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

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Apr 01, 2024 476 likes •693 views

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

SLIDE 1

Summary Information

Revenue Budget: $15 million Personnel Budget: $10 million Staff Size: 115 Employees Union: 60% Union / 40% Non-Union  Attorneys/Fellows – 55  Paralegals – 20  Secretary / Reception– 20  Social Workers – 2  Admin - 18

Salary - Exempt
Salary – Non-Exempt
Hourly – Summer Students/Temps

CMS / Timekeeping: LegalServer Accounting: MIP Fund Accounting Payroll & HR: PayChex Funding Sources: 56  Federal - 3 (LSC Funded)  State – 11  County / City - 19  Foundations – 11  Restricted Donations – 4  Unrestricted – 1  Plant Fund - 7

SLIDE 2

Timekeeping Activity Codes (Cont’d)

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

SLIDE 3

Timekeeping Activity Codes (Cont’d)

NON-CLIENT / SUPPORT TIME  Administration  Board Work  Building Management  Correspondence  Development  Grant Administration  Human Resources  Meeting  New Hire Orientation  Notary  Office Management  Performance Evaluation  Prescreen and Intake  Research  Staff Meeting  Supervision  Technology Project / Support  Telephone Call  Training / Conference  Translation / Interpretation LEAVE TIME  Bereavement  Break (Paid)  Catastrophic  Holiday  Jury Duty  Other Time Off (Not Paid)  Sick  Vacation  Voting (1 hour) NOTES: ALL EMPLOYEES

1. Provide contemporaneous timekeeping
2. Default fund source & activity code
3. Full-time employees required to work

7 hours per day and 35 hours per week. Overtime 8 day / 40 week.

4. Earn Compensatory Time Off Accrual –

Exempt staff 1 to 1; Non-Exempt 1 to 1.5

SLIDE 4

Example - Other Services & Outreach

SLIDE 5

Approved Electronic Timecard

SLIDE 6

Work / PTO Summary - Manual Process into PayChex

EE NAME Date of Hire x/x/xx LSED – x/x/xx 2016

COMPENSATORY (105 max per year) SICK VACATION Earned Used Accrued Total Earned Used Accrued Total Earned Used Accrued Total Holiday Bereav / Jury Duty Regular Hours Total Hours Forward Min Hours 52.770 21.320 35.390 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

SLIDE 7

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.

SLIDE 8

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

SLIDE 9

Actual Monthly Timekeeping Report

Actual Timekeeping - Legal Server Cross Tab Monthly Report

Staff Name General Economic Security IOLTA Shriver DV Self- Help Veterans HCC General 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

SLIDE 10

Monthly Payroll Journal Entry Worksheet

MONTHLY PAYROLL JOURNAL WORKSHEET - Office #1

EMPLOYEE 5/15/16 5/31/16

Vacation Payout

TOTAL Hourly Rate HOURS LSC IOLTA

HRS

SHRIVER HRS DV TCE HCC TOTAL Attorney attorney 1 3,500 3,500 7,000 46 180 5,329 700

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

3,500 11,000 SECRETARIES Secretary 1 1,900 1,900 3,800 25 147 2,912

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

SLIDE 11

Monthly Payroll Journal Entry Worksheet

EMPLOYEE 5/15/16 5/31/16

Vacation Payout

TOTAL Hourly Rate HOURS LSC IOLTA

HRS

SHRIVER HRS DV TCE HCC TOTAL 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

3,255 11,098 Total Personnel 46,898 19,554 1,572 9,170 2,847 13,755 46,898

SLIDE 12

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

SLIDE 13

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

SLIDE 14

Grantor Billing Fee for Service - Attorney Hours Only

Attorney 1 Attorney 2 Attorney 3 Attorney 4 Attorney 5 Attorney 6 Attorney 7 Attorney 8 Attorney 9 Attorney 10

Include time summary and approved time cards with monthly invoice

SLIDE 15

Grantor LSC – Legislative Advocacy Worksheet

NLSLA CASE NUMBER DPSS CASE NUMBER INTAKE DATE

ASSMT. &
DEVT. OF

SERVICE PLAN FAMILY LAW RESTRAINING ORDER IMMIGRATION LAW BENEFITS ACCESS ASSISTANCE/ ADVOCACY TOTAL # of Service Units/Para Professional Rate

$200.00 # $20.00 per 15 min # $20.00 per 15 min # $20.00 per 15 min # $20.00 per 15 min # of Service Units/Attorney Rate $200.00 $32.50 per 15 min $32.50 per 15 min $32.50 per 15 min $32.50 per 15 min

16-0005 KD9QQN3 4/1/2016 Para-Professional 4 $80.00 $ - 12 $240.00 $ - $320.00 Licensed Attorney 1 200.00 4 $130.00 $ - 22 $715.00 $ - $1,045.00 16-0009 FSLJ90D 4/4/2016 Para-Professional $ - 8 $160.00 $

$160.00 Licensed Attorney 1 $200.00 $ - 11 $ 357.50 $

$557.50 16-0052 8FJHWJ3 4/20/2016 Para-Professional 1 $ 200.00 $ - $ - $ - 12 $240.00 $440.00 Licensed Attorney $ - $ - $ - 2 $65.00 $65.00 TOTALS 3 $ 600.00 8 $210.00 19 $517.50 34 $955.00 14 $305.00 $ 2,587.50

