Casual Payroll User's Guide

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					  Version 2.0


  Revision Date:
  07/01/11




CASUAL PAYROLL USER’S GUIDE
                                                                                             CASUAL PAYROLL USER’S GUIDE                                       Version 2.0



Table of Contents
Chapter 1 SOFTWARE INSTALLATION ..................................................................................................................... 1-1
   Requirements...................................................................................................................................................... 1-1
   Downloading HyperAccess.................................................................................................................................. 1-1
   Installation Instructions ...................................................................................................................................... 1-4
Chapter 2 LOGGING ON .......................................................................................................................................... 2-1
   Additional C_ Account Request .......................................................................................................................... 2-1
   Password Change Request .................................................................................................................................. 2-2
   Successful Logon ................................................................................................................................................. 2-3
   Bulletin Board ..................................................................................................................................................... 2-4
       System Downtime ........................................................................................................................................... 2-4
       Fringe Rate Updates........................................................................................................................................ 2-4
       89-Day Hire Break Days................................................................................................................................... 2-5
       Casual Payroll Deadlines ................................................................................................................................. 2-5
Chapter 3 MAIN MENU ........................................................................................................................................... 3-1
Chapter 4 SPECIAL KEYS .......................................................................................................................................... 4-1
Chapter 5 PASSWORD CHANGE (F1-P).................................................................................................................... 5-1
Chapter 6 CASUAL PAYROLL MENU OPTIONS (F1-M) ............................................................................................. 6-1
   Casual Time Sheet Entry Screen.......................................................................................................................... 6-5
       Conventions: ................................................................................................................................................... 6-6
       Special Items: .................................................................................................................................................. 6-7
       Entering by Name, Program ID, ALL ................................................................................................................ 6-9
       Entering Time ................................................................................................................................................ 6-11
       Errors:............................................................................................................................................................ 6-15
       OLD:............................................................................................................................................................... 6-17
       DIF: ................................................................................................................................................................ 6-18
       Template: ...................................................................................................................................................... 6-20
   Casual Time Sheet Inquiry Screen ..................................................................................................................... 6-22
   Casual Time Sheet Register Screen ................................................................................................................... 6-23
       Place an Employee “On Leave” ..................................................................................................................... 6-23
       Change Program ID (Stipends Only) .............................................................................................................. 6-24

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       Check if Program ID has Lapsed .................................................................................................................... 6-26
   Statewide Search by SSN................................................................................................................................... 6-27
Chapter 7 REPORTS (F1-O) ...................................................................................................................................... 7-1
   Draft Report ........................................................................................................................................................ 7-2
   Principals Report & Termination Report ............................................................................................................. 7-4
   Summary Year-to-Date Report ........................................................................................................................... 7-6
   Employee Register Report & Employee Register Report – Active Employees Only ......................................... 7-10
   Payment History Report.................................................................................................................................... 7-12
Chapter 8 EMPLOYEES PAID VIA CASUAL PAYROLL SYSTEM .................................................................................. 8-1
   Certifying Employees .......................................................................................................................................... 8-1
       Casual Employees............................................................................................................................................ 8-1
       Certificated Personnel..................................................................................................................................... 8-1
       89-Day Hires, Student Helpers, BOE Members ............................................................................................... 8-1
   Special Considerations ........................................................................................................................................ 8-2
       89-Day Hires, Payroll#s Enn ............................................................................................................................ 8-2
       Part-Time Teachers, Payroll#s EC2, EB5, EC7.................................................................................................. 8-2
       After-School Plus (A+) Program, Payroll# EB4 ................................................................................................ 8-2
       Coaches, Payroll# EC3 ..................................................................................................................................... 8-2
       Stipends, Payroll# EC5 ..................................................................................................................................... 8-3
       Summer School, Payroll# EC8 ......................................................................................................................... 8-4
       Temporary Contract Employees, Payroll# EC9 ............................................................................................... 8-5
       Extended School Year...................................................................................................................................... 8-5
       Vocational Work-Study Students .................................................................................................................... 8-5
       Classified Substitutes ...................................................................................................................................... 8-6
Chapter 9 BLOCKED DAYS ....................................................................................................................................... 9-1
   Saturdays, Sundays, Holidays.............................................................................................................................. 9-1
   Teacher’s Institute Day ....................................................................................................................................... 9-1
   89-Day Hire Break Days....................................................................................................................................... 9-1
   Furlough Days ..................................................................................................................................................... 9-1
Chapter 10 CASUAL PAYROLL WEBSITE ................................................................................................................ 10-1
Chapter 11 POLICIES & PROCEDURES ................................................................................................................... 11-1
   Use of DIF .......................................................................................................................................................... 11-1
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                                                                                         CASUAL PAYROLL USER’S GUIDE                                    Version 2.0

   Classified Substitutes ........................................................................................................................................ 11-1
   Employment Guidelines for Casual Certificated and Classified Employees ..................................................... 11-1
   How do I correct an employee’s name? ........................................................................................................... 11-1
   How do I extend a job’s Termination Date? ..................................................................................................... 11-2
Chapter 12 FREQUENTLY ASKED QUESTIONS ....................................................................................................... 12-1
   Chapter 1 SOFTWARE ....................................................................................................................................... 12-1
      1.     What do I enter for Serial Number? ..................................................................................................... 12-1
   Chapter 2 LOGGING ON .................................................................................................................................... 12-2
      1.     Could I have multiple Budget accounts/passwords for various staff? ................................................. 12-2
      2. If I give my Budget password to my A+ or Summer School Coordinator, will this give them access to my
      Expenditure Plans?........................................................................................................................................ 12-2
      3.     What is Hitman?.................................................................................................................................... 12-2
      4.     When will I have access to the System? ............................................................................................... 12-2
      5.     Is there an alternative procedure when the system or network is down? .......................................... 12-2
      6.     Why don’t I get the Username prompt? ............................................................................................... 12-2
      7.     What is a User authorization error? ..................................................................................................... 12-3
      8.     I forgot my password. What do I do? ................................................................................................... 12-3
      9.     What does a Timeout period expired message mean? ........................................................................ 12-3
   Chapter 3 MAIN MENU ..................................................................................................................................... 12-4
      1. I typed 2 for Casual Payroll {Production}, but got a message “No data input; press only a non-editing
      function key”. ................................................................................................................................................ 12-4
   Chapter 2 PASSWORD CHANGE ........................................................................................................................ 12-4
      1.     I got a message “Password NOT ACCEPTED – please retry it again”. ................................................... 12-4
   Chapter 6 CASUAL PAYROLL MENU OPTIONS................................................................................................... 12-5
   CASUAL TIME SHEET ENTRY SCREEN ................................................................................................................ 12-5
      1.     Why doesn’t my employee show up on the Entry screen? .................................................................. 12-5
      2. I only see Casual Payroll {Training}, so I selected it. Why don’t I see my new employees on the Casual
      Time Sheet Entry screen? ............................................................................................................................. 12-7
      3.     Can I adjust the hours that have already been paid? ........................................................................... 12-7
      4.     How will an employee with different Position #s or Payroll #s be handled? ....................................... 12-7
      5.     Will I be able to enter timesheets for previous pay periods?............................................................... 12-8
      6.     What increments are allowed for timesheet entry? ............................................................................ 12-8


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     7. My school already has in place a procedure for Start/End time entries. Do we need to enter Start/End
     time, or will hours only be acceptable? ........................................................................................................ 12-8
     8.     If I input Start/End times, will the system adjust the total for a 45-minute lunch? ............................. 12-8
     9.     Will I need to manually keep track that an employee has not exceed the maximum number of hours?
            12-8
     10.        What about exceptions to the maximum number of hours? ........................................................... 12-8
     11.        Will the system check for maximum hours allowed for one employee working at multiple schools?
                12-9
     12.        How will Saturdays, Sundays, Holidays, and School days be handled? ............................................ 12-9
     13.    I was disconnected from the system, while processing the Automatic List of employees. How can I
     continue from where I left off? ..................................................................................................................... 12-9
     14.        Can another school update/view my timesheets? ........................................................................... 12-9
     15.    How does my A+ or Summer School Coordinator enter timesheets for their staff, so that I will not
     need to do additional work? ......................................................................................................................... 12-9
     16.        Can I find out if an employee is working at another school?............................................................ 12-9
  CASUAL TIME SHEET INQUIRY SCREEN ........................................................................................................... 12-10
     1.     Do I use an employee’s maiden name or married name? .................................................................. 12-10
  CASUAL TIME SHEET REGISTER SCREEN.......................................................................................................... 12-10
     1.     Can I put an employee On-Leave if they are not officially on Vacation or Sick Leave? ...................... 12-10
     2.     What does it mean if the On-Leave Flag is set to P? .......................................................................... 12-10
  Chapter 7 REPORTS ......................................................................................................................................... 12-11
  DRAFT REPORT ................................................................................................................................................ 12-11
     1. My Draft Report shows a Date Worked 03/00/2011 and 03/32/2011. What kind of dates are these? 12-
     11
  PRINCIPALS REPORT & TERMINATION REPORT .............................................................................................. 12-11
     1.     I forgot to print my Principals Report. How can I get a copy of it? ..................................................... 12-11
  SUMMARY YEAR-TO-DATE REPORT ................................................................................................................ 12-11
     1.     Are there any provisions for Fringe Benefits? .................................................................................... 12-11
     2.     What are the rules on Fringe Benefits? .............................................................................................. 12-11
     3.     Will the Expenditure Plan amount be displayed on the screen? ........................................................ 12-12
     4.     I requested the report, but nothing happened. ................................................................................. 12-12
  EMPLOYEE REGISTER REPORT ......................................................................................................................... 12-12
     1.     When the new fiscal year begins, will I need to re-establish my school’s Register again? ................ 12-12

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                                                                                          CASUAL PAYROLL USER’S GUIDE                                    Version 2.0

       2.     When the new fiscal year begins, will I need to re-establish my templates I already created? ........ 12-12
   PAYMENT HISTORY REPORT............................................................................................................................ 12-12
   GENERAL ......................................................................................................................................................... 12-13
       1.     How does a Part Time Teacher’s rate get changed?........................................................................... 12-13
       2.     How will pay raises be handled? ......................................................................................................... 12-13
       3.     Please describe the timing of the automated Casual Time Sheet process ......................................... 12-13
       4.     How do I pay a half-time employee, working Additional Hours? ....................................................... 12-14
ATTACHMENT A ......................................................................................................................................................... 1




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                                                      CASUAL PAYROLL USER’S GUIDE        Version 2.0



Chapter 1 SOFTWARE INSTALLATION
Requirements
    1. The HyperAccess software is supported ONLY on Windows XP machines.
    2. You must be on the DOE network.

Downloading HyperAccess
1. On Desktop, double-click on
   Internet Explorer
-OR-

Click on Start, Programs, Internet
    Explorer
MICROSOFT INTERNET EXPLORER

2. Click on Address box to highlight
   content
    Change to
       http://www.issb.k12.hi.us
    Press Enter

3. Click on FMS




                                                                 SOFTWARE INSTALLATION     Page 1-1
Version 2.0      CASUAL PAYROLL USER’S GUIDE

FINANCIAL MANAGEMENT SYSTEM

4. Click DOE ISSB Windows Software
   Site




DOE ISSB WINDOWS SOFTWARE SITE

5. Click Software Download Center




IMPORTANT PLEASE READ

6. Read message and click OK




Page 1-2                                       SOFTWARE INSTALLATION | Table of Contents
                                           CASUAL PAYROLL USER’S GUIDE     Version 2.0

7. Click Download Budget Software
   (Windows XP only)




ON-LINE REGISTRATION FOR BUDGET
   CONNECTION

8. Complete form

9. To download the HyperAccess
   software, hold the Ctrl key and click
   the Submit button




                                                   SOFTWARE INSTALLATION     Page 1-3
Version 2.0        CASUAL PAYROLL USER’S GUIDE

Installation Instructions
1. On Desktop, double-click on Internet
   Explorer
-OR-

Click on Start, Programs, Internet
    Explorer
MICROSOFT INTERNET EXPLORER

2. Click on Address box to highlight
   content
    Change to
       http://www.issb.k12.hi.us
    Press Enter

3. Click on FMS


FINANCIAL MANAGEMENT SYSTEM

4. Click DOE ISSB Windows Software
   Site




Page 1-4                                         SOFTWARE INSTALLATION | Table of Contents
                                        CASUAL PAYROLL USER’S GUIDE     Version 2.0

DOE ISSB WINDOWS SOFTWARE SITE

5. Click Help




DOE ISSB WINDOWS SOFTWARE SITE

6. Click Budget Software Installation




7. Follow instructions to Download,
   Install, and/or Remove Budget
   HyperAccess for Windows




                                                SOFTWARE INSTALLATION     Page 1-5
Version 2.0       CASUAL PAYROLL USER’S GUIDE




   1. What do I enter for Serial Number?
      Click here to see answer in Frequently Asked Questions section.




Page 1-6                                                       SOFTWARE INSTALLATION | Table of Contents
                                                            CASUAL PAYROLL USER’S GUIDE          Version 2.0



Chapter 2 LOGGING ON
Additional C_ Account Request
Purpose:
Each school/office (Org ID) is assigned one B_ account, which has access to:

       Budget System
       Casual Payroll System
       T-SEAS
       Casual Personnel System

Each school/office (Org ID) may also request one additional C_ account, which has access to:

       Casual Payroll System
       T-SEAS
       Casual Personnel System

Instructions:
1. On Desktop, double-click on Internet
    Explorer
-OR-

Click on Start, Programs, Internet
    Explorer
MICROSOFT INTERNET EXPLORER

2. Click on Address box to highlight
   content
    Change to
       http://www.issb.k12.hi.us
    Press Enter

3. Click on Casual Payroll


CASUAL PAYROLL

4. At bottom of page, click Casual
   Payroll Account Request




                                                                                    LOGGING ON     Page 2-1
Version 2.0        CASUAL PAYROLL USER’S GUIDE

Password Change Request
Purpose:
   1. Forgot: You don’t remember your password
   2. Locked Out: After 3 unsuccessful logon attempts, you will be temporarily locked out of the system. You
      may try again later, or request a password reset.
   3. New Employee: The previous incumbent didn’t give you the password.

