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End of Year Procedures for Payroll Secretaries

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1 End of Year Procedures for Payroll Secretaries
Cluster 2 HR Directors May 2013

2 Course Overview: This course will provide an understanding of processes involved in closing-out and opening the school year with regard to Human Resources, Payroll, and staffing. There has been considerable discussion surrounding the city’s FY12 Budget and the reduction of funding to NYC Schools No doubt, we all understand that we are required to do more with less. Your position plays an important roll in being the gatekeeper of staffing transactions and separations of service from your schools. And, as you already know these transactions can sometimes delay the services that students require and can tie-up funding at the school level. We thank your for your due-diligence in supporting your schools and the work that you do. And would like to take this opportunity to …………….. Information contained herein is subject to change to reflect any new Mayoral, Chancellor, or DHR policy revisions.

3 Agenda: Closing end of year/Opening school year procedures
Consultation with the Principal/APO/SBM Staff Reconciliation End of Year Highlights End of Year Time line On Line Leave Application On line leave application Leave Charts E-Learning Webinar Return from Leave Staffing Actions Galaxy Staffing Interactions New Hires Recruitment Open Market Sub Processing Annual Performance Review – EIS Ratings Performance Rating Process EIS Rating Entry Per Session Waivers UFT Benefits Best Practices (Materials for New Hires: Reminders

4 Closing - End of Year/Opening - School Year Procedures
Consultation with the Principal/APO/SBM Staff Reconciliation End of Year Time line Add Summary Notes

5 Consultation with the Principal/APO/SBM
Meet with Principal to evaluate current Table of Organization. Excessing – Employees excessed due to programmatic change and/or lack of funding will be reviewed and approved by the CFN and then Central. Excess letters to excessed staff must be distributed by June 15th. *Remind Principals that staff who were excessed for , and did not secure a permanent position, will roll back into the Galaxy T of O. If there is no position in the school, then these staff members must be placed back into excess. *Excessed staff who were Provisionally hired at other schools but not offered permanent positions must be placed back into excess and will be assigned to another location. Seniority Reports – Must be used to ensure staff members are appropriately excessed in their respective license area.

6 Staff Reconciliation Provisional Hires– Agreement for Provisional Hires expires 6/30/13. If the Employee is not offered a position (Indication in Galaxy by 5/17/13) then they must be placed in excess and given an excess letter. If the staff member is not placed in excess they will remain on the School’s T of O and become a part of the organization. Copies of the Agreement should be forwarded to your HR Director. Long Term Substitute Teachers - Notification to Long Term Subs confirming that their employment was temporary and will end at end of the school year should be forwarded to your HR Director so that they can be removed from payroll. Discontinuances, Denials, Extension Agreements - Forward copies of all termination notices and supporting documentation to the HR Director and Legal Counsel. Who is returning from Leave / Who is going on leave? - Check your 1Rls in EIS 2.4, Note all LOAs submitted for next year.

