Employee

HandbookFINANCE & PAYROLL

07-27-18

WELCOME TO SUMTER COUNTY!

Payroll is happy to welcome you to Sumter County Schools! We are located in the Finance Department in Building #2 at the County Office. We have included several handouts with information on payroll topics, but remember: we are your best resource! We can be reached by e-mail, phone, or just stop by if you have an issue.

There is a wealth of information on the school board website, so take time to explore it when you can. From the home page, if you scroll down, the link to Skyward is on the left side, under Quick Links. Skyward will allow you to access check information and enter leave requests.

If you select the Departments tab located on the homepage, then choose Business Operations, you will be able to select Finance: Payroll on the left of the screen. There are copies of forms, information and websites in this section that can be very helpful.

This is going to be a wonderful year and we are looking forward to meeting and working with you!

PAYROLL INFORMATION

The Payroll Department office is open 8:00 AM to 4:00 PM, Monday through

Friday and is located at 2680 W.C. 476, Bushnell, FL 33513 (Building #2).

Summer hours are Monday-Thursday, 7:00 AM – 5:00 PM, we’re closed on

Fridays.

School district employees are paid on the 14th and 30th of each

month or last working day prior. Paychecks are direct deposited.

Employees may retrieve their check stub by logging into Skyward. The

Payroll Calendar can be viewed by going to the School Board Website –

Department/Finance/Payroll. It will be on the right side of the screen

under Upcoming Events.

PAYROLL INFORMATION

Paychecks for regular employees are subject to mandatory deductions

such as retirement, social security, Medicare and federal withholding, based on Forms W-4 and the tax tables furnished by the Internal Revenue

Service.

Payroll deductions are available for School Board sponsored items

such as medical, dental and life insurance, and Suncoast Schools

Federal Credit Union. Additional payroll deductions are permitted for

items such as cancer insurance, salary continuation (disability) insurance

and tax sheltered annuities.

PAYROLL DEDUCTIONS

Deductions can be taken from employees’ paychecks to cover items such as school board health and life benefits, supplemental insurance coverage provided by outside carriers, charitable contributions such as the United Way and Sumter Educational Enhancement Foundation, court ordered garnishments, and Tax Sheltered Annuities. Board sponsored health and life coverage will be provided to employees upon employment and again each year during the open enrollment process. Other deductions are arranged between the employee and the company providing the insurance coverage or services. A standard authorization card should be forwarded to the payroll department indicating the amount of the per pay deduction with the employee’s signature evidencing authorization of the deduction. When deductions start is subject to the deadline set by the payroll department each month for entering deduction information into the payroll system. Please see attached list for authorized companies.

PAYROLL DEDUCTIONS

Deductions are set to go into arrears if the employee does not have

enough earnings in a pay period to cover all deductions. If earnings

are not sufficient to cover all deductions, the employee is responsible for making the payments. Pay attention to your

paycheck stub. If you see that a deduction did not come out of

your check, call the Payroll Department. You may need to be

prepared to have a double deduction the next payroll period.

WORK HOURS Because of the diversity of the school system, an employee’s work hours will

be determined by the supervisor. Be sure to discuss this with your supervisor

before you begin work.

MINI-CONTRACT

If employees are hired on a mini-contract, they will not receive any benefits

PER CHECK

AMOUNTYour annual contract is divided by

24 to get your per pay amount.

(Hourly rate X # of hours per day X

# of days per year in contract

divided by 24 = + amount of each

check.)

If an employee begins work later

than the start date for that

position, check amounts will be

based on adjusted gross income

divided by the number of checks

remaining.

TEMPORARY

EMPLOYMENTIf employees are hired on a temporary basis less than six months, they will receive benefits.

ADDITIONAL WORKWill I be paid for additional work and overtime?

It depends on whether or not the additional work is related to your

regular job function and whether you have your supervisor’s approval prior to working any additional hours. It also depends on

whether or not you receive additional compensation and on

whether or not you are classified as “Overtime Exempt” or

“Overtime Non-Exempt” under Wage and Hour Law. If you are

Non- Exempt, you will receive additional compensation; if you

are Exempt, you may not receive additional compensation. If

you are unsure of your classification, contact the Human Resource

Services department.

