PAYROLL PROCESSING PROCEDURES MANUAL
MIAMI-DADE COUNTY PUBLIC SCHOOLS
PAYROLL PROCESSING PROCEDURES MANUAL
FINANCIAL AFFAIRS
OFFICE OF THE CONTROLLER
PAYROLL DEPARTMENT
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TABLE OF CONTENTS
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CHAPTER ONE
DAILY ATTENDANCE
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Daily attendance
o Sign-in procedures
o Full-Time employees
o Part-Time/Hourly employees
o Cafeteria Substitutes and Special Function Cafeteria Substitutes
o Overtime
o Travelers
o General Sign-in instructions
Application for Short Term Leave
Absence Codes and types of absences
Temporary Instructors (Substitute) Charges
Holiday/Recess Pay Entitlement Guidelines
Compensatory Time
Opt Days (Alternative Planning Days/Work Year)
M-DCPS Work Week
Employee Inquiry
CHAPTER TWO
PAYROLL ROSTER PREPARATION
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Authorization Requirements
Payroll Roster Preparation
Current Pay Period ¨C Full-Time
Current Pay Period ¨C Hourly
Conversion Schedule for Hourly Employees
Current Pay Period ¨C Half-Time Employees
Printed Roster
Anticipated Payroll
CHAPTER THREE
PAYROLL ROSTER APPROVAL
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Authorization Requirements
Payroll Roster Approval
Prior Period Adjustments
Other Payroll Payments
TABLE OF CONTENTS
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CHAPTER FOUR
PAYROLL PROCESSING
CHAPTER FIVE
PAYROLL DISTRIBUTION
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Manual (Off-Cycle) Check Requests
CHAPTER SIX
OTHER PAYROLL PROCEDURES
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Defer Pay Plan Option (10/12-Month Pay Option)
Voluntary Sick Leave Transfer to A Family Member
Voluntary Sick Leave Transfer to Another District Employee
Sick Leave Cash-In
CHAPTER SEVEN
OTHER PAYROLL DOCUMENTS AND PROCESSES
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W-2
W-2c
W-4
Payroll Deduction Authorization Form for Direct Deposit
Florida Prepaid College Program
Agreement for Designation or Change of Beneficiary
for Accrued Annual (Vacation) and/or Sick Leave
CHAPTER EIGHT
PAYROLL DOCUMENT RETENTION
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Payroll Documents - Filing Procedures
Payroll Documents - Retention Schedule
Attendance Reports, Registers, Rosters (Employee)
Leave Records
Payment Records
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TABLE OF CONTENTS
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CHAPTER NINE
ABSENCES, LEAVES AND VACATION
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Sick Leave
Personal Leave
Annual Leave (Vacation)
Holiday Leave
Jury Duty and Subpoenaed as a Witness
Illness In-Line-Of-Duty (Contagious Disease)
Injury In-Line-Of-Duty
Temporary Duty
Voting Leave
Leave of Absence for Emergency Purposes
Board-Approved Leaves
CHAPTER TEN
PAYROLL DEDUCTIONS
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Employee Benefit Deductions
Union and Professional Dues
Direct Deposit
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EdFed (Credit Union)
Automated Clearing House Network (ACH)
Florida Prepaid College Program
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CHAPTER 1 DAILY ATTENDANCE
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SIGN-IN PROCEDURES: FULL-TIME EMPLOYEES - DAILY PAYROLL
ATTENDANCE SHEET AND ATTENDANCE REPORTS
Signing in on a daily basis is the most important documentation of an employee¡¯s time
and attendance. Its accuracy, monitoring and reporting is critical, failure to do so, may
create errors in time reporting, including a possible overpayment. All employees must
indicate their attendance on a daily basis at the start of each scheduled workday.
The Daily Payroll Attendance Sheets/ Attendance Reports continue to be accessible
through the employee portal and MUST be printed and maintained with the corresponding
pay period.
The Daily Payroll Attendance Sheet for Full-Time employees are accessible through the
employee portal by clicking on the SIGN IN tab, and through SAP for Part-Time (hourly)
and Overtime. For control purposes, the following required procedures are to be used
for each employee type:
Full-time employees (including principals/ worksite administrators) must indicate their
attendance electronically by logging into the employee portal or by using the
M-DCPS mobile app to sign¨Cin upon arrival at the start of each scheduled workday.
This includes 10-month employees hired to work Summer on a Full-Time assignment.
a) Full-Time 10 and 11-Month employees, the electronic sign-in is available
commencing on the official start date noted on the back of the School
Calendars.
b) If the employee is absent, indicate the type of leave on the Daily Payroll
Attendance Sheet/ Attendance Report, utilizing the leave codes (S for sick,
V for vacation, etc.), or the SAP absence codes (0200 for sick, 0283 for
vacation, etc.).
c) There must be a completed and signed (in blue ink) Application for Short
Term Leave (Leave Card) - FM-5949 for every absence. The type of leave
indicated on the ¡°sign-in sheet¡± must agree with the Leave Card.
d) ALL absences must be input and approved by the payroll due date.
e) The Sign-in Sheet/ Attendance Reports, which are available through the
employee portal will display the results of all the full-time employees¡¯
attendance for the length of each pay period. The Sign-in Sheet must be
printed and maintained with the corresponding pay period.
f) Employees authorized to work overtime must sign in on the overtime sign
in sheet available through SAP, indicating actual time in and out. (Refer to
overtime section).
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