7 Reminder….Stop Direct Deposit (EIS 9.6.5)
Staff Reconciliation Resignations The Regulation of the Chancellor C-605 states: ".....a pedagogical employee who desires to resign is required to submit written notice to the Principal or equivalent organizational unit at least 30 calendar days prior to the date on which the resignation is to take effect. Resignation letters should state that the employee is resigning from both the school, and the NYC Department of Education. The new  termination code, DGW, will be for use in termination of a regularly appointed employee who resigns from a full-time position without providing timely notification. Principals should submit in writing a request for the use of termination code DGW. Enhanced termination code  - DQC -  The current code for resignation with charges pending, DQC,  now  has a broadened description which now also includes "Resignation  to avoid probationary discontinuance /resignation to avoid denial of probation". Retirements Receipt of application from Retirement System ( TRS, BERS) Other Terminations Forward the appropriate documentation to your HR Director. Notify CFN staff about employees who are absent without authorization Disseminate 20 day letter and have copy sent to Legal Counsel. Reminder….Stop Direct Deposit (EIS 9.6.5) The termination code, DGW, continues to be used for termination of a regularly appointed employee who resigns from a full-time position without providing timely notification. The Regulation of the Chancellor C-205 states: ".....a pedagogical employee who desires to resign is required to submit written notice to the Principal or equivalent organizational unit at least 30 calendar days prior to the date on which the resignation is to take effect. Failure to submit timely notice shall preclude subsequent restoration of the license or the issuance of a substitute certificate without the specific, written authorization of the  Chief  Executive  Officer  of the Division of Human Resources”.   Pursuant to the above, this code is intended for use where the employee has resigned on less than thirty (30) days notice and where the failure to provide the required notice may be deemed as disruptive to the instructional and staffing needs of the school.  Documentation by the Principal of the circumstances that warrant use of the code is required and must be forwarded to the CFN HR Director and to DHR&T's Office of Teacher Records for placement into the employee's file. It is recommended that an employee who is terminated under DGW should be given an unsatisfactory rating for the year of service. Also, please note that DGW will terminate the current license and service from which the individual has improperly resigned. It will not terminate other licenses that the individual may possess. However, the individual will be placed on the ineligible list and will require review and clearance by the DHR&T before being permitted to apply for a new license or to apply to return to service under a different license.  Enhanced termination code  - DQC -  The current code for resignation with charges pending, DQC,  now  has a broadened description which now also includes "Resignation  to avoid probationary discontinuance /resignation to avoid denial of probation".  • DQC will now flag not only resignations with charges pending but also resignations in lieu of /to avoid discontinuance or  denial of probation. This code terminates employment and all licenses.  The individual will be placed on the ineligible list and will require review and clearance by the Division of Human Resources before being permitted to apply for a new license or to return to service.

8 Staff Reconciliation License Terminations / Certification Evaluations
Remind your Principal of the fact that staff can be terminated for failure to maintain their licensure. Reports for this data are often forwarded to them throughout the school year so that they are aware of who may be terminated by 7/1 of that school year. Contact your HR Director for the most recent report to determine if any of your teachers have been targeted. The CFN provides certification evaluation services during the school year as well as the summer. The service is for educators whose license will terminate or new hires without licensure issued. The following must be in place if this option is selected: Advise candidates to bring a complete package of what was submitted to the State, including transcripts. Confirmation the State received the application package. Evidence of exams, Child Abuse/Violence Prevention Workshop Certification of Completion

9 Staff Reconciliation Z Bank – hourly employee
H Bank Staff – SAPIS, Nurses, Occupational Therapist, Physical Therapists, Parent Coordinators. If your H Bank staff are on a 12 month work year, determine from your principal and employee if and where they will work during the Summer or if they are requesting a scheduled vacation . 12 month assignments – all H Bank employees must work throughout the year, including summer. Advise your HR Director there is a new hire or transfer working in your school. If the employee is new, remember the first paycheck must generate before they be can entered into Cybershift. Forward a Cybershift Enrollment Form to your HR Director or Cybershift to enroll your H Bank staff into Cybershift. Z Bank – hourly employee Schedule time established at time of hire 10 month employee does not work summer 12 month employee works summer Resignation / Termination H-Bank Fax letter of resignation/termination to HR Director CANCEL DIRECT DEPOSIT

10 End of Year/School Opening Highlights
Excessing Excessed staff due to programmatic change or lack of funding should receive excessing letters by June 15th. All excesses staff should submit an application in the Open Market Transfer System. Seniority Reports are to be used to appropriately excess within title or license. Timekeeping Pedagogical Staff – Review the Online Rating Form / CAR Balances of Pedagogical Staff – Review the Online Rating Web Cast by Learning Times. H - Bank SAPIS, Nurses, Occupational Therapist, Physical Therapists, Parent Coordinators, Clerical Workers If H-Bank staff are on a 12 month work year, determine from your principal and employee if and where they will work during the Summer or if they are requesting a scheduled vacation. Transfers – Advise your HR Director if there is a new Hire or transfer into your building so the appropriate budgetary and staffing action can take place. New H-Bank employees must generate 2 paychecks before they can be added to Cybershift. After the second pay check forward the Cybershift Enrollment Form to Cybershift. 20-Day Notices Issue 20-day Notices to staff who do not report to work for the new school year. Add Summary Notes

