1. No category

Critical Procedures in Employee
Benefits, Human Resources,
and Payroll
Employee Benefits
• Andres Silva-Director
• Aida Loya
– 618-6042
• Priscilla Rodriguez
– 618-7380
• Elvira Solis
– 632-8430
• Cynthia Zamarripa
– 618-6007
Employee Benefits
• Work Place Posters
•
TASB Work Site Posters
–
–
–
–
–
•
Statement of Non-Discrimination
–
–
–
–
•
18 x 24
Federal & State Posters (English & Spanish)
43701-1112 (State)
39906-0611 (Federal)
Remove all other versions including Non-TASB Employment Posters
8 ½ x 11
Typically on Blue Paper (English & Spanish)
Title IX Coordinators John Cavazos & John Wilde
Remove all other versions
Employee Assistance Program
–
–
–
–
11 x 17
Deer Oaks Behavioral Health/Deer Oaks Employee Assistance Program
1-866-EAP-2400
Remove any version with a local (956) number
Employee Benefits
• Workers Compensation Reporting
• Report Immediately (24 hrs.)
– Supervisor
• Complete Incident/Injury Reports
– http://mws.mcallenisd.net/benefits/
• Non-Emergency Medical Attention
– Report to the Employee Benefits Office
– Authorization for Treatment
• Elvira Solis
– 632-8430
Employee Benefits
• Open Enrollment
• October 6 – November 7
• Annual opportunity for Benefit Changes
• Web Based
– http://mybenefitshub.com/mcallenisd
• At a minimum review/confirm annually
Human Resources
Chief Human Capital Officer
Directors for Human Resources
Human Resources Specialist
Dr. Socorro Espinoza
John Cavazos
McHigh/Memorial Vertical Team
Aurora Zamora
Rowe/Memorial Vertical Team
Sandra L. Gomez
Position Control Clerks
Minnie Barreiro
McHigh Vertical Team
Debbie Harris
Rowe Vertical Team
Belinda Zavala
Memorial Vertical Team
Professional Certification/Sign-up Clerks
Maggie Cantu
Auxiliary Staff
Administration Clerical
Paraprofessional / Hourly Sign-Up Clerk
Yvonne Alaniz
Hourly Sign-Up
Letters A-L for Substitute/Part Time
Vacancy
Paraprofessional Sign-up
Letters M-Z Substitute/Part Time
Josie Tamez
Letters A-L
Aldo Martinez
Letters M-Z
Receptionist / HR Clerk
Hilda Perales
Liquid Office
Liquid Office Forms:
http://mws.mcallenisd.net/employment/jobopportunities.html
•
•
•
•
Recommendation Form
Employee Action Form
Vacancy Requisition
Part Time Positions Posting
Vacancy Postings
All Positions must be
posted for a minimum of
10 calendar days.
Recommendation Form
Used for recommending New
to the District staff:
• Full time
• Part Time
Action Form
Used for recommending staff
changes:
• Reassignment - within the campus
•Transfer to other campus
•Fund changes
•Add and/or delete additional duties:
•Extra class
•Coaching
…..etc
Employee ID
• Effective September 1, 2013: Districts are
prohibited from using social security numbers
as employee identifiers for any reason other
than taxes.
Board Policy DEC (LOCAL)
REVISIONS
• Request for Personal Leave
• Monitor of consecutive absences
• Extended Medical Leave:
After all available state and local leave days have been
exhausted, a full-time employee shall be granted in a school
year a maximum of 30 unpaid leave days of extended sick
leave to be used on consecutive workdays and only for the
employee’s own personal illness or injury, including
pregnancy-related illness or injury.
A written request for extended sick leave must be
accompanied by a medical certification of the illness or
injury.
Board Policy DEC (LOCAL)
Reimbursement of leave upon retirement:
• Contract employees must provide written notice of intent to retire at least
60 calendar days before the last day of employment.
• Non-contract employees must provide written notice at least 14 calendar
days before the last day of employment.