Instructions:
1. On Desktop, double-click on Internet
    Explorer
-OR-

Click on Start, Programs, Internet
    Explorer
MICROSOFT INTERNET EXPLORER

2. Click on Address box to highlight
   content
 Change to
   http://www.issb.k12.hi.us
 Press Enter

3. Click on Casual Payroll


CASUAL PAYROLL

4. At bottom of page, click Password
   Change Request




Page 2-2                                                                    LOGGING ON | Table of Contents
                                           CASUAL PAYROLL USER’S GUIDE    Version 2.0


Successful Logon
After typing your Username and
Password, you will see something similar
to this.

Note: Please note any new Mail
messages.




                                                             LOGGING ON     Page 2-3
Version 2.0        CASUAL PAYROLL USER’S GUIDE

Bulletin Board
Please read the Bulletin Board messages!!!
This is the way to inform you of any important messages – for Budget System, Casual Payroll System, Casual
Personnel, and T-SEAS.

New and/or modified messages will be displayed first, chronologically.

These are some sample Bulletin Board messages that are especially important for the Casual Payroll System:

System Downtime




Fringe Rate Updates




Page 2-4                                                                     LOGGING ON | Table of Contents
                           CASUAL PAYROLL USER’S GUIDE    Version 2.0

89-Day Hire Break Days




Casual Payroll Deadlines




                                             LOGGING ON     Page 2-5
Version 2.0       CASUAL PAYROLL USER’S GUIDE




   1. Could I have multiple Budget accounts/passwords for various staff?
      Click here to see answer in Frequently Asked Questions section.
   2. If I give my Budget password to my A+ or Summer School Coordinator, will this give them access to my
      Expenditure Plans?
      Click here to see answer in Frequently Asked Questions section.
   3. What is Hitman?
      Click here to see answer in Frequently Asked Questions section.
   4. When will I have access to the System?
      Click here to see answer in Frequently Asked Questions section.
   5. Is there an alternative procedure when the system or network is down?
      Click here to see answer in Frequently Asked Questions section.
   6. Why don’t I get the Username prompt?
      Click here to see answer in Frequently Asked Questions section.
   7. What is a User authorization error?
      Click here to see answer in Frequently Asked Questions section.
   8. I forgot my password. What do I do?
      Click here to see answer in Frequently Asked Questions section.
   9. What does a Timeout period expired message mean?
      Click here to see answer in Frequently Asked Questions section.




Page 2-6                                                                   LOGGING ON | Table of Contents
                                            CASUAL PAYROLL USER’S GUIDE    Version 2.0



Chapter 3 MAIN MENU
WELCOME TO DEPARTMENT OF
EDUCATION ON-LINE SYSTEM

 1. Press 2 for Budget & Casual Payroll
    Systems, and press Enter

You can type 2 on top of the keyboard or
on the numeric keypad.

Currently, there are 4 options available:
 1 E-Mail              Read and send
                       VAX e-mail
 2 Budget / Payroll Allocation,
                       Expenditure Plan,
                       and Casual
                       Payroll Systems
 3 T-SEAS              Teachers
                       Substitute System
 9 Exit                Exit from the DOE
                       VAX Computer
WELCOME TO DOE BUDGET/PAYROLL
SYSTEM

2. Press 2 for Payroll Menu, and press
   Enter

Note: to go back to the previous screen
or to log off, press F6.



WELCOME TO DOE CASUAL PAYROLL
SYSTEM

3. Press 2 for Casual Payroll
   {Production}

Note: This option will NOT be available,
in-between pay periods.




                                                               MAIN MENU     Page 3-1
Version 2.0         CASUAL PAYROLL USER’S GUIDE

Note: You will only have access to the
Casual Payroll {Training} option, in-
between pay periods.

Note: You can press 1 for Casual Payroll
{Training} for practice purposes. Any
timesheets entered will NOT be
submitted to DAGS Payroll.




Please note {Training} on the top of all
Training screens.


Please note *** TRAINING DATABASE          Date: 04/13/2011 15:54      ACTIVE EMPLOYEE REGISTER REPORT           Page:
                                                *** TRAINING DATABASE *** TRAINING DATABASE *** TRAINING DATABASE ***
                                                                                                                          1

*** at the top of all Training reports.    District/Office Code: 10     - HONOLULU DISTRICT
                                           Organization ID:      808000 - KUKUI HIGH
                                           ===============================================================================
                                              Employee Name               PR# POS#   UAC(no Sub)   PrgID Multi     Salary
                                                                                                          Org       Rate
                                           ===============================================================================




    1. I typed 2 for Casual Payroll {Production}, but got a message “No data input; press only a non-editing
       function key”.
       Click here to see answer in Frequently Asked Questions section.




Page 3-2                                                                            MAIN MENU | Table of Contents
                                                              CASUAL PAYROLL USER’S GUIDE           Version 2.0



Chapter 4 SPECIAL KEYS



The Casual Payroll System does NOT use the mouse.

Command Line:


The Command Line is always available from any screen in the Casual Payroll System.

Note that all you need to do is press F1 and then the letter that is highlighted.

F1-P     Change your Password
F1-M     Menu Options
F1-O     Listing of Reports
F1-X     Exit
F1-G     Get Record
F1-S     Save Changes
F1-Q     Quit Without Saving Changes
F1-T     Template




                                                                                     SPECIAL KEYS     Page 4-1
                                                        CASUAL PAYROLL USER’S GUIDE            Version 2.0




Chapter 5 PASSWORD CHANGE (F1-P)


Purpose:
You know your password, but would like to change it

Instructions:
Old Password:          Type in your current password

New Password:          Type in your new password

Verification:          Re-type your current password

Important:
   1. If you see the following message, your password was NOT changed. You must try again using your
      current password.

       Password NOT ACCEPTED - please retry it again

   2. If you want to include numbers in your password, do NOT use the numeric keypad. Use the row of
      number keys above the alphabets on your regular keyboard.




                                                                  PASSWORD CHANGE (F1-P)          Page 5-1
                                                          CASUAL PAYROLL USER’S GUIDE              Version 2.0



Chapter 6 CASUAL PAYROLL MENU OPTIONS (F1-M)

Schools and State Offices’ Filters & Menu Options:




 User:                     Filters:                          Program IDs:
 Summer School             Summer School Programs ONLY       Payroll# EC8 or
 Coordinator or SASA
                                                             PrgmID:
                                                             17351 - EXTENDED SCHOOL YEAR
 A+ Coordinator or SASA    A+ Programs ONLY                  Payroll# EB4 or

                                                             PrgmIDs:
                                                             45001 – AFTER-SCHOOL (A+ PROGRAM) obsolete
                                                             45003 – AFTER-SCHOOL (A+) SUBSIDY-DHS
                                                             45004 – AFTER-SCHOOL (A+) REVOLVING FUND
                                                             obsolete
 SASA                      Non-A+ Programs ONLY              All others


Purpose:

This provision was created because some schools have a separate Summer School clerk or A+ coordinator
responsible for their respective timesheets. This way, the Summer School and A+ timesheets will be separated
from all other timesheets.




                                                     CASUAL PAYROLL MENU OPTIONS (F1-M)               Page 6-1
Version 2.0           CASUAL PAYROLL USER’S GUIDE

Instructions:

Use    or       to select filter, and press Enter.

The selected filter is highlighted in bold.

The filter applies to all screens (Entry, Inquiry, and Register), as well as all requested reports. It will remain in
effect until another filter is selected. Please select only those filters for which you are authorized to do payroll
for.




Page 6-2                                              CASUAL PAYROLL MENU OPTIONS (F1-M) | Table of Contents
                                                         CASUAL PAYROLL USER’S GUIDE        Version 2.0

Complex Area Offices’ Filters & Menu Options:




 Filters:                               Program IDs:
 A+ Programs ONLY (A)                   45003 – AFTER-SCHOOL (A+ SUBSIDY-DHS
                                        45004 – AFTER-SCHOOL (A+) REVOLVING FUND obsolete
 Autism Programs ONLY (U)               15179 – SERVICES FOR CHILDREN WITH AUTISM
 SBBH Programs ONLY (B)                 15686 – SCHOOL BASED BEHAVIORAL HEALTH
 Special Education / Special Services   15188 -- SERVICE TESTING/MONITORING
 Programs ONLY (P)                      15192 -- SPEECH LANGUAGE PATHOLOGISTS
                                        15497 -- ATHLETICS ADMINISTRATION
                                        15609 -- EDUCATIONAL INTERPRETERS
                                        15620 -- SOCIAL WORKERS
                                        15621 -- OCCUPATIONAL THERAPISTS
                                        15622 -- PHYSICAL THERAPISTS
                                        15623 -- SKILLED NURSING SERVICES
                                        15685 -- INTEGRATED SPECIAL EDUCATION DATABASE
                                        15687 -- TARGETED TECHNICAL ASSISTANCE
                                        15688 -- TECHNICAL SUPPORT-MAUI DISTRICT
                                        15698 -- SCHOOL BASED MENTAL HEALTH SERVICES
                                        15953 -- GEN ED-ARTICLE VI INCLUSION TEACHERS
                                        16204 -- HOME/HOSPITAL INSTRUCTION
                                        17040 -- SPECIAL ED PRE-SCHOOL GRANT
                                        17131 -- SPECIAL EDUCATION IN REGULAR SCHOOLS
                                        17170 -- CONTRACTED SPECIAL ED SERVICES
                                        17201 -- HAWAII CENTER FOR THE DEAF AND BLIND
                                        17203 -- AUTISM CENTER
                                        17351 -- EXTENDED SCHOOL YEAR
                                        17708 -- TRANSITION SERVICES
                                        17712 -- SPECIAL OLYMPICS (POS)
                                        17901 -- IMPACT AID - SPECIAL EDUCATION
                                        17929 -- TITLE VIB SPECIAL EDUCATION PROJECT I

                                                     CASUAL PAYROLL MENU OPTIONS (F1-M)       Page 6-3
Version 2.0         CASUAL PAYROLL USER’S GUIDE

                                          17930 -- TITLE VIB SPECIAL EDUCATION PROJECT II
                                          17931 -- TITLE VIB SPECIAL EDUCATION PROJECT III
                                          17932 -- TITLE VIB SPECIAL EDUCATION PROJECT IV
                                          17934 -- TITLE VIB SPECIAL EDUCATION PROJECT VI
                                          17935 -- TITLE VIB SPECIAL EDUCATION PROJECT VII
                                          17937 -- TITLE VIB SPECIAL EDUCATION PROJECT IX
                                          17938 -- TITLE VIB SPECIAL EDUCATION PROJECT X
                                          18453 -- FEDERAL REVENUE MAXIMIZATION REVOLVING
                                          25950 -- TITLE VIB EARMARKING - STATE ADMIN
                                          28181 -- COMPLAINTS MANAGEMENT PROGRAM
                                          25237 -- STUDENT SUPPORT SECTION
                                          28177 -- CSSS SUPPORT SYSTEM
                                          28178 -- SECTION 504 IMPLEMENTATION
                                          28176 -- TRAINING & RETENTION MOAS
                                          25037 -- SPECIAL EDUCATION SECTION
                                          25045 -- STUDENT SUPPORT SERVICES GROUP-ADMIN
                                          28050 -- DISTRICT DIAGNOSTIC SERVICES
                                          28701 -- EVALUATION AND IEP SERVICES
                                          25946 -- EDUCATION OF THE DISABLED - ADMIN
                                          28183 -- MEDICAID REIMBURSEMENT
 Restructuring Programs ONLY (R)          18907 – NCLB TITLE I LEA GRANT-RESTRUCTURING
 ELL Programs ONLY (E)                    18056 – NCLB TITLE III LANGUAGE INSTRUCTION obsolete
                                          34660 – SCHOOL COMPLX RES SVCS-ESLL obsolete
 Summer School Programs ONLY              16348 – OTHER EDUCATIONAL PROGRAMS
 (M)                                      16349 – INTERSESSION PROGRAMS
                                          16350 – SUMMER SCHOOL
 Other Programs ONLY                      All others


Use    or     to select filter, and press Enter.

The selected filter is highlighted in blue.




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                                                            CASUAL PAYROLL USER’S GUIDE     Version 2.0


Casual Time Sheet Entry Screen




Purpose: Select this option to enter Casual Employees’ hours on a daily basis.




                                                       CASUAL PAYROLL MENU OPTIONS (F1-M)     Page 6-5
Version 2.0         CASUAL PAYROLL USER’S GUIDE

Conventions:
Typing Numbers. You may use either the numbers above the keyboard or the numeric keypad. If you use the
numeric keypad for data entry, make sure the Num Lock indicator is lit; if it’s not lit, press the Num Lock key.

Navigation. Use the Tab or arrow keys to move from one field to another. Home and End keys will also work
when dealing with a list to pick from. Home will get you to the first record on the listing, and End will get you to
the last record on the listing.

Input Items. You may change or input only certain fields. These fields will be in reverse video (background will
be yellow and character will be black), and their labels will be highlighted.




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                                                           CASUAL PAYROLL USER’S GUIDE               Version 2.0

Special Items:

   1. Messages:
      Error and informational messages will be displayed on the bottom left corner of the screen.

   2. Date
      The current date will be displayed on the bottom right corner of the screen, eliminating the need for you
      to manually date stamp your print-screens.

   3. Multiple Schools/Offices:
      If an employee works at multiple OrgIDs, an asterisk will be displayed in front of the UAC (see red circled
      below).

       For Part-Time Teachers, please be careful to coordinate employee’s hours with the other school/office,
       to ensure the combined timesheets doesn’t exceed the maximum 17 hours/week.