11 End of Year Timeline – 2012 - 2013 School Year
May Discuss program plans & positions for the next school year with your principal. Review projected vacancies, based on your knowledge of expected retirements, leaves of absences, resignations, etc. Performance Review Forms (Rating Forms) completed on-line for all satisfactory probationary pedagogues Prepare Performance Review Forms for all other pedagogical staff including all per diem staff who have worked 20 days and all ATR’s. June June Record anticipated excess staff and vacancies in Galaxy, based upon school organizational plan for FY 2013. June 14th - Transmit to the appropriate office or CFN required forms for all planned (removals resignations, retirements, terminations, etc.). Excess letters should be given to staff. Excessing Letters will be generated from Galaxy. June 14th-22nd - Rating Period for Pedagogues (other than supervisors) Enter ratings in the Online Rating System in EIS by June 8th. Generate standard rating forms. All rating forms must be distributed within the last 10 days of school but not later than June 22nd June Copies of U Ratings are due by June 25th to the Office of Appeals and Review (OAR). In cases of discontinuances or denials copies should be sent to the Superintendent for signature and forwarded to the CFN’s Senior Counsel and OAR. For unsatisfactory ratings, the Superintendent will review, sign and forward to the CFN Senior Counsel. The CFN Senior Counsel will return the package to the principal with further instructions. Copies should be sent to the Office of Appeals & Review and your HR Director. April 2011 (Completed. Keep in mind for next school year) Develop posting in consultation with UFT Advertise cluster, quota & special positions for the next school year post for at least five (5) days, Issue traditional Program Preference Sheets (PPS) – Mid April All teachers including individuals on sabbaticals and leaves of absence Due back to principal by May 1st May 2011 Discuss program plans & positions for the next school year with your principal. Review projected vacancies, based on your knowledge of expected retirements, leaves of absences, resignations, etc. Performance Review Forms (Rating Forms) completed on-line for all satisfactory probationary pedagogues, Both sides of the form must be completed!!!!! Superintendent will review, sign and return the form (s) to the school. Prepare Performance Review Forms for all other pedagogical staff including all per diem staff who have worked 20 days and all ATR’s. June 2011 Record anticipated excess staff and vacancies in Galaxy, based upon school organizational plan for FY 2012. June 14th Transmit to the appropriate office or CFN required forms for all planned (removals resignations, retirements, terminations, etc.). Excess letters should be given to staff. Excessing Letters for all titles will be forwarded to the schools in May. June 14th-22nd - Rating Period for Pedagogues (other than supervisors) Enter ratings in the Online Rating System in EIS by June 8th. Generate standard rating forms. All rating forms must be distributed within the last 10 days of school but not later than June 22nd June 2011 – Copies of U Ratings are due by June 25th to the Office of Appeals and Review (OAR). In cases of discontinuances or denials copies should be sent to the Superintendent for signature and forwarded to the CFN’s Senior Counsel and OAR. For unsatisfactory ratings, the Superintendent will review, sign and forward to the CFN Senior Counsel. The CFN Senior Counsel will return the package to the principal with further instructions. Copies should be sent to the Office of Appeals & Review and your HR Director.

12 Leave of Absence On line leave application Leave Charts
E-Learning Webinar Return from Leave School Title Definitions Pedagogues Timekeeping

13 Self Service Leave Application System
In anticipation of the new Online Self-Service Leave Application System, Galaxy has created a new “Leave Secretary” Role. On the Galaxy TO, Principals can designate any staff person to a “Leave Secretary” role. This role has already been defaulted to the staff person(s) that serve as the School Secretary (Assignment = Payroll). Principals can reassign the Leave Secretary role to another staff person(s) as needed. When the Online Self-Service Leaves Application System goes live, the staff person designated as the Leave Secretary will receive a notification when an employee applies for a leave.

