Local District Northwest School Administrative Assistants - - PowerPoint PPT Presentation

Holmes Middle School July 31, 2019

Local District Northwest School Administrative Assistants’ Professional Development

BARGAINING UNIT UPDATES

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• Unit D received a 2% rate increase effective 7/1/19.
• AALA members were automatically enrolled in the 457(b) contribution in the amount of

4%. The first deduction was on 6/5/2019.

• Unit E Effective July 1, 2019 State Disability Insurance for Unit E employees not

previously eligible for disability insurance commenced. SDI deductions will be reflected

• n Unit E employee paystubs beginning with the July 2019 pay period.
• Unit E Effective July 1, 2019, any Unit E member in Maintenance and Operations who

works a 10:00am – 6:30pm shift shall be entitled to a 2.75% differential. Bargaining Unit Retro Pay Schedule for 2019:

BARGAINING UNIT UPDATES, continued

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Note: Additional information regarding bargaining unit updates can be found on the Office of Labor Relations website at https://achieve.lausd.net/Page/2400. Unit J & District Represented Management (Longevity Increase effective 7/1/2018) AALA-J and District Represented Management employees will be receiving retroactive Longevity increases back to July 1, 2018. These changes will reflect on any major payroll after July 09, 2019 (July 31, 2019 is the target pay date for most AALA-J and District Represented Management employees). Effective July 1, 2018, the longevity increment for years of qualifying District service will be:

• $40 per pay period after 10 years
• $55 per pay period after 15 years
• $70 per pay period after 20 years

Changes: The 10-year increment was raised from $25 to $40; the 15-year increment was raised from $40 to $55; and a new career increment of $70 per pay period after 20-years was added.

UNCLASSIFIED CONVERSION TO CLASSIFIED

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Assignment:

• Personnel Area changed to 1GXX.
• Job Class Codes changed.

Benefits:

• Qualifies for health benefits if

employee accumulates 1,000 hours in the previous year.

• Eligible for VA, IL, KC, PN, WC, HO,

OT and other types of leaves. Effective January 1, 2019, part-time Community Representatives and School Supervision Aides were converted into permanent classified service. Due to the conversion, the following changes were applied: Note: For questions regarding assignments or work schedules, contact Classified Assignments at 213-241-7800 or email classifiedpersonnel@lausd.net.

Old Job Class Description New Job Class 29208100 REP,CMNY A 29105337 29208102 REP,CMNY C 29105338 29208103 REP,CMNY D 29105339 29208104 REP,CMNY E 29105340 29208447 SCHOOL SPVN AIDE 29105360 29105364 SCH SUPERVISION AIDE 29105360

CALPERS RETURN RETIREES (Z1)

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Return Retiree Qualifications for prior PERS Members

• May not be employed as a retired annuitant for a period of 180 days after retirement
• date. (There is a 180 day wait-period).
• May not exceed a combined total of 960 hours for all employers each fiscal year.
• May only time report Regular (RG).

Return Retiree (Absence/Attendance Exclusions)

• Return Retirees do not qualify for overtime, holiday, differentials, or SBTM.
• May not receive any benefit, incentive, compensation in lieu of benefits, or other form
• f compensation in addition to the hourly pay rate.

Any violation of these requirements are considered unlawful employment by CalPERS, and are subject to reinstatement of Membership which may result in overpayments with CalPERS and LAUSD. For additional information refer to Government Code 21229(a). Note: For important details regarding Return Retirees, visit CalPERS website at https://www.calpers.ca.gov/page/home.

The District is participating in the Classified School Employee Summer Assistance Program (CSESAP). The program is available to qualified classified employees to allow Payroll to withhold an amount from their monthly paychecks not to exceed ten percent of the monthly pay in the 2019-2020 school year. If qualified, and if eligibility is maintained for the 2019-20 year, the California Department

• f Education (CDE) will provide a dollar-for-dollar match on amounts contributed. The

State match will be reported as taxable wages and applicable taxes withheld.

CLASSIFIED SCHOOL EMPLOYEES SUMMER ASSISTANCE PROGRAM

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Note: Additional program information can be found on the California Department

• f Education (CDE) website at https://www.cde.ca.gov/fg/aa/ca/csesapfaqs.asp

AUTOMATIC PAYROLL DEPOSIT (APD)

Automatic Payroll Deposit (APD) commonly known as “direct deposit”, is an electronic payment system wherein the District provides information resulting to the transfer of the net amount of the employee’s salary to the employee’s bank, savings, pre-paid card and/or loan or credit union account on payday. Benefits of Automatic Payroll Deposits:

• Expedites delivery of salary.
• Eliminates risk of loss or theft of salary warrant.
• Avoids the inconvenience and responsibility of handling salary warrants.
• Cuts down on bank visits in order to make a deposit.
• Assures bank deposit and access to funds even if you are unavailable, on illness

leave, unassigned, or vacation.

