk, 521-7335 – [email protected] Catherine Knott, Payroll Clerk, 521-7336 – [email protected] Kristie Sam, Payroll Clerk, 521-7339 - [email protected]

TOPICS: 1) 2) 3) 4) 5) 6) 7) 8)

Payroll Direct Deposit Paperless Stubs Staff Verification List Absences Leave Codes Supplemental Payroll Forms

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Payroll: 1. The salaries of continuing employees shall be distributed over twelve (12) months, regardless of employment period. The pay period for regular employees shall be the first working day of each calendar month to the last day of the calendar month. Payroll shall be issued in twelve (12) equal installments, and distributed on the last working day of each month. Employees who join the school system during the school year shall have their salaries pro-rated based on days to be worked and paid accordingly. New non-244 employees hired for the new school year who start working before the processing of the August payroll will be paid over thirteen (13) months for their first year of work unless they make a timely request to Human Resources to be paid over twelve (12) months. Board Policy DJC – Payroll Procedures 2. Payments to full time employees who receive supplemental pay for coaching, band, second language specialist, speech and debate, and National Board Certification are also paid on the last working day of each month with the regular payroll. 3. Please view the Payroll Calendar at http://www1.lpssonline.com/site210.php for payday schedules.

Direct Deposit 1. Direct deposit of payroll checks is mandatory for all employees. All new employees are required to sign up for Direct Deposit upon employment. It is the employee’s responsibility to provide all

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necessary deposit information, including a voided check, and/or provide any other needed deposit information to the payroll department. Please use the Direct Deposit Authorization form that can be found at http://www1.lpssonline.com/site210.php . The employee shall be responsible for notifying the payroll department immediately of any changes in account status. Changes to Direct Deposit (ACH Credit) must be received five (5) business days prior to payroll processing. 2. If a direct deposit was sent to a closed or incorrect account as a result of the employee failing to provide the correct information timely or notify payroll of a change in account or bank or other employee error, the employee shall receive a replacement check only after the funds are retrieved from the erroneous account. 3. In the event that an employee does not sign up for direct deposit before payroll is processed – the payroll department will notify this employee and will not processed a payment until the direct deposit information is received.

Paperless Stubs 1. LPSS does not provide paper copies of payroll payments to employees. All payment history information is available 24/7 on the Employee Service Portal. 2. Employees can sign on to the Employee Service Portal by logging on to https://portal.lpssonline.com. Once an account is created, employees can view as well as print a copy of their pay stub. Other payroll information available on the portal is W-2s, salary compensation, benefits & deductions, and leaves.

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3. Any request for the Payroll Department to print paper copies of payroll documents available on the portal will incur a $5 per page service fee.

Staff Verification List 1. Since the Payroll Dept. no longer prints hard copies of direct deposit receipts, we still need you to verify that the employees being paid at your site are still employed and actively working at your site. 2. A few days before we remit the payroll file to the bank for distribution, you will receive by email a report title Staff Verification List. This report will contain a list of all employees being paid at your site for that Payroll. Please closely review this report and email Payroll about any discrepancies such as missing employees or employees no longer working at your site. If there is no error please reply to the email confirming that fact to Payroll before payday.

Absences 1. All employees are responsible for reporting their own absences by using E.A.R.S.S. (Employee Absence Reporting & Substitute System) 2. Contact EARSS by calling 337-347-6056 or 3. Go to: lafayette.eschoolsolutions.com to create an absence. 4. Communicate with the EARSS administrator at your location when you need assistance with reporting as absence. 5. Review your absences in SmartFind Express and/or Employee Service Portal to ensure your absences are charged correctly.

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6. Please keep in mind that the current month’s absences will not be posted until the following month. 7. If an error is discovered, speak to the EARSS administrator at your location. 8. All corrections should be submitted on a SFE (SmartFind Correction Form). 9. Verification of absences for processing must be completed by the third working day of the following month by the EARSS administrator for that site.

Leave Codes 1. Sick Leave – for all employees. (See sick leave flow chart below) 2. Personal Leave – Employees (except 12 month employees) can use up to two days of emergency leave each year for personal use without loss of pay. Employees will be docked their daily rate of pay after they have exceeded their 2 personal leave days. 3. Annual Leave – only for 244 day employees. Employees will be docked their daily rate of pay after they have exceeded all of their annual leave days. 4. Extended Medical Leave – must be applied for and approved by Risk Management

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SICK Leave flow chart: 1)Current Sick Leave

2) Accum

4)DOCK

Sick Leave

3)Personal Leave

Supplemental Payroll 1. Payments for substitutes, stipends, overtime, summer school pay, and any other pay outside of normal salaries shall be paid as follows: a. A payroll direct deposit will be issued on the 12th of the month unless the 12th falls on a Saturday or Sunday. If the 12th falls on a Saturday direct deposits will be issued on Friday. If the 12th falls on a Sunday direct deposits will be issued on Monday. If a payday falls on or during a school holiday employees shall receive their deposits on the workday preceding the holiday.

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2. All substitute forms with electronic approvals (EARRS) is to be received by the Payroll Dept. no later than the third working day of the following month in order to be paid on the 12 th. 3. Payroll Timesheets with appropriate signatures and all other required information must be received by the Payroll Dept. no later than the third working day of the following month in order to be paid on the 12th. 4. Timesheets arriving late may not be processed until the following month. 5. Substitutes funded by Grant Funds: a. The proper charge of account should be placed on the timesheet b. Supervisor should review and sign timesheet in proper location c. The timesheet should be sent to the Accountant for the grant (not payroll) d. The Accountant will verify the account and initial the timesheet e. The Accountant will send the timesheet to the EARSS Operator to have the proper account placed in the system before Payroll processes for payment f. The EARSS Operator will send the timesheet to Payroll 6. Substitutes funded by the General Fund other than school funds a. The proper charge of account should be placed on the timesheet b. Supervisor should review and sign timesheet in proper location c. The timesheet should be sent to the EARSS Operator (not payroll) to have the proper account placed in the system before Payroll processed for payment d. The EARSS Operator will send the timesheet to Payroll

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7. Substitute / Employees paid by Schools For School Paid Substitute payments using the sub-system (EARSS) a. Submit the substitute report form to the EARSS Operator with the correct account number in a timely manner ?-001-0160?-0??-0000-0000-120030-06666-9 b. The EARSS Operator will change the account number before payment is processed For Schools paying for a substitute / employee using a timesheet only a. Submit the timesheet to the Payroll Dept. in a timely manner using the correct account number – ?-001-0160?-0??-0000-0000-120030-06667-9 b. Please keep copies for your records 8. After payroll is processed, you will be sent an invoice with all charges to your account – please review and send checks to the Payroll Dept. before you receive your next bill. 9. If a substitute is not paid using the EARSS system – please first contact the EARSS Operator – a SmartFind correction form must be completed. Payroll cannot view jobs in EARSS. 10. Employees that were not paid because of a loss timesheet – please resubmit the timesheet to the Payroll Dept. as soon as possible.

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Forms Please go to: http://www1.lpssonline.com/site210.php to see all forms available for use.

Other Comments

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