14 Self Service Leave Application System
How does the self-service online leave application system help the employee and benefit the school? The ability to apply online anywhere at anytime Electronic signatures Timely and automated correspondence Real-time status of application The ability to upload documents =  less paper = less misplaced documentation Reduction in processing time

15 Self Service Leave Application System
Who can use the system? During the first phase, only non-supervisory pedagogical staff will have access. At a later date, all employees will be able to use the online system. What type of leaves can an employee apply for using the online system? During the first phase, only non-medical leaves for both extensions and new leave applications will be available. Eventually all leave types will be available on the online system. What does an employee need to know before logging into the system? Their DOE ! To log into the system the employee will need to know their DOE / Network ID and password. How will the principal be notified that a leave application has been submitted? The principal will receive an informing them that an employee has submitted a leave application. This will instruct the principal to log into Galaxy to view the request. The principal will be able to view and acknowledge/approve or deny the leave request through myGalaxy TO.

16 Self Service Leave Application System Role Assignment

17 School Title Definitions
Pedagogues Q742 Payroll - Teachers, School Secretaries, Guidance Counselors, Social Workers, School Psychologists, Lab Specialists, Attendance Teachers, Assistant Principals and Principals. Non Pedagogues Q744 Payroll - UFT Educational Paraprofessionals E745 Payroll - DC 37 Family Paraprofessionals, School Health Aides, Supervising School Aides and School Aides. Administrative & H740 Payroll - Parent Coordinators, Community Clerical Clerical Coordinator, School Business Manager, SAPIS, Occupational/Sr. Therapists, Physical/Sr. Therapists, Computer Techs/Aides, and all 12 month Z740 Payroll - Hourly administrative and clerical titles.

18 Pedagogues Timekeeping
Maternity From date of birth to six weeks May borrow up to 20 CAR days if CAR days have been exhausted Entitled to one calendar month of Grace Period Teacher must return to work after the 6/8 weeks or apply for a leave of absence for child care without pay Restoration of Health/Maternity Related Illness Must use CAR days first Teacher must return to work or apply for a leave of absence for restoration of health leave without pay Line of Duty Inquiry (LODI) Determine the number of days claimant has in their CAR Add a reserve of 20 days to that number, allowing for the possibility that a claimant will exhaust his/her sick days and will request to borrow days To that total add up to one calendar month of absence (the grace period - as defined in Personnel Memorandum # 4, 2002/2003). Having calculated this outside number, the secretary should then monitor all cases that are pending a medical determination.

19 Types of Leaves

20

21

22

23

24 Return From Leave What is the Leave Tracking System? The Leave Tracking System (LTS) is an online system that enables all UFT pedagogues to notify the Department of Education of their intentions for the for the school year. Intentions should be entered into the system by mid May and individuals should contact their school directly to inform them of their status for the upcoming school year. Access to Leave Tracking System (LTS) Payroll secretaries will log into view the intention of their staff and indicate receipt of leave applications. The payroll secretaries also are able to generate reports from the system which they can share with their principals. The system is located at : You must use one of the following formats to login User Id: central\Outlook userid or Outlook user Password: Your Outlook password Teachers MUST send in the corresponding paperwork or else their intentions don’t mean a thing!

