Federal Programs Department

Procedures for Supplemental Payroll

Order of Approval Process / Supporting Documents / Supplemental Payroll Notes
1. FPD - Receives complete packet
2. If approved - FPD sends to Payroll
3. If item(s) require revision/clarification – FPD contacts campus/department for corrections. Payroll deadlines will be impacted.
4. If not approved - FPD returns complete packet to campus/department. Packet may be resubmitted to FPD and will repeat the order of approval process / General required items:
·  Report of Supplemental Pay form printed on green legal-sized paper. Please use the updated form found online
·  Name of preparer and contact information
·  Each employees ID# must be indicated on form
·  Calculate number of units to the minute, NO ROUNDING. Please see conversions chart on page ___
·  Ensure the budget code is correct for each employee
·  Principal/Department Director’s signature and correct date
·  Printed Principal/Department Director’s name
·  Attach highlighted corresponding CIP/DIP section
·  Clear description of core area work performed and indicated CIP/DIP
In addition to required items:
For Retired Personnel/Part-Time:
· Tutoring Lesson/Objective Plan Performed During School Hours form
· Employee sign in/out
For Tutorial:
·  Tutoring Lesson/Objective Plan Before and After School Tutoring Form
·  Students original signatures and time in/out
For Part-Time Clerk:
· Employee sign in/out
·  Daily schedule with job duties / ·  It is the responsibility of the campus/department to inform their staff of any delays/issues which may impact the date of payment.
·  Curriculum writing, curriculum planning, and/or teacher prep is unallowable.
·  For any tutorials, a minimum of five students are required per session in order for teachers to be compensated. Two teachers can tutor a minimum of five students.
·  Teachers can only tutor outside of their contract work hours (before or after school).
·  Part-time positions are limited to a maximum of 25 hours per week on an ongoing basis.
·  Contact HR regarding maximum number of hours for part-time retirees.
·  Tutoring time must be calculated based on the student sign in/out. Student products and work sheets are not necessary.
·  Para-professional and clerical extra duty must align with Federal compliance guidelines.
·  Stipends are currently under review and will be implemented and adhered to using District administrative procedure.