Introduction to Business Services Benefits to Workers Comp Policy - PowerPoint PPT Presentation

Introduction to Business Services Benefits to Workers Comp Policy Matter! Ear l P. Bur k e, MBA, SBA, SFO, SFSA Assist ant Super int endent and Chief Financial Officer New Employee Orientation Div ision of Bu sin ess Ser v ices & Operat ions July 25-27, 2018

Mission and Vision Mission: Provide an e ngaging and e mpowering e nvironment that ensures e xcellence Vision: HCSD is a collaborative environment where we explore the world, experience authentic learning, enhance our character, envision our dreams, pursue excellence and celebrate success. HINDS COUNTY SCHOOL DISTRICT ENGAGING | EMPOWERING | ENSURING | EXCELLENCE

Standard 7 Public Funds and Property This Photo by Unknown Author is licensed under CC BY-NC-SA HINDS COUNTY SCHOOL DISTRICT 3 ENGAGING | EMPOWERING | ENSURING | EXCELLENCE

Cautionary Tale Pulled From REAL Life… HINDS COUNTY SCHOOL DISTRICT ENGAGING | EMPOWERING | ENSURING | EXCELLENCE

Business Services Duties 5 Business Services Operations • Accounting/ Audit • Building Plant Operations • Accounts Payable • Construction Management • Budgeting • Copier and Printing Services • Contract Management • District Vehicle Fleet Management • Employee Insurance/ Benefits • HVAC Services • Fixed Assets and Property Control • Lawn Services • Human Resources • Maintenance Services • Insurance - General Liability, Risk • 16th Section Land Management Management and Workers Compensation • Payroll • Purchasing • State Reporting • Travel Advances and Reimbursements HINDS COUNTY SCHOOL DISTRICT 5 ENGAGING | EMPOWERING | ENSURING | EXCELLENCE

Business Services Website HINDS COUNTY SCHOOL DISTRICT 6 ENGAGING | EMPOWERING | ENSURING | EXCELLENCE

Employee Self Service https://hinds.munisselfservice.com Download the new ESS mobile.  Pay Check Images Step 1. Download the MUNIS ESS MOBILE APP to your cellphone  Personal Information changes from the app store.  Paycheck Simulator Step 2. Click the MUNIS ESS MOBILE APP to open.  Leave Balance Information Step 3. Do one of the following to establish the WEB SERVICE URL.  Request Time-off Scan the QR Code image below or  W-4 Information Manually Enter the URL below  New and Past W2’s https://hinds.munisselfservice.com On our Self Service home page we have an Employee Self Step 4. Enter your ESS User Name and Password Service (ESS) User Guide that can be downloaded to help you navigate in the system. Step 5. Select Remember User Name Step 6. Click Login HINDS COUNTY SCHOOL DISTRICT 7 ENGAGING | EMPOWERING | ENSURING | EXCELLENCE

Em ail I s Our Prim ary Com m unication Tool of the District HINDS COUNTY SCHOOL DISTRICT 8 ENGAGING | EMPOWERING | ENSURING | EXCELLENCE

Payroll 1 0 1 …  Two major areas, Payroll Accounting and Payroll Administration.  Payroll Accounting consists of: 1. calculating earnings and related withholding for taxes and other deductions, 2. recording results of payroll activities, and 3. preparing required tax returns to federal, state and local tax agencies.  Payroll Administration deals with managerial tasks. Payroll administration includes: 1. Managing employee personnel and payroll information 2. Compliance with federal, state and local employment laws HINDS COUNTY SCHOOL DISTRICT 9 ENGAGING | EMPOWERING | ENSURING | EXCELLENCE

School Year Calendar  Shows normal work days for 187 day and 238 day employees  Supervisors of employees that work more than 187 but less than 238 days, use calendar to determine beginning and end dates  Green Shade – 187 work days  Blue Shade - 238 work days  Yellow Shade – No Students/ Staff Professional  Red Shade – District/ Schools Closed  Suggestion: Once Principal and Hourly employee decide start and end dates, they should document on this calendar and attach with At-Will agreement HINDS COUNTY SCHOOL DISTRICT ENGAGING | EMPOWERING | ENSURING | EXCELLENCE

[DJCA] Schedule and Processing… 11  One (1) payroll is processed once per month.  Processed two (2) days before the final work day of the month.  All pay actions received by the end of the pay cycle are paid.  Any pay actions received after the deadline will be processed during the next applicable payroll cycle.  Error corrections are made as timely as possible, but are subject to federal and state tax reporting concerns.  Every effort is made to ensure timely payment of employees. HINDS COUNTY SCHOOL DISTRICT ENGAGING | EMPOWERING | ENSURING | EXCELLENCE

