4/01/08

Lead Secretaries… Keep this sheet handy!

REMINDERS ABOUT MAY & JUNE PAYROLLS….

Our payroll entry software now includes some enhancements which allow you to submit ALL teacher absences, including those which happen AFTER the May payroll cutoff, using the same SubFinder and SPEED procedures that you use during any other part of the year. You are NOT required to “phone in” or submit these absences separately through e-mail.

Here is how to manage your year-end absences this year:

oTELL YOUR TEACHERS to use SubFinder for ALL ABSENCES which will require substitutes through the end of the year, just as they usually do.

oFIRST‘TCH’ TRANSMITTAL (May 12th): By 1:00pm Monday, May 12th , check your SPEED data and make sure that all absences and subs who worked through Friday, May 9th are properly reflected and keyed, just like you usually do. (Do not “project” any absences at this time.) Print an edit report before each transmittal.

oSECOND ‘TCH’ TRANSMITTAL (May 19th): AFTER MAY 12th, in addition to the SPEED data from Subfinder for absences through the previous day, you must estimate (or “project”) all of the year-end absences for teachers you are aware of through the end of the year, and key them into SPEED by 1:00pm May 19th. For days after the 18th, DONOT key in SUBS, just ABSENCES. (Example: Key in a June 5th sick leave day for a teacher NOW, but DO NOT key in the sub’s name, because they have not actually worked the day yet.) Please be aware that all absences through May 9th were already downloaded, and therefore will not show in SPEED. DO NOT RE-ENTER ABSENCES FOR DAYS MAY 9th OR EARLIER. Print another edit report when this transmittal is final.

oMake a list of all “PROJECTED” absences as you key them (either write them down or print another “edit report.”) The reason we are asking you to key in all future absences that you know of by the second May transmittal deadline is that some of these absences will result in days without pay, and we are required to deduct all days without pay from the May payroll checks whenever possible.

oTHIRD (FINAL)‘TCH’ TRANSMITTAL (June 13th):SubFinder absences will continue to download the ACTUAL absences and subinformationinto SPEED each day up throughThursday, June 12th, possibly duplicating some of the “projected” entries you have already keyed. Print an edit report of this batch to compare with the last one. Before 1:00pm on Friday, June 13th, you will need to go through your SPEED entries and change any absences for days you already keyed for the earlier transmittalsto reason code “SO” (for “Sub Only”).(Note: This is NOT one of the new “04-XX” codes. The “SO” goes in the first blank.) Please take special care to AVOID paying any of your subs twice for the same days. Absences which were not reported earlier should be reported as usual.

oDeadlines for C10 PAYROLLS:

  • FIRST TRANSMITTAL – All absences and subs through Friday, May 30thkeyed into SPEED by 1:00pm Monday, June 2nd.
  • SECOND TRANSMITTAL –All absences and subs through Friday, June 6th, keyed into SPEED by 1:00pm Monday, June 9th. All June 9th and later requested absences (NOT SUBS)through year-end projected and keyed.
  • THIRD (FINAL) TRANSMITTAL –All remaining absences and subs download into SPEED; change duplicated absences to absence type “SO” by 1:00pm on Wednesday, June 11th.

If you have any questions about how to transmit your year-end absences, please call your payroll specialist.

Year-End Payroll Procedures for Lead Secs-2008