Summary Information CMS / Timekeeping: LegalServer Revenue Budget: - PowerPoint PPT Presentation

Summary Information CMS / Timekeeping: LegalServer Revenue Budget: $15 million Accounting: MIP Fund Accounting Personnel Budget: $10 million Payroll & HR: PayChex Staff Size: 115 Employees Funding Sources: 56 Union: 60% Union / 40% Non-Union  Federal - 3 (LSC Funded)  Attorneys/Fellows – 55  State – 11  Paralegals – 20  County / City - 19  Secretary / Reception – 20  Foundations – 11  Social Workers – 2  Restricted Donations – 4  Admin - 18  Unrestricted – 1  Plant Fund - 7 o Salary - Exempt o Salary – Non-Exempt o Hourly – Summer Students/Temps

Timekeeping Activity Codes (Cont’d) CLIENT TIME – ACTIVITY CODES OTHER SERVICES / OUTREACH TIME  Backup Attorney  Case Administration  Case Administration  Case Research  Case Review  Case Review  Correspondence  Conference / Meeting  Develop Pro Se Materials  Correspondence  Document Preparation  Court Appearance  Meeting  Discovery  Mentoring  Document Preparation  Other Outreach Time  General Research  Prepare Legal Education Material  Initial Assessment  Presentation to Clients or Group  Intake  ProBono Recruitment & Planning  Investigation  ProBono Training  Negotiation  Referral and Intake  Preparation  Research  Telephone Calls  Review Materials  Translation Services  Self-Help Center  SW – Case Management  Self-Help Clinic / Workshop  SW – Individual Counseling  Telephone Call  SW – Safety Plan  Training / Teaching a Class  SW – Service Calls

Timekeeping Activity Codes (Cont’d) LEAVE TIME NON-CLIENT / SUPPORT TIME  Bereavement  Administration  Break (Paid)  Board Work  Catastrophic  Building Management  Holiday  Correspondence  Jury Duty  Development  Other Time Off (Not Paid)  Grant Administration  Sick  Human Resources  Vacation  Meeting  Voting (1 hour)  New Hire Orientation  Notary  Office Management NOTES: ALL EMPLOYEES  Performance Evaluation 1. Provide contemporaneous timekeeping  Prescreen and Intake  Research 2. Default fund source & activity code  Staff Meeting 3. Full-time employees required to work  Supervision 7 hours per day and 35 hours per week.  Technology Project / Support Overtime 8 day / 40 week.  Telephone Call 4. Earn Compensatory Time Off Accrual –  Training / Conference Exempt staff 1 to 1; Non-Exempt 1 to 1.5  Translation / Interpretation

Example - Other Services & Outreach

Approved Electronic Timecard

Work / PTO Summary - Manual Process into PayChex LSED – EE NAME Date of Hire x/x/xx x/x/xx 2016 COMPENSATORY (105 max per year) SICK VACATION Bereav Regular Total Earned Used Accrued Total Earned Used Accrued Total Earned Used Accrued Total Holiday / Jury Hours Hours Duty Min Forward 52.770 21.320 35.390 Hours 15-Jan 77 10.800 2.000 8.800 61.570 3.500 3.500 21.320 4.375 4.375 39.765 7.000 75.300 87.800 31-Jan 70 18.400 1.500 16.900 78.470 3.500 3.500 24.820 4.375 4.375 44.140 7.000 79.900 88.400 15-Feb 77 6.500 3.500 3.000 81.470 3.500 3.500 28.320 4.375 4.375 48.515 7.000 73.000 83.500 28-Feb 70 13.600 1.100 12.500 93.970 3.500 3.500 31.820 4.375 4.375 52.890 82.500 83.600 15-Mar 77 25.500 1.000 24.500 118.470 3.500 3.500 35.320 4.375 4.375 57.265 101.500 102.500 Accumulated: 118.47 35.320 57.265 1,372 235.30 79.90 6.80 - 42.00 - 1,324.60 1,453.30

Work / PTO Summary - Manual Process into PayChex Staff log into PayChex HR ONLINE to access pay vouchers, annual W-2, and Paid Time Off Accruals for Sick, Vacation and Compensatory Time.

Budgeted FTEs Monthly Worksheet SALARY ALLOCATIONS 12.31.16 12.31.16 9.30.16/17 6.30.16 8.31.16 8.31.16 8.31.16 Sample MIP Code 101 202 230 466 422 522 541 005 EMPLOYEE TITLE LSC IOLTA Shriver DV Self-Help Veterans HCC UR TOTAL Department Dir of Litigation 60.00% 10.00% 10.00% 10.00% 10.00% 100.00% Supervising Attorney 10.00% 10.00% 10.00% 10.00% 60.00% 100.00% Attorney 20.00% 10.00% 60.00% 10.00% 100.00% Attorney 100.00% 100.00% Attorney 100.00% 100.00% Attorney 100.00% 100.00% Fellow 100.00% 100.00% Paralegal 50.00% 40.00% 10.00% 100.00% Paralegal 100.00% 100.00% Paralegal 100.00% 100.00% Secretary 50.00% 30.00% 20.00% 100.00% Receptionist 80.00% 20.00% 100.00% Office Manager 100.00% 100.00% Budgeted FTEs 3.70 0.30 2.10 1.50 2.00 0.50 1.90 1.00 13.00 % of time for Legislative Advocacy (not allowed under LSC) Grant is hard coded for % of time Actual time keeping required by funding source Remainder is recorded to LSC Darkened Colors -- Pertains to person who can absorb excess of personnel charging to the grant

