FILE:  DJC

Cf:  GBA

 

PAYROLL PROCEDURES

 

 

The goals of the payroll policy of the Caldwell Parish School Board are to ensure that all employees are paid by a School Board approved salary schedule, that employees are paid timely and that an adequate system of checks and balances exist.

 

SCHOOL BOARD SALARY SCHEDULE

 

All employees shall be paid from a School Board approved salary schedule.  The business department will prepare the salary schedules for the Board.  Once the salary schedule is 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.

 

Procedures for Adopting Salary Schedule or Any Changes to Existing Salary Schedule

 

  1. At its May meeting, the Finance Committee will receive a draft of the proposed Salary schedule for the next fiscal year.  The Superintendent and School Board members shall receive a draft copy of the proposed Salary Schedule for the next fiscal year.

  2. The salary schedules for the next fiscal year shall be approved by the Board at the school board meeting in June.

 

Procedures for Amending 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 administration shall track all changes made during the year to the salary schedule 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:

    Regular Monthly Payroll

    The pay day for the regular monthly payroll shall be the twenty-fifth (25th) of the month.  If the twenty-fifth falls on a weekend, the pay date shall be the Friday before the twenty-fifth.  If the twenty-fifth falls on a system-wide holiday, the pay date will be on last work day prior to the system-wide holiday.

    Stipend Payroll

    All other payments to employees, other than their normal monthly salary, shall be made with the stipend payroll which is due by the first day of each month.  The pay day for the stipend payroll shall be the tenth (l0th) of the month.  If the tenth of the month falls on a weekend, the pay date shall be the Friday before the tenth.  If the tenth falls on a system-wide holiday, the pay day shall be on the last work day prior to the system-wide holiday.

    The pay dates shall be posted on the Board’s Web Site under EMPLOYEES.

 

  1. Direct Deposit

    Employee should give a copy of a cancelled check to the payroll department for the direct deposit of the payroll check.  Payment by direct deposit shall be credited on the scheduled payday.  Changes can be made to the direct deposit account as long as these changes are received by the payroll department by the 10th of the month for the regular monthly payroll.  Changes received after the 10th of the month shall be made with the following month’s payroll.

 

  1. All employee paychecks and notices of deposits shall be put in the schools box at the School Board Office on payday.  There shall be no pickups or early release of paychecks.

  2. Stop payment on checks issued for various reasons such as an employee resigning, retiring, etc., cost the board $30.  If a false address is given or employee has failed to change address then employee must wait six weeks from date of check and pay the $30 fee for reissuance of the check.

 

PAYROLL PROCEDURES

 

Regular Monthly Payroll

 

  1. All regular employees shall be paid an annual salary, based on the approved salary schedule, in twelve (12) equal installments.

  2. The business office shall submit a payroll status form on all employees designating the approved salary.  The Business Manager or Asst. Business Manager 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.

    Term or Employment Pay Begins Pay Ends
    12 months July June
    11 months August July of the following year
    10 months August July of the following year
    9 months September August of the following year
    Coaches August July of the following year

 

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

    Payroll Status Form Received by Payroll Pay Starts
    By the last day of month The twenty-fifth (25th) of the month
    After the first of the month The twenty-fifth (25th) of the following month

 

  1. The day before the scheduled pay date, the payroll will be processed and prepared for the next day.  Direct deposit instructions are transmitted to the bank so that direct deposit shall be credited on the scheduled pay day.

 

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, school rentals, and bus driver extra trips.  All requests for payment must be submitted no later than sixty (60) days after the expense was incurred.  Failure to follow this timeline shall result in non-payment.

  2. The wages for these activities are covered in the union contract and salary schedule.

  3. To be eligible for payment the following approvals are required PRIOR to payment of the pay request:

    Type Prior Approval Required From
    Overtime Superintendent
    Workshop stipend Director
    After hours tutoring Principal/Director
    Out of Parish Travel Superintendent
    In Parish Travel Director/Superintendent
    Bus Driver Extra Trip Principal/Director
    School Rentals Principal/Superintendent

 

  1. The School Board shall not be liable for any of these extra payments if the employee fails to receive prior approval or does not follow the time and attendance policies of the School Board.

 

  1. Before the Supervisor can authorize any employee for any paid work beyond the normal work day, the Supervisor must get the event set up with the Personnel Office.  This must be set up five (5) working days prior to the event.

  2. Requests for payments from employees must have all approvals by the 30th of the prior month to the Stipend Payroll date.  Requests and approvals received after this day shall be processed on the next available payroll date.  This date is normally the tenth (10th) of the month, except when the tenth (10th) falls on a weekend or holiday.  The scheduled pay dates are posted on the School Board’s web site.

  3. Approved pay requests submitted within this timeframe shall be paid according to the following timeline:

    Direct Deposit Credited on the Stipend Pay Date
    Payroll Check Mailed on the Stipend Pay Date

    There will be NO early release of payroll.

 

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

  2. These pay requests submitted by administrators are checked by the Asst. Business Manager and then submitted to the Business Manager for review and payment.

 

Revised:  December 3, 2015

 

 

Ref:     La. Rev. Stat. Ann. §§17:81, 23:631

Board minutes, 12-3-15

 

Caldwell Parish School Board