wps payroll new hire orientation for benefited employees...wps payroll – new hire orientation for...

WPS Payroll – New Hire Orientation for Benefited Employees Welcome to USD 259! If you have any questions regarding the timing of your paycheck, please contact the Payroll Department at [email protected] or 316-973-4574.

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PeopleSoft Employee Self Service Once logged in, you can click on any of the tiles you wish to access.

mailto:[email protected]

portal.usd259.net

WPS Payroll – New Hire Orientation for Benefited Employees

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Employees must elect their tax information for State (K-4) and Federal (W-4) prior to receiving a paycheck. You should have completed this step during your OnBoarding session. Please note: No one in the district is qualified to offer tax advice, and employees should consult with their tax advisor for specific questions. Employees may also use the IRS Tax Withholding Estimator to aid in completing the W-4 form. In order to effectively use the estimator, it is helpful to have a copy of the most recent pay stub and tax return. The IRS has also published Frequently Asked Questions on the new form that employees may find helpful.

http://www.irs.gov/W4App

https://www.irs.gov/newsroom/faqs-on-the-2020-form-w-4


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You may consent to review your W-2 electronically only. After you submit your consent, it will remain valid until you make a change on this page. If your employment is terminated, your consent will automatically be revoked and you will receive a printed W-2 in the mail.


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Employees may review their paychecks online a few days before their scheduled payday.

Work Schedule Calendars are listed under Salary Detail and Calendar. Each employee is assigned a Work Schedule Calendar, according to their position. The first calendar listed is the District Calendar. The next calendar listed will have a number and day listed. This is your assigned work calendar. Please review your work calendar to receive further information regarding your position. All calendars list all available work schedule calendars.


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BOE Policy 3505 Page 1 of 2 Wichita Public Schools ∙ USD 259

P3505 PAYROLL ACCOUNTING

BOARD POLICY:

The District has an automated Timekeeping system for classified, non-exempt employees. The District

uses a substitute placement and absence management program to collect absence information for all

certified employees. All District employees must submit absences in the appropriate online absence

reporting system. Both employees and the appropriate supervisor(s) have responsibilities related to

accurate and complete reporting of Time and Attendance. Ultimately, the appropriate supervisor(s) or

building principal is responsible for the accurate and punctual submittal of employee time and

attendance information to the Payroll Office in the Financial Services Division. Administrative Implemental Procedures:

1. Employee Time and Attendance Responsibilities:

a. All classified, non-exempt (overtime eligible) employees are required to use the authorized time keeping

devices to clock in and out of work.

b. Employees must clock out anytime they leave the premises for non-District related reasons.

c. Employees will clock out and in for all meal breaks. A lunch break will be for a minimum of 30 minutes per

work day. On the rare occasion when a 30 minute lunch break is not possible, an employee will be

compensated for the entire time worked.

d. Employees are responsible for reviewing their time each pay period and submitting a Punch Request for any

errors in their time. Missing Punch Requests not received by deadlines established at each site will result in

adjustments being made to the following pay period. Timekeeping violations, including repeated missed

punches, will result in progressive disciplinary action as outlined in AIP 3.

e. Employees should clock as close to the start of their scheduled work day as possible, generally no earlier

than five (5) minutes prior to the start of their scheduled work day. While employees are currently given

minutes prior to punch in and minutes after the scheduled end time to punch out, as allowed under the Fair

Labor Standards Act (FLSA), work should begin and end per the schedule unless previously approved by

administrator. Employees clocking any time after the scheduled start time will be considered tardy. Deliberate,

repeated manipulation of time clock rounding will lead to progressive discipline as outlined in AIP 3. The

District reserves the right to change rounding rules at any time, but will provide adequate notice to employees

of any change, and will provide training prior to implementing any change.

f. Employees must have overtime hours approved by their supervisor or administrator prior to being worked.

g. Employees with more than one job with the District must use the clock to change jobs, so that each job

reflects the true and accurate hours worked in that job.

h. All certified employees will use the substitute placement and absence management program to create a

record of absence; building principals and supervisors may request direct notification as well.

i. All classified exempt employees, including administrators, are responsible for the complete and timely

submission of absence information to site payroll timekeeper or via an on-line method, as developed.

2. Supervisor, Manager, Director, or Building Principal Responsibilities:

a. Each supervisor or principal is responsible for reviewing and monitoring the Time and Attendance of

assigned staff.

b. Supervisors or principals are responsible for final review and approval of time for classified non-exempt

staff following the end of a pay period, including all additions, changes, and deletions of any timekeeping

record.

c. Supervisors or principals will be responsible for reviewing and approving absence information for classified

exempt employees, including administrators.

