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PAYROLL

>EIS Payroll Cycle/Functions

>EIS Reference Guide

>2 UN Letters

>Per Session Rules

>Contacts

ONBOARDING/STAFFING>Finding Staff>Attaching>Assigning Roles>People Not on TO>Subs

TODAY’S PRESENTATION

SOLAS OVERVIEW

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CONTACTS

> EIS Bulletin Board – Check for updates and deadlines

> Payroll Support Liaison at your CFN and/or Director of Human Resources

> CFN Budget Officer

> HR Connect Secretaries Line – 718-935-4003

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ONBOARDING/STAFFING>Finding Staff

I need to find a_______

In this portion of the training, we will discuss various methods for finding staff to cover at your school. This will include-> Per-diem subs> ATRs> Leave-replacements> Regularly appointed teachers> Other titles (para, school aide, h-bank)

I need to find a __Sub____

WHEN SHOULD I USE A SUB?> Substitutes should be utilized in the case of short term absence.

WHERE DO I FIND A SUB?> Sub Teachers are found either by creating a vacancy in Sub Central or by calling

in an appropriately licensed sub with whom you are familiar.

• SubCentral System Telephone Access: 718-935-6740

• SubCentral System Website: www.subcentral.eschoolsolutions.com

• Live Help Desk: 718-935-4401 (Monday – Friday / 6:00 AM – 5:00 PM)

• Help Desk Email address: subcentral@schools.nyc.gov

CAN WE NOMINATE NEW SUBS?> Currently nominations for new per-diem subs teachers is open. Per diem para hiring

is closed. When para hiring opens, your CFN HR person will let your school know.

Substitute Teachers- Are they Eligible?Log into PDPS screen

Substitute Teachers- Are they Eligible?

Option 1- Per Diem Payroll

Substitute Teachers- Are they Eligible?

Select Option 1 again- Enter School Location

Substitute Teachers- Are they Eligible?A listing of the subs who are currently eligible to work will

appear

Substitute Teachers- Are they Eligible?

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Substitute Teachers- Are they Eligible?

View in Sub Central

Substitute Teachers- IMPORTANT

• Per diem employees who work without authorization will not be paid. There will be no payroll overrides given and the unauthorized employee will be required to file a grievance to be paid. It is imperative that schools understand that unauthorized per diem substitutes may not work under any circumstances

• Please note that simply having a file number, or holding state certification does not automatically authorize per diem service. Additionally, retirees as well as teachers on leave are not permitted to provide per diem service unless they have been authorized to do so.

• Helpful Hint- You can go into PDPS and attempt to pay a teacher, without saving, as an extra level of assurance that the person is eligible.

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Hiring an New Substitute Teacher- Nomination

Sub teachers are nominated in Galaxy-

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Substitute Teachers- Nomination

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Substitute Teachers- Nomination

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I need to find an ____ATR____

WHEN SHOULD I USE AN ATR?> ATR should be considered to cover a long-term (6 weeks

or more) absence or leave in the same license area.

ATRs should be requested through GALAXY If an ATR is not requested for a long term leave, the

school will not be eligible for Long Term Absence money.

WHERE DO I FIND AN ATR?> When requesting an ATR, Galaxy lists the available teachers to

cover that leave. You can choose the replacement or have someone randomly selected.

> Call your HR Director with additional questions.

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I need to find an ____ATR____Entering the request in Galaxy

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I need to find an ___ATR_______

Important information on ATR Requests> Requests to have an ATR assigned to your school

must be submitted before 2:00pm on Monday for the following week.

> Requests to have an ATR reassigned mid-week cannot be accommodated.

> The ATR Assignment Unit will not assign ATRs with a different license to cover a leave

> In order to get an exception to hire an external teacher in restricted license areas, all ATR within license will have to be interviewed.

I need to find a ___Teacher____

There are several reasons why a school may need a teacher mid-year> Retirement (TRS receipt should be faxed to HRD)> Resignation (letter from employee with date of

resignation sent to HRD)> Long-Term Leave (As mentioned, ATR should be

considered first for leaves)> New Class Opened (due to register growth…etc.)

I need to find a ___Teacher____

Hiring Restrictions-

• The following additional Hiring Restrictions will be in place for 2014-15:• Biology, English Language Arts, Social Studies and Physical

Education - All High Schools Citywide • Common Branches and Early Childhood  -  Brooklyn and Staten

Island Schools Only• Physical Education -   Junior High Schools in  Brooklyn and Staten

Island Only• Guidance Counselors - All Schools Citywide• *Since this list of exception areas is subject to change, you

should always confirm with your Network prior to making an offer.*

  In special circumstances, schools may request exceptions to hire external candidates through their Network and Cluster.

