1. Mid-Year Payroll Changes
NCC Fiscal Team
June 2015

2. Questions BEFORE processing ANY changes
What is the EFFECTIVE date of the change?
What was the last pay period processed?
Is the EFFECTIVE date of change IN this current pay period to be processed?
Does the JOBSCN accurately reflect the employee’s earnings?
Is this change in compliance with the current Negotiated Agreement (if applicable)?
Has this change been fully approved & authorized?

3. Elements of JOBSCN Pos Start Cont Start Calendar Start
Changes ONLY with Position change

4. JOBSCN Elements Obligation Amount amount earned
Obligation – total amount employee should be paid Amount Earned - per pay periods
Amount – Contract amount for Entire Year paid
Amount Paid ties to CHKUPD…do NOT change!!!

5. JOBSCN Elements Work Days Days Worked
Days worked = Days paid/Earned work days
Based on Pay Period Dates (Always need to review days worked)

6. Processing Mid-Pay Period Contract Changes
Very important to remember that you CANNOT process a New Contract- Type 4 under the NEWCNT when you are making a MID-YEAR contract change.
You can only process a Mid-Pay period contract change when it is a New Contract (beginning of the year)
Mid-Pay Contact changes are NOT available if making a Mid-Year contract changes
The system cannot make Lump Sum Retro payments as a separate check, extensive manual intervention is needed for a separate check to be generated

7. Processing Mid-Pay Period Contract Changes
If you have a Mid-year contract change effective January 1st for example and your pay date information is as follows:
Beginning Pay Period Date 12/23/13
Ending Pay Period Date 01/04/14
Payroll Date 01/15/14
You cannot use the NEWCNT program if you want to give them a retro payment on the 01/15/14 pay.
WAIT UNTIL THE NEXT PAYROLL!

8. Processing Mid-Pay Period Contract Changes
In order to use NEWCNT to process the retro payment, you must wait until the following pay period and use one of the Mid-year contract change options.
Districts sometimes fail to remember this during negotiations and end up having to do manual calculations for each employee. Very time consuming and more likely that errors will occur.

9. NEWCNT Fields Defined Contract obligation: LEAVE BLANK when in NEWCNT
Amount district owes to employee – FIGURED by the system…. SHOULD be verified
New Contract amount
Salary schedule amount for full year - if appropriate
Total contract that would be paid to the employee for the job for the entire year
Days since raise
Must be greater than zero and must be less than or equal to days worked ( on JOBSCN)
Used to calculate retro earned

10. NEWCNT Calculations Contract Obligation – IMPORTANT TO BE VERIFIED
Amount earned plus amount to be earned until end of contract plus retro earned
Contract Amount Earned
Days worked times daily rate
Contract Amount Due
Contract amount earned minus the amount paid
Amount Due may be negative

11. NEWCNT Calculations Pay per period Daily rate
Obligation minus amount paid minus amount docked divided by remaining pays
Daily rate
Contract amount divided by total days
Daily rate is CRITICAL and must be verified
Typically taken out to 3 places AFTER the deciamal
Dock next pay (lump sum retro)
Full pay per period minus old pay per period times pays paid; negative result

12. NEWCNT Calculations Retro next pay (lump sum retro) Rounding
Full pay per period minus old pay per period times pays paid; positive result
Rounding
All intermediate calculations use 5 decimal places
The rounding is processed at the end of all processing
Based on rounding flag in USPSDAT/USPCON

13. NEWCNT Fields Defined Days since raise Contract obligation
Must be greater than zero for retro payments
Must be less than or equal to days worked ON JOBSCN
Used to calculate retro earned
Could be the total of days worked IF contract change is due to negotiation settlement back to beginning of year OR employee was assigned the wrong contract amount this year
Contract obligation
Amount district owes to employee – FIGURED by the system…. District must validate

14. Mid-year Calculations

15. There are 3 options in NEWCNT for Mid-year changes.
2 – Retro Spread: employee goes from 1 pay per period to the NEW pay per period: no irregular pays
3 – Lump Sum – used when the change to the new pay per period artificially inflates the new pay per period BEYOND what the employee will receive NEXT contract year should there be no raise for the employee

16. Mid-year change with lump sum retro
NEWCNT
Mid-year change with lump sum retro

17. Mid-year change with Lump Sum Retro
JOBSCN before contract change

18. Mid-year change with Lump Sum Retro
Adding into NEWCNT
Enter NEWCNT and select Maintenance option
Hit the F12 key to Add record
Enter employees name
Select Job # to add to NEWCNT
Enter Contract type
Enter New contract amount
Enter Days worked since raise
Employee has worked and been paid for 14 days since the raise
Enter ‘Lump Sum’ Contract Type
Obligation is BLANK
Enter New Contract Amount
Enter Days Worked Since Raise