3. Progressive Discipline Action by Step


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a. Verbal Warning – for first occurrence or a minor violation to encourage corrective action and avoid

repetition of the violation, as determined by the Supervisor or Principal. Any reasonable explanation for

missed punches should be investigated and resolved. Additional training is also encouraged at this step. A

copy of the policy will be given, and a written receipt of such policy will be obtained.

b. Written Warning – for significant violations, or for repeated minor violations. The warning will be placed in

the employee’s personnel file.

c. Final Written Warning or Disciplinary Suspension – either action could be taken as a final step in the

progressive disciplinary action prior to termination.

d. Termination of Employment – employee has failed to make improvement and continues to violate this

policy. HR must be consulted and circumstances and documentation will be thoroughly reviewed before

termination decision is made.

Administrative Responsibility: Financial Services

Latest Revision Date: December 2019

Previous Revision Date: February 2013 P3505BOE Policy 3505 Page 1 of 2 Wichita Public Schools ∙ USD

259


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Using the Time Clock

Review Last Punch & Total Time To review your last punch and total rounded time for the week, place your finger on the finger sensor and after it shows you were identified, push the Review Last Punch & Total Time button.

Duplicate Punch Warning Message This message appears when you have the same punch type two times in a row.

You should review your Timesheet in PeopleSoft and submit a missed punch request for approval.

1. Enter your Employee ID number on the keypad.

2. Place your finger on the finger sensor.

3. To clock in, push the Clock In button.

4. When taking a meal, push ‘Begin Meal’.

5. Return from meal, push the ‘End Meal’ button.

6. Push Clock Out when your work day ends.

Zero hours will appear when you begin your week or are missing a punch. If you have one or more missing punch, a message will display at the bottom with the numerical amount of errors missing for the week. Review your time in PeopleSoft at your earliest convenience to submit a missing punch.

Select the next action by either pushing: Accept this punch to accept the punch you are currently trying to make Change this punch to return to the previous screen to select a different punch type, or Cancel this punch to completely exit to the main page.


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Changing jobs with multiple jobs

If you have more than one job with the district, you will need to clock out of one job and into the next every time you change duties.

Weekly Notification Emails

Every Monday, time clock employees receive an email summarizing what they clocked the previous week. Payroll downloads absences for benefited employees from Aesop to PeopleSoft on Monday afternoon.

Every Tuesday, classified employees receive a final email summarizing what they clocked the previous week and

any absences that downloaded from Aesop. Employees have until the end of day TUESDAY to make changes. Changes made after this time will be added to your next check.

Monday Emai:

Tuesday Email:

1. Place your finger on the finger sensor.

2. Push the Change Job button.

3. Push the button next to the job you are going

to start working.

This action will automatically clock you out of

the current job and into the new job.

4. Push Clock Out when your work day ends.


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Verifying Your Time in PeopleSoft Self Service

You can access your Timesheet by clicking on My Time. The

timesheet view is useful for leaving comments and identifying missing punches.

The Timesheet view reflects actual punch time and should not be used to identify the hours scheduled to be paid.

To add a comment, click on the buddle located to the left of the ‘Day’.

Corrections CANNOT be made in the comments section. It is ONLY to be used if you'd like to leave a note. Once a comment is made, it cannot be deleted or modified.


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WPS Time and Attendance is for reviewing time and submitting missing punches.

The Start Date will default to the current pay period or the last date range you reviewed. Use the arrows under Start Date to navigate through the different pay periods to review time. You can view time by Day, Weekly, or BiWeekly by check marking the appropriate box. After your date range is selected click “Update Time Period”. Click on your name displayed under Reported Time to review the timecard. If you have multiple jobs, each job will be listed.

The timecard defaults the punched and total time rounded to the quarter hour. Orange punches indicate the punch occurred via web clock, green punches are punch corrections, and black are punches that occurred on the time clock device. To view actual punch time, click on Show Actual Timecard to review the exact time punched.


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Click on Missed Punch Request to submit a missing punch request. Once the punch is approved, it will

display on your timecard.

1. Enter the date 2. Select the Punch Type 3. Enter the Punch Time 4. Format: 00:00AM or PM 5. Put a reason under Comments 6. Click Punch Detail to review 7. Click Submit Request

To add a new Request – select “Add new request” Once the request has been submitted, an email will be automatically generated for approval. You will receive a confirmation email once the punch has been approved or denied.

Common Reasons why a punch would be denied: Is for a duplicate request, the punch already exists, military time is used, there is an incorrect AM or PM, or the letter O is used instead of the number ZERO.