…For each leave day used during the respective 60 or 14 day notice
period before the last day of employment, an employee shall submit
medical certification of the need for leave. Each leave day used
without medical during this period shall be considered as leave
taken for discretionary purposes and the district shall subtract one
leave day from the number of unused local leave days eligible for
reimbursement, regardless of which type of paid leave the employee
uses. The employee shall be reimbursed, at a rate established by the
Board, for each eligible day of unused local leave, to a maximum of
75 days.
Retirement FAQ
• I am considering retirement. Where do I
start?
– MISD Website-MISD Retirement link
– District & TRS specific Steps
– http://mws.mcallenisd.net/benefits/retirement.html
– Information duplicated on HR and Payroll Department website
– Aida Loya
• 618-6042
Board Policy DEC (LOCAL)
NEUTRAL ABSENCE CONTROL
• If an employee does not return to work after exhausting all available paid
and unpaid leave, the District shall provide the employee written notice
that he or she no longer has leave available for use. The District shall
automatically pursue termination of an employee who has exhausted all
available leave, regardless of the reason for the absence (see DF series).
The employee’s eligibility for reasonable accommodations, as required by
the American with Disabilities Act (see DAA(LEGAL), shall be considered
before termination. If terminated, the employee may apply for
reemployment with the District.
Leaves and Absences
• Return to work after extended absence
(FMLA, TDL, WC)
– Doctor’s release : submit to HR prior to return
approval
– Doctor’s release with restriction: must be
approved by immediate supervisor and submitted
to HR prior to return
Resignations
– Notice to immediate supervisor
– Approval by supervisor must indicate approved
last working day and noted on resignation letter
prior to submitting to HR
Absence Recording
Smart Find Express – SFE
• Deadline for absence calling: 3 pm for day staff and 9
pm for night staff.
– Submit After the Fact memo to Payroll the next day
• Substitute calling
– Cancel job if vacancy hasn’t been filled within a reasonable
time frame
– Jobs assigned - sub reports - committed to pay
– Substitute for Vacancy requests with a teacher of record
– Substitute for Vacancy requests for vacancy *HQ
Substitute for Vacancy
Process for Substitutes for Vacancies
• The steps for processing payroll for substitutes for vacancies is the
same as for regular substitutes with the exception that a Substitute
for Vacancy Request Form must be submitted to Human Resources
prior to the Substitutes first working day.
• Request for vacancy should be submitted to HR to ensure that
substitute is Highly Qualified (HQ) and is cleared to fill in for the
vacancy especially in the case of special funding which require
further approvals.
• The Payroll Department will not process any payment for
Substitutes for Vacancies unless a Substitute for Vacancy Request
Form has been submitted to the Human Resource Department and
approved.
Substitute for Vacancy
Vacancies Only…..
Absences
Jury Duty and Mandatory Court Appearances
– If you have an absence for either, then documentation
must be provided by the employee and the
campus/department is responsible for maintaining it
– A copy must be sent to Payroll. Note job # on
document.
– Notice must include all days of absences
– Campus/department will be required to submit
documentation if it is requested from Auditor
– For a Mandatory Court Appearance, a Subpoena is the
only acceptable documentation
Time Clock
Unreported Hours
• The FLSA does not permit an employer to
benefit from the work of an employee without
compensating them for such work. Therefore,
all hours worked must be reported using the
Time Clock Plus electronic timekeeping
system. Any time spent working while not
clocked in (a.k.a. “working off the clock”) is
strictly prohibited.