Has the Person Been Fingerprinted?

Ask the candidate and then;

Check with HR Director> Has City Prints - No State Prints

OSPRA 104 Form- http://www.highered.nysed.gov/tcert/pdf/ospra104.pdf

> Has State Prints- No City Prints OSPRA 103

Form-http://www.highered.nysed.gov/tcert/pdf/ospra103.pdf

Does the Person Have the Appropriate License?1) Check the resume and

2) State Website for Certificate Check> http://eservices.nysed.gov/teach/certhelp/CpPersonSearchExternal.jsp?

trgAction=INQUIRY

Does the Person Have the Appropriate License? cont…

Does the Person Have the Appropriate License? cont…

VERY IMPORTANT- An employee should not be called in to work without first verifying eligibility and license. We cannot pay anyone who does not have a valid credential and we can not have someone in the school who is not cleared.

As always, please reach out to your HR Director if you have a question as to eligibility.

New To DOE- Have they Applied through Teacher Support Network?

Teachers with no prior DOE service must complete an online application through the Teacher Support Network (TSN)

Link to Application-> http://nyc.teacherssupportnetwork.com/Home.do

FAQ- > http://nyc.teacherssupportnetwork.com/PDF/

Teacher_Application_Guide.pdf

I need a __Para______

Paraprofessionals can be hired from sub to full-time if your district is open and;> They have subbed for 25 days> They possess a Teaching Assistant-Level I from NYS

New Sub Para nominations are not being accepted as of the date of this presentation.> When/if nominations open, we will inform schools.

• Sub paras are found either by creating a vacancy in Sub Central or by calling in an appropriately licensed sub para with whom you are familiar.

I need a __School Aide/ Family Worker…etc.__

• If a school wishes to hire a new school aide and their district is open, they will need to submit a posting to their HRD for approval and posting in all schools in their District. Posting templates can be shared as needed. Schools will also need a fully-funded vacancy in Galaxy before a posting will be approved.

Nominations for new sub school aides is not currently open.

I need a __School Aide/ Family Worker…etc.__• B Pay Cycle vacancies are subject to hiring restrictions. HR School Support analyzes

the excess/vacancy report in conjunction with the layoff list in order to lift/impose hiring restrictions Hiring restrictions are lifted as long as: There are no excessed individuals in the district/borough

There are no individuals in layoff in the district/borough There is an approved vacancy in the district/borough

• Once the district/borough is open for hiring, the position must be posted for a minimum of 10 days. A positing advertisement is sent to HR School Support by an HR Director. This posting is edited, posted electronically, and returned to the HR Director for advertisement at schools within the district/borough.

• After 10 calendar days have passed, the school may select and intend a candidate The HR • Director must request the hiring restriction to be lifted by sending an Email, with

the posting number, to HR School Support • HR School Support will then lift the restriction for that specific school and title

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I need a __School Aide/ Family Worker…etc.__As of today, please be informed that hiring restrictions have been lifted for the

following titles in specific community school districts:

FAMILY WORKERS

Hiring Restrictions have been lifted for FAMILY WORKERS in the following community school districts:

•  Districts 1, 3, 8, 10, 11, 15, 16, 17, 18, 19, 20, 21, 22, 24, 25, 26, 28, 29, 30, 31, 81, 88 and Staten Island High Schools

•  EXCESS LIST IN EFFECT FOR DISTRICTS 2, 5, 6, 7, 9, 12, 13, 14, 23, M75, Brooklyn, Manhattan, Queens and Bronx High Schools

• RECALL LIST IN EFFECT FOR DISTRICTS 4, 5, 6, 23, 27, 32, Brooklyn, Manhattan and Bronx High Schools

  SCHOOL AIDES

 Hiring Restrictions have been lifted for School Aides in the following community school districts:

 •         Districts 2, 7, 8, 9, 10, 11, 15, 17, 20, 22, 24, 25, 26,  27, 29, 30, 31, 75, 81, 88 and Staten Island High Schools

 •         EXCESS LIST IN EFFECT FOR DISTRICTS 1, 4, 6, 12, 13, 14, 16, 19, 21, 23,  28, 32, and Brooklyn, Manhattan, Queens and Bronx High Schools

 •         RECALL LIST IN EFFECT FOR DISTRICTS 3, 4, 5, 6, 13, 16, 18, 23, 32 and Brooklyn, Manhattan, Queens and Bronx High Schools

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I need an ___H-bank______

There is an exception process for all H-Bank Administrative titles in schools.  This includes Community Assistant, Community Associate, Community Coordinator, School Business Manager and School Computer Technology Specialist titles.