                                                      CASUAL PAYROLL MENU OPTIONS (F1-M)                Page 6-7
Version 2.0          CASUAL PAYROLL USER’S GUIDE

      4. UAC (Uniform Accounting Code):




Format: (see sample above)

Code    Description                                                  Comment
G       Fund / Means of Finance                                      Derived from Program ID
010     Appropriation Code                                           Derived from Program ID
E       Department (Education)                                       Always E
302     Subdivision                                                  Derived from your Username
802     Function / Object Code (last 3 digits only, first digit is   Derived from Occupational Group Code on Casual
        always 2)                                                    Personnel System; transferred from eHR for 89-
                                                                     day hires, Student Helpers, and BOE Members
A01     Project / Payroll Code                                       Derived from Program ID




Page 6-8                                               CASUAL PAYROLL MENU OPTIONS (F1-M) | Table of Contents
                                                               CASUAL PAYROLL USER’S GUIDE            Version 2.0

Entering by Name, Program ID, ALL
There are 3 ways to do Time Sheet Entry: by Single Employee, by Program ID, and the Automatic Listing.

Note: An employee may be listed several times. This may be due to multiple Payroll #s, Position #s, Function
Codes, Program IDs, and/or Salary Rate. Be sure to select the correct record.

    1. By Last Name
       Purpose: Enter a single individual’s timesheet

            1. Enter employee’s Last Name, and press Enter

        Entire Last Name: You don’t need to type employee’s ENTIRE Last Name.

        For example: MOUS will return all employees whose Last Name begins with MOUS

        Multiple Employees: If multiple records are returned for a Last Name, you will need to select it from a
        list

        (Use     or    to select filter, and press Enter.




    2. By Program ID
       Purpose: Enter timesheets for all employees being charged to a certain Program ID

            1. Leave employee’s Last Name blank, and press Enter
            2. Type Program ID, and press Enter

        After you complete the timesheets for one employee, the next employee will automatically be
        displayed.

    3. ALL
       Purpose: This is an Automatic Listing to enter timesheets for ALL employees currently certified for your
       OrgID & filter

        After you complete the timesheets for one employee, the next employee will automatically be
        displayed.

                                                            CASUAL PAYROLL MENU OPTIONS (F1-M)           Page 6-9
Version 2.0          CASUAL PAYROLL USER’S GUIDE

       Note: If you do not wish to enter timesheets for this employee, press F1 and then Q to quit processing
       this employee. The next employee on the automatic listing will then be displayed.



       Sort order:

              1. Program ID
              2. Last Name
              3. First Name




Page 6-10                                        CASUAL PAYROLL MENU OPTIONS (F1-M) | Table of Contents
                                                   CASUAL PAYROLL USER’S GUIDE       Version 2.0

Entering Time




Right Section:
Calendar for current pay period is displayed.

Left Section:
Details for the selected date are displayed.




                                                CASUAL PAYROLL MENU OPTIONS (F1-M)    Page 6-11
Version 2.0         CASUAL PAYROLL USER’S GUIDE

Entering Hours:
1. The first day of the pay period will be highlighted.
2. To enter hours for this day, press Enter

3. To move to another date, use the arrow keys, and
   press Enter




4. Your cursor will be in the Hours column                 Enter #Hours
5. Type in the #Hours worked, and press Enter

Note: When entering whole hours, you don’t need to
type the decimal point and 00. For example, just type
8 and Enter instead of 8.00

Correcting #Hours: To correct #Hours, use the
Backspace key to clear out the existing hours and type
in the new hours. To correct the decimal portion, press
the . (period) and overtype the decimal portion.           Or Enter Start & End Times:

Deleting #Hours: To delete the hours, use the
Backspace key to delete the existing hours, and then
type .00 to zero out the decimal portion.

Entering Start/End Time: Enter the Start Time, with 2
digits for the hour, and 2 digits for the minutes. Then,
type A for a.m., or P for p.m. For example, type 0800A
for 08:00am, or 0200P for 2:00pm.
Then, enter the End Time.

Note: Press          or      to switch between
Start & End Time, and #Hours




Page 6-12                                           CASUAL PAYROLL MENU OPTIONS (F1-M) | Table of Contents
                                                          CASUAL PAYROLL USER’S GUIDE       Version 2.0

Rows (only certain rows are displayed, depending on
type of employee):
1. HOURS WORKE: Start & End Time, or #Hours of
    regular hours worked
2. HOURS WORKE: 2nd Shift of hours worked
3. SICK: #Hours of Sick Leave taken (only valid for
    certain employees)
4. Regular Tim: Automatically calculates total of
    HOURS WORKE (2) + SICK
5. Ordinary Ov: Automatically calculates total
    Overtime, more than 8.00 hours (only valid for
    certain employees)
6. Night Diffe: Automatically calculates total Night
    Differential, 6:00pm to 6:00am (only valid for
    certain employees)

Use the key to position the cursor to the row below.
Press Enter to return to the calendar
Date Paid (bottom left corner):

      Date of Paycheck (format Year, Month, Day)

       For example: 20110405 is April 5, 2011

       Note: adjustments CANNOT be made to
       timesheets already paid

      PENDING: timesheets have not been sent to
       DAGS Payroll yet

       Note: adjustments CAN be made to this
       timesheet




                                                       CASUAL PAYROLL MENU OPTIONS (F1-M)    Page 6-13
Version 2.0        CASUAL PAYROLL USER’S GUIDE

Hours vs. Days (far right column):                      Paid by #Hours:

       Hours: Certain types of employees (egg: Part
        Time Teachers) are paid an Hourly rate
       Days: Certain types of employees (egg:
        Stipends) are paid a Daily rate




                                                        Or Paid by #Days:




6. When timesheets for this pay period are complete,
   press F1-S to Save changes, or F1-Q to Quit
   without saving changes.

Note: if entering by Program ID or for ALL employees,
the next employee name will automatically be
displayed




Page 6-14                                         CASUAL PAYROLL MENU OPTIONS (F1-M) | Table of Contents
                                                         CASUAL PAYROLL USER’S GUIDE                 Version 2.0

Errors:
Error Message                              Explanation
ERROR – Please enter Quarter-Hours         Only quarter-hours are allowed (X.25, X.50, X.75, X.00)

                                           Incorrect: 5.45
                                           Correct: 5.50
ERROR – Overtime not Allowed (8            Overtime is not allowed for this employee, so no more than 8.00
hours/day max)                             hours/day can be entered.
ERROR – Overtime not Allowed (40 hours     Overtime is not allowed for this employee, so no more than 40
max)                                       hours/week can be entered.
 ERROR – Maximum Number of                 Maximum number of hours/week is determined by employee type
Hours/Days Exceeded
Records already paid; please use Inquiry   Timesheets cannot be adjusted, after they’ve been sent to DAGS
screen                                     Payroll
Invalid Start or End Time                  Start Time & AM/PM, and End Time & AM/PM must be filled in

                                           Incorrect: 08:00 M to 05:00PM
                                           Correct: 08:00AM to 05:00PM
Error: Start Time specified > End Time     Start Time must be before End Time

                                           Incorrect: 08:00PM to 05:00PM
                                           Correct: 08:00AM to 05:00PM
ERROR – Maximum of 1.0 Days                If employee is paid a Daily rate, maximum is 1.00 per day
ERROR – Exceeded Maximum Summer            Each year’s list of identified Summer Schools is incorporated in the
School Days                                Casual Payroll System.

                                           Note: The maximum #Hours per Summer School session includes
                                           Prep Hours.

                                           This only applies to Payroll# EC8

                                           Exceptions are Object Codes:
                                           2705 – STUDENT HELPER
                                           2737 – SUMMER SCHOOL - CLERICAL
                                           2738 – SUMMER SCHOOL – CUSTODIAL
                                           2759 – CLASSIFIED – OTHERS




                                                    CASUAL PAYROLL MENU OPTIONS (F1-M)                Page 6-15
Version 2.0       CASUAL PAYROLL USER’S GUIDE

An error was returned from a Deforms   This only occurs in those pay periods that span more than 3 weeks,
request                                and only for those employees who are authorized to work on
                                       weekends.

                                       For example: 10/16/10 to 10/31/10 spans 4 weeks




                                       Until the Casual Payroll System can be modified to handle 4 weeks,
                                       the resolution is to enter in the time on a date with no time or use
                                       the DIF feature. Please make sure to note on the Draft Report and
                                       Principals Report the reason for the DIF entry or the time entered
                                       on a non-work date.




Page 6-16                                   CASUAL PAYROLL MENU OPTIONS (F1-M) | Table of Contents
                                                            CASUAL PAYROLL USER’S GUIDE             Version 2.0

OLD:
Purpose: Allows you to go back to a prior pay period to enter timesheets

You may NOT enter future timesheets. Any attempt in doing so will result in the current pay period being
displayed.

Instructions:

    1. Use arrow keys to highlight OLD, and press
       Enter
    2. Use arrow keys to highlight SAVE Changes or
       ABANDON Changes, and press Enter

    3. Type in any date of pay period you want to
       display

Note: Format is Month/Day/Year, but you need not
enter the slashes.

2 digits are required for Month and Day
4 digits are required for Year

    4. The pay period you selected will be displayed

Note: The date you typed in will be selected. This may
save you from navigating to a certain date.




    5. To select another pay period, select OLD and
       enter another date.
    6. To return to the current pay period, select OLD
       and enter a date that is within the current pay
       period.




                                                         CASUAL PAYROLL MENU OPTIONS (F1-M)          Page 6-17
Version 2.0         CASUAL PAYROLL USER’S GUIDE

DIF:
Purpose: To enter adjustments to dates with timesheets already paid.


        IMPORTANT POLICIES & PROCEDURES

DIF should only be used to enter adjustments to dates with timesheets already paid. For example:

        Timesheet already paid at a PTTB rate, but employee is now certified as a PTTA. You need to pay the
         difference between a PTTB and PTTA.
        You need to add more hours, to a timesheet that has already been paid.
        You paid an employee as a Cafeteria Helper Substitute, but employee should have been paid as a Cook I
         Substitute. You need to pay the difference between the 2 positions.

All DIF payments are monitored each pay period, and you may be contacted about questionable payments.

Example: You already paid employee 10.00 hours at the PTTB $20.67 hourly rate, but employee now qualifies at
the PTTA $22.43 hourly rate. So, you owe her 10.00 hours at $1.76 ($22.43 - $20.67) per hour.

Instructions:

1. Use arrow keys to highlight DIF, and press
   Enter

Note: The Rate and #Hours will be blanked out




2. For the example above, type 1.76 for
   Rate, and type 10.00 for #Hours.

Note: Employee will be paid $1.76/hour for
10.00 hours = $17.60

Note: Only 1 DIF is allowed per pay period

Note: On reports, DIF is displayed as either
day 00 or day 32.
For example:
     A DIF for the 3/16/11 – 3/31/11 pay
        period will be displayed as 3/32/11
     A DIF for the 3/1/11 – 3/15/11 pay
        period will be displayed as 3/00/11

Page 6-18                                         CASUAL PAYROLL MENU OPTIONS (F1-M) | Table of Contents
                                                           CASUAL PAYROLL USER’S GUIDE     Version 2.0

3. Press F1-S to Save changes, or F1-Q to
   Quit without saving changes


Note: DIF has been disabled for PTTs in the Uplink Program IDs




                                                      CASUAL PAYROLL MENU OPTIONS (F1-M)    Page 6-19
Version 2.0        CASUAL PAYROLL USER’S GUIDE

Template:
Purpose: If an employee has regular hours, you can save the Start & End Time or #Hours as a Template. You
won’t have to re-enter the Start & End Time or #Hours every pay period.

Example: Employee works 8.00 hours every Tuesday & Thursday

Instructions:

1. Use arrow keys to highlight Tuesday 3/22/11, and
   press F1-T
2. Message “Tuesday Template will be saved” will be
   displayed

Note: One template per day of week can be created




3. Enter 8.00 hours, as you normally would
4. Use arrow keys to highlight Tuesday 3/29/11, and
   press Enter

Note: the 8.00 hours from the Template is already
entered

5. Press Enter to confirm the hours



6. Press F1-S to Save changes, or F1-Q to Quit
   without saving changes

Note: The templates will remain available (even after
you log off) until you overwrite it with another
template.

Note: If you need to change the Template, press F1-T
and enter the new hours




Page 6-20                                           CASUAL PAYROLL MENU OPTIONS (F1-M) | Table of Contents
                                                      CASUAL PAYROLL USER’S GUIDE             Version 2.0



 Suggestions:

1. Enter Start & End Time (instead of #Hours), to have system automatically calculate Overtime and Night
   Differential
2. Create Templates, to have system automatically pre-populate hours
3. Do NOT wait until the deadline to enter timesheets. This will allow you time to recertify terminated
   employees, follow-up on new employees not in the system yet, and enter timesheets despite
   unexpected system down-times.




                                                 CASUAL PAYROLL MENU OPTIONS (F1-M)             Page 6-21
Version 2.0        CASUAL PAYROLL USER’S GUIDE

Casual Time Sheet Inquiry Screen
The Inquiry screen is similar to the Casual Time Sheet Entry screen -- except no changes can be made and no
new timesheets can be created.

Purpose: Use this screen to check the amount of hours an employee was paid for a given date.

Instructions:

1. Type employee’s Last Name, and press
   Enter

Note: You don’t need to type employee’s
ENTIRE Last Name.

For example: MOUS will return all employees
whose Last Name begins with MOUS



2. Use arrow keys to highlight the desired
   employee, and press Enter




3. Cursor is on the Date field
4. Type in any date of pay period you want to
   display

Note: Format is Month/Day/Year, but you need
not enter the slashes.

2 digits are required for Month and Day
4 digits are required for Year




Page 6-22                                         CASUAL PAYROLL MENU OPTIONS (F1-M) | Table of Contents
                                                          CASUAL PAYROLL USER’S GUIDE             Version 2.0


Casual Time Sheet Register Screen
Purposes:

    1. Change On Leave Status
    2. Change Program ID (Stipends only)
    3. Check if Program ID has Lapsed

Place an Employee “On Leave”
Purpose: If an employee is “On Leave”, the employee will NOT be displayed on the Casual Time Sheet Entry
screen.