PAYROLL PROCEDURES
ANNUAL UPDATE 2014-2015
PRESENTER:
OSCAR TRIGO-DIRECTOR OF PAYROLL
CONTACT INFORMATION
• Oscar Trigo– Director of Payroll
– (956) 632-8849
• Lazaro Ramos – Staff Accountant
– (956) 618-7345
•
Theresa Caceres
(956) 618-6044
Lead Payroll Clerk
•
Lucinda Jauregui
(956) 632-8448
Payroll Clerk
•
Margot Ochoa
(956) 618-6041
Payroll Clerk
•
Elizabeth Becerra
(956) 632-8849
Payroll Clerk
•
Anita Solis
(956) 618-6043
Payroll Clerk
•
Belinda Solis
(956) 618-6040
Payroll Clerk
UPDATES
• Updates to Payroll Manual
– Section A – General Information
– Section B – Payroll Dashboard
– Section C – Leave Absence Processing
– Section D – Time Clock Policy and Guidelines
– Section E – Payroll Supplemental
– Section F – SFE & Substitutes
– Section G – Rates & Codes
Section A – General
Information
Section A
• HB 2961 – Removal of Social Security numbers
from forms
• As a result of HB 2961, all payroll related forms have
been updated to comply with a new requirement
that prohibits the use of a district employee’s social
security number as an employee identifier other
than for tax purposes. All payroll related forms have
been updated to comply with this new bill. These
new forms are to be used effectively immediately.
Section A
• Payroll Related Forms now available on Payroll
Dashboard
Section B – Payroll Dashboard
Section B
• All McAllen Independent School District
employees with access to SunGard, will now
have the ability to enable the PAYROLL
DASHBOARD. This dashboard will include
helpful links as well as commonly used payroll
related forms.
Section B
Section B
Section B
Section C – Leave Absence
Processing
Section C
• Effective with the 2013-2014 school year, all
leave balances are now part of the check stub
on Employee Online. Please refer to the pay
date schedule for the leave dates that are
processed in each pay date.
Section D – Time Clock Policy
and Guidelines
Section D
• Any time spent working while not clocked in
(a.k.a. “working off the clock”) is strictly
prohibited.
– Examples of “working off the clock” may include:
– Forgetting to clock in or out
– Voluntarily continuing to work at the end of regular
working hours
Section D
– Taking work home to complete on the weekend or
in the evening
– Checking/Reading/Reviewing work-related emails
or listening to work-related voicemail messages
while away from the office or workplace
– Answering phones, emails, or attending to
customers while clocked out for a lunch break
Section D
– Each location is required to keep 4 years worth of
reports on file as per Record Retention Record
Number GR1050-56.
Section E – Payroll
Supplemental
Section E
– Supplemental Form has been updated to include
the name in print of individual approving the form
Section F – SFE & Substitutes
Section F
Section F
Section F
Section F
Section F
Section F
– When VERIFYING jobs, ensure that Job Type is set
to All, Job Status is set to All, exclude cancelled,
Sub Status is set to filled, and the Search from
date is for the date(s) you will be verifying
absences/substitutes and click on SEARCH
Section F
• The following should be looked at when
reviewing the daily report:
– Job HH (Job Hours) should never be more than 9
hours. If there is such an instance, this would
indicate that the absence was called for an
incorrect period. (Ex. 1:00am to 5:00pm)
Section F
– To verify absences/substitutes click on the Verify
Box to manually verify each absence against your
printed emailed report where your sub signatures
are on.
Section F
– When done verifying, select Save Verified.
Section F
– The payroll department will process payment for
all substitutes who have had their information
verified through the SFE system
– SFE Verify Approval must be done daily by campus
clerk. Prior days verify approval is due by the next
day at noon.
Section F
– All daily reports are subject to be pulled for audit,
both by our internal and external auditor. This is
extremely critical with substitutes. Please ensure
that all absences being verified electronically on
SFE are accurate and that all substitutes sign the
SFE Job report for every day they work.
Section F
– Each location is required to keep 4 years worth of
reports on file as per Record Retention Record
Number GR1050-56.
Section F
– Budget Codes
• At the end of each month, the Payroll Department will
send out a budget report that includes each employee
that has used a budget code for the month. If you
oversee a particular funding source and find that an
employee has used your budget code that they should
not have used, please contact the campus so that they
can correct it, otherwise the substitute will be charged
to your budget code funds.
Section G
– Board Approved Rates for the 2014-15 year
QUESTIONS?
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Thank you MISD Staff!