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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