Direct Deposit…  Mandatory.  Forms due by the 10 th of month.  Changes to or closing of account require completion of new form.  Report to Payroll ASAP to avoid payroll delay.  When making the decision to change bank or close your account, please do not do this after the payroll cycle ends.  There is no flexibility on Direct Deposit!  It will be processed on time! HINDS COUNTY SCHOOL DISTRICT ENGAGING | EMPOWERING | ENSURING | EXCELLENCE

Salary Schedules…  Updated annually.  Available on Website. HINDS COUNTY SCHOOL DISTRICT 13 ENGAGING | EMPOWERING | ENSURING | EXCELLENCE

Payroll Notes… 14  All Supplements (coaching, additional days, etc.) are paid in 12 equal installments.  If the supplement is dropped or removed from an employee, it will be terminated as soon as possible.  If an employee quits an assignment and a resulting overpayment is determined, the entire amount will be deducted from the employees next paycheck.  If employee terminates before the end of school year, the entire amount withheld will be paid in the next payroll cycle minus any deductions. HINDS COUNTY SCHOOL DISTRICT ENGAGING | EMPOWERING | ENSURING | EXCELLENCE

Understand Your Com pensation HINDS COUNTY SCHOOL DISTRICT ENGAGING | EMPOWERING | ENSURING | EXCELLENCE

[DJCA] Pay Day Schedule § 37-9-39. Time of payment of salaries (1)All school districts shall process a single monthly payroll for licensed employees and may process a single monthly ..., in the discretion of the local school board, … , except for December, when salaries or wages shall be paid by the last working day. ... in equal monthly installments ... Any employee failing to complete ..., and who receives payment ..., shall become liable ..., plus interest ... at the time ... discontinues ... service. (2)Any school employee whose employment ends during a school term, … ,shall be paid ... only for … (time) actually worked. … (No) ... payment of salary or wages when no work has been performed. HINDS COUNTY SCHOOL DISTRICT ENGAGING | EMPOWERING | ENSURING | EXCELLENCE

Pay Stub…  Employee Number – Learn it. Remember it. Use it.  Employee Name  Department – Your school location code.  Advice Date – Date payroll was processed.  Week Ending – Date in month payroll check covering.  Type – Denotes payroll frequency. All employees are monthly.  Advice Number – Check Number  Advice Amount – Net amount value of check or deposit. HINDS COUNTY SCHOOL DISTRICT ENGAGING | EMPOWERING | ENSURING | EXCELLENCE

Your Pay Stub…  Deductions – A full list of all deductions applied to your monthly pay.  Federal, State & Local taxes  Health & Life Insurances  Investments  Retirement  Bank Deposits  Other  Current – The amount deducted from your current pay check.  The total should equal the total of your pay for the month.  YTD – The calendar year total of all deductions starting January 1 to the date of the pay check.  Note: Modifying deductions will have unpredictable effect on YTD. HINDS COUNTY SCHOOL DISTRICT ENGAGING | EMPOWERING | ENSURING | EXCELLENCE

Your Pay Stub…  Leave – List of Sick Leave, Personal Leave and FMLA Leave.  Earned – The amount of days an employee earns at the beginning of the Fiscal Year. July 1.  Used – The amount of days in each group an employee has exhausted at the date payroll cycle ended.  Payroll cycle ends near the middle of each month. Leave days used after the middle of the month may not be reflected in the balance shown on the pay advice for that month.  Balance – The remaining balance in each leave class at the time payroll cycle ended.  It is your responsibility to know your own leave balances.  Failure to do so may result in an employee exceeding available leave.  Exceeding leave will cause employee to lose pay. HINDS COUNTY SCHOOL DISTRICT ENGAGING | EMPOWERING | ENSURING | EXCELLENCE

Your Pay Stub…  Federal – Federal Income Tax Withholding from W-4 form.  State – State Income Tax Withholding from State Tax Form.  M/ S – Indicates how employee wants tax applied (Married/ Single).  Exemptions - Indicates number of withholdings claimed.  Extra – Indicates any extra amounts employee requests to be withheld.  NOTE:  Employee should monitor this section and make sure that all information is correct.  It is the employees responsibility to verify that tax status and withholdings are correct.  Business Services staff shall not make recommendations about employee taxes.  Employee should consult with their individual tax preparer. HINDS COUNTY SCHOOL DISTRICT ENGAGING | EMPOWERING | ENSURING | EXCELLENCE