Introduction to Business Services Benefits to Workers Comp HINDS - - PowerPoint PPT Presentation
Introduction to Business Services Benefits to Workers Comp HINDS COUNTY SCHOOL DISTRICT NEW EMPLOYEE ORIENTATION - JULY 2016 Earl Burke, M.B.A., CSBA Assist ant Superint endent for Business Services & Operat ions Chief Financial Officer
HINDS COUNTY SCHOOL DISTRICT NEW EMPLOYEE ORIENTATION - JULY 2016
Earl Burke, M.B.A., CSBA
Assist ant Superint endent for Business Services & Operat ions Chief Financial Officer
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Operations
Building Plant Operations Construction Management Copier and Printing Services District Vehicle Fleet
Management
HVAC Services Lawn Services Maintenance Services 16th Section Land Management
Business Services
Accounting/ Audit Accounts Payable Budgeting Contract Management Employee Insurance/ Benefits Fixed Assets and Property Control Human Resources Insurance - General Liability, Risk
Management and Workers Compensation
Payroll Purchasing State Reporting Travel Advances and Reimbursements
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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
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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.
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:
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Mandatory. Forms due by the 10th 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!
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Updated annually. Available on Website.
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Coaching Supplements are paid
according to the MHSAA approve sports seasons
Hourly employees will be offered a
“Holdback” Option once this year.
Allows hold back of percentage (minimum of
15.25%) of monthly wages to be paid out in the months of June and July.
All funds will be distributed in 2 equal
installments and all deductions will be taken at that time
This is voluntary and once selected will remain
in effect until the end of school year.
If employee terminates before the end of
school year, the entire amount withheld will be paid in the next payroll cycle minus any deductions.
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E
mplo ye e Numb e r – L e a rn it. Re me mb e r it. Use it.
E
mplo ye e Na me
De pa rtme nt – Yo ur
sc ho o l lo c a tio n c o de .
Advic e Da te – Da te
pa yro ll wa s pro c e sse d.
We e k E
nding – Da te in mo nth pa yro ll c he c k c o ve ring .
T
ype – De no te s pa yro ll fre q ue nc y. All e mplo ye e s a re mo nthly.
Advic e Numb e r – Che c k
Numb e r
Advic e Amo unt – Ne t
a mo unt va lue o f c he c k
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De duc tio ns – A full list o f a ll de duc tio ns
a pplie d to yo ur mo nthly pa y.
F
e de ra l, Sta te & L
He a lth & L
ife I nsura nc e s
I
nve stme nts
Re tire me nt Ba nk De po sits Othe r
Curre nt – T
he a mo unt de duc te d fro m yo ur c urre nt pa y c he c k.
T
he to ta l sho uld e q ua l the to ta l o f yo ur pa y fo r the mo nth.
YT
D – T he c a le nda r ye a r to ta l o f a ll de duc tio ns sta rting Ja nua ry 1 to the da te
No te : Mo difying de duc tio ns will ha ve
unpre dic ta b le e ffe c t o n YT D.
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L
e a ve – L ist o f Sic k L e a ve , Pe rso na l L e a ve a nd F ML A L e a ve .
E
a rne d – T he a mo unt o f da ys a n e mplo ye e e a rns a t the b e g inning o f the F isc a l Ye a r. July 1. Use d – T
he a mo unt o f da ys in e a c h g ro up a n e mplo ye e ha s e xha uste d a t the da te pa yro ll c yc le e nde d.
T
he pa yro ll c yc le e nds ne a r the middle o f e a c h mo nth. E mplo ye e s sho uld b e a wa re tha t da ys use d a fte r the middle o f the mo nth ma y no t b e re fle c te d in the b a la nc e sho wn o n the pa y a dvic e fo r tha t mo nth.
Ba la nc e – T
he re ma ining b a la nc e in e a c h le a ve c la ss a t the time pa yro ll c yc le e nde d.
It is the re spo nsib ility o f e a c h e mplo ye e to tra c k the ir o wn le a ve b a la nc e s. F
a ilure to do so will re sult in a n e mplo ye e e xc e e ding a va ila b le le a ve .