Instructions:

5. Type employee’s Last Name, and press
   Enter

Note: You don’t need to type employee’s
ENTIRE Last Name.

For example: MOUS will return all employees
whose Last Name begins with MOUS
6. Use arrow keys to highlight the desired
    employee, and press Enter




7. Cursor is currently at Last Name field
8. Press Enter to move cursor to On-Leave
   field

To place employee On-Leave, so employee will
NOT be displayed on the Casual Time Sheet
Entry screen:
9. Type X and press F1-S to save changes

To remove employee from On-Leave, so
employee WILL be displayed on the Casual
Time Sheet Entry screen:
10. Press spacebar and press F1-S to save
    changes



                                                     CASUAL PAYROLL MENU OPTIONS (F1-M)            Page 6-23
Version 2.0        CASUAL PAYROLL USER’S GUIDE

Change Program ID (Stipends Only)
Purpose:

Program ID for Stipends is defaulted to:

For Regular Schools    Program ID 42101 – WSF-INSTRUCTION
For Charter Schools    Program ID 15137 – NEW CENTURY SCHOOLS


Use the Casual Time Sheet Register screen to change the Program ID that you need to charge the Stipends
payment to.

Instructions:

1. Confirm that you have an Expenditure
   Plan for the desired Program ID, in
   Object 2802 (Stipends). You may need
   to reduce an Expenditure Plan in
   another Object Code.

Exception: No Expenditure Plan is needed
for Trust Program IDs

Note: As soon as the Expenditure Plan is
saved, you can use the Casual Time Sheet
Register screen. You do NOT have to wait
until the next day.
2. Type employee’s Last Name, and press
    Enter

Note: You don’t need to type employee’s
ENTIRE Last Name.

For example: MOUS will return all
employees whose Last Name begins with
MOUS
3. Use arrow keys to highlight the desired
    employee, and press Enter




Page 6-24                                        CASUAL PAYROLL MENU OPTIONS (F1-M) | Table of Contents
                                                    CASUAL PAYROLL USER’S GUIDE       Version 2.0

4. Cursor is currently at Last Name field
5. Press Enter to move cursor to On-Leave
   field
6. Press Enter to display list of Program
   IDs
7. Use the arrow-keys to highlight the
   desired Program ID, and press Enter

Note: In this example, only Program ID
42100 has an Expenditure Plan ($500) in
Object 2802 – STIPENDS. The other Program
IDs in this listing are all Trust Program IDs.

All the Program IDs that you have an
Expenditure Plan in Object 2802 will appear
at the top of the listing. All Trust Program
IDs will follow these Program IDs.

8. Press F1-S to Save changes, or F1-Q to
   Quit without saving changes.




                                                 CASUAL PAYROLL MENU OPTIONS (F1-M)    Page 6-25
Version 2.0         CASUAL PAYROLL USER’S GUIDE

Check if Program ID has Lapsed
Purpose: Check to see if Program ID used to pay employee has lapsed. If the Program ID has lapsed, the
employee will NOT show up on the Casual Time Sheet Entry screen.

 Instructions:

1. Type employee’s Last Name, and press Enter

Note: You don’t need to type employee’s
ENTIRE Last Name.

 For example: MOUS will return all employees
 whose Last Name begins with MOUS
2. Use arrow keys to highlight the desired
    employee, and press Enter




If the Program ID has expired,
The On-Leave flag will be set to P

If this is an 89-day Hire, Student Helper, or BOE
Member, please contact your District PRO to
change the Program ID to a valid one.

Otherwise, please create a new job on the
Casual Personnel System, with a valid Program
ID.




Page 6-26                                           CASUAL PAYROLL MENU OPTIONS (F1-M) | Table of Contents
                                                                 CASUAL PAYROLL USER’S GUIDE                                          Version 2.0


Statewide Search by SSN
Purpose:
This screen can help you identify why an employee certified via the Casual Personnel System is not on the Casual
Payroll Time Sheet Entry screen.

Instructions:
1. Use the arrow keys to highlight Statewide
    Employee Register Search by SSN, and press Enter.




                                                              Please enter SSN (9-digits, no dashes):    234567890
2. Type in employee’s Social Security Number. Do              Casual Personnel System Data:
                                                               SSN         NAME
   not include dashes or spaces. Press Enter.                  234567890   MOUSE, MINNIE
                                                              1 row selected

                                                              ACTIVE JOBS ON CASUAL PERSONNEL:

3. Employee’s Name from the Casual Personnel                   PRNO
                                                               EB3
                                                                      POSN     SALARY
                                                                               20.67
                                                                                        PRGM
                                                                                        42101
                                                                                                  ORG
                                                                                                  142
                                                                                                         HIRE_DT
                                                                                                         20110321
                                                                                                                     TERM_DT
                                                                                                                     20110527
                                                                                                                                   UPDT_DATE
                                                                                                                                   20110330
   System will be displayed, as well as all Active Jobs.      1 row selected
                                                              Press <ENTER> to continue...



   Press Enter.
                                                              JOBS TO BE TRANSFERRED TO CASUAL PAYROLL TONIGHT:
4. JOBS TO BE TRANSFERRED TO CASUAL PAYROLL                    PRNO   POSN      SALARY   ORG        HIRE_DT    TERM_DT     ACT_DT      UPDT_DATE
   TONIGHT:                                                    EB3
                                                               EC7
                                                                                20.67
                                                                                13.34
                                                                                         142
                                                                                         142
                                                                                                    20110321
                                                                                                    20110314
                                                                                                               20110527
                                                                                                               20110318
                                                                                                                           20110321
                                                                                                                           20110314
                                                                                                                                       20110330
                                                                                                                                       20110330
                                                              2 rows selected

                                                              JOBS BEING REVIEWED BY PERSONNEL:
    This section will show all jobs verified by OHR that       PRNO   POSN      SALARY   ORG        HIRE_DT    TERM_DT     ACT_DT      UPDT_DATE
    will be transferred to the Casual Payroll System           EC3    00578
                                                              1 row selected
                                                                                330.75   455        20100701   20110527    20100701    20101026


    tonight. You will be able to enter timesheets in the      JOBS TERMINATED THIS PAY PERIOD:

    Casual Payroll System tomorrow morning.                    PRNO
                                                               EC7
                                                                      POSN     SALARY
                                                                               13.34
                                                                                          ORG
                                                                                          142
                                                                                                    HIRE_DT
                                                                                                    20110314
                                                                                                               TERM_DT
                                                                                                               20110318
                                                                                                                           UPD_DT
                                                                                                                           20110330
                                                                                                                                       UPDT_DATE
                                                                                                                                       20110330
                                                              1 row selected
                                                              Press <ENTER> to continue...

    JOBS BEING REVIEWED BY PERSONNEL:

    This section will show all jobs pending verification
    by OHR. You will not be able to enter timesheets
    until these jobs have been verified.

    JOBS TERMINATED THIS PAY PERIOD:

   This section will list all jobs that will be terminated
   at the end of this pay period. If the employee
   needs to continue employment, you need to
   create a new job on the Casual Personnel System.
                                                              On Casual Payroll System:
5. All Active jobs on the Casual Personnel System for          NAME
                                                               MOUSE, MINNIE
                                                                                             PRNO
                                                                                             EB3
                                                                                                     POSN
                                                                                                     142000
                                                                                                               ORGID
                                                                                                               142000
                                                                                                                          PRGMID
                                                                                                                          42101
                                                                                                                                   SALARY
                                                                                                                                   20.67
   this employee will be displayed. Press Enter.              1 row selected
                                                              Press <ENTER> to continue...




                                                             CASUAL PAYROLL MENU OPTIONS (F1-M)                                        Page 6-27
Version 2.0          CASUAL PAYROLL USER’S GUIDE




CASUAL TIME SHEET ENTRY SCREEN

       1. Why doesn’t my employee show up on the Entry screen?
              Click here to see answer in Frequently Asked Questions section.
       2. I only see Casual Payroll {Training}, so I selected it. Why don’t I see my new employees on the Casual
          Time Sheet Entry screen?
              Click here to see answer in Frequently Asked Questions section.
       3. Can I adjust the hours that have already been paid?
          Click here to see answer in Frequently Asked Questions section.
       4. How will an employee with different Position #s or Payroll #s be handled?
              Click here to see answer in Frequently Asked Questions section.
       5. Will I be able to enter timesheets for previous pay periods?
          Click here to see answer in Frequently Asked Questions section.
       6. What increments are allowed for timesheet entry?
              Click here to see answer in Frequently Asked Questions section.
       7. My school already has in place a procedure for Start/End time entries. Do we need to enter
          Start/End time, or will hours only be acceptable?
              Click here to see answer in Frequently Asked Questions section.
       8. If I input Start/End times, will the system adjust the total for a 45-minute lunch?
              Click here to see answer in Frequently Asked Questions section.
       9. Will I need to manually keep track that an employee has not exceed the maximum number of
          hours?
              Click here to see answer in Frequently Asked Questions section.
       10. What about exceptions to the maximum number of hours?
              Click here to see answer in Frequently Asked Questions section.
       11. Will the system check for maximum hours allowed for one employee working at multiple schools?
              Click here to see answer in Frequently Asked Questions section.
       12. How will Saturdays, Sundays, Holidays, and School days be handled?
              Click here to see answer in Frequently Asked Questions section.
       13. I was disconnected from the system, while processing the automatic list of employees. How can I
           continue from where I left off?
              Click here to see answer in Frequently Asked Questions section.
       14. Can another school update/view my timesheets?


Page 6-28                                           CASUAL PAYROLL MENU OPTIONS (F1-M) | Table of Contents
                                                          CASUAL PAYROLL USER’S GUIDE             Version 2.0

          Click here to see answer in Frequently Asked Questions section.
      15. How does my A+ or Summer School Coordinator enter timesheets for their staff, so that I will not
          need to do additional work?
          Click here to see answer in Frequently Asked Questions section.
      16. Can I find out if an employee is working at another school?
          Click here to see answer in Frequently Asked Questions section.
CASUAL TIME SHEET INQUIRY SCREEN

      1. Do I use an employee’s maiden name or married name?
          Click here to see answer in Frequently Asked Questions section.
CASUAL TIME SHEET REGISTER SCREEN

      1. Can I put an employee On-Leave if they are not officially on Vacation or Sick Leave?
          Click here to see answer in Frequently Asked Questions section.
      2. What does it mean if the On-Leave Flag is set to P?
          Click here to see answer in Frequently Asked Questions section.




                                                     CASUAL PAYROLL MENU OPTIONS (F1-M)            Page 6-29
                                                           CASUAL PAYROLL USER’S GUIDE               Version 2.0



Chapter 7 REPORTS (F1-O)




Note: Some reports have an option WITH SSN to include Social Security Numbers in addition to Employee
Names. If you do select a report WITH SSN, you need to take extra precaution in the handling of the report.
Please make sure that the confidential report is stored and destroyed of properly.




                                                                                REPORTS (F1-O)         Page 7-1
Version 2.0         CASUAL PAYROLL USER’S GUIDE

Draft Report
Sample:
Date:   04/01/2011 16:51               Draft Report for                              Page:     1
                                    03/16/2011 - 03/31/2011

District/Office Code: 10     - HONOLULU DISTRICT
Organization ID:      808000 – KUKUI HIGH
====================================================================================
  Employee Name             Pos#   PR#    Rate Time     F App D Sub Fnc Prj
    Date Worked Type                   Start     End    Total     Amount Run Tot
====================================================================================

Program ID:                42101    - WSF-INSTRUCTION

  WHITE, SNOW                      146000 EC2 $ 12.57 HOURLY         G-010-E-919-744-A01
    DIF 02/32/11 REGULAR                    00:00   - 00:00          14.00
    *** Total:                                                       14.00   $   175.98

  MOUSE, MICKEY                    00030   EA6 $ 13.34     HOURLY    G-010-E-919-714-A01
    MON 03/07/11     REGULAR                 09:00AM -     03:00PM    6.00
    TUE 03/08/11     REGULAR                 10:00AM -     03:00PM    5.00
    WED 03/09/11     REGULAR                 12:00PM -     03:00PM    3.00
    THU 03/10/11     REGULAR                 12:00PM -     03:00PM    3.00
    *** Total:                                                       34.00   $   762.62
                                                                                  $     938.60

Differentials (DIF):
====================================================================================
  Employee Name             PrgmID Pos#   PR#    Rate    Date Worked   Total
====================================================================================
  WHITE, SNOW               42101 146000 EC2     $ 12.57 02/32/11       14.00


I certify that the above-listed hourly employees were properly qualified; were
properly authorized to be paid; worked the hours listed under the respective
program; and that the pay rates and pay amounts are correct.

SASA’s/Secretary’s Signature:           ________________________              Date: ______________


Principal's Signature:                  ________________________              Date: ______________



Purpose:
This report lists all timesheets you entered this pay period.

You have the option of selecting a specific Program ID, or ALL Program IDs.