ADDITIONAL WORK

Some Non-Exempt Positions

Secretaries

Paraprofessionals

Foodservice

Assistants

Custodians

Clerical Staff

Maintenance

Bus Drivers

Bus Attendants/Aides

Some Exempt Positions

Principals

Assistant Principals

Teachers

Guidance Counselors

District Office Professionals

District Office Administrators

Foodservice Managers

ADDITIONAL WORKIf you are non-exempt, you must have prior approval

of your immediate supervisor before you actually

work outside of your normal planned working time.

If the additional work is outside of the realm of your regular job, and

you have received proper approvals in advance, you will be

compensated for the work at the rate of pay associated with the

job you are performing. In this instance, it makes no difference

whether you are classified as Overtime Exempt or Non-Exempt; you

will be compensated. As an example, a teacher may work at night

teaching at the Adult School and be compensated at a set hourly

rate different from her normal hourly rate assigned to her daytime

job.

ADDITIONAL WORKHow will you be paid for additional work?

An employee’s normal daily working hours on scheduled workdays is referred to as Planned Working Time. Employees who fall under the Overtime Non-Exempt category (employees who are covered by Wage and Hour Law) will be compensated for time worked outside of their planned working time. Hours worked at the employee’s regular job and outside of Planned Working Time will be paid as Additional Time at the employee’s regular hourly rate of pay. Hours worked in excess of 40 hours in a work week, including all work within the school board, will be paid as Overtime .5x, at one and one-half the employee’s regular hourly rate of pay. (The school board work week begins Sunday at 12:00AM (midnight) and ends Saturday at 11:59 PM.) For example, a secretary works 42 hours and is scheduled to work 37.5 hours. She will receive additional compensation equal to 4.5 hours (Additional Time) at her straight time hourly rate, plus 2.0 hours (Overtime .5x) at one-half her hourly rate.

ADDITIONAL WORKHow will you be paid for additional work?

Hours worked at a job, which is not related to the employee’s

regular job, will be compensated at a special hourly rate of pay. The extra pay on the paycheck will be shown under the category of

the work performed. As the example of the teacher who teaches

adult school at night, the payment for the adult school work will

show as Adult School on their paycheck. Another example would

be when an employee attends a required in-service training class

outside of normal hours. The employee is compensated at a

special rate of pay instructional $15 or non-instructional $8.25 an

hour, and it shows as Workshop on the paycheck.

ADDITIONAL WORKWhen will you be paid for additional work?

You should expect to receive payment for some of your additional

work in the pay period following the period you performed the work. As an example, if you worked additional time from February 20 to

February 28, you will receive payment for that additional time in

your March 14th paycheck. Time entry to the payroll system cut off

is the 1st and 14th of the month, and additional work cannot be

recorded in advance of when you worked. Time entry cut offs vary

from month to month (holidays & etc.); therefore, this is only an

example.

TERMINATION When you terminate your employment with the

school board, when should you expect to receive

payment for unused sick leave and vacation leave?

Sick days are only paid when normal retirement conditions are met and then prorated for the number of years of employment.

Sick days are captured at the rate of pay when they were earned

and oldest days are used first.

Unused sick days may be transferred to another school district in the

state of Florida.

Upon retirement your terminal pay will be sent to Bencor.

NEW HIRES – WHEN TO EXPECT

YOUR FIRST PAYCHECK

If you begin work at the start of the school year, you should expect

to receive your first check according to the pay schedule. This depends on proper paper work being completed, approved by the

Board and forwarded to the Human Resource Services department

in time to meet the payroll cut-off. If the paper work is not received

in a timely manner, you should expect to receive your first check on

the next scheduled pay date. You may want to follow up with the

secretary at your worksite to make sure the paperwork is sent to the

Human Resources Services Department in a timely manner.

NEW HIRES – WHEN TO EXPECT

YOUR FIRST PAYCHECK

If you begin work during the school year, it will depend on when you

start in the month and when the Board approves your appointment as to when you will receive your first check. For instance, if you start

after the 14th of the month, you probably will not receive your first

check until the next 28th pay date. Even if you start early in the

month, if your paperwork does not get approved in time to meet

the payroll cut-off, you will not receive your first check until the next

scheduled pay date. You may want to follow up with the secretary

at your work site to make sure the paperwork is sent to the Human

Resources Services Department in a timely manner.

SICK LEAVE – HOW IT IS EARNED

Sick leave is available for each regular employee who cannot work due to personal illness or an illness of father, mother, brother, sister, husband, wife, child, close relative, or household member.

