6510B - PAYROLL AUTHORIZATION

The following procedures shall be used in preparing the Corporation payroll to conform to School Board policy and meet the requirements of the State.

1. Setting Up Payroll for Contracted Employees

   1. Obtain employee's name, pay rate, and employment period from Board minutes.

   2. Obtain completed I-9 and W-4 forms, state tax form, direct deposit form, health, dental, life plan election, and retirement application (if new) from each employee.

   3. Prepare list of all employees and duplicate in sufficient copies for recording participation in various plans.

   4. List all payroll deductions and prepare employee payroll deduction form.

   5. File approval authorizations with each of the above lists.

   6. Upon receipt of initial transmittal sheets, check all data against deduction files and Board-approved employment lists.

   7. Prior to each payroll period indicate changes in rate of payment, or any deduction for uncompensated absence in bi-weekly transmittal sheets. Overtime must be approved by the immediate supervisor.

2. Setting Up Payroll for Noncontracted Employees

   1. Obtain employee's name, pay rate, and employment period from Board minutes.

   2. Obtain completed I-9 and W-4 forms, state tax form, direct deposit form, health, dental, life plan election, and retirement application (if new) from each employee.

   3. Prepare employee payroll deduction forms.

   4. Upon receipt of initial transmittal sheets, check all data against Board-approved names and rates.

   5. Prior to each payroll period, review time sheets and record hours worked (straight time and overtime) on transmittal sheet. Each time sheet must be approved by a budget supervisor, and overtime must be approved by the immediate supervisor.

      All hourly employees must submit a properly approved time sheet in order to be eligible for pay or have a payroll data sheet.

3. Setting Up Payment for Substitute Employees

   1. Obtain from Board minutes names of approved substitutes, part-time staff, etc., and pay rates associated with each such classification.

   2. Have each substitute complete a W-4, I-9, state tax form, direct deposit form, and retirement form, if applicable.

   3. Prepare employee payroll deduction forms.

   4. Upon receipt of initial transmittal sheets, check all data against Board approved names and rates.

   5. Prior to each payroll period, review time sheets and record hours worked (straight time and overtime) on transmittal sheet. Each time sheet must be approved by a supervisor, and overtime must be approved by the immediate supervisor.

      All hourly employees must submit a properly approved time sheet in order to be eligible for pay.

4. Setting Up Payment for Supplementary Compensation

   1. Obtain employee's name, assignment, and supplementary compensation approved by the Board.

   2. If the job is for the full year, send the information to the Payroll Department so the compensation can be added appropriately to each paycheck.

   3. The Human Resources department is to send a form to the Payroll Department indicating that the staff member should be paid for the supplementary compensation.

5. Pay Periods

   All regular staff members shall be paid in accordance with IRS 409(a) compliance and/or an option stated in the support staff handbook or any collective bargaining agreement.