It does not include Nurses, Physical Therapists, Occupational Therapists and Parent Coordinators*.

**Community Titles:  These positions require approval from both the cluster and Office of School Support.  There will be a thorough review of the schools budget on the current number of support staff, excess and overall ability to financially support the requested position.

My staff member is not attached to a job yet… What/Where can I check?GALAXY has a new function where staff that has access to

the Galaxy system can check the status of new hires getting attached to the job.

The “Details” button gives you the hiring step your candidate is at.

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‘Why hasn’t this person attached?”

“We intended a teacher in Galaxy, but they haven’t attached.”

If you “left click” on the

icon, the screen to the

left will appear. Select “Details”

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Ff

Left Click

QUESTION: Does person have to bring in I-9 & OSPRA 103 forms IN PERSON in the walk-in center? ·         Answer: Yes, supporting original signed documentation for both OSPRA 103 and I-9 must be personally delivered to the designated walk-in center.  HR Connect Walk-In CenterDivision of Human Resources and Talent65 Court Street, Room 102 (between Livingston & Joralemon Streets)Brooklyn, N.Y. 11201The HR Connect Walk-In Center is open every business day from 8:30 AM to 5:00 PM.

 

The Famous I-9 form!

One of the required forms is likely the I-9 form. In order to maintain compliance with Federal regulations, all candidates without an electronic I-9 on file are required to submit an electronic I-9 form, even if a paper I-9 form was submitted previously. After they submit the electronic I-9 form, it must be verified in person before the staffing transaction will be finalized. To verify the I-9, they must report in person to the Walk-In Center below.

 

HR Connect Walk-In Center

Division of Human Resources

65 Court Street, Room 102 (between Livingston & Joralemon Streets)

Brooklyn, N.Y. 11201

 

Once they have completed all required forms as well as completing the new I-9 verification as mentioned above, they should finalize in our systems

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STAFFING

>Steps to Placing New Staff on Payroll Contact your HR Director

with new staff names, SS#, Subject areas

>Vacancies declared in Galaxy – ensure job has been created & approved

>Candidates’ Fingerprints and license clearance are required

>Notify your payroll support liaison regarding all F-status personnel (needs cluster approval)

>Leaves application should be sent both to HR Connect and copy to your CFN

>HR Connect Fax: 718-935-4350

Assigning Roles in Galaxy

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People Not on Budget

• There may be times where a person is not listed on your school’s T of O (because they are on payroll elsewhere). However, you may need to add them, to give them access to functions.

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People Not on Budget

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Payroll

>EIS Payroll Cycle/Functions

>Per Session Rules

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PAYROLL BANK

Q-Bank Pedagogues and Paraprofessionals (Q742 and Q744)

Q-Bank PDPS – Per Diem and Per Session (Q746 F status and Q747)

E-Bank Hourly Support Staff (E745)

H-Bank Administrative (H740)

Z-Bank Administrative Hourly Staff (Z740)

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EIS Payroll Cycles needed for 2.4

S Q 742 – Teacher, Secretary, Principal, AP’s, etc. (positive payroll)-only exceptions are entered

P Q 744 – UFT Paraprofessional (positive payroll)

B E 745 – Hourly staff including School Aide, Family Worker, & Kitchen/Cafeteria Staff. Important to remember that staff members will not receive payment unless time/hours are keyed in & confirmed.

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Payroll Cycles in Per Diem/Per Session (PDPS)

T Per diem – Per Diem & F status Teacher or Secretary (daily coverage for absences)

U Per session – Additional service by Pedagogical staff (either before or after normal work day)

Be sure to refer to EIS Bulletin Board for payroll closing dates.

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EIS Reference Guide**EE Employee Eligibility- Fingerprint clearance only, must check license with CFN HR Director

14.1 Lookup – Locate information on a single person

2.4 Table of Organization – See complete list of school staff by payroll cycle

2.6 Current Staffing Information – See information on a individual staff member (must use File/EIS # or EMP #)

Determine a new hire’s transaction finalization date for payroll Determine a leave or any HR transactions finalization date F4 employee window salary history – able to see individual anniversary date, salary step info & contractual increases (7.4.10)

11.1.6 Pay Detail – Complete info on single staff member’s pay check

13.3 Pay Stub – Compete info on single staff ‘s pay check

9.1.1 Payroll – Enter time/hours for hourly staff & adjustments in current pay period. Also absences are recorded here.

9.2.2 Review payroll transactions –

NEW ---- 9.1.7 Payroll codes with explanation

13.3 Payroll Register PromptScreen 1

Type 13.3

13.3 - Check Stub

Your 2.6 ScreenInquiry by PTF

Column 1 (REC) Column 2 (PTF) Column 3 (FIN)C = Current / Valid 1 = Awaiting Processing C = Completely ProcessedH = History 2 = Awaiting Processing A = Awaiting ProcessingB = Terminated 3 = Rejected or Deleted P = Pending Approval 4 = Awaiting Processing X = Awaiting Approval 6 = Transferred to Another District 7 = Finalized

9.6Electronic Funds

Screen 1

Type 9.6

9.6Electronic Funds

Screen 2

9.6Electronic Funds

Screen 3

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12.4 Bulk Jobs

You can check the following screen against Galaxy.