25 Leave Codes – See handout for full code list
Leave Reconciliation Leave Codes – See handout for full code list It is likely that you may have two or three status codes in effect from the leave list. If these individuals are not in a leave status in EIS they have already 1RL’d (Return from Leave) - (EIS has returned them to service and the system is looking for a job to staff them). If they are no longer on the leave screen and have 1RL’d to be staffed alert the appropriate school supervisor to create the position, secure leave documents to extend the leave or send a 20-day notice if the staff member does not report to work by COB of the first day of school. 20-day notices should be sent Certified and Regular Mail (Consult Legal Counsel). Create vacancy for returns Absent without authorization Send 20-day notice Stop Direct Deposit

26 Staffing Actions Galaxy / Staffing Interaction New hires/Recruitment
Open Market Transfers Substitute Processing

27 I don’t see a file number or I don’t see him/her on my payroll
I don’t see a file number or I don’t see him/her on my payroll?! - Galaxy / Staffing Interaction Vacancy Declaration Approved Galaxy Job ID Recruitment Options/Tools Excess Staff, Open Market Transfers, New Hires, New Teacher Finder, Alternative Certification Programs Transfers after OMT System Closes Intra/Inter District Transfer Form Employment Verification New Hires/Transfers Galaxy Staffing Vacancy Declaration - Approved Galaxy Job ID Recruitment Options/Tools - Excess Staff Selection System, Open Market Transfer System, New Hires – New Teacher Finder New Hire Employment Verification – Valid State Certification, Cleared Fingerprints, Eligible to work in NYC Schools After the closing of the Open Market Transfer Plan all transfers are negotiated between Principals Galaxy Staffing Letters New Hires Excess Staff Transfers Provisional Hires Subsidy Hires No potential staff should begin working prior to successfully completing all pre-employment screening.

28 New Hires / Recruitment
Staffing Tools Open Market Transfer System Create a vacancy in Galaxy. Place the candidate's Name, EIS #, SS# in Galaxy and select the OMT selection code. _ Excess Staff Selection System Search tool that will enable Principals to find eligible candidates for open vacancies. New Teacher Finder Tool _ Teacher Support Network (TSN) New web based application for teachers and other school based staff. Updates NOTE: Contact HR Director for the processing of new hires and current hiring restrictions.

29 Open Market Hiring System Available through August 7th.
The OMTS provides access to currently-appointed and full-time DOE Pedagogical titles (school-based employees) to view and apply to published vacancies as a means of a transfer. H-bank and B-bank staff are excluded. The System is designed to maximize the pool of available candidates who are interested in working in their school. Principals can view candidates’: ∙ Contact info (including & phone) ∙ Prior ratings & service history ∙ All NYSED State Certifications ∙ Cover letter / resume (if submitted) ∙ Add comments to the posting in the OMT system ∙ Applicants can also apply to a school even if no vacancy exists ∙ Individuals are able to secure a city-wide transfer without consultation of current Principal. ∙ Can be a negative for the current Principal; because the school may not receive notification of a vacancy until the last moment. ∙ Seniority Travels with the Individual. ∙ After Open Market closes the intra/Inter District Transfer forms require approval from both the sending and Receiving principals. This application provides access to published vacancies and currently-appointed, full-time DOE school-based employees who have applied for transfer. Principals are reminded that employees who have been placed in excess DO NOT require a release in order to be finalized after the deadline August 8th. All other pending selections will require a release from their current principal before the selection may be finalized. Please contact your HR Director for further information or assistance

30 Substitute Nomination and Processing
New Procedure – Galaxy All Occasional Paras and E-bank hires and transfers will be initiated in Galaxy. Principals will be able to nominate subs and intend applicants for hire in Galaxy All applications and forms required for processing will be completed electronically. A Webcast will be available shortly to provide professional development to school staff.

31 Annual Performance Review
Performance Rating Process EIS Rating Entries

32 Performance Rating Process
Annual Professional Performance Review Rating Period for Pedagogues (other than supervisors): Issue standard rating forms. All rating forms must be distributed days prior to the last day of school. You are required to enter End of Year Ratings into the Online Rating System (EIS – Annualized Instructional employees & – Per Diem Substitutes). May 28 Enter Rating in EIS June 11 Make sure timekeeping has been updated and finalize ratings in EIS June 14 All web enabled rating forms available for review and updating June 21 Last to issue web rating form to teachers, secretaries 7 other school based team members June 25 last day to issue web rating forms to school based supervisors Closing date for the system will be forth coming ATR’s must be rated by the Principal of the current work location. All Reassigned Staff must be rated by the Principal for the first year of reassignment with an indication of “U”. The second year of reassignment the rating indication is “NA”. Per Diem Substitutes with 20 or more days of service must receive a rating form. In addition, this information must be entered into the Online Rating System. Online Teacher Rating Form Will service annualized regularly appointed and substitute teachers.

