FILE:  DJC

Cf:  GBA

 

PAYROLL PROCEDURES

 

 

The goals of the payroll policy of the St. John the Baptist School Board are to ensure that all employees are paid by a School Board approved salary schedule, that employees are paid timely and that an adequate system of checks and balances exist.

 

SCHOOL BOARD SALARY SCHEDULE

 

All employees shall be paid from a School Board approved salary schedule. The business department will prepare the salary schedules for the School Board.  Once the salary schedule is adopted by the School Board, all employees shall be paid in accordance with said schedule. When the state of Louisiana gives raises to school employees, these raises can be added to the salary schedule without immediate School Board approval.  The School Board shall be notified at a public meeting about raises approved by the state.  No other deviation from this salary schedule shall be allowed without School Board approval.

 

Procedures for Adopting Salary Schedule

 

  1. At its May meeting, the Finance Committee shall receive a draft of the proposed Salary schedule for the next fiscal year.  The Superintendent and School Board members shall receive a copy of this draft with their Finance Committee notice.
     

  2. The salary schedules for the next fiscal year shall be introduced to the School Board at the first meeting in June.
     

  3. At its June meeting, the Finance Committee votes to recommend the salary schedule to the School Board.
     

  4. The salary schedules for the next fiscal year shall approved by the School Board at the second meeting in June.

 

Procedures for Amending Salary Schedule

 

During the fiscal year it may be necessary to amend the salary schedule (i.e. new positions may be added, the School Board may give a raise, etc.).  With the exception of raises approved by the state, the School Board shall approve all individual changes to the salary schedule.  The administration shall track all changes made during the year to the salary schedule and present an official amended salary schedule following the same schedule as above.

 

EMPLOYEE PAYROLL

 

Employee payroll is generated in two ways: 1) the employee is hired by the School Board and paid an annual salary; and/or 2) the employee is assigned additional work (i.e. overtime, required workshops, etc.).

 

  1. Scheduled Pay Dates:

    Regular Monthly Payroll

    The pay day for the regular monthly payroll shall be the twentieth (20th) of the month.  If the twentieth falls on a weekend, the pay date shall be the Friday before the twentieth.  If the twentieth falls on a system-wide holiday, the pay date will be on last work day prior to the system-wide holiday.

    Stipend Payroll

    All other payments to employees, other than their normal monthly salary, shall be made with the stipend payroll.  The pay day for the stipend payroll shall be the tenth (l0th) of the month.  If the tenth of the month falls on a weekend, the pay date shall be the Friday before the tenth.  If the tenth falls on a system-wide holiday, the pay day shall be on the last work day prior to the system-wide holiday.

    The pay dates shall be posted on the School Board’s Web Site under EMPLOYEES.
     

  2. Employees can select one (1) of two (2) methods to receive compensation:

    Direct Deposit

    Employees who elect direct deposit should give a copy of a cancelled check to the payroll department.  Payment by direct deposit shall be credited on the scheduled payday.  Changes can be made to the direct deposit account as long as these changes are received by the payroll department by the 10th of the month.  Changes received after the 10th of the month shall be made with the following month’s payroll.

    Payroll Check

    Employees who elect to have an actual payroll check drawn, shall have their payroll check mailed on the scheduled pay date.  If the payroll check is lost, the employee shall receive a replacement check within the next five (5) mail days.
     

  3. All employee paychecks and notices of deposits shall be mailed.  There shall be no pickups or early release of paychecks.

    Exception
    :  Only in an emergency, as declared by the Superintendent, shall paychecks and notice of deposits be delivered to the site.  The site supervisor shall issue paychecks/notice of deposits only to employees that are officially at work.  All other paychecks/notice of deposits shall be returned to the Central Office.  (For example:  An emergency was declared by the Superintendent for two (2) months after Hurricane Katrina.  The New Orleans postal system was destroyed and the mail was behind by 30-60 days.  Instead of mailing paychecks, for two (2) months pay checks were delivered to the sites.)