SLIDE 16

Grantor LSC – Legislative Advocacy Worksheet

NLSLA - Legislative Advocacy Summary Reporting Period - 1/1/16 to 6/30/16 Status Date Opened Name Staff Time / Hours NEW 6/1/2016 Legislative Advocacy #1 Attorney 1, Paralegal 1, Supervising Attorney 1 19.00 NEW 5/15/2016 Legislative Advocacy #2 Attorney 2, Dir of Litigation 1 52.00 NEW 4/30/2016 Legislative Advocacy #3 Attorney 3, Attorney 4 35.00 NEW 3/12/2016 Legislative Advocacy #4 Attorney 1, Supervising Attorney 4 11.00 NEW 3/1/2016 Legislative Advocacy #5 Attorney 5 46.00 NEW 2/29/2016 Legislative Advocacy #6 Attorney 6 28.00 Continuing 12/22/2015 Legislative Advocacy #7 Attorney 1, 2, 3; 159.00 Continuing 8/1/2015 Legislative Advocacy #8 Attorney 3, 4, 5 44.00

SLIDE 17

Timekeeping and Attorney Fee Allocations

Attorney Fees Allocation Worksheet Case No: 15-00432 Date Opened: 2/1/2015 NLSLA Award: $ 50,000 Hours Per Payroll Allocation Worksheet Charged to the GL Staff HOURS by Employee Per Timekeeping Grant A (ended 12.31.15) Grant B (LSC) Total Hours Dir of Litigation 1 100 75 25 100 Supervising Attorney 1 35 25 10 35 Attorney 1 85 65 20 85 Paralegal 1 65 45 20 65 Legal Secretary 1 33 20 13 33 318 230 88 318 72% 28% 100% Fund Sources HOURS by Fund Source Per Timekeeping Attorney Fee Award Allocation Grant A - ended 12.31.15 250 Unrestricted 72% 36,164 Grant B - LSC 68 LSC 28% 13,836 318 Total Attorney Fee $ 50,000

SLIDE 18

Timekeeping for Private Attorney Involvement (PAI) Cases NLSLA Time on PAI Case

Case ID Date of Service Time Spent Hourly Rate Cost Caseworker Activity Type Funding Code 15-0077 3/1/2015 4.00 $35.00 $140.00 Attorney 1 Document Preparation

Grant A

15-0077 3/3/2015 2.00 $35.00 $70.00 Attorney 1 Correspondence

Grant A

15-0077 3/4/2015 1.00 $35.00 $35.00 Attorney 1 Case Administration

Grant A

15-0077 3/7/2015 2.00 $35.00 $70.00 Attorney 1 Telephone Calls Case

Grant A

15-0077 3/12/2015 2.00 $35.00 $70.00 Attorney 1 Discovery

Grant A

15-0077 3/25/2015 1.50 $35.00 $52.50 Attorney 1 Court Appearance

Grant A

15-0077 3/25/2015 5.00 $35.00 $175.00 Attorney 1 Correspondence

Grant A

15-0077 3/25/2015 4.00 $35.00 $140.00 Attorney 1 Case Administration

Grant A

15-0077 3/31/2015 0.50 $55.00 $27.50 Supervising Attorney 1 Case Review

Grant A

22.00 $780.00

SLIDE 19

Timekeeping for PAI Other Services NLSLA Time on PAI Other Service -- Self-Help Bankruptcy Clinic

Other Service Date of Service Time Spent Hourly Rate Cost Caseworker Activity Type Funding Code BKC 12/02/2015 3.00 $25.00 $75.00 Paralegal 1 OS - Self-Help Clinic / Workshop Bankruptcy Grant BKC 12/02/2015 4.00 $25.00 $100.00 Paralegal 1 OS - Self-Help Clinic / Workshop Bankruptcy Grant BKC 12/07/2015 6.00 $45.00 $270.00 Attorney 1 OS - Develop Pro Se Materials Bankruptcy Grant BKC 12/09/2015 1.50 $55.00 $82.50 Supervising Attorney 1 OS - Develop Pro Se Materials Bankruptcy Grant BKC 12/09/2015 3.00 $25.00 $75.00 Paralegal 1 OS - Self-Help Clinic / Workshop Bankruptcy Grant BKC 12/09/2015 4.00 $25.00 $100.00 Paralegal 1 OS - Self-Help Clinic / Workshop Bankruptcy Grant BKC 12/17/2015 3.00 $25.00 $75.00 Paralegal 1 OS - Self-Help Clinic / Workshop Bankruptcy Grant BKC 12/17/2015 4.00 $25.00 $100.00 Paralegal 1 OS - Self-Help Clinic / Workshop Bankruptcy Grant 28.50 $877.50

SLIDE 20

Reporting & Analyzing PAI Worksheet

Ca se # Legal Problem Code PAI Start Date Advocate Name 2015 NLSLA Hours 2015 NLSLA $ Private Attorney / Fellow / Law Student 2015 PBA Hours Hourly Rate 2015 PBA $ # of PBAs

1 81 Immigration / Naturalization 5/30/2013 Attorney 1 20.00 $900 Private Attorney 1 80.00 $500 $40,000 1 2 51 Medicaid 8/21/2009 Attorney 2 75.00 $3,375 Law Firm 1 115.00 $600 $69,000 2 3 22 Wage Claims & Other FLSA 12/7/2009 Attorney 3 29.62 $1,333 Law School Fellow 35.00 $ 15 $525 1 4 37 Domestic Abuse 5/16/2012 Attorney 4 2.00 $90 Private Attorney - In-house Volunteer 5.00 $350 $1,750 1 5 77 Veterans Benefits 6/1/2015 Attorney 5 12.00 $540 Private Attorney 2 35.00 $400 $14,000 1 6 63 Private Landlord/Tenant 1/1/2015 Attorney 6 75.00 $3,375 Law Firm 2 145.00 $500 $72,500 3 7 61 Federally Subsidized Housing 12/1/2010 Attorney 7 32.00 $1,440 Private Attorney 3 65.00 $450 $29,250 1 245.62 $11,053 480.00 $227,025 10