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Congratulations on your recent position! As a newly benefited employee, there are important payroll items you need to know!

After 90 calendar days, Payroll will grant a pro-rated amount to your temporary leave! Each school year you’ll receive a new batch of leave when you return, or on July 1st if you work year-round. Unused temporary leave days will be cumulative without limit. If you work at a school, you’ll report your absences in Aesop. If you work at a non-attendance site, you’ll report your absences in PeopleSoft. Absences are to be charged in quarter-hour increments; 15 min = 0.25, 30 min = 0.50, 45 min = 0.75. There are several different absence codes used to define the reason for your absence. Some are chargeable and some are non-chargeable. Non-chargeable absences reflect in your absence history but do not reduce from your total temporary leave hours. Absences charged to the employee have limits of use and are as follows: Adoptive Leave, Paternity, Family Illness, Family Death, Military Duty, *Personal Business, *Classified Personal Leave, Personal Illness, Vacation (VAC) only employees who work on a 220, or greater calendar schedule receive vacation

*Personal Business is taken out of the employee’s temporary leave bank. As stated in policy, personal business shall not be used to extend vacation and/or to extend adopted Board approved holidays or non-working days.

Up to a maximum of three (3) days per fiscal year by employees with less than twenty (20) years employment.

Up to a maximum of four (4) days per fiscal year by employees with twenty (20) years or more employment.

*Classified Personal Leave are for employees that do not receive vacation. You can replace ONE Personal Business (PB) day for ONE CPL day. Only ONE CPL day is allowed for the year. Example: Employee is eligible for 3 PB days. Takes one CPL, now only has two PB days. Most Common Absences reported and not charged to the employee: *Court Duty Personal, *Jury Duty, Inservice, Professional, School Business, Service Employees Union, Job Injury 2hrs or less only used for workman’s comp employees’ doctor appointments

*Court Duty Personal is used as a non-chargeable absence for the employee to report to a subpoena for a case they do not have a vested interest in. Example: Witness to a crime would be CDP. If the employee is attending court for reasons with a vested interest, the absence should be charged to the employee as Personal Business. Example: Custody hearings *Jury Duty is paid by the district for you to serve Jury Duty. The employee should report JUR as their absence and then submit a Jury Duty card to Payroll. Payroll will then take away the amount the court paid the employee to serve; $10 per day for county court, $40 per day for federal court.


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Holiday Pay If the employee is eligible for holiday pay they will receive it during payroll processing. An employee will not receive the holiday paid if they are not in “active pay status” the day before or the day after the holiday.

For benefited employees o If an employee runs out of temporary leave/vacation before or after a paid holiday, they will not

receive compensation for such holiday. o If an employee uses Personal Business, they will not receive compensation for such holiday.

Employees in their probationary period, or non-benefited food service aide employees o If an employee does not work the day before or the day after a paid holiday, the employee will

not receive compensation for such holiday. Awarded Vacation Vacation with pay is granted to classified personnel working in a permanent position twenty (20) hours or more per week and employed in positions requiring a 260, 230, 225, or 220-day working schedule. The monthly-accrued amount is based on continuous years of employment and working schedule.

Hours of Vacation Accrued per Month Based on Years of Service Months of Service 220-Day 225-Day 230-Day 260-Day

1 to 36 3.33 4.00 4.67 6.67 37 to 48 4.00 4.67 5.33 7.33 49 to 60 4.00 4.67 5.33 8.00 61 to 72 4.67 5.33 6.00 8.67 73 to 84 4.67 5.33 6.00 9.33 85 to 96 5.33 6.00 6.67 10.00

97 to 108 5.33 6.00 6.67 10.67 109 to 120 6.00 6.67 7.33 11.33 121 to 132 6.00 6.67 7.33 12.00 133 to 144 6.00 6.67 7.33 12.67

145 and over 6.67 7.33 8.00 13.33 *K-Z employees receive the same vacation as A-Jc employees with 145 months or more of service.

New Hires will accrue vacation before they have reached their ninety (90) day probationary period, but will NOT be compensated for vacation time if they are absent before the end of their probationary period.

Hours exceeding three hundred and twenty (320) will be placed in a vacation bank each July. It will be compensated at $3.75 per hour upon separation from employment or transfer to a position that does not receive vacation.

Upon separation from employment, or transfer to a position, that does not receive vacation, classified employees will be compensated for a maximum of twenty (20) unused vacation days at their current base hourly rate. Hours exceeding twenty (20) days will be compensated at $3.75 per hour.

wps payroll new hire orientation for benefited employees...wps payroll – new hire orientation for...

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