RESPONSIBLE DISTRICT: XX TITLE: FY: 08 SCHOOL: QXXX

JOB ID TITLE ORG UN QCK CD JOB COST EXPENDITURES AVAILABLE

GA1K2 TRTRD XXXXX 014344 11771.77 11681.77 90.00

GA1RD SREPP XXXXX 004811 6860.11 5335.21 1524.90

GA23I SYSYS XXXXX 064344 122.01 109.95 12.06

GA236 TRTRD XXXXX 004304 885.54 774.85 110.69

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Deadlines

Please adhere to deadlines posted on the Bulletin Board in EIS and Payroll Memos as necessary.

Payroll Administrative Memoranda:

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

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2 UN Letters-Unauthorized Absence

These letters are used for employees who have failed to return or report to work because of 2 Scenarios :

> Employee was on Leave of Absence and did not update their status

> Active employee

2 Letters -1 original and then the follow-up letter both expressing the path to termination.

Ensure that these teachers are not given checks that they are not entitled to. Check individuals on direct deposit who should not receive payment for time not worked.

A sample “Unauthorized Leave” letter can be given to you by your HR Director.

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PER SESSION> Any activity that is performed outside the regular school day.

> All activities must be posted for 20 school days. A school log must be kept.

> Once selected employees are paid through a funded bulk job. Principal must approve the time entered in EIS in order for payment to be processed.

> Over the CAP (7 hours per day) approval, request send to your CFN for override. Include school DBN code, title (TR, SW, SY GC SU etc.), bulk job id, maximum hours and payroll month.

> While working the per session activity the employee may earn sick days.

Principal Per Session activities must be submitted in the EIS Portalfor Superintendent approval prior enters payroll.

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SOLAS OVERVIEW

•Who can use SOLAS?

•SOLAS Sample Maternity Leave

•Back office Screens and Principal Recommendations

Self-Service Online Leave Application System (SOLAS)

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Who can use SOLAS?

How do employees access SOLAS?

Employees can access SOLAS by visiting the system website: https://dhrnycaps.nycenet.edu/SOLAS

Note: SOLAS is compatible with Internet Explorer 7 or higher, Chrome, Mozilla Firefox, and Safari.

To log into SOLAS:1. Go to: https://dhrnycaps.nycenet.edu/SOLAS 2. Enter your Network / Email ID user name (for example, JSMITH).  This is the same user name you use to log into the DOE network, and matches your email address.3. Enter your Network / Email ID password.  This is the same password you use to log into the DOE network.4. Click “Login to Self-Service Online Leave Application” button.

All communication related to SOLAS leave application will be sent to the employee’s DOE email address.

What is the direct fax number for SOLAS?

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SOLAS SAMPLE

MATERNITY / CHILDCARE PROCESS

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Maternity / Childcare:process overview

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1-Employee submits application and

supporting documentation *

2-Secretary verifies timekeeping and

stops Direct Deposit (if applicable)

3-Principal acknowledges leave

4-HR Connect reviews supporting

documentation, timekeeping, FMLA

eligibility

5-HR Connect makes determination on the

request

6-HR Connect enters leave into NYCAPS

7-Employee is notified of all decisions along

the way

Maternity/Childcare Notes:Notes

- If application submitted more than 7 days prior to projected birth date, applicant will be prompted to stop and re-apply within 7 days of the birth

- If application has a start date more than 10 days prior to the projected birth date, the applicant will be prompted to apply for maternity disability instead

- Any supporting documentation for SOLAS should be directly uploaded or faxed to the SOLAS Fax: Fax number 718-935-5175

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Back office screens

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Principal actions – Principal Notification on main screen

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Leave Applications in Galaxy – Notification in Galaxy

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If you have been designated the Leaves Secretary, you can see SOLAS applications requiring action.

Leave Applications in Galaxy

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Thank You for Attending Election Day Training!

We saved a tree by making this presentation available online!

This presentation can be found at:

www.CFN204.com (under CFN Team Members – select “Tara Smith”)

www.CFN205.com

www.CFN207.org

Have a great day!

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