Teachers will be credited with the equivalent of four (4) days of sick leave on the first day of employment each school year and will be credited with one (1) day at the end of each month until the maximum amount allowed is reached. Other regular school board employees will be credited with the equivalent of four (4) days of sick leave on the last day of the first payroll period of the school year and will be credited with one (1) day at the end of each successive month until the maximum amount allowed is reached. The amount of sick leave credited in a school year shall not exceed one (1) day times the number of months employed during the school year. For example, teachers will be credited four (4) days at the first of August when they start work and one (1) day at the end of September through February to reach a total of ten (10) days earned and credited. However, employees can only earn one day of sick leave for each month of employment during the year and it cannot be used before it is credited.

SICK LEAVE – HOW IT IS EARNED

Sick leave is cumulative from year to year. There is no limit on the

number of days which an employee may accrue. It is accrued at

the rate of pay when earned. Oldest days are used first as is

transferred in leave. Transferred in leave has a zero value. You can

transfer in leave from another district, but you can bring in only as

much as you earn in a given year. For example, after earning 10

days of leave in Sumter County, you may transfer in an equal

number of leave days from another district, until all days have been

transferred into Sumter County.

When granting leave, the Principal may require written verification

of illness from a licensed physician or from the county health doctor.

SICK LEAVE – HOW IT IS EARNED

Your daily planned working hours determines the number of hours

credited. For example, teachers who work 7.60 hours per day will be

credited with 30.4 hours on the first day of August (4 days x 7.60

hours) and another 7.60 hours at the end of September. All sick leave

will be allocated on the 30th of every month (except at the

beginning of school, instructional receives 4 days on first day of

employment, non-instructional receive 4 days on one day of half the

month of start of employment. Employees must enter sick days in

within 3 days of absence or the absence will be entered by payroll as 3 days late unpaid.

SICK LEAVE – HOW IT IS EARNED

Personal Chargeable to Sick Leave represents the amount of sick leave that may be used for personal reasons. The amount of personal leave may not exceed the amount of sick leave. For example, a new non-teacher is hired on July 1 but is not credited with sick leave until July 31 and credited with 4 days. The employee in this example will not earn personal leave until July 31 and will only earn 4 days of personal leave on July 31 because that is all the sick leave he/she has. He/she will be credited with another additional personal day at the end of August and at the end of September until he/she reaches 6 days. When personal leave is used, regular sick leave is charged as well. Employees must report personal leave through established procedures, and the leave must be approved or granted in advance. If circumstances make advance application impossible, such leave may be authorized and granted, if promptly reported and adequately explained. If the employee over uses their personal days, their pay will show a dockage.

VACATION LEAVE – HOW IT IS

EARNED

Vacation Leave applies only to 12-month employees and is credited

at the 15th of each month at a rate set by board policy. Employees with less than ten (10) years of service earn vacation at the rate of

one day per month with a maximum of 12 days per year.

Employees with more than ten (10) years of service but less than

fifteen (15) years of service shall earn vacation at the rate of 1.25

per month with a maximum and 15 days per year. Employees with

fifteen (15) or more years of service shall earn vacation at the rate

of 1.50 days per month with a maximum of 18 days per year. The

maximum amount of vacation that may be carried forward at June 30th is 42 days. Vacation is allocated on the 15th of every month.

FAMILY MEDICAL LEAVE ACT (FMLA)

or LEAVE OF ABSENCE (LOA)

Please contact Kelly Helms at extension 50220, if you have any

questions concerning FMLA/LOA.

All FMLA/LOA forms need to be sent to April Norris to check dates

and deductions, then I will then forward to Kelly Helms to send to the

board for approval. All employees going on leave must fill out the

correct paperwork and will need a work release full duty to return to

work.

WORK RELEASE

Please contact Kelly Helms at extension 50220.

All employees who have been out for a period for sick reasons must

have a work release. (Examples: surgery, procedures, ER, broken

limbs & etc.)

All return to work forms need to be sent to principal/secretary and

Kelly Helms in Human Resources.

ABSENCES & SUBSTITUTES

Kelly Services: 1-352-335-7800 ~ Scheduling Team: 1-352-519-1500

IMPORTANT LINKS

Sumter County School Board www.sumter.k12.fl.us

Skyward Business Portal www.sumter.k12.fl.us

Suncoast Credit Union www.suncoastfcu.org

Internal Revenue Service www.irs.gov

PAYROLL Phone: (352) 793-2315

Fax: (352) 793-4963

April Norris: Extension 50228

April.Norris@sumter.k12.fl.us

Jeanne Young: Extension 50230 Jeanne.Young@sumter.k12.fl.us