Page 7-2                                                                      REPORTS (F1-O) | Table of Contents
                                                      CASUAL PAYROLL USER’S GUIDE     Version 2.0

Instructions:
SELECT “ENHANCED DRAFT REPORT”

1. Use the arrow keys to highlight Enhanced Draft
   Report, and press Enter.




SELECT WITHOUT/WITH SSN

2. Use the arrow keys to highlight either WITHOUT
   SSN or WITH SSN, and press Enter.
ENTER PROGRAM ID. (PRESS ENTER FOR ALL)

3. Type in a specific Program ID, and press Enter.

   If you want to include ALL Program IDs, simply
   press Enter.
WAIT AND PRESS ALT-P

4. Wait until the entire message (including garbage
   characters) are displayed. Hold Alt and press P.




                                                                     REPORTS (F1-O)     Page 7-3
Version 2.0        CASUAL PAYROLL USER’S GUIDE

Principals Report & Termination Report
Sample:
Date:   04/01/2011 16:51            Draft Report for                          Page:     1
                                 03/16/2011 - 03/31/2011

District/Office Code: 10     - HONOLULU DISTRICT
Organization ID:      808000 – KUKUI HIGH
====================================================================================
  Employee Name             Pos#   PR#    Rate Time     F App D Sub Fnc Prj
    Date Worked Type                   Start     End    Total     Amount Run Tot
====================================================================================

Program ID:             42101    - WSF-INSTRUCTION

  WHITE, SNOW                   146000 EC2 $ 12.57 HOURLY       G-010-E-919-744-A01
    DIF 02/32/11 REGULAR                 00:00   - 00:00        14.00
    *** Total:                                                  14.00   $   175.98

  MOUSE, MICKEY                 00030   EA6 $ 13.34   HOURLY    G-010-E-919-714-A01
    MON 03/07/11   REGULAR                09:00AM -   03:00PM    6.00
    TUE 03/08/11   REGULAR                10:00AM -   03:00PM    5.00
    WED 03/09/11   REGULAR                12:00PM -   03:00PM    3.00
    THU 03/10/11   REGULAR                12:00PM -   03:00PM    3.00
    *** Total:                                                  34.00   $   762.62
                                                                             $     938.60

Differentials (DIF):
====================================================================================
  Employee Name             PrgmID Pos#   PR#    Rate    Date Worked   Total
====================================================================================
  WHITE, SNOW               42101 146000 EC2     $ 12.57 02/32/11       14.00


I certify that the above-listed hourly employees were properly qualified; were
properly authorized to be paid; worked the hours listed under the respective
program; and that the pay rates and pay amounts are correct.

SASA’s/Secretary’s Signature:       ________________________            Date: ______________


Principal's Signature:              ________________________            Date: ______________




Date:      03/17/2011    12:19      OFFICE OF HUMAN RESOURCES                          Page:     1
                             CASUAL PERSONNEL JOB TERMINATION REPORT
                             FOR PAY-PERIOD 03/16/2011 - 03/31/2011

District/Office Code: 10     - HONOLULU DISTRICT
Organization ID:      808000 – KUKUI HIGH
================================================================================
  Employee Name                   Term Date   PR# POS#     PrgID Salary Rate
================================================================================
  DWARF, DOC                      03/18/2011 EC7           12669   274.19
  DWARF, HAPPY                    03/31/2011 EC2           17351    22.43
  DWARF, DOPEY                    03/31/2011 EC2           17929    35.00
    ***** END OF REPORT *****

Page 7-4                                                               REPORTS (F1-O) | Table of Contents
                                                            CASUAL PAYROLL USER’S GUIDE              Version 2.0

Purpose:
   There are 2 options to print the Principal’s Report:

    1. Current Pay Period – Principal’s Report
            This report includes all timesheets paid by DAGS Payroll. It will include any adjustments made by
               the Payroll Office, as well as any paychecks rejected by DAGS Payroll.
            The Casual Payroll Job Termination Report will be printed at the end of the Principal’s Report.
               This lists all employees that will be terminated in the Casual Personnel System, during the next 3
               pay periods. If any of these employees will be continuing employment, please create a new job
               in the Casual Personnel System. See procedures on extending Job Termination Date.
    2. Enhanced Principal’s Report
            This report is like the Current Pay Period – Principal’s Report, except you additionally have the
               option of selecting a single Program ID or ALL Program IDs.
            This version is used for prior pay periods.
            However, this option does not include the Casual Payroll Job Termination Report.

Instructions:
SELECT “ENHANCED PRINCIPAL’S REPORT” OR
“CURRENT PAY PERIOD – PRINCIPAL’S REPORT”

1. Use the arrow keys to highlight Current Pay Period
   – Principal’s Report or Enhanced Principal’s Report,
   and press Enter.



SELECT WITHOUT/WITH SSN

2. Use the arrow keys to highlight either WITHOUT
   SSN or WITH SSN, and press Enter.
ENTER PROGRAM ID. (PRESS ENTER FOR ALL)

3. Type in a specific Program ID, and press Enter.

    If you want to include ALL Program IDs, simply
    press Enter.

   To confirm the selected Program ID, type Y or N,
   and press Enter.
WAIT AND PRESS ALT-P

4. Wait until the entire message (including garbage
   characters) are displayed. Hold Alt and press P.




                                                                                REPORTS (F1-O)          Page 7-5
Version 2.0         CASUAL PAYROLL USER’S GUIDE

Summary Year-to-Date Report
Sample:
Date:      04/06/2011                   SUMMARY YTD BALANCE REPORT                               Page:     28
                                 Period Requested: 07/01/2010 - 04/15/2011

District/Office Code: 10     - HONOLULU DISTRICT
Organization ID:      808000 – KUKUI HIGH

Program ID:                   42101     - WSF-INSTRUCTION
Object Code:                  2744      - PART TIME - TEACHER

================================================================================
Date Pd   Employee Name            Pos#   PR#   Amt Pd    Fringe         TOTAL
================================================================================
 7/ 5/10 MOUSE, MICKEY             808000 EB3 $   942.06             $   942.06
 7/ 5/10 WHITE, SNOW               808000 EB3 $ 1,031.78             $ 1,031.78
 7/20/10 MOUSE, MICKEY             808000 EB3 $   874.77             $   874.77
 7/20/10 WHITE, SNOW               808000 EB3 $   762.62             $   762.62
10/20/10 MOUSE, MICKEY             808000 EB3 $   852.34             $   852.34
10/20/10 WHITE, SNOW               808000 EB3 $   762.62             $   762.62
11/ 5/10 MOUSE, MICKEY             808000 EB3 $   381.31             $   381.31
11/20/10 MOUSE, MICKEY             808000 EB3 $   762.62             $   762.62
11/20/10 WHITE, SNOW               808000 EB3 $   762.62             $   762.62
12/ 5/10 MOUSE, MICKEY             808000 EB3 $   863.56             $   863.56
12/ 5/10 WHITE, SNOW               808000 EB3 $   762.62             $   762.62
12/20/10 MOUSE, MICKEY             808000 EB3 $   841.13             $   841.13
12/20/10 WHITE, SNOW               808000 EB3 $   762.62             $   762.62
 1/ 5/11 MOUSE, MICKEY             808000 EB3 $   863.56             $   863.56
 1/ 5/11 WHITE, SNOW               808000 EB3 $   829.91             $   829.91
 1/20/11 MOUSE, MICKEY             808000 EB3 $   751.41             $   751.41
 1/20/11 WHITE, SNOW               808000 EB3 $   381.31             $   381.31
 2/ 5/11 MOUSE, MICKEY             808000 EB3 $   762.62             $   762.62
 2/20/11 MOUSE, MICKEY             808000 EB3 $   852.34             $   852.34
 2/20/11 WHITE, SNOW               808000 EB3 $   762.62             $   762.62
 3/ 5/11 MOUSE, MICKEY             808000 EB3 $   874.77             $   874.77
 3/ 5/11 WHITE, SNOW               808000 EB3 $   605.61             $   605.61
 3/20/11 MOUSE, MICKEY             808000 EB3 $   650.47             $   650.47
 3/20/11 WHITE, SNOW               808000 EB3 $   381.31             $   381.31
 4/ 5/11 MOUSE, MICKEY             808000 EB3 $   874.77             $   874.77
 4/ 5/11 WHITE, SNOW               808000 EB3 $   762.62             $   762.62

Total:                                                          $19,715.99 $       0.00 $        19,715.99
Current Expenditure Plan A1:                                                            $        25,795.00
Balance:                                                                                $         6,079.01


Purpose:
This report lists all Casual Payroll charges for a specific Program ID, and compares it to the Expenditure Plan. This
allows you to monitor an “estimated” balance remaining in that Program ID.

Fringe is calculated and included on this report. Fringe percentages are updated per memo from Accounting,
and the Bulletin Board is updated because you may want to reprint the Summary Year-to-Date Report with
current Fringe percentages. See sample of Bulletin Board message.

Page 7-6                                                                       REPORTS (F1-O) | Table of Contents
                                                            CASUAL PAYROLL USER’S GUIDE               Version 2.0

The “estimated” balance on this report will differ from the FMS balance due to following:

       Journal Vouchers, Accounting changes, etc.
       Delay in payroll processing from the time of timesheet submittal to the time payroll is posted to FMS (All
        incorrect UAC codes must be corrected before payroll can be posted)




                                                                                 REPORTS (F1-O)          Page 7-7
Version 2.0        CASUAL PAYROLL USER’S GUIDE

Instructions:
SELECT “SUMMARY YTD BALANCE REPORT – CREATE
REPORT”

1. Use the arrow keys to highlight Summary YTD
   Balance Report – Create Report, and press Enter.




SELECT WITHOUT/WITH SSN

2. Use the arrow keys to highlight either WITHOUT
   SSN or WITH SSN, and press Enter.
ENTER START DATE. INCLUDE SLASHES.

3. Enter the Start Date, in the format Month, Day,        Please enter Start Date: (MM/DD/YYYY) 07/01/2010
                                                          Please make sure to enter in the slashes and the 4 digit year
   and Year, separated by slashes. Month and Day              when entering in the date
                                                          Are you sure of Date (07/01/2010) (Y/N): Y
   need to be 2 digits, and Year must be 4 digits.        INPUT MM/DD/YYYY = 07/01/2010



   Type Y to confirm, and press Enter.
                                                          Please enter End Date: (MM/DD/YYYY) 04/15/2011
ENTER END DATE. INCLUDE SLASHES.                          Please make sure to enter in the slashes and the 4 digit year
                                                              when entering in the date. FUTURE DATES ARE ALLOWED FOR
                                                          THE END DATE
4. Enter the End Date, in the format Month, Day, and      Are you sure of Date (04/15/2011) (Y/N): Y
                                                          INPUT MM/DD/YYYY = 04/15/2011
   Year, separated by slashes. Month and Day need
   to be 2 digits, and Year must be 4 digits.

   Type Y to confirm, and press Enter.

   Note: You may enter future paycheck dates, to
   include timesheets you just entered.
                                                          Please enter Prgm Id: (ALL)
ENTER PROGRAM ID. (PRESS ENTER FOR ALL)

5. Type in Program ID, and press Enter. Or, simply
   press Enter to include ALL Program IDs.
                                                          From:    B_KUKUI
WAIT FOR E-MAIL NOTIFICATION                              Subject: SUMMARY YTD REPORT GENERATION - SUCCESSFUL


6. Job is held until 7:30pm. This is a resource-          Your Summary YTD Report has been created. Please go into the
                                                          Casual Payroll
   intensive report, and would slow the system down       Timesheet System and print the report from the Report Menu.

   if it were run during the day.
                                                          10 808000 20100701 20110415 ALL
   The report will be available for printing, after you     REPORT REQUESTED BY: B_KUKUI

   receive this e-mail.

   If you get an UNSUCCESSFUL e-mail, there was a
   problem with the Start Date, End Date, and/or
   Program ID. You will need to request another
   report.

Page 7-8                                                                       REPORTS (F1-O) | Table of Contents
                                                      CASUAL PAYROLL USER’S GUIDE     Version 2.0

SELECT “SUMMARY YTD BALANCE REPORT – PRINT
REPORT”

7. Use the arrow keys to highlight Summary YTD
   Balance Report – Print Report, and press Enter.




SELECT WITHOUT/WITH SSN

8. Use the arrow keys to highlight either WITHOUT
   SSN or WITH SSN, and press Enter.
WAIT AND PRESS ALT-P

9. Wait until the entire message (including garbage
   characters) are displayed. Hold Alt and press P.




                                                                     REPORTS (F1-O)     Page 7-9
Version 2.0        CASUAL PAYROLL USER’S GUIDE

Employee Register Report & Employee Register Report – Active Employees Only
Sample Employee Register Report:
Date:    04/06/2011 17:11                  EMPLOYEE REGISTER REPORT                          Page:     1

District/Office Code: 10     - HONOLULU DISTRICT
Organization ID:      808000 – KUKUI HIGH
================================================================================
 L Employee Name               PR# POS#   UAC(no Sub)   PrgID Multi     Salary
                                                               Org       Rate
================================================================================
 X MOUSE, MICKEY               EC5 72066 G010E802A01    42101   Y       100.00
   MOUSE, MINNIE               EC5 600850 G010E802A01   42101   N       100.00
 P MOUSE, MINNIE               EC5 600850 G010E804A12   42112   N        50.00
     ***** END OF REPORT *****

Purpose:
This report lists all your employees on the Casual Payroll System.

Note the first column L (On-Leave Flag):

       Blank: Available on the Casual Time Sheet Entry screen
       X: On-leave; NOT available on the Casual Time Sheet Entry screen. Use the Casual Time Sheet Register
        screen to change.
       P: Program ID has expired. Create a new job on the Casual Personnel System, or contact your District
        PRO to change Program ID for 89-day Hires, Student Helpers, or BOE Members.

Sample Employee Register Report – Active Employees Only:
Date:    04/06/2011 17:30             ACTIVE EMPLOYEE REGISTER REPORT                        Page:     1

District/Office Code: 10     - HONOLULU DISTRICT
Organization ID:      808000 – KUKUI HIGH
================================================================================
   Employee Name               PR# POS#   UAC(no Sub)   PrgID Multi     Salary
                                                               Org       Rate
================================================================================
   MOUSE, MICKEY               EC5 72066 G010E802A01    42101   Y       100.00
   MOUSE, MINNIE               EC5 600850 G010E802A01   42101   N       100.00
   MOUSE, MINNIE               EC5 600850 G010E804A12   42112   N        50.00
     ***** END OF REPORT *****

Purpose:
This report lists all employees available to you on the Casual Time Sheet Entry screen.




