Regulation DJC-R: Payroll Procedures

PAYROLL REPORTING

The DeKalb Systems Guide for Payroll Reporting Procedures, prepared by the payroll section of the Department of Finance in cooperation with the Department of Management Information Systems, is available in each of these respective offices.

A copy of this publication is provided for each school and department to use in the preparation of monthly and biweekly payrolls. It may also be used to answer questions from employees concerning payroll deductions and other matters related to salary. These questions should be directed initially to the local school administrator for resolution.

When questions arise regarding the payroll, the Systems Guide should be used as a first source of information. If questions still remain, the supervisor of payroll and/or comptroller should be contacted by the local school administrator for assistance.

The Systems Guide is updated periodically to provide for changes in the payroll processing system.

PAYROLL REPORTING PROCEDURE FOR CLASS COVERAGE BY A REGULAR TEACHER

Listed below are the procedures and guidelines to be used for documentation and payment when teachers use their planning period to cover a class due to a substitute finder system failed absence.

GUIDELINES TO BE FOLLOWED

1. The unit of pay is $15 for each class period covered.

2. Where possible coverage should be arranged within the department of the teacher who is absent. Example: Math teachers cover a math absence.

3. The principal will forward to personnel a list of teachers who have volunteered for this program. The list should include the names of eligible teachers, Social Security numbers and academic area. The principal or designee may add to the list at any time.

4. Only full-time teachers are eligible to be paid. Payment can be rendered only when the teacher forfeits their planning period to cover a class. Counselors, administrators, media specialists, paraprofessionals and other non-teaching personnel can not be paid for class coverage.

5. The principal may assign teachers to cover a class during middle school team periods or ask the Department Chairpersons to use their department period for coverage in high schools. Payment can be made only when teachers must give up their individual planning periods.

6. Payment can only be made when the coverage is referenced to a job number from the Sub Finder System. Teachers will only be paid when no substitute can be provided by the Sub Finder System.

7. This program is not to be used for coverage of absences that are not charged against a teacher’s leave balance or an approved charge code. Paid coverage will not be authorized to cover situations such as early departure or doctor appointments which are not turned in as either one-half day or full-day absence charged against the teacher’s leave balance.

PAYROLL AND DOCUMENT PROCEDURES TO BE FOLLOWED

1. The principal will develop and submit a list of teachers as described under the guidelines.

2. The STOP Coordinator will maintain a book of payroll sheets for each teacher. The teacher and STOP Coordinator will complete the requested information for each period covered and reference to the job number for each absence.

3. The teacher is responsible to see that complete and correct information is entered on the payroll form.

4. At the end of the payroll period the individual payroll forms will be reviewed and approved by the principal.

5. The bookkeeper will total the units of pay for each teacher, retain a copy, and forward the original form for each employee to payroll.

Below is a sample of the information needed to collect for payroll.

SAMPLE INFORMATION NEEDED

Teacher Date_________________________

S.S.#________________________

Name of Absent Teacher Job Number Date of Coverage Period Covered

1.

2.

3.

4.