19. Screen after CALCULATE option
Mid-year change with Lump Sum Retro
Screen after CALCULATE option
New daily rate = new contract amount/total number of days in contract
58,000/183 = new daily rate
Work days remaining = days in contract - days worked in contract
= 103 days remaining
Contract amount to be earned = new daily rate x work days remaining
x 103 = 32, contract amount to be earned
Full retro amount = new daily rate-old daily rate) x days worked since raise
= x 14 days = full retro amount
Full pay per period = (New contract amount / total number of pays)
58,000/26 = 2, full pay per period
Lump sum retro (when pay is bi-weekly)
lump sum retro = (Full pay / period - old pay / period x (days since raise / 10)
( ) x 14 / 10) = lump sum retro
Retro spread over remaining pays = full retro - lump sum retro
= retro spread over remaining pays
New Obligation = (contract amount earned + contract amount to be earned + retro spread + lump sum retro)
24, = 56, New obligation
(80 days worked x old daily rate ) = contract amount earned (old)
New accrued = (Old accrued + retro spread)
= 7, New accrued
Pays remaining = total number of pays - pays paid = 18 pays remaining
New pay per period = (New obligation - amount paid - amount docked - dock next pay -
lump sum retro) / pays remaining 56, = 39, / 18 = 2,212.98
new pay / period
Lump sum appears as RETRO next pay

20. JOBSCN AFTER PURGE IN NEWCNT
Mid-year change with Lump Sum Retro
JOBSCN AFTER PURGE IN NEWCNT

21. Mid-year change with retro spread over remaining pays
NEWCNT
Mid-year change with retro spread
over remaining pays

22. Mid-year change with retro spread over remaining pays
JOBSCN before contract change

23. Mid-year change with retro spread over remaining pays
Adding into NEWCNT
Enter NEWCNT and select Maintenance option
Hit the F12 key to Add record
Enter employees name
Select Job # to add to NEWCNT
Enter Contract type
Enter New contract amount
Enter Days worked since raise
Employee has worked and been paid for 14 days since the raise
Enter Days Worked Since Raise
Enter New Contract Type
Enter New Contract Amount
Obligation is BLANK

24. Screen after data entered
Mid-year change with retro spread over remaining pays
Screen after data entered
New daily rate = new contract amount/total number of days in contract
58,000/183 = new daily rate
Work days remaining = days in contract - days worked in contract
= 103 days remaining
Contract amount to be earned = new daily rate x work days remaining
x 103 = 32, contract amount to be earned
Retro amount = (new daily rate-old daily rate) x days worked since raise
= x 14 days = retro amount
New Obligation = (contract amount earned + contract amount to be earned + retro)
24, = 56, New obligation
(80 days worked x old daily rate ) = contract amount earned (old)
New accrued = (Old accrued + retro)
= 7, New accrued
Pays remaining = total number of pays - pays paid = 18 pays remaining
New pay per period = (New obligation - amount paid - amount docked - dock next pay ) / pays remaining 56, = 39, / 18 = 2,221.96
Pay per period is inflated for the remaining pays by the retro amount.

25. JOBSCN AFTER PURGE IN NEWCNT
Mid-year change with retro spread over remaining pays
JOBSCN AFTER PURGE IN NEWCNT

26. Mid-year change with no retro
NEWCNT
Mid-year change with no retro

27. Mid-year change with no retro
JOBSCN before contract change

28. Mid-year change with no retro
Adding into NEWCNT
Enter NEWCNT and select Maintenance option
Hit the F12 key to Add record
Enter employees name
Select Job # to add to NEWCNT
Enter Contract type
Enter New contract amount
NO need for to enter Days Worked Since Raise because there is NO RETRO.

29. Screen after data entered
Mid-year change with no retro
Screen after data entered
New daily rate = new contract amount/total number of days in contract
58,000/183 = new daily rate
Work days remaining = days in contract - days worked in contract
= 103 days remaining
Contract amount to be earned = new daily rate x work days remaining
x 103 = 32, contract amount to be earned
New Obligation = (contract amount earned + contract amount to be earned)
24, = 56, New obligation
(80 days worked x old daily rate ) = contract amount earned (old)
New accrued = Old accrued
New accrued
Pays remaining = total number of pays - pays paid = 18 pays remaining
New pay per period = (New obligation - amount paid - amount docked - dock next pay ) / pays remaining 56, = 39, / 18 = 2,209.21

30. JOBSCN AFTER PURGE IN NEWCNT
Mid-year change with no retro
JOBSCN AFTER PURGE IN NEWCNT

31. Mid-Year Payroll Changes
Can NEWCNT be used??
Have I VERIFIED the information BEFORE I pay the individual?
Does it meet the Negotiated agreement requirements? Is this change fully authorized and approved?
Questions????