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Slide 2 Salt Lake County Payroll Coordinators Meeting Presented by Jo Ann Buechler & Debi Garlich N2003 Budget Hearing Room August 25, 2011 8:30 AM 12:00 PM Thursday, August 25, 2011 Slide 3 EXEMPT EMPLOYEE DISASTER TIME P&P 5420 Paragraph 5.4 In the event of a mayoral disaster or emergency declaration, all employees (FLSA exempt and non-exempt) shall record all hours worked, including time in excess of forty (40) hours per week. FLSA-exempt employees shall be paid for overtime hours worked if a disaster or emergency is declared by the County Mayor at the rate of one and one half (1 ) times the regular rate for actual hours worked in excess of forty (40) in a standard work-week, for all overtime hours worked during the declared disaster or emergency. Thursday, August 25, 2011 Slide 4 EXEMPT EMPLOYEE DISASTER TIME T ime is to be recorded as MDEE Overtime will be distributed normally. After distribution is completed, comp time accrued in the time card will be changed by the payroll coordinator to CTW or OT, depending on whether employee is to receive comp time or cash payment. After the hours are transferred to the T&A, the payroll coordinator will remove the hours on the F9 screen, calculate the hours by 1 * hourly rate, and enter as code 63 Exempt Emergency Overtime if cash payment is made. Thursday, August 25, 2011 Slide 5 DAILY RATE CALCULATION Current Method: Divide semi-monthly salary by number of days in the pay period. Pay periods have 9, 10, 11 or 12 days. New Method: Divide monthly salary by number of days in the month (including weekends). Months have 28, 30 or 31 days (29 on Leap Year). Thursday, August 25, 2011 Slide 6 DAILY RATE CALCULATION Reason for Change: More consistent daily rate; same for entire month. Current Method (semi-monthly of $2,000, 31-day month) First Pay Period has 11 days$181.82 Last Pay Period has 12 days$166.67 New Method(monthly of $4,000) Month has 31 days$129.03 both pay periods Thursday, August 25, 2011 Slide 7 DAILY RATE: REASON FOR CHANGE (contd) Dont need to know how many days in the pay period. Do we pay for 9, 10, 11 or 12 days in the current pay period? Check the calendar! New method only requires you to know how many days in the month 30 days has September, April, June, & November; all the rest have 31, except February. Thursday, August 25, 2011 Slide 8 DAILY RATE: REASON FOR CHANGE (contd) Dont need to know employees regular schedule (ie Mon-Fri; Sun, Mon, Wed, Fri, Sat) Does the employee work a consistent enough schedule to determine regular schedule? New method pays for all days in the pay period, not just days worked. Weekends are counted so actual days worked is not a factor. Thursday, August 25, 2011 Slide 9 DAILY RATE CHANGE EXAMPLES OF IMPACT ON GID Current Method Hire Date of August 22 nd : $2,000 / 12 * 8 = $1,333.33 (M-F) $2,000 / 11 * 7 = $1,272.73 (S,M,W, F,S) New Method Hire Date of August 22 nd : $4,000 / 31 * 10 = $1,290.32 Thursday, August 25, 2011 Slide 10 STANDARD ADDRESS PROCEDURES COUNTY-WIDE POLICY & PROCEDURE 1002 Purpose: To officially establish the use of address-editing programs that allow a uniform and consistent method for County personnel to enter address information into computer files. To have all address information standardized such that conformity will allow the integration and comparison of information in different computer files using the address as a common key. To obtain postal rate discounts by using United States Postal Service requirements for automated sorting of mail. Thursday, August 25, 2011 Slide 11 STANDARD ADDRESS PROCEDURES (contd) Why is this important? Salt Lake Countys wage file (W2) submission to Social Security failed because of incorrect address formats in the mainframe. This required time and resources to identify incorrect addresses and fix the file before uploading. Thursday, August 25, 2011 Slide 12 STANDARD ADDRESS PROCEDURES (contd) What are the Data Entry Standards? The format of the property address line is identical when used in either the location or mailing address (excluding City, State, Zip Code) The address length shall not exceed 35 characters There should be no commas, periods, parenthesis, apostrophes, colons or semi-colons in the property address format. Single quotes are allowed for single letter streets (F); hyphen (-), pound sign (#), and slash (/) are allowed in the sub-structure location suffix. Thursday, August 25, 2011 Slide 13 STANDARD ADDRESS PROCEDURES (contd) What is the proper format: 1.Frontage or House # 2.Frontage Directional (N, S, E, W) 3.Alphabetic/Numbered Street Name 4.Street Type(Ave, St, Wy, Ct, etc.) 5.Unit Locator(Apt # or fractional indicators) Thursday, August 25, 2011 Slide 14 STANDARD ADDRESS PROCEDURES (contd) 4081 SOUTH 1500 EAST 4081 S 1500 E #1/2 1000 S STATE ST APT 3618 1000 S STATE ST #3618 1562 W COMPASS POINT LANE #D 1562 W COMPASSPOINT LN #D 1582 E PARK PLACE NORTH 1582 E PARK PL N P.O. BOX 26218 PO BOX 26218 Thursday, August 25, 2011 Slide 15 TERMINATION OF TEMPORARIES Employees who have not worked in the preceding year (12-month period) must be terminated Unemployment records easier to verify Reports to OSHA reflect actual number of employees Reports to County officials reflect accurate count of employees Thursday, August 25, 2011 Slide 16 LOCATION CODES Salt Lake County will be implementing location codes to identify work locations for all employees. Once the codes/locations have been identified, a new code (FAC) will be implemented into the mainframe. Payroll personnel will be responsible for ensuring the FAC code is correct for division personnel. Thursday, August 25, 2011 Slide 17 RETURNING PAFs If a PAF is returned at any time once it has been printed, the person returning the PAF should notify Debi (x2040) or Doreen (x2331) so they can shred the printed copy. Thursday, August 25, 2011 Slide 18 INTER-JURISDICTIONAL TRANSFERS A new code is being implemented on the New Hire PAF to indicate inter-jurisdictional transfers. Where N is indicated for New Hire or R for Re-hire, I will be indicated for Inter- jurisdictional transfer. This code is used only when following P&P #5400, paragraph 14.0. Thursday, August 25, 2011 Slide 19 DIRECT DEPOSITS Employees must submit a Salt Lake County Payment Authorization Form (direct deposit form) when starting/changing their direct deposit. Bank forms do not have the necessary employee authorization statement. Checks/bank printouts are not required, but the complete routing number and account number must be legibly printed on the direct deposit form. Bank printouts may be submitted with the direct deposit form, but must have employees name and EIN identified on the bank printout. Thursday, August 25, 2011 Slide 20 OTHER Time-Limited Contracts Originals must be sent to HR Payroll only Acting-in-Position Contracts Originals must be sent to the HR analyst only LWOP Code Created new LWOP code for unapproved absences UNAB unexcused absence Thursday, August 25, 2011 Slide 21 QUESTIONS? Thursday, August 25, 2011 Slide 22 Next Training DATE &TOPICS TO BE DETERMINED Thursday, August 25, 2011 Slide 23 THANKS FOR COMING! Thursday, August 25, 2011