Page 7-10                                                                    REPORTS (F1-O) | Table of Contents
                                                      CASUAL PAYROLL USER’S GUIDE     Version 2.0

Instructions:
SELECT “EMPLOYEE REGISTER REPORT” OR “EMPLOYEE
REGISTER REPORT – ACTIVE EMPLOYEES ONLY”

1. Use the arrow keys to select Employee Register
   Report, and press Enter.

   Or,
   Use the arrow keys to select Employee Register
   Report – Active Employees Only, and press Enter.




SELECT WITHOUT/WITH SSN

2. Use the arrow keys to highlight either WITHOUT
   SSN or WITH SSN, and press Enter.
WAIT AND PRESS ALT-P

3. Wait until the entire message (including garbage
   characters) are displayed. Hold Alt and press P.




                                                                     REPORTS (F1-O)    Page 7-11
Version 2.0         CASUAL PAYROLL USER’S GUIDE

Payment History Report
Sample:
Date:     04/06/2011                    EMPLOYEE SUMMARY                                        Page:     6
                                 Period Requested: 03/01/2010 - 04/15/2011

Employee Name:                             MOUSE, MINNIE                            SSN:   123-45-7890

District/Office Code: 10     - HONOLULU DISTRICT
Organization ID:      808000 – KUKUI HIGH

Program ID:           42101 - WSF-INSTRUCTION
Object Code:          2705   - STUDENT HELPER
================================================================================
Date Pd
Date Wrk Pos# PR# TYP        Hrs       Rate     Fringe                 TOTAL
================================================================================
3/ 5/11
 2/ 7/11 102139 EB9 SICK    8.00    $ 8.00     $ 0.00
 2/ 7/11 102139 EB9 REG     8.00    $ 8.00     $ 0.00
 2/ 9/11 102139 EB9 REG     3.00    $ 8.00     $ 0.00
 2/10/11 102139 EB9 REG     8.00    $ 8.00     $ 0.00
 2/14/11 102139 EB9 REG     8.00    $ 8.00     $ 0.00
Total for Pay-Period:      35.00                                 $     280.00

 3/20/11
 2/16/11 102139 EB9 REG               3.00        $   8.00       $   0.00
 2/17/11 102139 EB9 REG               8.00        $   8.00       $   0.00
 2/23/11 102139 EB9 SICK              3.00        $   8.00       $   0.00
 2/23/11 102139 EB9 REG               3.00        $   8.00       $   0.00
 2/24/11 102139 EB9 REG               8.00        $   8.00       $   0.00
 2/28/11 102139 EB9 REG               8.00        $   8.00       $   0.00
Total for Pay-Period:                33.00                                                 $     264.00

 4/ 5/11
 3/ 2/11 102139 EB9 REG               3.00        $   8.00       $   0.00
 3/ 3/11 102139 EB9 REG               8.00        $   8.00       $   0.00
 3/ 7/11 102139 EB9 REG               8.00        $   8.00       $   0.00
 3/ 9/11 102139 EB9 REG               3.00        $   8.00       $   0.00
 3/10/11 102139 EB9 REG               8.00        $   8.00       $   0.00
 3/14/11 102139 EB9 REG               8.00        $   8.00       $   0.00
Total for Pay-Period:                38.00                                                 $     304.00


Total:                    984.50                                 $   0.00                  $   7,876.00
Current Expenditure Plan A1:                                                           $           0.00
Balance:                                                                               $       7,876.00-


Purpose:
This report lists all timesheets paid to an employee, for a specified date range.




Page 7-12                                                                      REPORTS (F1-O) | Table of Contents
                                                             CASUAL PAYROLL USER’S GUIDE                                Version 2.0

Instructions:
SELECT “PAYMENT HISTORY REPORT BY SSN – CREATE
REPORT”

1. Use the arrow keys to highlight Payment History
   Report by SSN – Create Report, and press Enter.




ENTER EMPLOYEE’S SSN
                                                          Please enter employee SSN:              (999999999 - NO DASHES) 576370170
2. Enter the employee’s Social Security Number, and       EMPLOYEE SSN = 576370170
   press Enter. Do NOT include dashes.
                                                          Please enter Start Date: (MM/DD/YYYY) 07/01/2010
ENTER START DATE (PAYCHECK DATE). INCLUDE                 Please make sure to enter in the slashes and the 4 digit year
                                                              when entering in the date
SLASHES.                                                  Are you sure of Date (07/01/2010) (Y/N): y
                                                          INPUT MM/DD/YYYY = 07/01/2010

3. Enter the Start Date, in the format Month, Day,
   and Year, separated by slashes. Month and Day
   need to be 2 digits, and Year must be 4 digits.

   Type Y to confirm, and press Enter.
                                                          Please enter End Date: (MM/DD/YYYY) 04/15/2011
ENTER END DATE. INCLUDE SLASHES.                          Please make sure to enter in the slashes and the 4 digit year
                                                              when entering in the date. FUTURE DATES ARE ALLOWED FOR
                                                          THE END DATE
4. Enter the End Date, in the format Month, Day, and      Are you sure of Date (04/15/2011) (Y/N): Y
                                                          INPUT MM/DD/YYYY = 04/15/2011
   Year, separated by slashes. Month and Day need
   to be 2 digits, and Year must be 4 digits.

   Type Y to confirm, and press Enter.

   Note: You may enter future paycheck dates, to
   include timesheets you just entered.
                                                          Please enter Prgm Id: (ALL)
ENTER PROGRAM ID. (PRESS ENTER FOR ALL)

5. Type in Program ID, and press Enter. Or, simply
   press Enter to include ALL Program IDs.
                                                          From: B_KUKUI
WAIT FOR E-MAIL NOTIFICATION                              Subject: EMPLOYEE SUMMARY REPORT GENERATION - SUCCESSFUL
                                                          Your Employee Payment History Report has been created. Please go into the
                                                          Casual Payroll Timesheet System and print the report from the Report Menu.

6. Job is held for 10 minutes.
                                                          10 808000 20100701 20110415 ALL          123456789

   The report will be available for printing, after you
   receive this e-mail.

   If you get an UNSUCCESSFUL e-mail, there was a
   problem with the Start Date, End Date, and/or
   Program ID. You will need to request another
   report.


                                                                                               REPORTS (F1-O)            Page 7-13
Version 2.0       CASUAL PAYROLL USER’S GUIDE

SELECT “PAYMENT HISTORY REPORT BY SSN – PRINT
REPORT”

7. Use the arrow keys to highlight Payment History
   Report by SSN – Print Report, and press Enter.




SELECT WITHOUT/WITH SSN

8. Use the arrow keys to highlight either WITHOUT
   SSN or WITH SSN, and press Enter.
WAIT AND PRESS ALT-P

9. Wait until the entire message (including garbage
   characters) are displayed. Hold Alt and press P.




Page 7-14                                             REPORTS (F1-O) | Table of Contents
                                                            CASUAL PAYROLL USER’S GUIDE              Version 2.0




DRAFT REPORT

   1. My Draft Report shows a Date Worked 03/00/2011 and 03/32/2011. What kind of dates are these?
       Click here to see answer in Frequently Asked Questions section.
PRINCIPALS REPORT & TERMINATION REPORT

   2. I forgot to print my Principals Report. How can I get a copy of it?
       Click here to see answer in Frequently Asked Questions section.
SUMMARY YEAR-TO-DATE REPORT

   1. Are there any provisions for Fringe Benefits?
       Click here to see answer in Frequently Asked Questions section.
   2. What are the rules on Fringe Benefits?
       Click here to see answer in Frequently Asked Questions section.
   3. Will the Expenditure Plan amount be displayed on the screen?
       Click here to see answer in Frequently Asked Questions section.
   4. I requested the report, but nothing happened.
       Click here to see answer in Frequently Asked Questions section.
EMPLOYEE REGISTER REPORT

   1. When the new fiscal year begins, will I need to re-establish my school’s Register again?
       Click here to see answer in Frequently Asked Questions section.
   2. When the new fiscal year begins, will I need to re-establish my templates I already created?
       Click here to see answer in Frequently Asked Questions section.




                                                                               REPORTS (F1-O)         Page 7-15
                                                            CASUAL PAYROLL USER’S GUIDE               Version 2.0



Chapter 8 EMPLOYEES PAID VIA CASUAL PAYROLL SYSTEM
Certifying Employees




Casual Employees
All employees that have been verified by OHR are transferred from the Casual Personnel System every morning,
except on the last day of timesheet entry.

Certificated Personnel
A Stipends (Payroll# EC5) record is automatically created from eHR at the beginning of every pay period, for all
Certificated employees.

89-Day Hires, Student Helpers, BOE Members
These employees are transferred from eHR every morning, except on the last day of the pay period.

For example:

If the Bulletin Board message shows:




Casual Personnel System: The job must be verified by OHR by March 31, for it to be available in the Casual
Payroll System.

89-Day Hires, Student Helpers, BOE Members: The job must be entered in eHR by March 30.

                                                 EMPLOYEES PAID VIA CASUAL PAYROLL SYSTEM                Page 8-1
Version 2.0        CASUAL PAYROLL USER’S GUIDE

Special Considerations
89-Day Hires, Payroll#s Enn
These employees are required to take a break day every quarter. See 89-Day Hire Break Days.

Break days are blocked on the Casual Time Sheet Entry screen with an *.

Part-Time Teachers, Payroll#s EC2, EB5, EC7
Important: Part-Time Teachers are NOT allowed to work more than 17.00 hours/week. This includes all jobs,
including hours worked at other schools/offices.

Certain Part-Time Teachers are allowed to work up to 35.00 hours/week; some are allowed to work up to 35.00
hours/week during the summer only. Program Managers need to contact OHR to inform them of their approval
for Casual employees charged to a certain Program ID, to work up to 35.00 hours/week during the summer.

After-School Plus (A+) Program, Payroll# EB4
These employees are paid a daily rate. An employee should not be paid as a Site Coordinator and as an A+ Aide
on the same date.

Don’t forget to select the A+ Programs ONLY filter before selecting any Menu Options or Reports. See Schools
and State Offices’ Filters & Menu Options

Coaches, Payroll# EC3
Coaches are paid 4 payments per season.

Coaches (Object 2709) with 4 or more payments during a school year will automatically be placed “On Leave” to
help prevent accidental overpayments.

Supervisor Intramural employees (Object 2719) with 8 or more payments during a school year will automatically
be placed “On Leave”.

Use the Casual Time Sheet Register screen to remove “On Leave” status, if necessary.




Page 8-2                                   EMPLOYEES PAID VIA CASUAL PAYROLL SYSTEM | Table of Contents
                                                             CASUAL PAYROLL USER’S GUIDE              Version 2.0

Stipends, Payroll# EC5
Purpose:

    1. Workshops: Stipends is compensation to Bargaining Unit 05 (teachers) for professional development
       workshops conducted after normal school hours, and is based on the Daily rate of a Substitute Teacher.

        Object: 2802 –STIPENDS
        Daily Rate: $100

    2. Mentoring: This is to pay teachers who, in partnership with the UH, mentored UH teacher candidates.

        Object: 2804 –STIPENDS-MENTORING
        Daily Rate: $50

There are 2 options to pay Stipends:

Transfer Funds to each Org ID          1. Submit a Form BUD-3 to Budget Branch, to transfer funds to each school
                                          to cover the Stipends
                                       2. Each school will be responsible to enter the Stipends timesheets for
                                          their employees who attended the workshop
Certify employees at your OrgID        1. Contact CSD with:
                                           i. Program ID and Org ID funding workshop
                                          ii. List of employees’ SSN, Name, and current OrgID
                                       2. Use the Casual Time Sheet Entry screen to enter Stipends timesheets for
                                          all employees who attended the workshop


The list of Stipends employees is updated at the beginning of every pay period, from eHR, to include any new
employees, and any employee changes or terminations.

Program ID for all Stipends employees is defaulted to:

For Regular Schools    Program ID 42101 – WSF-INSTRUCTION
For Charter Schools    Program ID 15137 – NEW CENTURY SCHOOLS


This does NOT direct the school/office to use this Program ID for Stipends payments. Use the Casual Time Sheet
Register screen to change the Program ID that you need to charge the Stipends payment to. See Change
Program ID (Stipends Only) to change Program ID.

A major difference for Stipends is that at any given time, there will be only ONE RECORD FOR EACH STIPEND
EMPLOYEE. If the Program ID is changed, the system will OVERLAY the existing record with the new Program ID
information.

Correct Procedure to Change Program ID:

    1. Change Program ID using the Casual Time Sheet Register screen.
    2. Enter timesheets using the Casual Time Sheet Entry screen.

                                                  EMPLOYEES PAID VIA CASUAL PAYROLL SYSTEM              Page 8-3
Version 2.0        CASUAL PAYROLL USER’S GUIDE

Correct Procedure to Correct Timesheets:

    1. Delete the timesheets charged to the incorrect Program ID.
    2. Change Program ID using the Casual Time Sheet Register screen.
    3. Enter timesheets using the Casual Time Sheet Entry screen.

Note: If you change the Program ID BEFORE deleting the timesheets, you will not be able to bring up the
timesheets with the incorrect Program ID. If this happens:

    1. Change Program ID to the incorrect one used for the timesheets, using the Casual Time Sheet Register
       screen.
    2. Delete the timesheets charged to the incorrect Program ID.
    3. Change Program ID using the Casual Time Sheet Register screen.
    4. Enter timesheets using the Casual Time Sheet Entry screen.

Summer School, Payroll# EC8
Don’t forget to select the Summer School Programs ONLY filter before selecting any Menu Options or Reports.
See Schools and State Offices’ Filters & Menu Options.

Each year’s list of identified Summer Schools is incorporated in the Casual Payroll System, along with each
school’s maximum #Hours per Summer School session.

Summer School employees are NOT allowed to work more than the school’s maximum #Hours per Summer
School session. This includes Prep Hours.