E
xc e e ding le a ve will c a use e mplo ye e to lo se pa y.
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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.
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Review Policy CGPH on Leaves and Absences. Leave provision do not start until new employees officially report
to work for the first day of contract.
Based on fiscal year.
187-219 day employee receives 7 sick and 2 personal days. 220-237 day employee receives 8 sick and 2 personal days. 238 day employee receives 9 sick and 12 personal days.
Days are prorated, if employee starts after normal start date. If employee terminates before end of year, employee’s pay will
be adjusted for days taken beyond prorated amount.
Complete Leave Forms Each school has a procedure. Your principal will provide
information.
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Sick leave (ethically) must be used for:
personal illness illness or death of immediate family member
(bereavement)
or someone whom the employee is responsible. (Policy
defines immediate family)
Unused days carry over year-to-year. Unlimited. Optional dental and medical treatment or surgery
should be scheduled at time when school is not in session if doing so will not cause medical risk.
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For the first 10 days, after classroom teacher’s Sick
leave is exhausted because of illness, classroom teacher will be paid per diem less cost of substitute teacher.
Substitute Cost is $122 per day Does not apply to Halftime employees or employees other
than classroom teachers
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Can not be taken on:
The first day of school term (Military exception) The last day of school term (Military exception)
May be used as you desire Requires prior written permission Employees may bank up to 5 days per year Max 10% of any school staff may be granted personal
leave on any day. First request basis
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Jury Duty
No pay deducted Must show proof of summons
Profession Leave
Available for approved absences for required training Requires approval of supervisor and superintendent
Other Absences
Made in writing Require approval of supervisor and superintendent Full pay deduction will apply
Completed form submitted to your schools attendance designee (See Principal) Date of Absent: The date Comp Time is being used Full Or Half Day: This can be Hours to be used Code/ Reason: Comp Time Substitute’s Name & SSN: Date Comp Time was earned Automation: ???
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Maintain updated name and address
information with your insurance carriers.
Obtain change request forms through
Human Resources.
Employees who enroll in 125 Cafeteria
Plan may not make changes to their deductions until the next open enrollment period unless there is a qualifying event. (October or November of each
year)
Manage your insurance coverage. We do not discuss your insurance or pay
information with anyone, including spouses.
Know your insurance coverage(s). Keep your policy information handy as
well as contact numbers for the agents should you have any questions regarding your policy.
Monitor your insurance premiums. Any discrepancies in premium
deductions should be reported to the Business Office immediately.
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Complete thoroughly. Provide as much detail as
possible.
Submit to Principal
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Cards are state funds appropriated directly to teachers for
the purchase of classroom supplies, materials & equipment.
Allocation amount will be the same in all districts. New cards will be issued each year. Cards will be issued in mid September. Cards will suspend at March 31, 2017 Teachers are required to turn in the card to the district if the
teacher leaves the district.
Teachers must notify the school district immediately if the
card is lost, destroyed or stolen.
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Teachers are responsible for
repaying the state for any purchases that are considered unallowable (at the determination of an audit of the teacher’s purchases).
Audits of purchases made by
teachers using the procurement card would be an audit of the individual teacher and not part of the school district’s annual financial audit.
Teachers are required to retain
receipts or copies of receipts of purchases made using an EEF procurement card for five years for audit purposes.
The district will show the item as
equipment donated to the district by the State of Mississippi.
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If you want or need to buy
something, see your school bookkeeper.
You must complete a requisition
with all relevant purchase information.
Give your requisitions to your
school bookkeeper and they will process it for a purchase order.
All purchases require a purchase
item.
You can not buy an item and
submit a receipt for reimbursement.
You do not have the authority to
verbally agree to a purchase or approve a purchase.
If you do so in any way the
purchase relationship is between you and the vendor and you will be personally liable for paying the vendor.
If you have any questions, your
school bookkeeper should be able to help you or you can call Rosie Griffin at Central Office.
