Size: 113 staff members Funding Sources Attorney - 63 - - PowerPoint PPT Presentation

• Budget: $14+ million
• Size: 113 staff members
• Attorney - 63
• Paralegals- 16
• Other staff- 34
• Volunteers- 60+
• Non LSC funded
• Union:
• Attorney Union
• Staff Union
• Outsourced Payroll: ADP
• Case Management: Lotus Notes
• Accounting Software: CYMA
• Funding Sources
• Federal: 10
• State & Local government : 12
• Contracts: 10
• Foundations: 30+
• Other : Law Schools, Private Bar;

Individual contributions, Attorney Fees & Cy Pres awards

• Timekeeping System: Hybrid
• Manual Timesheets
• ADP payroll information extraction
• Excel database allocation
• Manual journal entry into General

Ledger

• Manual timesheets submitted semi-

monthly by employees

• Semi-monthly 77 hours per pay

period (11 days at 7 hours)

• Accounts for all time between

fringe time taken and work

• Breakout funded work

between grant funded and unfunded

• Each unit has list grants

sources for their unit

• Section for tracking lobby time
• Signed off by employee

Employee X

• Individual timesheets summarized

into one unit timesheet

• Unit timesheet signed off by Unit

Manager

• Both employee and unit timesheets

are submitted to payroll for processing Sign off by unit manager

Employee X

• Snap shot of Timetracking Excel database with tabs used by Payroll to allocate salaries

Payroll is extracted and downloaded from ADP and saved in Timetracking spreadsheet under the ADP extract tab

Employee X

• All fringe time taken is allocated to grants worked on in that time period
• 77 hours in pay period
• 14 hours fringe time taken
• Allocation % based on 63 hours worked
• All unfunded time worked is allocated to unrestricted funds using a standard allocation formula

Sample of Employee x time allocation

Standard Allocation for unfunded work

Sample Timetracking spreadsheet PIVOT Table Reports:

• Sample Grant Report for Rosie’s Place highlighting

Employee X’s time worked on grant.

• Funding Report by Employee: How did Employee X

spend their time?

• Payroll Summary which is used to manually journal

entry allocated payroll information into the General Ledger.

Note: Categories have been eliminated for illustration purposes Employee X Employee 123 Employee 345 Employee 567 Employee 789 Employee 543 Employee 321 Employee 451 Employee 678 Employee X

Questions?