Exceptions are Object Codes:

       2705 – STUDENT HELPER
       2737 – SUMMER SCHOOL - CLERICAL
       2738 – SUMMER SCHOOL – CUSTODIAL
       2759 – CLASSIFIED - OTHERS




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                                                            CASUAL PAYROLL USER’S GUIDE               Version 2.0

Temporary Contract Employees, Payroll# EC9
Per Form 15Z, each Temporary Contract Employee will be paid either a lump sum payment or a certain number
of installments. The lump sum payment or installment would be displayed as the Rate, and you would enter the
number of installments to be paid this pay period.

Sample Form 15Z:
the Department agrees to pay the Temporary Contract Employee
__________________________________________________ DOLLARS ($__________), said sum to be paid
either lump sum or in installments as specified below, the total amount of which shall not exceed $__________:
lump sum __________; installments _______ no. _____ $__________ per installment/rate. (If paid in
installments, indicate number of installments and amount per installment.)

Do NOT use the DIF feature to enter timesheets for Temporary Contract Employees. The length the contract
was setup determines how you will enter in time for an employee.

Example #1: An employee is to get a lump sum payment of $800.00 covering two months

There should be only one day with 1.00 hour entered in for the 4 pay-periods. If more than 1.00 hour is entered,
the employee will be overpaid.

Example #2: An employee is to get two payments of $300.00, not to exceed $600.00.

If the Rate on the Casual Time Sheet Entry screen is $300.00, for two pay-periods, there should be an entry of
1.00 hours for one day. More than two days paid at 1.00 would result in an overpayment.

Extended School Year
These employees are paid with Program ID 15137 (EXTENDED SCHOOL YEAR), and are allowed to work during
school breaks (intercession, winter break, spring break, and summer school).

Don’t forget to select the Summer School Programs ONLY filter before selecting any Menu Options or Reports.
See Schools and State Offices’ Filters & Menu Options.

Vocational Work-Study Students
The Special Education Vocational Rehabilitation (SEVR) Work-Study Program provides opportunities for students
with disabilities in high schools to develop academic and social skills, vocational competencies, and gain
necessary experiences to ultimately secure and maintain successful employment.

These students are certified with:

       Program ID 17229 – VOC REHAB-WORKSTUDY
       Object 2705 – STUDENT HELPER

Note: These employees’ timesheets are entered via the Casual Payroll System. However, because taxes aren’t
supposed to be withheld from these employees, the timesheets are sent to the Vendor Payment System instead
of to DAGS Payroll.



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Classified Substitutes
These employees are certified with the following Payroll#s:

    Payroll#     Description
    EB1          Substitute Blue Collar
    EB5          Substitute Clerical, etc.
    EC1          Substitute House Parents
    EC6          Substitute Cafeteria Manager, Custodian
    EE2          Substitute Educational Assistant, School Security
These are the Position#s associated with each type of Classified Substitute:

                   EB1                                                     EC6
  Substitute Custodian; Café. Helper, etc.               Substitute Cafeteria Manager; Custodian
 Class Title                     Position#               Class Title                    Position#
 Audio Visual Tech I             35507S                  School Food Svc Mgr I          04504S
 Baker                           44593S                  School Food Svc Mgr II         04509S
 Cafeteria Helper                09977S                  School Food Svc Mgr III        04514S
 Cook I                          44595S                  School Food Svc Mgr IV         04517S
 Cook II                         44594S
 Food Services Drvier            18078S
 Groundskeeper I                 16125S
 Park Caretaker                  16128S
 School Custodian II             22056S


                     EB5                                                   EE2
           Substitute Clerical; etc.                      Sub Educational Asst.; School Security
 Class Title                        Position#            Class Title                    Position#
 Account Clerk II                   15182S               Communication Aide             44813S
 Account Clerk III                  15184S               Educational Assistant I        19624S
 Clerk Typist I                     10355S               Educational Assistant II       41471S
 Clerk Typist II                    13772S               Educational Assistant III      41470S
 Library Asst                       44982S               School Security Attendant      36894S
 School Admin Svcs Asst I           04500S
 School Admin Svcs Asst II          13764S
 School Admin Svcs Asst III         13768S
 School Admin Svcs Asst IV          36833S


                    EC1
         Substitute House Parents
 Class Title                    Position#
 Houseparent Deaf & Blind I     15179S
 Houseparent                    44672S
 Houseparent                    44734S
 Houseparent                    44753S
 Houseparent                    44773S


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                                                              CASUAL PAYROLL USER’S GUIDE                Version 2.0




        IMPORTANT POLICIES & PROCEDURES

Substitutes for General-funded positions will continue to be centrally paid, if the substitute is required for one of
the following reasons:

        Sick leave;
        Vacation leave;
        Other valid absence of an incumbent employees

Substitutes for Classified (civil service and Support Services Personnel) positions must be due to the valid
absence of an incumbent employee; substitutes for vacant Classified positions are not permitted. Substitutes for
school-initiated reasons, such as professional development are not paid for centrally.

Substitutes for non-General funded positions will continue to be paid with the funds used to pay the incumbent
employee.




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Chapter 9 BLOCKED DAYS
Blocked days are identified with a *. No timesheets can be entered on these days.




Saturdays, Sundays, Holidays
Saturdays, Sundays, and Holiday are blocked for certain employees.

Teacher’s Institute Day
Teacher’s Institute Day is scheduled for one day per island, and is posted annually on the Bulletin Board.

Employees not affected:

       Payroll# EB1 and Program ID 12668 – SUBSTITUTE CUSTODIANS
       Payroll# EC7 and Object 2764 – SUB EO 12 MON
       Payroll# EB5
       Payroll# EB9
       Payroll# EB7
       Payroll# EB8
       Payroll# EC9
       89-Day Hires

89-Day Hire Break Days
89-Day Hire Break Days are scheduled every quarter, and are posted on the Bulletin Board. See sample.

Employees affected: Payroll# Enx, where n = number, and x = any character

Furlough Days
Furlough Days for FY2010-11 is posted on the Bulletin Board. See sample.

Employees not affected:

       Charter School employees (District 80)
       Multi-Track School employees (OrgIDs 280000 -- HOLOMUA, 282000 – KAPOLEI ELEM, 291000 –
        KAPOLEI MIDDLE)
       Drivers Ed employees (Program ID 16355 – DRIVERS EDUCATION)

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                                          CASUAL PAYROLL USER’S GUIDE     Version 2.0



Chapter 10 CASUAL PAYROLL WEBSITE
1. On Desktop, double-click on Internet
   Explorer
-OR-

Click on Start, Programs, Internet
    Explorer
MICROSOFT INTERNET EXPLORER

2. Click on Address box to highlight
   content
    Change to
       http://www.issb.k12.hi.us
    Press Enter

3. Click on Casual Payroll


CASUAL PAYROLL

Refer to this website for:
     Casual Payroll User’s Guide
     Deadlines
     Restriction Table
     Memos
     Request Forms




                                                 CASUAL PAYROLL WEBSITE    Page 10-1
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Chapter 11 POLICIES & PROCEDURES
Use of DIF
DIF should only be used to enter adjustments to dates with timesheets already paid. For example:

       Timesheet already paid at a PTTB rate, but employee is now certified as a PTTA. You need to pay the
        difference between a PTTB and PTTA.
       You need to add more hours, to a timesheet that has already been paid.
       You paid an employee as a Cafeteria Helper Substitute, but employee should have been paid as a Cook I
        Substitute. You need to pay the difference between the 2 positions.

All DIF payments are monitored each pay period, and you may be contacted about questionable payments.

Classified Substitutes
Substitutes for General-funded positions will continue to be centrally paid, if the substitute is required for one of
the following reasons:

       Sick leave;
       Vacation leave;
       Other valid absence of an incumbent employees

Substitutes for Classified (civil service and Support Services Personnel) positions must be due to the valid
absence of an incumbent employee; substitutes for vacant Classified positions are not permitted. Substitutes for
school-initiated reasons, such as professional development are not paid for centrally.

Substitutes for non-General funded positions will continue to be paid with the funds used to pay the incumbent
employee.

Employment Guidelines for Casual Certificated and Classified Employees
Please see Attachment A

How do I correct an employee’s name?
The school/office should send to the Payroll Office a copy of the casual job screen showing the employee's
name, social security card and indicate the reason why they are sending these items to Payroll. Then
school/office can make the changes to the name in the Casual Personnel Casual Job Update.

In addition, if the employee is also a salaried employee (for example, a teacher), the school/office needs to also
submit a Form 107a (Reporting Changes to Personal Information) to OHR, Records and Transactions Unit.




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How do I extend a job’s Termination Date?
For Coaches, the school can call OHR, Transactions.

For Certificated Casuals (PTTs), the school/office can contact OHR, Teacher Reclassification Unit.

For all other jobs in the Casual Personnel System, the school/office should input a new record in the Casual
Personnel System. To maintain continuous employment in the casual job, the employee’s Job Hire date would
be the next business day after the Job Termination date. For example, if the Job Termination date is Tuesday
April 5, then the employee’s Job Hire date in his/her new record(s) will be Wednesday April 6.

It is recommended that the school/office input the new record as soon as possible upon finding the need to
extend an employee to prevent delays in the verification of the new records and ensure the employee remains
in the payroll system.




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Chapter 12 FREQUENTLY ASKED QUESTIONS
Chapter 1 SOFTWARE
    1. What do I enter for Serial Number?
See Step 18 of Instructions to Download, Install, and/or Remove Budget HyperAccess for Windows.




Note: Serial Number is NA2762495A without the period at the end.




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Chapter 2 LOGGING ON
   1. Could I have multiple Budget accounts/passwords for various staff?
      There is 1 B_ Budget account/password assigned to each school/office (Org ID), which must be shared
      among other staff members. As an option, you may request an additional C_ account/password, which
      has access to everything that the B_ account has – except it does NOT have access to the Budget System
      (Allocation and Expenditure Plan screens). See instructions to request a C_ account.

   2. If I give my Budget password to my A+ or Summer School Coordinator, will this give them
      access to my Expenditure Plans?
      If you share your B_ password with them, yes, they will have access to your Expenditure Plan. However,
      the C_ account/password will NOT have access to your Expenditure Plan. Please instruct your staff on
      what they have authorized access to, when sharing your password.

   3. What is Hitman?
      Hitman is an automatic system process that will log you off the system if your session has been inactive
      for more than 30 minutes.

       If you plan to temporarily stop, please EXIT and LOGOFF the system. For security reasons, DO NOT
       LEAVE THE SYSTEM UNATTENDED without logging off.

   4. When will I have access to the System?
      The Casual Payroll System is available 7 days a week, 24 hours a day – EXCEPT when the system is being
      backed up, from approximately 6:30pm to 7:00pm on Monday through Friday.

       You will be notified about 2 minutes before backup is to begin.

       The Production Casual Payroll System is also down during the 5-day closed period, between pay periods,
       while the timesheets are processed. See sample of Bulletin Board, listing the 5-day closed period after
       the current pay period. Note that the Training Casual Payroll System will be open during this 5-day
       closed period.

       Any anticipated system shutdowns will be announced during login on the Bulletin Board. See sample.

   5. Is there an alternative procedure when the system or network is down?
      No, not at this time. Please don’t wait until the last day to enter all timesheets. If your FMS workstation
      or network is down, you should go to the nearest school/office with connection, or to the ITC.

   6. Why don’t I get the Username prompt?
      You may be experiencing network problems.

       Please call CSD for assistance.

              Mon-Fri 7:45am – 4:30pm
              Phone: 377-8320
              Neighbor Islands (toll-free) 8-1-808-377-8320

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7. What is a User authorization error?
   This means that you entered either the wrong username or the wrong password. Press the ENTER key to
   get the Username: prompt to start over again and enter the correct password.

8. I forgot my password. What do I do?
   Follow these instructions here to complete a Password Change Request.

9. What does a Timeout period expired message mean?
   This means you took too long to enter your username and password. Simply press the ENTER key when
   you’re ready, to get the Username: prompt and start over again.




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Chapter 3 MAIN MENU
     1. I typed 2 for Casual Payroll {Production}, but got a message “No data input; press only a non-
        editing function key”.
        Did you notice that the selection numbers are highlighted? You must have pressed F1 before entering in
        2 for Production. You can now use the or       keys to scroll through the selections, and then press
        ENTER to accept the selection. To go back to the normal mode, press the F1 key again.




        Normal mode:




Chapter 2 PASSWORD CHANGE
1.      I got a message “Password NOT ACCEPTED – please retry it again”.
        Your password was NOT changed. You must try again using your current password.

        If you want to include numbers in your password, do NOT use the numeric keypad.




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                                               CASUAL PAYROLL USER’S GUIDE     Version 2.0


Chapter 6 CASUAL PAYROLL MENU OPTIONS

CASUAL TIME SHEET ENTRY SCREEN
1.   Why doesn’t my employee show up on the Entry screen?




                                                  FREQUENTLY ASKED QUESTIONS    Page 12-5
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   1. CHECK FILTER SELECTED                               Press F1-M to return to Main Menu, and select the
                                                          correct filter
   Check highlighted filter




  Filters:             Program IDs:
  Summer School        Payroll# EC8 or
  Programs ONLY
                       PrgmID:
                       17351 - EXTENDED SCHOOL
                       YEAR
  A+ Programs          Payroll# EB4 or
  ONLY
                       PrgmIDs:
                       45003 – AFTER-SCHOOL (A+)
                       SUBSIDY-DHS
  Non-A+ Programs      All others
  ONLY
   2. CHECK TIME SHEET REGISTER SCREEN                    Go to the Casual Time Sheet Register screen.

   Check if On-Leave Flag is checked                      If the On-Leave Flag has an X, press the spacebar to
                                                          blank it out. Press F1-S to save record.




   3. CHECK SUBDIVISION                                   For Stipends, check Subdivision on EPAR and
                                                          confirm that it matches your B_ logon.
   You will only see employees with a Subdivision that
   your Username is assigned to.                          For 89-Day Hires, Student Helpers, and BOE
                                                          Members, check Subdivision on eHR and confirm
                                                          that it matches your B_ logon.