Actual Monthly Timekeeping Report Actual Timekeeping - Legal Server Cross Tab Monthly Report General Economic Self- General Staff Name Security IOLTA Shriver DV Help Veterans HCC Admin Unrestricted Totals Dir of Litigation 1 105.00 14.00 18.00 12.00 8.00 5.00 162.00 Supervising Attorney 1 35.00 13.00 7.00 5.00 98.00 158.00 Attorney 1 25.00 16.00 95.00 15.00 151.00 Attorney 2 150.00 150.00 Attorney 3 147.00 147.00 Attorney 4 160.00 160.00 Fellow 1 155.00 155.00 Paralegal 1 75.00 60.00 12.00 147.00 Paralegal 2 147.00 147.00 Paralegal 3 147.00 147.00 Secretary 1 75.00 45.00 27.00 147.00 Receptionist 1 117.00 30.00 147.00 Office Manager 1 147.00 147.00 HR Director 1 156.00 156.00 Totals 579.00 43.00 315.00 219.00 294.00 67.00 293.00 156.00 155.00 2121.00

Monthly Payroll Journal Entry Worksheet MONTHLY PAYROLL JOURNAL WORKSHEET - Office #1 Hourly TCE Vacation EMPLOYEE 5/15/16 5/31/16 TOTAL Rate HOURS LSC IOLTA SHRIVER HRS DV HCC TOTAL Payout HRS Attorney attorney 1 3,500 3,500 7,000 46 180 5,329 700 - 25 971 7,000 attorney 2 3,500 3,500 7,000 46 175 - 182 7,000 - 7,000 attorney 3 3,500 3,500 7,000 46 173 - 500 - - 6,500 7,000 TOTAL ATTORNEY 10,500 10,500 - 21,000 529 5,329 1,200 7,000 971 6,500 21,000 PARALEGAL paralegal 1 2,000 2,000 4,000 26 162 3,185 33 815 4,000 paralegal 2 – term 5.31.16, with allocated vacation payout. 2,000 2,000 3,000 7,000 26 147 3,500 - - 3,500 7,000 TOTAL PARALEGAL 4,000 4,000 3,000 11,000 309 6,685 - - 815 3,500 11,000 SECRETARIES Secretary 1 1,900 1,900 3,800 25 147 2,912 - 15 388 500 3,800 TOTAL SALARY 16,400 16,400 3,000 35,800 985 14,927 1,200 7,000 2,173 10,500 35,800

Monthly Payroll Journal Entry Worksheet Hourly TCE Vacation EMPLOYEE 5/15/16 5/31/16 TOTAL Rate HOURS LSC IOLTA SHRIVER HRS DV HCC TOTAL Payout HRS TOTAL SALARY 16,400 16,400 3,000 35,800 985 14,927 1,200 7,000 2,173 10,500 35,800 PERCENT OF TOTAL WAGES 42% 3% 20% 6% 29% 100% Payroll Taxes 2,864 1,194 96 560 174 840 2,864 Payroll Benefits 8,234 3,433 276 1,610 500 2,415 8,234 Total Taxes & Benefits 11,098 4,627 372 - 2,170 - 674 3,255 11,098 Total Personnel 46,898 19,554 1,572 9,170 2,847 13,755 46,898

Monthly Payroll Journal Entry Worksheet MONTHLY PAYROLL JOURNAL ENTRY - XX, 2016 Description Account # Debit Credit Attorney - LSC 5005-101-10-10 5,329 Attorney - IOLTA 5005-202-10-10 1,200 Attorney - Shriver 5005-230-50-10 7,000 Attorney - DV 5005-466-10-10 971 Attorney - HCC 5005-541-10-10 6,500 21,000 Paralegal - LSC 5010-101-10-10 6,685 Paralegal - DV 5010-466-10-10 815 Paralegal - HCC 5010-541-10-10 3,500 11,000 Other Staff - LSC 5015-101-10-10 2,912 Other Staff - DV 5015-466-10-10 388 Other Staff - HCC 5015-541-10-10 500 3,800 35,800 Payroll Taxes - LSC 5105-101-10-10 1,194 Payroll Taxes - IOLTA 5105-202-10-10 96 Payroll Taxes - Shriver 5105-230-50-10 560 Payroll Taxes - DV 5105-466-10-10 174 Payroll Taxes - HCC 5105-541-10-10 840 2,864

Monthly Payroll Journal Entry Worksheet Description Account # Debit Credit Payroll Benefits - LSC 5125-101-10-10 3,433 Payroll Benefits - IOLTA 5125-202-10-10 276 Payroll Benefits - Shriver 5125-230-50-10 1,610 Payroll Benefits - DV 5125-466-10-10 500 Payroll Benefits - HCC 5125-541-10-10 2,415 8,234 Prepaid Payroll Benefits 1220-005 11,098.00 Medical Share of Cost 1220-005 300.00 TSA Payable 2200-005 250.00 Flex Plan Payable 2225-005 250.00 Union Dues Payable 2230-005 300.00 Loan 2240-005 - Cash 1025-005 34,700.00 OFFSETS Total 46,898.00 46,898.00

Grantor Billing Fee for Service - Attorney Hours Only Attorney 1 Include time summary Attorney 2 and approved time Attorney 3 Attorney 4 cards with monthly Attorney 5 Attorney 6 invoice Attorney 7 Attorney 8 Attorney 9 Attorney 10