PAYROLL

AND

PERSONNEL

PROGRAM REVIEW

PROGRAM REVIEW PARTICIPANTS

Claudette McClenney

Submitted: January 31, 2011

Updated: August 8, 2011

Typed and Organized by Mary Vargas, Facilities Assistant

TABLE OF CONTENTS

Los AngelesHarborCollegeMission Statement3

Los AngelesHarborCollege Administrative Services’ Mission Statement3

Payroll and Personnel’s Mission Statement & Values4

Payroll and Personnel’sDescription

  • Organizational Chart5
  • Description of Work Performed by Payroll6
  • Description of Work Performed by Personnel6

Description of Payroll Staff’s Duties

  • Payroll Assistant7

Description of Personnel Staff’s Duties

  • Administrative Analyst8
  • Single Point of Contact9

Payroll and Personnel’s Data Assessment 10

Payroll’s Support to College Programs and Services 12

Personnel’s Support to College Programs and Services 13

Payroll and Personnel’s Service Area Outcomes 15

Payroll and Personnel’s Goals and Objectives

  • 2007 - 2010 Objectives and Outcomes 16
  • 2011-2012 Goals and Objectives 18

Payroll and Personnel’s Review Summary 20

  • 2011-2012 Staffing Needs 21
  • 2011-2012 Equipment Needs 22

Appendix 23

Survey Results

Staffing Comparisons

Unit Plan

  • 2007
  • 2008
  • 2009

LOSANGELESHARBORCOLLEGE

MISSION STATEMENT

The mission of Los AngelesHarborCollege is to offer an environment that fosters learning by providing comprehensive programs that meet the educational needs of students and are appropriate and useful to the community we serve, including:

  • Degree and Transfer Programs
  • Vocational and workforce preparation
  • Basic skills instruction
  • English as a second language
  • Credit and noncredit courses for life-long learning
  • Contract education including customized corporate training
  • Community services
  • Support services
  • Information Literacy

An essential aspect of the mission for the community we serve is to advance economic growth and global competitiveness through education, training, and services that contribute to continuous workforce improvement and civic responsibility.

We are committed to student learning in a supportive educational environment that recognizes the uniqueness of individuals, provides a center for the cultural enrichment of the community and seeks dynamic dialog and reflective evaluation and improvement of the institution.

LOSANGELESHARBORCOLLEGE

ADMINISTRATIVE SERVICES

MISSION STATEMENT

The Administrative Services units strive to support student learning and student services with effective and efficient business operations by providing a quality learning environment that is aesthetically pleasing, safe, and healthful. The Administrative Services area supports the mission of the college by providing adequate resources required to meet student learning needs both in services and the environment.

PAYROLL and PERSONNEL

MISSION STATEMENT

It is the mission of the Payroll and Personnel Department to advance and support the overall mission of Los AngelesHarborCollege through customer-responsive services. The Payroll and Personnel Department at Los AngelesHarborCollege provides employee support services such as benefits, payroll, recruitment, training, employee relations, and other services related to employee support. We succeed by earning the satisfaction of our customers, the respect and trust of those who govern us, support us and do business with us, and the pride of our employees.

PAYROLL and PERSONNEL

VALUES

INTEGRITY: The college community will have confidence in the Payroll and Personnel staff’s abilities to handle their pay and assignments with reliability, consistency, and that the staff is trustworthy. We are accountable.

SERVICE: The college community will know that their Payroll and Personnel issues or complaints will be handled timely and with the utmost care and professionalism.

TEAMWORK: The Payroll and Personnel offices will work collegially with campus departments and or staff to provide the best service possible.

RESPECT: The college community will know that the Payroll and Personnel staff values each employee and will guard their privacy. Communication is key.

COMMITMENT: The college community will know that Payroll and Personnel value the high quality that characterizes everything that we do.

