Payroll presentation dec_03
- 1. Payroll Presentation Payroll changes pertaining to non-exempt employees Timecards Changes effective January 1, 2004 International Students
- 2. Focus Groups In September 2003, two focus groups were held at PCC for the purpose of discussing issues in regard to the current payroll and timecard process for non-exempt employees. 21 non-exempt EEs participated.
- 3. Outcome Three issues that emerged were: • Standardizing pay for non-exempt employees • Design of the timecard • Supervisor’s responsibility
- 4. Standardizing Pay: The number of days in a pay period fluctuates on the semi-monthly cycle which makes non-exempt employees’ pay different each pay period. The number of non-exempt employees is approximately ¼ of the total employees on the payroll system.
- 5. Timecard Issues: Pay periods ending in the middle of the week make tracking overtime, docking and overage cumbersome and time consuming. Misunderstanding on how these adjustments are calculated by payroll causes confusion and mistrust on the part of supervisors and EEs. Tracking changes and errors systematically is virtually impossible because of the inconsistency in hours worked each pay period.
- 6. Supervisor Issues: EE perception is that supervisors do not take the timecard system serious: • EEs feel that the timecards are their responsibility. • Supervisors do not make it a priority to be available the day timecards need to be signed and turned into the payroll office.
- 7. Supervisor Issues: • Supervisors do not check to see if the timecards are accurate. • Supervisors are not knowledgeable of procedures when coaching EEs on the completion of the timecard.
- 8. Changes: Effective January 1, 2004 Non-exempt employees will be paid at a semi-monthly rate calculated by annualizing their hourly rate and dividing it by 24 pay periods. Example: EE earns $9.50/hr. $9.50*2080=$19,760 yr 24 pps in a year $19,760/24=$823.33 pp
- 9. Changes: Effective January 1, 2004, timecards to be turned in bi-weekly. A calendar including time periods, due dates, and payroll dates is found on the payroll intra-web page. http://w3.palmer.edu
- 10. Supervisor Responsibility: Just a reminder: • Supervisors are responsible for checking the accuracy of the timecard and ensuring that the timecards are turned into the payroll office by the due date.
- 11. Supervisor Responsibility: • Timecard completion should reflect the hours the EE worked. Example: An employee works 2.5 hours overtime on Monday and leaves 2.5 hours early on Friday. The timecard should reflect 10.5 hours on Monday and 5.5 hours on Friday – NOT 8 hours on Monday and 8 hours on Friday. *Reason: California law requires that any time worked over 10 hours be paid at the overtime rate.
- 12. Timecards Effective January 1, 2004 timecards will be due biweekly. The first due date is January 5, 2004. The timecard will reflect dates worked from December 16, 2003 to January 3, 2004. The next due date will be January 19, 2004. This timecard will reflect dates worked from January 4-17, 2004.
- 13. January Sun Mon Tue Wed Thu Fri Sat 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 2004
- 14. International Students Effective January 1, 2004, all International Students will be paid through payroll. This means all International Students must have a social security number. They will not be able to work until they have this number.
- 15. What we are working on: A more user friendly timecard. Combining the time off request form and the timecard. New pay stubs. Increasing the % of direct deposit.