6510A - PAYROLL AUTHORIZATION

Southern Local School District

Administrative Guidelines

6510A - PAYROLL AUTHORIZATION

In order to avoid duplication of effort and to foster consistent treatment of all cases, communications to employees and the Board of Education regarding payroll and health benefits shall pass through the Treasurer's Office. The Treasurer shall also alert the Board and Superintendent on such matters to avoid duplication of effort or inconsistent treatment of cases.

The Treasurer shall obtain the needed information for the drafting of pay orders.

The following procedures shall be used in preparing the District payroll to conform to Board policy.

Setting Up Payroll for Contracted Employees

		1.	Obtain employee's name, pay rate, and employment period.
		2.	Obtain completed W-4 forms, 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.	Note on employee lists:

			a.	Those contributing to unions.
			b.	Those electing each type of Board-approved tax sheltered annuity program.
			c.	Those electing each category of Health Benefits as per agreements.

		5.	Prepare employee deduction form.
		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 monthly transmittal sheets. Overtime must be approved by the Superintendent. Exception: Treasurer's Office employees approved by Treasurer.

Setting Up Payroll for Noncontracted Employees

		1.	Obtain from Board minutes names of approved substitutes, part-time janitors and pay rates associated with each such classification.
		2.	Have each substitute fill in W-4, I-9 SERS and STRS membership records.
		3.	Prepare employee deduction forms for data procession.
		4.	Upon receipt of initial transmittal sheets, check all data against Board approved names and rates.
		5.	Prior to each bi-weekly payroll period, indicate hours worked straight time and overtime on transmittal sheet obtaining same from time sheets (substitutes only). Each time sheet must be approved by a supervisor, and overtime must be approved by the Superintendent. All hourly employees must submit a properly approved time sheet in order to be eligible for pay.

	C.	Setting Up Payment for Extra Compensation
		Obtain employee's name, assignment, and compensation from Board minutes.