PAYROLL

WORK PERFORMED

The Payroll office reports time and resolves routine payroll problems for academic, classified, and/or unclassified employees of a college using the District’s computerized payroll system.

PERSONNEL

WORK PERFORMED

The Personnel office performs many duties for the college and its’ employees. The full list can be found in this Program Review under Data Assessment.

PAYROLL

JOB DUTIES

PAYROLL ASSISTANT

Reports time and resolves routine payroll problems for academic, classified, and/or unclassified employees of a college using the District’s computerized payroll system and other resources. Reviews weekly time reports and absence request forms submitted by college offices for completeness, accuracy, and appropriate documentation. Codes and inputs time reports into a computerized payroll system. Prepares time reports, transmittals, and adjustments using negative and positive reporting procedures established by the District Payroll Section. In a service-oriented environment, assists college employees in resolving payroll problems by reviewing warrants and computerized payroll and personnel records, identifying the source of problems, initiating corrective action, or reporting unusual problems to the District Payroll Section. Distributes weekly time reports and related payroll documents to college offices. Completes information from payroll records and generates special reports related to the college payroll. Processes applications for emergency pay and lost warrant affidavit forms for submission to the District Payroll Section. Answers inquiries from employees about discrepancies in time reports and related payroll documents and explains policies and procedures and bargaining unit contract provisions related to time keeping issues. Contacts employees, supervisors, and staff to verify absence, leave, and employment status information for time reports. Collects reimbursements from employees for jury duty or overpayment of salary for submission to the District Payroll Section. May provide work direction to clerical staff assigned to the unit.

  • Reviews weekly time reports and absence request forms submitted by college offices for completeness, accuracy, and appropriate documentation.
  • Codes and inputs time reports into a computerized payroll system.
  • Prepares time reports, transmittals, and adjustments
  • Processes applications for emergency pay and lost warrant affidavit forms for submission to the District Payroll Section.
  • Answers inquiries from employees about discrepancies in time reports and related payroll documents and explains policies and procedures and bargaining unit contract provisions related to time keeping issues.
  • Contacts employees, supervisors, and staff to verify absence, leave, and employment status information for time reports.
  • Collects reimbursements from employees for jury duty or overpayment of salary for submission to the District Payroll Section.

PERSONNEL

JOB DUTIES

ADMINISTRATIVE ANALYST

Performs a variety of journey-level administrative staff work related to the business, technology, and operational activities of an assigned organizational unit in an administrative services, academic affairs or student services area. Conducts complex administrative and management studies by collecting, analyzing, and compiling data related to areas such as administrative policies, procedures, processes, systems, forms and reports, organizational structure, performance standards, facilities and equipment acquisition and utilization, staffing, budgeting, finance, contract and procurement coordination, economic analysis, and coordination of educational and student programs and services, and prepares reports and recommendations based on findings. Resolves substantive problems, discrepancies and responds to non-routine inquiries related to the assigned organizational unit. Writes instructions, procedures, and manuals involving the administrative, technology, and operational activities of an assigned organizational unit. Fully utilizes the capabilities and functions of standard office software applications such as data management, spreadsheet, presentation, and word processing in completing assigned projects. Fully utilizes the capabilities of specialized software programs in the production of management information and reports. Provides technical assistance and training to staff on matters related to the business, technology, and operational activities of an assigned organizational unit. Analyzes the possible effects of proposed laws and regulations, codes, and ordinances that affect the business, technology, and operational activities of an assigned organizational unit. Confers with District and college personnel regarding assigned projects and makes recommendations based on findings. Makes written and oral presentations on matters within their assigned area of responsibility to college executives, committees, and staff.

Prepares reports and correspondence containing descriptive, analytical, and evaluative content related to business and operational activities of an assigned organizational unit. Surveys and investigates practices, procedures, and methods in private firms and public jurisdictions in order to find solutions to problems, or improvements in operations which can be applied to the business, technology, and operational activities of the assigned organizational unit.