Short-term assignment Check out of property from
district
Authorizes removal Documents responsibility for
property
Approvals shall be limited to one
school year
Documents property during audit Property is subject to immediate
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Must be posted in all rooms. Should be generated from
MUNIS
Updated at least quarterly Must list all items in room Must be signed by the person
responsible for the room
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No funds should be accepted in the office without the teacher’s
receipt book.
Never cash a personal check out of the funds you have collected. Any teacher noting a shortage of monies shall report it immediately
to the principal who in turn shall report it to the Business Office.
Receipting School Funds
Count all funds turned into the office. The teacher, sponsor, etc. must send a receipt book or receipt
sheet with the money.
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They are to notify their principal or
designated supervisor immediately following the accident.
Assure that their principal or designated
supervisor complete the forms and send them to Central Office
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Complete the First Report of Injury forms
and the Supervisor’s Investigation Report must be completed by the principal or designated supervisor immediately.
The principal or his/ her designee will notify
Christie Jones of the injury 32
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This policy adheres to the Workers’ Comp Statue (an
injured worker must give his employer notice of an injury within 30 days of the injury).
By fax at (601) 857-8548, or By email or copier scanner at
shharris@hinds.k12.ms.us
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Hinds County School District
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Report potential absences to HR
as soon as possible.
Absences over 4 days will be
reported to HR
FMLA eligibility is determined by
Policy not by employee or supervisor.
Either Supervisor or Employee
should contact Sharon Harris for FMLA information
Employers
50 or more employees within 75 mile radius of a worksite
Employees
Worked for employer at least 12 months (does not need to
be consecutive)
Worked at least 1,250 hours in 12 months prior to start of
leave
As New Employee you are not currently eligible.
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Leave period Extends 12 months from the first day of request Example – Mr. X requests FMLA leave on August 24, 2014. If eligible, he will
be granted 12 weeks of unpaid leave.
The period of time will extend from August 24, 2014 to August 23,
2015.
Purpose of Leave Birth of child and to care for newborn Placement of child for adoption or foster care To care for immediate family member with serious health condition Employee’s own serious health condition
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Definitions “Care for” includes
Physical and psychological care Basic medical, hygiene or nutritional needs
“Immediate Family Member”
Spouse (husband or wife as defined by MS law Child, including biological, adopted or foster child
Under age 18 18 years of age or older and incapable of self care due to mental or physical disability
Parent (biological or historically in loco parentis)
Note: Employees are eligible to use sick time but not FMLA for other
immediate family members, as defined by HCSD policies and procedures, namely brother, sister, grandparent, grandchild, son-in-law, daughter-in- law, brother-in-law, sister-in-law, father-in-law, mother-in-law.
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Definitions (Cont’d)
“Serious Health Condition”
Inpatient care, or More than 3 days of incapacity that also involves:
2 or more treatments by a health care provider, or Regimen of treatment, such as prescription or therapy
Any period of incapacity due to pregnancy or prenatal care Chronic serious health condition, that is
Requiring periodic visits for treatment Continuing over an extended time period, or episodic
Permanent or long-term period of incapacity due to a condition for which treatment may not be effective Any period of incapacity due to pregnancy or a chronic serious health condition, even though employee or family
member does not receive treatment during the absence—and even if the absence does not last more than 3 days
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Intermittent or Reduced Schedule Leave
Family Leave – Can be taken intermittently or on a reduced leave
schedule day (with approval)
Medical Leave –
Must be medically necessary Employer may require a medical certification Employee must make reasonable effort to schedule leave so as to minimize disruption of employer’s
Employer can temporarily transfer employee to position of equivalent
pay and benefits
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Report potential absences to Principal as soon as
The District determines FMLA eligibility not
Forms should be completed thoroughly. Provide as much detail as possible. Submit to Human Resources.
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E a rl P. Burke Assista nt Supe rinte nde nt fo r Busine ss Se rvic e s & Ope ra tio ns Chie f F ina nc ia l Offic e r Offic e : 601-857-7070 F X: 601-857-8548 Ce ll:601-946-5718 e ma il: e b urke @ hinds.k12.ms.us We b site : We lc o me to Busine ss Se rvic e s “T he ma in thing is to ke e p the ma in thing the ma in thing .” Ste ve n Co ve y