• Helps the District reduce expenses and become a more environmentally-friendly

institution.

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Note: The APD form is available on the Payroll Administration website at https://achieve.lausd.net/Page/1083.

PAYROLL CARD OR “CCU PAY CARD”

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LAUSD has partnered up with the California Credit Union in order to offer LAUSD employees with the California Credit Union Pay Card. The CCU Pay Card is a reusable pre-paid debit card exclusively for LAUSD employees. On each payday, your pay is automatically loaded onto your card, ready to use. No more checks to cash—the Pay Card is your pay, in your hands, instantly. The California Credit Union Pay Card offers the following benefits:

• No bank account or membership required
• Eliminates check-cashing costs
• Get your pay on time, every time—no matter where you are
• Make cashless transactions anywhere Visa debit cards are accepted, including online
• Easily monitor your Pay Card activity and balance through our FREE Digital Banking
• Access your funds at over 30,000 fee-free CO-OP Network ATMs nationwide

Enrollment is easy. Simply visit www.ccupaycard.org or pick up an enrollment form from Payroll Customer Services, or any CCU branch.

LOST WARRANT AFFIDAVIT

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If an employee has not received a payroll warrant, the employee must complete an Affidavit and Request for Replacement Payroll Warrant form and submit it to the Salary Delivery Unit for processing. Things to remember:

• The affidavit must be signed by the employee

and verified by the time reporter or site administrator.

• A replaced warrant will be issued to the

employee within 3 to 5 business days.

• Once a stop payment is placed on the original

warrant, employee cannot cash warrant if it is received at a later date.

• Employees picking-up a replacement check

must provide a valid photo identification. Note: The Lost Warrant Affidavit form is available on the Payroll Administration website at https://achieve.lausd.net/Page/1083.

EMPLOYEE SELF SERVICE (ESS)

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EMPLOYEE SELF SERVICE (ESS) The Employee Self Service (ESS) Portal is available to all active employees. The ESS Portal features Fiori mobile capabilities and is a secure website that provides employees with instant access to the following items. Login to ESS at https://ess.lausd.net. The Employee Self Service (ESS) website can assist employees with the following:

• View and update personnel profile (address and emergency contact).
• View, download, and print paystubs.
• View, download, and print time statements (previous 36 months).
• View, download, and print W2’s (previous 5 years).
• Update Tax Withholding for W-4 (Federal) and DE-4 (State).
• View benefits plans, retirement savings, and flexible spending account contributions.
• View TB compliance – know when your TB test expires.
• View Vacation balances.

Note: For technical assistance, contact ITD-Helpdesk at (213) 241-5200 or send an email to ess@lausd.net.

EMPLOYEE SELF SERVICE (ESS), continued

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Note: For technical assistance, contact ITD-Helpdesk at (213) 241-5200 or send an email to ess@lausd.net. Coming soon is the new My Attendance tile which is part of the District’s Attendance Incentive Campaign. The new My Attendance tile is scheduled to launch in September 2019. The purpose is to provide employees their attendance rate so that every employee is aware of his/her attendance rate in relation to the District’s attendance goal. The My Attendance rate is based on time reporting data. On the 8th of each month, employees will receive an email containing their attendance rate based on the table below.

PAYROLL ADMINISTRATION WEBSITE

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The Payroll Administration website has been redesigned. The Time Reporting section of the website is user friendly and provides documents and references that are easily accessible to time reporters and approvers. The following are examples of what you will find in the Payroll Administration website.

• Job Aids
• Calendars & Time Cards
• Video Tutorials
• Bulletins
• Reference Guides
• Forms

Note: Access the Payroll Administration website at https://achieve.lausd.net/Page/440.

SAP SECURITY ACCESS FORM

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As of January 31, 2017, paper security access requests are no longer accepted. Please log-in to SAP and select the Access Request tab to complete the SAP Access Request form. Note: The SAP User Role access help document is available in the Business Tools for Schools website at http://www.lausd.net/ol/basetraining/home.html.