May analyze and make recommendations on budget requests and prepares budget proposals for assigned areas. May supervise lower-level analysts, technical and clerical support staff.

SINGLE POINT OF CONTACT

Currently performed by the Administrative Analyst. The Single Point of Contact (SPOC) provides a quick resolution of late and error pay issues for all employees at each campus. The SPOC is one of two SAP Super Users and is the primary resource designated to manage organizational tasks needed to ensure the system operates properly, the necessary positions are in place when employees are hired, electronic approval process routing is correct, and that all these tasks are timely. They are the primary resource to teach employees how they can use the employee self-service system and to teach administrative personnel how to use manager self-service. They are the critical internal business specialists focused on developing the College-based HR system.The SPOC is a critical internal business specialists focused on keeping processes flowing, identifying issues, and helping with solutions. SPOCs have quick access to a technical or functional District specialist whenever a problem arises. The college SPOC analyzes error and discrepancy reports and correcting deficiencies in source data maintained at their location. The SPOC maintains and creates positions. The SPOC maintains the organizational structure of the campus. The SPOC supervisors and maintains the following areas.

  1. Organizational Management (OM)
  2. Personnel Administration (PA)
  3. Benefits (BN)
  4. Time Management (TM)
  5. Payroll (PY)

PAYROLL and PERSONNEL

DATA ASSESSMENT

LIVESCANS

Schedule livescans (at the District Office) to new employees. This is done on a virtual calendar that all campus (and District) use.

LEAVES

Provide leave paperwork to the employee. If the employee is already off work, send it to their home with a letter explaining exactly what is needed. Once receiving completed paperwork from the employee, Payroll office obtains signatures from employee’s supervisor, Vice President, and President. Keep a log of employees who are on a leave. Find out if employee will be extending leave, and if so, have a PCR initiated to extend the leave in the system.

HIRING NEW EMPLOYEES

The Personnel office request eligibility list from the Personnel Commission and contacts applicants (in groups of three ranks) on the list. If unable to contact by phone, the Personnel office sends a three day letter and continues through the list until three ranks are obtained. Then the paperwork for the interview committee is assembled. After the President’s approval, prepare Report of Vacancy Filled. The Personnel office then sends letters to applicants who were not selected.

APPROVAL OF PCR’S

If PCR is for a current employee, check all other assignments in SAP. Check for FTE and for proper employee number to use (Academic, Unclassified, C-basis, Z-basis). If a different employee number should be used than what is on the PCR or if it should be an organizational change instead of additional assignment, the assignment needs to be entered manually. If the PCR is for a “new hire”, the Personnel office matches up the information on the PCR with information in the packet. Then a check is made to make sure all the paperwork is complete and if not the initiator/department is notified of what is needed. For Community Services’ teachers, the Personnel office notifies the District Office to populate IT0008 with pay rate and what subject the employee is teaching. The Personnel office sends a spreadsheet to all initiators, payroll, and departments to notify them that the assignment is now in SAP. Indication is made on the sheet the proper employee number to use on the timesheet. New hire forms are then completed with required information. All new hire packets and PCRs are first scanned and the packets are sent to the District Office, with the PCRs being filed.

WORKERS’ COMPENSATION

The Personnel office receives the incident report and the worker’s compensation claim. The employer section is completed along with the 5020 form which is completed electronically and goes directly to SCRMA. The form is completed by looking up (in SAP) pertinent information about the employee (i.e, rate of pay, date hired, social security number, date of birth, and employee’s job title.) The Supervisor’s Report form is sent to the supervisor of the injured employee for completion. All forms are faxed to SCRMA and copies sent to the Risk Management office at the District. All copies of forms are filed in the Incident Reports binder.

NEW EMPLOYEES

Process new employees in PCR from processing paperwork gathered from the Personnel Assistant.

UNEMPLOYMENT REQUESTS

Send requests to the third party administrator, answer inquiries from EDD and employees regarding unemployment rights.