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                                                               CASUAL PAYROLL USER’S GUIDE                 Version 2.0

     4. CHECK STATEWIDE SEARCH BY SSN                           For employees certified on the Casual Personnel
                                                                System, go to the Statewide Search by SSN screen.
     ACTIVE JOBS ON CASUAL PERSONNEL:
                                                                ACTIVE JOBS ON CASUAL PERSONNEL:
     This section lists all Active jobs on the Casual           If the job is not listed here, the job may be
     Personnel System.                                          terminated. Check Job Termination Date on the
                                                                Casual Personnel System, and recertify employee if
     JOBS TO BE TRANSFERRED TO CASUAL PAYROLL                   necessary.
     TONIGHT:
                                                                JOBS TO BE TRANSFERRED TO CASUAL PAYROLL
     This section will show all jobs verified by OHR, that      TONIGHT:
     will be transferred to the Casual Payroll System           Enter the timesheets tomorrow.
     tonight. You will be able to enter timesheets in the
     Casual Payroll System tomorrow morning.                    JOBS BEING REVIEWED BY PERSONNEL:
                                                                Please wait until OHR reviews the jobs.
     JOBS BEING REVIEWED BY PERSONNEL:

     This section will show all jobs pending verification by
     OHR. You will not be able to enter timesheets until
     these jobs have been verified.

2.       I only see Casual Payroll {Training}, so I selected it. Why don’t I see my new employees on
         the Casual Time Sheet Entry screen?
         The Casual Payroll System is closed in-between pay periods, while the timesheets are being processed.
         Please see the Bulletin Board notice for Closed Period:




         During this time, you’ll only see Casual Payroll {Training}, but this option is just for practice purposes.
         Although the data may look real, it’s probably very old.

3.       Can I adjust the hours that have already been paid?
         No. Use the DIF feature of the Casual Time Sheet Entry screen. See instructions.

         Please note Policies & Procedures on using DIF.

4.       How will an employee with different Position #s or Payroll #s be handled?
         If an employee at your school/office is certified under multiple Position #s, Payroll #s, Program IDs, or
         Salary Rates, he/she will be displayed multiple times. Be sure to select the correct combination before
         entering the timesheets.


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5.     Will I be able to enter timesheets for previous pay periods?
       Yes. The OLD feature will allow you to enter timesheets for dates prior to the current pay period. See
       instructions.

6.     What increments are allowed for timesheet entry?
       All hours must be to the nearest quarter-hour (15 minutes).

       For example: 10:00AM to 11:10AM is not valid

       10:00AM to 11:00AM or 10:00AM to 11:15AM must be entered instead

       For example: 1.10 hours is not valid; 1.00 or 1.25 hours must be entered instead

       Exceptions are:

                 A+ Program (Payroll# EB4): daily rates, to the nearest quarter-day
                 Coaches (Payroll# EC3): seasonal rates, to the nearest quarter-season
                 Stipends (Payroll# EC5): daily workshop rate, to the nearest quarter-day
                 Substitute EOs (Payroll# EC7): daily rate, to the nearest quarter-day
                 Temporary Contract Employees (Payroll# EC9): rate per contract, to the nearest quarter-rate
                 BOE Members (Payroll# E6Q): meeting rate, to the nearest quarter-rate

7.     My school already has in place a procedure for Start/End time entries. Do we need to enter
       Start/End time, or will hours only be acceptable?
       The system will allow you to input either Start/End time, or total hours only per day.

8.     If I input Start/End times, will the system adjust the total for a 45-minute lunch?
       No. You must adjust the Start or End time to accommodate lunch or any other adjustments.

       As an alternative, you could enter the time on 2 lines: one for time worked before lunch, and then the
       time worked after lunch.

9.     Will I need to manually keep track that an employee has not exceed the maximum number of
       hours?
       No. OHR and the Payroll Office have specified the maximum number of hours/day per week by Payroll
       Number. You will receive an ERROR – Maximum Number of Hours/Units Exceeded message if you have
       exceeded the limit. See Errors.

10.    What about exceptions to the maximum number of hours?
       Currently, the system will make no exception to the maximum number of hours/units that was
       determined by OHR and the Payroll Office. If this becomes a problem, please let OHR or the Payroll
       Office know, so that modifications to the Casual Payroll System can be made to accommodate you.




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11.   Will the system check for maximum hours allowed for one employee working at multiple
      schools?
      No. A report is being generated for OHR, to monitor employees who have multiple jobs on Casual
      Payroll. OHR will follow-up with schools & offices with these employees, to enforce compliance on
      limitations on the number of hours per week allowed.

12.   How will Saturdays, Sundays, Holidays, and School days be handled?
      OHR and the Payroll Office has established restrictions per Payroll Number, as to which Payroll Numbers
      are allowed to work on Saturdays, Sundays, and Holidays. If an employee may not work on Saturdays,
      Sundays, and/or holidays, these days will be blocked with an *, and no hours may be entered for these
      days.

      If your school/office has been given authorization for employees to work on these blocked days, please
      contact OHR and the Payroll Office before the employees report to work, so that modifications to the
      Casual Payroll System can be made to accommodate this request.

      The Casual Payroll System has not implemented any restrictions that certain Payroll Numbers can only
      work on school days. Each school must manually check for this.

13.   I was disconnected from the system, while processing the Automatic List of employees. How
      can I continue from where I left off?
      Unfortunately, you cannot continue from where you left off. You can continue with entering By Program
      ID, but the employees you have already entered timesheets for will also be displayed.

14.   Can another school update/view my timesheets?
      No. A school may only update/view timesheets for their own school. However, the Payroll Office may
      access and update timesheets for any school/office.

15.   How does my A+ or Summer School Coordinator enter timesheets for their staff, so that I will
      not need to do additional work?
      The A+ Coordinator needs to select A+ Programs ONLY, which applies a filter for employees in the A+
      Program. The A+ Coordinator will then only see employees with payroll# EB4 or employees certified
      with Program IDs 45003 on the Casual Time Sheet Entry, Casual Time Sheet Inquiry, and Casual Time
      Sheet Register screens. Requested reports will only show the A+ Payroll/employees.

       The Summer School Coordinator needs to select Summer School Programs ONLY, which applies a filter
      for only Summer School Programs. The Summer School Coordinator will then only see employees with
      Payroll# EC8 or employees certified with Program ID 17351 on the Casual Time Sheet Entry, Casual Time
      Sheet Inquiry, and Casual Time Sheet Register screens. Requested reports will only show the Summer
      School Payroll/employees.

16.   Can I find out if an employee is working at another school?
      On the Casual Time Sheet Entry, Casual Time Sheet Inquiry, and Casual Time Sheet Register screens, a *
      next to the Uniform Accounting Code means that this employee is also working at another school. See
      Multiple Schools/Offices for a sample.

                                                             FREQUENTLY ASKED QUESTIONS            Page 12-9
Version 2.0       CASUAL PAYROLL USER’S GUIDE

       On the Employee Register Report, there is a column Multi Org. A Y in this column means that the
       employee works at more than one school. An N means that the employee only works at your school.


CASUAL TIME SHEET INQUIRY SCREEN
1.     Do I use an employee’s maiden name or married name?
       If an employee was paid a few months ago with her maiden name, and has since changed her name, you
       would need to use her new name to bring up her records on the Inquiry screen.

CASUAL TIME SHEET REGISTER SCREEN
1.     Can I put an employee On-Leave if they are not officially on Vacation or Sick Leave?
       Yes, putting an employee On-Leave in the Casual Payroll System has nothing to do with being officially
       On-leave. Putting an employee On-Leave in the Casual Payroll System simply suppresses the employee
       from being automatically displayed on the Casual Time Sheet Entry screen.

       There are no links between the Casual Payroll System and the Leave-Accounting System or Time &
       Attendance.

2.     What does it mean if the On-Leave Flag is set to P?
       If the Program ID is ** followed by 3 numbers, this means that the Program ID is invalid. For reference,
       the 3 numbers are the Project Code.

       If the Program ID is a 5-digit number, the Program ID has lapsed sometime during this fiscal year.

       If this is an 89-day Hire, Student Helper, or BOE Member, please contact your District PRO to change the
       Program ID to a valid one.

       Otherwise, please create a new job on the Casual Personnel System, with a valid Program ID.




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                                                            CASUAL PAYROLL USER’S GUIDE               Version 2.0


Chapter 7 REPORTS

DRAFT REPORT
1.       My Draft Report shows a Date Worked 03/00/2011 and 03/32/2011. What kind of dates are
         these?
         DIF payments are displayed as either day 00 or day 32.

         For example:

         A DIF for the 3/16/11 – 3/31/11 pay period will be displayed as 3/32/11

         A DIF for the 3/1/11 – 3/15/11 pay period will be displayed as 3/00/11

PRINCIPALS REPORT & TERMINATION REPORT
1.       I forgot to print my Principals Report. How can I get a copy of it?
         You may print the Enhanced Principal’s Report, which allows you to print the report for any prior pay
         period. Please see instructions.

SUMMARY YEAR-TO-DATE REPORT
1.       Are there any provisions for Fringe Benefits?
         The Summary YTD Balance Report will list any Fringe Benefits. Please note that the estimated balance
         on this report will differ from your balance in FMS due to the following:

        There may be Journal Vouchers and other adjustments made by Accounting, that may increase the
         expense and therefore the actual balances may be less.
        Delay in payroll processing from the time of timesheet submittal to actual payroll posting in FMS.

2.       What are the rules on Fringe Benefits?
         DAGS Payroll applies the Fringe Benefit portion of the payroll cost.

         The Assessment Rates for each fiscal year are posted on the Casual Payroll Website, under
         Memos.

         For example:
         The employer’s share of fringe benefit rate for hourly, other casual pay, retiree, and stipends is
         2.57%, consisting of Workers’ Compensation (.78%), Unemployment Compensation (.34%),
         and Medicare (1.45%).

         Fringe Rates are changed each Fiscal Year. As soom as the Fringe Rates are published, the
         Casual Payroll System will be updated to reflect the new rates. All Summary YTD Reports
         printed prior to the publication of the new rates will need to be generated again to reflect the
         change.



                                                                FREQUENTLY ASKED QUESTIONS            Page 12-11
Version 2.0       CASUAL PAYROLL USER’S GUIDE

       You will be notified that the Casual Payroll System has been updated with the new rates on the
       Bulletin Board.


3.     Will the Expenditure Plan amount be displayed on the screen?
       No, but it is displayed in the Summary Year-to-Date Report, along with any estimated Fringe Rates.

4.     I requested the report, but nothing happened.
       Because this is a resource-intensive report, the report will not be created until 7:30pm tonight. Please
       look for the e-mail notification tomorrow morning.

EMPLOYEE REGISTER REPORT
1.     When the new fiscal year begins, will I need to re-establish my school’s Register again?
       Please see OHR’s Employment Guidelines for Casual Certificated and Classified Employees,




       Please review the Termination Report at the end of your Principals Report & Termination Report every
       pay period, and recertify any employees that you intend to hire the next fiscal year. You will have a
       grace period of 1 ½ months after their job termination date to do so, so you can continue to pay your
       employee.

2.     When the new fiscal year begins, will I need to re-establish my templates I already created?
       No, when the new fiscal year begins, the prior fiscal year’s templates will be copied over to the
       new fiscal year.

PAYMENT HISTORY REPORT




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GENERAL
1.   How does a Part Time Teacher’s rate get changed?
     Once the employee gets the diploma, OHR will terminate the PTTB job. The schools will need to create a
     new job for the PTTA job (higher rate) in the Casual Personnel System.

2.   How will pay raises be handled?
     The Casual Personnel System will automatically create a new job for you. It will also set the Job
     Termination Date of the old job, to the date that the old rate expires. Each employee will then have 2
     jobs – one with the old rate, and one with the new rate.

     eHR will automatically process pay raises for 89-day hires, Student Helpers, and BOE Members.

     The Casual Payroll System does not keep track of when each salary rate is effective. You will need to be
     careful to select the correct salary rate when entering timesheets for current and prior pay periods.
     Placing records with old salary rates “on-leave” (see instructions) will help, so they will no longer be
     displayed on the Casual Time Sheet Entry screen. You can always remove the “on-leave” status of the
     job

3.   Please describe the timing of the automated Casual Time Sheet process
     1. New/updated 89-Hires, Student Helpers, BOE Members. Any additions/updates to these
        employees’ records in eHR will be transferred to the Casual Payroll System every night.
     2. New/updated employees from Casual Personnel System. Any jobs that have been verified by OHR
        the previous day will be transferred to the Casual Payroll System by the next morning.
     3. Timesheets due. Timesheets must be entered in the system no later than 1 working day after the
        15th and 30th/31st, at 4:00pm. At this time, all current timesheets will be Locked for review by the
        State Payroll Office. You will be informed on the Bulletin Board, of the dates the pay period will be
        available, the due date, and the closed period. See sample.
     4. Processing of timesheets to DAGS Payroll. At the beginning of the next pay period, the Principal’s
        Report will be available for printing. This report reflects the timesheets processed by DAGS Payroll.
        Your SASA/Secretary and Principal must sign off on this report.
     5. New Stipends employees. Any additions/updates to Certificated employees will have 2 Stipends
        records (regular Stipends and Stipends-Mentoring) created from all Certificated employees’ records
        in eHR, during the closed period.No additional transfers will be done during the pay period.
     6. Terminated jobs. Jobs will not be immediately terminated. You will be given a grace period of 3 pay
        periods, during which time you will be able to enter timesheets. If the employee’s job is extended,
        be sure to do so BEFORE the grace period is ended. Please see OHR procedures.

         Be sure to review the Termination Report that is printed at the end of your Principals’ Report, every
         pay period. The report lists jobs that will be terminated during the next 3 pay periods..




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4.     How do I pay a half-time employee, working Additional Hours?
       Additional hours are entered on Time Attendance.

       If you need further assistance, please submit a ticket to Central Service Desk, Time & Attendance Level 2
       (Business team).




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