DAILY OFF CYCLE CHECK REQUESTS

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Payroll Administration has experienced high volumes of requests from employees that received partial pay or no pay as a result of late time reporting and/or late time

• approval. That being said, life happens, mistakes are made and oversights occur, so

when they do, here are the steps to request payment. Daily off cycle check request process:

• Call Payroll Customer Services at (213) 241-2570 or email PayrollSupport@lausd.net

to request a Late Time spreadsheet, which you will receive via email.

• Complete and submit the attached spreadsheet in Excel format by the indicated time.

(Time and date to be determined by Payroll.)

• Remit the spreadsheet via email to the following email address:

PayrollSupport@lausd.net.

• Incomplete spreadsheets will be returned and may further delay payment.

Payroll will not be able to double check the spreadsheet for accuracy, completeness or make corrections.

DAILY OFF CYCLE CHECK REQUESTS, continued

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Friendly reminders:

• Include the EE# on the late time spreadsheet. Also include the PRNR# if time was

reported on the PRNR#.

• Include the EE number of both the SAA and the employee on all payroll

communications and inquiries. This will ensure the proper records are accessed.

• CL refers to the employee classification. However, CL employees are assigned to the

SM or CL Payroll Area.

RECORDS RETENTION FOR SCHOOL SITES

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Reference Guide REF-071300.00- Records Retention for School Sites was created to provide details for managing records at school sites, as well as provide a retention schedule listing records typically found at school sites. Note: For assistance or further information, please email Christian Meinke, Records Manager at christian.meinke@lausd.net. Payroll records must be retained at the school site for 7 years (was previously 5 years).

PAYROLL CONCEPTS MANUAL

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The Payroll Concepts Manual is being revised and will be available in August 2019. Upon completion, the new manual will be available for download on the Payroll Administration website at https://achieve.lausd.net/Page/10848.

MANUAL

Note: The new records retention policy will be included in the revised manual.

Time Reporting Documents

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Document Number

California Paid Parental Leave for Eligible District Employees BUL-6861.0 Certification/Request of Absence Forms BUL-6307.5 Elimination of Advance Reporting of Hours, Mileage, and Differential Pay BUL-6053.1 Legally-Mandated Paid Sick Leave for Eligible Employees BUL-6529.1 Mileage Pay Policy BUL-6873.0 Overtime Policy – Classified Employees BUL-5996.1 Paid Parental Leave for Eligible Employees REF-6874.0 Professional Development (PD) and Miscellaneous (MS) Time Reporting Codes REF-041184.0 Reporting Paid Sick Leave for Eligible Employees REF-6528.1 Time Reporting and Time Approval Policy BUL-6638.0 Time Reporting Instructions for Differentials REF-1802.15

Contact Information

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Office Phone

Benefits Administration (213) 241-4262 Beyond the Bell Branch (213) 241-7900 Certificated Substitute Helpdesk (Sub Unit) (213) 241-6117 Classified Employment Services (Classified Personnel) (213) 241-6329 Division of Risk Management (FMLA, Absence Management, Workers Compensation, Reasonable Accommodations) (213) 241-3954 Division of Special Education – Extended School Year (ESY) (213) 241-6701 Food Services Division (213) 241-3366 Human Resources Division (Certificated Personnel) (213) 241-2588 Information Technology Division (213) 241-5200 Payroll Administration (213) 241-2570 Salary Allocation (213) 241-5100

LOCAL DISTRICT ADMINISTRATIVE ASSISTANTS Local District Operations Instruction Telephone Number

Central Teresa Landazuri Annabel Cortez (213) 241-0126 East N/A Ana Chung (323) 224-3100 Northeast Shelly Williams Milton Montecinos (818) 252-5400 Northwest Gabriela Mojica Corrine Lopez Lisette Beltran (818) 654-3600 South Lynette Cortinas Susana Romo (310) 354-3400 West Tanya Arias Lorena Rivas (310) 914-2100

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Contact Information, continued

Contact Information, continued

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FISCAL SERVICES MANAGERS Local District Name Telephone Number

Central Jannette Low (213) 241-0143 East Aurelia Zamudio (323) 224-3170 Northeast Chris Iya (818) 252-5475 Northwest Robin Foster (818) 654-3710 South Woineshet Gebeyaw (310) 354-3422 West Brenda Dobson (310) 914-2121

CONTACT US Payroll Customer Services

(213) 241-2570

Monday – Friday 8:00 AM – 4:30 PM payrollsupport@lausd.net Fax: (866) 761-7413

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QUESTIONS?

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