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Best Practices in the Payroll
DepartmentBy:
Linda Robertson, Payroll DirectorBuckeye Elementary School District
&Tracy McLaughlin, ManagerHeinfeld, Meech & Co., P.C.
Where do we start?
• Communication goes three ways between:– Payroll– Human Resources– Business Office
The New Employee Trail
• Contracts, Work Agreements and New Hire Checklist
• Personnel Action Request Form (PAR)• Pay cycle calendar• Orientation?
Personnel File
Who should maintain what?What are the minimum requirements?
-Application -Resume-Performance Reviews -Loyalty Oath-Policy Acknowledgement -Pay Decisions-Training -Background Checks
Payroll File
What is the minimum requirement?
Employee demographic informationWork scheduleWages
Employee Leaving
-Personnel Action notification-Calculate
-leave balances-final pay out
Segregation of Duties
• Human Resources– New Hire Checklist– Originals to Payroll– Changes • Service oriented• Enter and forward to Payroll
Segregation of Duties
• Human Resources– Employee demographics– Attach deductions and leave plans– Personnel file– Create contracts and work agreements• New hires and returning staff
Segregation of Duties
• Payroll– Documents that impact the employee’s paycheck– Changes • Service oriented• Enter and file in employee’s payroll file• Verify if made by Human Resource
Segregation of Duties
• Payroll–Assign employee to position–Create new positions and vacancies–Payroll file
Are you ready to post payroll?
Balancing Payroll
• Timesheet Verification• Daily Timesheet Tally– Balancing payroll docks
• Timesheet Header – Should balance to Gross Pay for pay period
Balancing Payroll
• Verifying Federal wages calculation– Social Security Wages– Social Security– Medicare
End of Fiscal Year
• Reconciling contracts• Reconciling stipends, addendums, etc.
End of Calendar Year
• Circular E updates• Balance W-2’s– Second set of eyes
Additional Information
Arizona Minimum Wage―$7.35 Effective January 1, 2011
State of Arizona Labor Law
What would the auditors say?
Records Retention
http://www.lib.az.us/records/school.aspx
Arizona State Library, Archives and Public Records
Additional Information
Who is your back up?
Do you have a back up?
Are your procedures documented?
Opportunities of Discussion
Key Items
Circular E-Revised each calendar year
Publication 505-W-4 changes
www.irs.gov
Key Items
Publication 15-b-Fringe Benefits
FSLG-Taxable Fringe Benefit Guide
www.irs.gov
Funding Employees
• Has the grant been awarded?• How are employees funded?• Are you ready to change
Fund Communication
FY10 FY11 Name of Grant102 102 Title I LEA Improvement Year 1283 283 McKinney-Vento Homeless224 N/A IDEA ASA Math Academy Year 2225 N/A ARRA IDEA Preschool for 2009325 325 ARRA IDEA Preschool for 2010
Resources
• Internal Revenue Service
Did we overlook anything?
Thank you for joining us today!
