Accounting Procedures Handbook

19 PAYROLL ACCOUNTING B. Payroll Processing 1. Daily a. Payroll Editors Every school and department has its own “Kronos editor”. The Kronos editor for each school is typically the school bookkeeper. Each department within the Board (i.e. Finance, Human Resources, etc. has a person assigned as the Kronos editor. The payroll editors are responsible for making sure that each person’s time is accounted for using the Kronos time keeping system. Each employee swipes his/her badge in the Kronos automated attendance device, or clocks in online via the Kronos software which records them as present. By viewing a genie in the Kronos system, the payroll editors can determine who has and has not clocked in for the day. They can then follow up to determine if the person is absent or forgot to swipe. (See “Kronos Operating Manual for Payroll Editors” for detail procedures.) b. Food Services Payroll Editor Tasks i. Payroll Editor checks email program for any email from Food Service Managers reporting sick employees, time clock problems, etc. ii. Make any adjustments needed in Kronos based upon above information and send a reply to the Food Service Manager regarding thecorrections. iii.If there are problems with the school clock, notify the Kronos administrator. iv.At 10:00 a.m., Food Service Payroll Editor views the “Scheduled Not Clocked In” column in the Reconcile Timecard genie in Kronos and calls Food Service Manager to question reasons for missing swipe. v. Kronos Editors review Reconcile Timecard genie to check for forgotten swipe-ins or swipe-outs. Determine if information in Kronos is accurate. vi. Sick leave/ vacation leave/personal leave request forms are now submitted online by staff in Kronos. 2. Semi-monthly a. Food Service i. Food Service Administrative Office Associate checks for errors, such as forgotten swipes, too many hours worked in a day, and accurate reporting of absences and leave. ii. All food service staff (contractual and benefitted) approve their time online in Kronos. iii. Food Service Administrative Office Associate does Level 1 approval in Kronos. iv. Food Service Administrative Office Associate emails Food Service Supervisor advising them that the Level 1 approval has been completed. v. Accounting Associate II calculates extra hours to be paid on spreadsheet using food service extra pay genie. b. All Locations i. At the end of each pay period, Payroll staff in the payroll department checks time entries for each of the schools and central office departments. ii. Ensure that the time entered in Kronos matches the number of hours in the pay period. iii. Electronically approve time records after the Administrative level has completed their approval. c. Each Summer HR department rolls forward last year’s salaries to reflect the increases in grade and scale.