33 Annual Performance Review
EIS 9.3.2 (Individual CAR balance) 9.1.6 (School CAR balance) 7.2.2 (Rating Screen) Regular Staff* Rate all ATR’s (Absent Teacher Reserve) 7.2.5 (Rating Screen) Per Diem Subs Per Diem Subs (Serve 20 days or more, including F-status) *See next slide for Rating Entries Rating Sheet End of Year Rating Sheets “U” Ratings – Copies and all documentation must be forwarded to: Community Superintendent Office of Appeals and Review, and Network Senior Counsel (Discontinuances and Denials)

34 Employee Information System Rating Entry
District/ Borough/School Year Make mention of the approval process. 7.2.2 – Pedagogical Ratings 7.2.7 – Per Diem Employees S -Select Enter Rating

35 Per Session Waivers

36 Per Session What is a Per-Session Waiver and why are they needed
Waivers are needed for employees to receive payment after exceeding their “max cap” requirement. (270 hours for School Social workers and School Psychologists) (500 hours for all other pedagogical employees) Waivers are requested by the hiring manager of the activity the employee is working when approaching the maximum capacity of hours The Hiring Manager must justify why this is the only applicant that can do the work, and not another employee who wouldn’t need the waiver Your Job as secretaries is to review the waiver system and determine if the waiver is needed. The Current system in place keeps track of the complete per-session history of all employees that you can use to determine if the waiver is needed and how many hours need to be requested.

37 UFT Benefits

38 UFT Benefits All new members and members returning after eighteen (18) months or more off payroll must: complete a UFT Welfare Fund Enrollment Form. (This enrollment is separate from any UFT Membership and Department of Education Health Plan Applications.) This enrollment form is available from the Fund office, your chapter leader or can be completed online. attach applicable documentation (e.g. birth certificate, marriage certificate or domestic partnership registration) to the enrollment form.

39 Reminders “U” Ratings–Copies and all documentation must be forwarded to: Superintendent Office of Appeals and Review Network Senior Counsel Cancel Direct Deposit For all separations of service and LOA, including H Bank employees. (Example: Parent Coordinator) Contact CFN Payroll Liaison September leaves! Application for Borrowed Days must be completed by employee (OP 198) Remember the difference between 46GRC & 46GRN Use FMLA when appropriate! Leaves of Absence Discussion Leave of Absence tracking system

40 Reminders cont’d Cancel Direct Deposit (EIS 9.6 screen)
Open Market closes August 7, 2013 Link for eligible employees closes August 7, 2013 https://www.nycenet.edu/offices/dhr/transferplane/ Link for Principals September 2013 Reminders No Shows* 1-5 days get phone calls, s, voic s 10th day- first warning letter sent via certified receipt and regular mail regarding potential job abandonment 20th day- final letter sent via certified receipt and regular mail informing employee of their termination from the DOE. Cancel Direct Deposit (EIS 9.6 screen)

41 Best Practices School Policy Handbook or Packet
School Organization Sheet School Contact Phone Numbers Emergency Card Contact Health & Welfare Packet UFT/DC37 Contract Information School Brief Calendar Employee Arrest Policy (Chancellor’s Regulation C-105) C-105.pdf LODI Policy/Information (Worker’s Comp.) Navigating the System Appropriate Chancellor’s Regulation AdministrativeRulesREgsrevisedjanuary30.pdf Payroll Portal DOE Home Page Payroll Calendars United Federation of Teachers District Council 37 1180 CWA Council of Supervisors and Administrators https://payrollportal.nycboe.net/payrollportalweb/main.aspx

42 Questions


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