BENEFITS

Handel the coordination of benefits, open enrollments, workshops and access to the Portal for employees. Answer any inquires from employees regarding benefits. Keep abreast of any new changes that affect employees.

EAP/WELLNESS

Act as the coordinator of any Wellness or EAP workshop, event or training. Answer inquires from manage and staff regarding EAP. Refer employees who request referrals. Compile a monthly log of request and attend coordinator meetings when possible.

RESIGNATIONS/RETIREMENTS

Process resignation and retirements. Advise employees of their return rights if they resign. Recommend that retirees first speak to either STRS or PERS before making the decision to retire, explain the retirement process, provide employee with necessary forms e.g. health benefit, COBRA and resignation forms and obtain signed form from the employee and obtain the necessary signatures from administration.

NEW EMPLOYEE ORIENTATIONS

Invite new employees to a meeting to discuss benefits, vacation, illness, process and procedures of the district, probation period, evaluations, etc.

PERFORMANCE EVALUATIONS

Help managers navigate the evaluation process, proper forms, and the submission of forms to HR.

LIAISON

Work as a go between for District and the campus regarding process and procedures related to benefits, pay, assignments, etc.

POSITIONS

Get request from department to create a position or change the characteristics of a positions. Requests usually come via email to create a position. If the position is a classified position, the Classified Staffing Request and an organizational chart are uploaded. To create a position information regarding the department, begin date, budget and FTE is needed. This information is then input into PCS. To change the characteristics the same information and what aspect of the position needs to be changed such as the FTE or budget. FTE and budget changes are the most common. The next step would change the FTE or budget directly in SAP and not PCR because it is faster.

COMPLIANCE

Set on interview panels to ensure candidate’s rights are not violated and that the campus is following federal and state guidelines regaling hiring and or recruitment.

VERIFICATION OF EMPLOYMENT/TEACHING

The Personnel office completes verification of employment requests received from outside agencies, including date of hire, rate of pay, job title, etc. Letters of verification for teaching faculty are composed for those who need this. Letters for faculty consist of pay rate, hire date, units, and what courses were taught.

OTHER DUTIES

Process, Classified Staffing requests, reinstatements, transfer requests, address changes, populate the 008 pay screen, process, Professional Expert assignments, Ancillary adjunct assignments, coach stipends, department chair supervisory pay, process mentor pay, process development granted assignments. Answer inquires from the public and campus community regarding employment, benefits, salaries, etc.. Post jobs to the CCC Registry.

What are the trends identified from the data?

Information can be gained from BW 20 and PCR showing the increase of assignments processed.

Are there increases/decreases in the data?

There are increases in hourly and full-time faculty due to the District mandate to correct 75/25 ratio of full-time to hourly faculty. Increase in student assignments due to the economy. Increase in summer assignments due to special program (grant from City of Los Angeles).

What do these changes mean to the unit operation?

The changes mean that without adequate/sufficient support staff, overtime is how the work is handled.

PAYROLL

SUPPORT TO COLLEGE PROGRAMS AND SERVICES

STUDENTS

  • Reviews weekly time reports and absence request forms submitted by college offices for completeness, accuracy, and appropriate documentation.
  • Codes and inputs time reports into a computerized payroll system.
  • Prepares time reports, transmittals, and adjustments
  • Processes applications for emergency pay and lost warrant affidavit forms for submission to the District Payroll Section.
  • Answers inquiries from student workers about discrepancies in time reports

STAFF

  • All that is listed above.
  • Answers inquiries from employees about discrepancies in time reports and related payroll documents and explains policies and procedures and bargaining unit contract provisions related to time keeping issues.
  • Contacts employees, supervisors, and staff to verify absence, leave, and employment status information for time reports.
  • Collects reimbursements from employees for jury duty or overpayment of salary for submission to the District Payroll Section.

PERSONNEL