SCOE: Sonoma County Office of Education



Payroll Year-End Reminders from Business Services: User Group Meeting 6/14/2016RemindersWith first payroll in July, send contract/documentation for Superintendent’s, CBO’s and Payroll Tech’s salary (email production@)Audit check for reasonableness and for any changes in salaryPayroll reports should be signed by either the immediate supervisor of the Payroll Tech or by an administratorThere are 3 Payrolls to process for June (See “Submitting June 30th Payroll” handout)June RegularJuly Prior YearAugust Prior Year All districts should have a balance sheet outside of Escape for balancing payrollRegister to Verify Employees’ Social Security Number (see IRS Publication 15 handout)New Hire Reporting to EDD is a requirement (see handout)Allow 1 full week before requesting a stop payment (the speed of the US mail has slowed down)Always complete a Manual Payroll Request form when requesting a stop payment for a paycheck.Manual Payroll Form and Procedures on Escape’s Home Page, Forms tab Mark either “Cancel” (page 1) or “Reissue” (page 2) whichever appliesWhen a Reissue, indicate whether district will pick up or send AVWhen employee picking up, employee must bring photo idManual PayrollsWhen creating manual payroll you may need to override the retirement dates in the Retirement section using the prior month’s Service Begin and Service End DatesThe Contribution Code default is 03 Earnings Adjustment Prior Period (Manual Payroll is similar to Supplemental and is considered current month)As appropriate change Contribution Code to either 1 Normal/Current 11 Normal/Current Tax Deferred or 0 Non-Member Initiate PayBefore beginning payroll Again before submitting payrollAlways address and account for all errors on the Pay22a Payroll Errors report prior to submitting payrollRetirement Errors: contact Carol Mahan for STRS and Maria Aguayo for PERSBefore submitting payroll run the Retire01, 02 and 09 reports (STRS and PERS qualifying reports)If the employee qualifies in June:For CalPERS - bring them into membership even if they won’t be paid again until August/SeptemberFor CalSTRS - do not bring them into membership, instead the monitoring of days and hours starts over July 1Revised Permissive Membership form and Retirement System Election forms (Post on Escape’s Home Page)Permissive Election form (ES0350) – use any time an employee is performing creditable service, but is excluded from mandatory membership Retirement System Election form (ES0372) – use when employee is a member of one retirement system and is performing service that mandates membership in another retirement system and wants to elect to remain in their current retirement system.Employee has 60 days from hire date in the new position to make this election Notify CalSTRS Retirees of Earnings Limits and Retirement Incentive Restrictions (see CalSTRS Employer Directives 2016-03 and 2016-06 emailed to districts February 17 and April 18 respectively)STRS Retirement Earnings Max. for FY2016/2017: $41,732STRS Golden Handshakes retirees cannot return to work in any job capacity with the school district or COE that granted the Retirement Incentive within 5 years of the retirement date.CalSTRS RWL Applications:Send to Carol Mahan ASAPEmail the helpdesk and cc Carol Mahan your FY2016/2017 certificated contract days with a list of addons that need updatingNew Employee’s CalSTRS Retirement Verification and New Employee’s CalPERS Retirement Verification (see Escape’s Home Page, Forms tab)Steps to take prior to hiring retiree and prior to paying the employee CalPERS – Salary Schedules (see CalPERS Circular Letters 200-056-11 and 200-050-12)CalPERS does not accept employment agreements in-lieu of salary schedulesCCR 570.5 has specific requirements for a Publicly Available Pay Schedule that applies to all employers reporting compensation for CalPERSPERS Change form for Separation when an employee ends employment for any reason (see CalPERS Circular Letter 200-015-16)Sign up for CalPERS E-bulletins (see handout)Run Pay31 W2 Errors Report after each payroll to address W2 errors now instead of laterCan correct now Box 12 Out of Range Errors Can correct now Address Errors Monitor FIT, SIT, OASDI and Medicare Out of Range and Calculation ErrorsWork with Erin Graves to determine if errors can be corrected now or if they can only be corrected at W2 calendar year end. ................
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