 

PAYROLL PROCEDURES

 

Regular Monthly Payroll

 

1.

All regular employees shall be paid an annual salary, based on the approved salary schedule, in twelve (12) equal installments.
 

2.

The personnel office shall submit a payroll status form on all employees designating the approved salary.  The payroll clerk shall input the necessary information to begin payroll processing.
 

3.

Although the fiscal year begins in July, the pay frequency for school employees depends on the term of employment.

 

Term of Employment

Pay Begins

Pay Ends

12 Months

July

June

11 Months 

August

July of the following year

10 Months

September

August of the following year

9 Months

September

August of the following year

Coaches

August

July of the following year

 

4.

For employees that are hired after the fiscal year begins, their pay shall begin as follows:

 

Payroll Status Form Received by Payroll:

Pay starts:

By the last day of month 

The twentieth (20th) of the month

After the first of the month

The twentieth (20th) of the following month

 

5.

On the fifteenth (15th) of the month a non-update version of the payroll shall be generated, separated by site and electronically transmitted to the site supervisor. The site supervisor shall be responsible for approving his/her site’s payroll.  If the site supervisor fails to approve their payroll, his/her immediate supervisor shall be notified.  It shall be the immediate supervisor’s responsibility to ensure approval of this monthly payroll, evaluate the incident or recommend disciplinary action.

 

6.

The day before the scheduled pay date, the payroll will be processed and prepared for the next day.  Direct deposit instructions are transmitted to the bank so that direct deposit shall be credited on the scheduled pay day.

 

7.

The payroll checks and notices of deposit shall be mailed on the scheduled pay date.  There shall be no early release of payroll.

 

Stipend Payroll

 

1.

The stipend payroll is generated for all payments that are not included in the employee’s annual salary.  They include, but are not limited to, overtime, stipends for workshops, payments for after hours worked, travel/expense reimbursements, school rentals, and bus driver extra trips.  All requests for payment must be submitted no later than sixty (60) days after the expense was incurred.  Failure to follow this timeline shall result in non-payment.

 

2.

The wages for these activities are covered in the union contract and salary schedule.

 

3.

To be eligible for payment the following approvals are required PRIOR to payment of the pay request:

 

Type

Prior Approval Required From

Overtime

Superintendent

Workshop stipend 

Site Supervisor

After hours tutoring

Site Supervisor

Out of Parish Travel 

Superintendent

In Parish Travel

Site Supervisor

Bus Driver Extra Trip  

Site Supervisor

School Rentals

Site Supervisor

 

The School Board shall not be liable for any of these extra payments if the employee fails to receive prior approval or does not follow the time and attendance policies of the School Board.

 

4.

Before the Supervisor can authorize any employee for any paid work beyond the normal work day, the Supervisor must get the event set up with the Personnel Office.  This must be set up five (5) working days prior to the event.

 

5.

Requests for payments from employees must have all approvals three (3) days prior to the Stipend Payroll date.  Requests and approvals received after this day shall be processed on the next month’s stipend payroll.  This date is normally the seventh (7th) of the month, except when the tenth (10th) falls on a weekend or holiday.  The scheduled pay dates are posted on the School Board’s web site.

 

6.

Approved pay requests submitted within this timeframe shall be paid according to the following timeline:

 

Direct Deposit Credited on the Stipend Pay Date

Payroll Check Mailed on the Stipend Pay Date

 

There will be NO early release of payroll.

 

7.

It is the Supervisors’ responsibility to make sure that all pay requests under their direction are properly submitted within these timelines.  Supervisors that fail to meet these timelines may be considered in violation of School Board policy and subject to disciplinary action.

 

Revised:  March, 2006

 

 

Ref:    La. Rev. Stat. Ann. §17:81

Board minutes, 7-15-99, 2-2-06

 

St. John the Baptist Parish School Board