1. PAYROLL PROCEDURES ANNUAL UPDATE 2015-2016
PRESENTER:
OSCAR TRIGO-DIRECTOR OF PAYROLL

2. CONTACT INFORMATION
Oscar Trigo– Director of Payroll
(956)
Lazaro Ramos – Staff Accountant
(956)
Theresa Caceres (956) Lead Payroll Clerk
Lucinda Jauregui (956) Payroll Clerk
Margot Ochoa (956) Payroll Clerk
Elizabeth Becerra (956) Payroll Clerk
Anita Solis (956) Payroll Clerk
Belinda Solis (956) Payroll Clerk

3. UPDATES Updates to Payroll Manual Section B – Payroll Dashboard
Section C – Leave Absence Processing
Section D – Time Clock Policy and Guidelines
Section E – Payroll Supplemental
Section F – SFE & Substitutes
Section G – Rates & Codes

4. Section B – Payroll Dashboard

5. Section B
PAYROLL DASHBOARD. This dashboard includes helpful links as well as commonly used payroll related forms.

6. Section B

7. Section B

8. Section B

9. Section C – Leave Absence Processing

10. Section C AFTER THE FACT MEMO
Over 3,700 processed in school year
Employees responsibility to call in their absences
Submit timely to avoid overpaying substitutes

11. Section D – Time Clock Policy and Guidelines

12. Section D PART TIME EMPLOYEES
Effective all PART TIME Employees are on the time clock
Approval of hours electronically
Extra duty pay for regular employees will still be submitted via a Time Sheet/Supplemental Request Form

13. Section D 15-minute increment rule
FLSA allows employers to round minutes worked
Employee works < 8 minutes, time is rounded down to nearest 15 minutes
Employee works ≥ 8 minutes, time is rounded up to nearest 15 minutes

14. Section E – Payroll Supplemental

15. Section E
EMPLOYEE VS. CONTRACT SERVICES -Determining Worker Status – MISD Checklist -Submit to Accounting if Employee meets Independent Contractor status -Submit to Payroll if Employee does not meet Independent Contractor status

16. Section F – SFE & Substitutes

17. Section F

18. Section F

19. Section F

20. Section F SUBSTITUTE VACANCY REQUEST
All requests must be submitted to HR and cleared PRIOR to substitute working

21. Section F
The following should be looked at when reviewing the daily report:
Job HH (Job Hours) should never be more than 9 hours. If there is such an instance, this would indicate that the absence was called for an incorrect period. (Ex. 1:00am to 5:00pm)

22. TalentED Records
Effective 07/01/2015 new electronic forms offered online to all MISD employees
Change in Direct Deposit (split in up to 3 bank accounts)
Change W4 Income Tax Withholding
Cancel Organization Membership Dues

23. Change in Direct Deposit
Hello, in this video you will learn how to make changes to your direct deposit account.

24. Three steps to change direct deposit information
Get your banking information
Fill in online form
3) Submit online form
Follow these three steps to change your direct deposit information:
-Get your banking information ready
-fill in the online form located in TalentED Records
-and submit the online form

25. Three steps to change direct deposit information
Get your banking information
Fill in online form
3) Submit online form
Follow these three steps to change your direct deposit information:
-Get your banking information ready
-fill in the online form located in TalentED Records
-and submit the online form

26. Login to TalentED Records
Next, you will need to login to TalentED Records. You can login to TalentED Records by going to the McAllen ISD website located at Click on Teachers & Staff and then on District Services.

27. Login to TalentED Records
Next, click on TalentED Records.

28. Login to TalentED Records
Enter your username and password to login.

29. Locate the Blank Docs icon
Locate the Change in Direct Deposit form under the Blank Docs section.

30. Click on Change of Direct Deposit form
Once you click on the “Change in Direct Deposit” Form, this will load the form.

31. Keep in mind that this form must be submitted at least 3 banking days prior to pay day to be included in that payroll. Links to our pay dates schedule can be located in this section of the form.

32. The form will prepopulate your name and Employee ID automatically

33. Use the sample check located on the form to identify the banking information from your check or deposit form.

34. Remember, you can enter up to three different bank accounts but you are required to enter at a minimum one bank account which will be considered your primary account. Whether you choose one account or to split your pay into three accounts, each account will require you to enter the following information.
-Is the bank account a checking or savings account
-The Bank Name
-The Routing Number
-And The Account Number

35. If you choose the option of having a secondary bank account, this is where that information will be entered.

36. If you choose the option of having a third bank account, this is where that information will be entered.

37. Step 3) Once you have ensured that all of the information on the form is correct, you will click on “SAVE FINAL”.

38. This will activate the signature line and allow you to acknowledge that you have read and accepted the Electronic Signature Statement. On the signature line, you will type in your full legal name. The final step is to click on the “SUBMIT” button. This will route the form to the payroll department for processing. Keep in mind that this form must be submitted at least 3 banking days prior to pay day to be included in that payroll.

39. Update Federal Income Tax Withholding
Hello, in this video you will learn how to make changes to your income tax withholding.

40. Three steps to update Federal Income Tax Withholding information 1) Review current Tax Withholding 2) Fill in online form 3) Submit online form
Follow these three steps to change and update your Federal Income Tax Withholding:
-Review your current Federal Income Tax Withholding on Employee Online
-fill in the online form located in TalentED Records
-and submit the online form

41. Review current Federal Income Tax Withholding Information
Your current Federal Income Tax Withholding information can be located in the Tax Info section located under Pay Information.

42. Review current Federal Income Tax Withholding Information
Here you can view your current filing status, the number of exemptions, and any additional withholding amounts.

43. Locate the Blank Docs icon
Locate the W4 Form located under Blank Docs.

44. Click on the W-4 Form
Once you click on the “W4” Form, this will load the form.

45. Items designated with an “. ” are required items
Items designated with an “*” are required items. (Can MITV highlight the required fields?)

46. Once you have ensured that all of the information on the form is correct, you will click on “SAVE”. This will route the form to the payroll department for processing. Keep in mind that this form must be submitted at least 3 banking days prior to pay day to be included in that payroll.

47. Cancellation of Organization Membership Dues
Hello, in this video you will learn how to cancel organization membership dues deductions.

48. Two step to cancel Organization Membership Dues 1) Fill in online form 2) Submit online form
Follow these two steps to cancel your organization membership dues deductions:
-fill in the online form located in TalentED Records
-and then submit the online form

49. Locate the Blank Docs icon
Locate the Cancellation of Organization Membership Dues Form located under Blank Docs.

50. Click on the Form
Once you click on the “Cancellation of Organization Membership Dues” form, this will load the form.

51. The form will prepopulate your name and Employee ID automatically

52. Select the items you wish to cancel

53. Once you have ensured that all of the information on the form is correct, you will click on “SAVE FINAL”.

54. This will activate the signature line and allow you to acknowledge that you have read and accepted the Electronic Signature Statement. On the signature line, you will type in your full legal name. The final step is to click on the “SUBMIT” button. This will route the form to the payroll department for processing. Keep in mind that this form must be submitted at least 3 banking days prior to pay day to be included in that payroll.

55. Employee Online Check Stub W2’s Home Address Emergency Information
Tax Info – Current FIT filing status
What If
Current Job/Historical Jobs ( through present)

56. QUESTIONS?