FILE:  DJC

Cf:  DJCA, GBA

PAYROLL PROCEDURES

SCHOOL BOARD SALARY SCHEDULE

All employees shall be paid from a School Board approved salary schedule.  The Department of Business Services shall prepare the salary schedules for the School Board.  Once the salary schedules are adopted by the School Board, all employees shall be paid in accordance with said schedule.  When the state of Louisiana gives raises to school employees, these raises can be added to the salary schedule without immediate School Board approval.  The School Board shall be notified at a public meeting about raises approved by the state.  No other deviation from this salary schedule shall be allowed without School Board approval.

School Board Adoption of Salary Schedule

1. At its April meeting, the Finance Committee of the East Feliciana School Board shall receive a draft of the proposed salary schedule for the next fiscal year for discussion and consideration.  The Superintendent and School Board members shall receive a copy of this draft with their Finance Committee notice.
   
   

2. The recommended salary schedules for the next fiscal year shall be introduced to the School Board at the regular meeting in May.
   
   

3. The salary schedules for the next fiscal year shall approved by the School Board at the regular meeting in June.

Amendment of Salary Schedule

During the fiscal year it may be necessary to amend the salary schedule (i.e. new positions may be added, the School Board may give a raise, etc.).  With the exception of raises approved by the state, the School Board shall approve all individual changes to the salary schedule.  The Department of Business Services shall track all changes made during the year to the salary schedule to the School Board’s finance committee for consideration and present an official amended salary schedule following the same schedule as above.

EMPLOYEE PAYROLL

Employee payroll is generated in two ways:  1) the employee is hired by the School Board and paid an annual salary; and/or 2) the employee is assigned additional work (i.e. overtime, required workshops, etc.).

1. Scheduled Pay Dates:
   
   Semi-Monthly Payroll
   
   The payment for the semi-monthly payroll shall be issued on the fifteenth and/or the last day of the month.  If the fifteenth (15th) or the last day of the month falls on a weekend or system-wide holiday, the pay date shall be the last work day of the month.
   
   Stipend Payroll
   
   All other payments to employees, other than their normal monthly salary, shall be made with the stipend payroll.  The pay day for the stipend payroll shall be the fifteenth (l5th) of the month.  If the fifteenth (15th) of the month falls on a weekend or system-wide holiday, the pay day shall be on the last work day prior to the weekend or system-wide holiday.
   
   

2. Employees and School Board Members shall select receipt of compensation from one of the methods below:
   
   Direct Deposit
   
   Employees and School Board Members who select direct deposit shall fill out a direct deposit authorization form, attach a voided check, and submit both to the payroll department.  Payment by direct deposit shall be credited on the scheduled payday.  Changes may be made to the direct deposit account for employees as long as these changes are received by the payroll department by the fifth (5th) of the month.  Changes received after the fifth (5th) of the month shall be made with the following month’s payroll.  Changes may be made to the direct deposit account for School Board Members as long as these changes are received by the payroll department by the last working day of the month for the central office.  These changes shall be made with the following month’s payroll.
   
   Effective July 1, 2008, all new employees shall be required to receive compensation by direct deposit and shall submit the direct deposit authorization form with attached voided check to the payroll department within three (3) working days.  Direct deposit of payroll (i.e. regular monthly, stipend payroll, etc.) shall begin the following month.
   
   Effective with the 2008-09 Fiscal Year, for all employees who currently utilize direct deposit, such direct deposit shall extend to all forms of payroll (i.e. regular monthly, stipend payroll, etc.).
   
   Payroll Check
   
   Employees and School Board members who elect to not to have direct deposit, shall receive a payroll check on the scheduled pay date.  If the payroll check is lost, the employee shall receive a replacement check within the next ten (10) working days.
   
   

3. All employee paychecks and notices of deposits shall be sent to their school site during the school year.  There shall be no pickups from the central office or early release of paychecks unless an emergency is declared by the Superintendent.  During the summer months, paychecks and notices of deposit shall be mailed except for those employees who work during summer months.

PAYROLL PROCEDURES

All employees, including hourly and salary, shall be required to submit their hours worked on a weekly basis as directed by their department head, either online or in hard copy.  Time recorded must show all hours worked including departmental codes and labor codes (ex: hours worked, vacation time, sick time, etc.) that incurred for the week.

The Department of Business Services shall be responsible for reviewing employee timesheets for the following prior to processing payroll:

1. Employees are coding their time appropriately.

2. Employees are maintaining accurate time records.

3. Review overtime and compensated leave reported for approval.

4. Approving timesheets and submitting them to payroll.

Regular Monthly Payroll

1. All regular employees shall be paid an annual salary, based on the approved salary schedule, in twenty-four (24) equal installments.
   
   

2. The personnel office shall submit a payroll status form on all employees designating the approved salary.  The payroll clerk shall input the necessary information to begin payroll processing.
   
   

3. Although the fiscal year begins in July, the pay frequency for school employees depends on the term of employment.

4. For employees that are hired after the fiscal year begins, their pay shall begin as follows:

Stipend Payroll

1. The stipend payroll is generated for all payments that are not included in the employee’s annual salary.  They include, but are not limited to, overtime, stipends for workshops, payments for after hours worked, and bus driver extra trips.  All requests for payment shall be submitted no later than sixty (60) days after the expense was incurred.  Failure to follow this timeline shall result in non-payment.
   
   

2. To be eligible for payment, the following approvals shall be required PRIOR to payment of the pay request:

3. Requests for payments from employees must have all approvals five (5) work days for the central office prior to the Stipend Payroll date.  Requests and approvals received after this day shall be processed on the next month’s stipend payroll.
   
   

4. It is the Supervisors’ responsibility to make sure that all pay requests under their direction are properly submitted within these timelines.  Supervisors that fail to meet these timelines may be considered in violation of School Board policy and subject to disciplinary action.

Ref:    La. Rev. Stat. Ann. §17:81

Board minutes, 4-1-08, 3-11-13, 9-1-15, 9-4-18

East Feliciana Parish School Board