Reminders & Announcements for Timekeepers
5/18/12
REMINDER
PACS Attendance for the pay period 5/5-5/18/12 will be collected today, Friday, MAY 18, 2012 at 4:00 p.m. Please have your PACS Attendance posted and released by then.
Thank you.
5/17/12
REMINDER
Due to the Lawson upgrade, PACS Attendance for the pay period 5/5-5/18/12 will be collected tomorrow, Friday, MAY 18, 2012 at 4:00 p.m. Please have your PACS Attendance posted and released by then.
Thank you.
5/15/12
Posting for Pay Period 05/05 – 05/18/12
Please note the following for the pay period May 5 – May 18, 2012: There are no holidays or NPS days in this pay period.
IMPORTANT PACS COLLECTION CHANGE
There is a Lawson upgrade scheduled for the end of May. It should not affect PACS Attendance screens, but the link/path will change to point you to a new address. The information for this can be found here.
Because of the upgrade, PACS Attendance for the pay period May 5 through May 18 will be collected on Friday, MAY 18, 2012 at 4:00 p.m. This is a change from the original PACS collection date of May 20 on the Payday calendar. Please make a note of this. More communications regarding this change will be sent in the coming weeks.
Future PACS Attendance Collection Dates Please note the PACS Collection dates for the end of the fiscal year. There has been two dates changes to the original Payday Schedule.
Pay Period 6/2-6/15/12: New Collection Date: Monday, June 18, 2012 at 4:00 p.m.
Pay Period 6/16-6/29/12: Collection date: Friday, June 29, 2012 at 4:00 p.m.
Pay Period 6/30-7/13/12 – New Collection Date: Friday, July 13, 2012 at 4:00 p.m.
Additional reminders will be sent out as we get closer to these dates.
Extracurricular Activity Payments June 15, 2012 is the FINAL date for posting ALL ECA payments (dollars/hours) to PACS Attendance.
Timekeepers should be reviewing their ECA screens on the PACS Attendance to determine which employees still have stipends remaining to be paid. Just because an employee may have a balance does not signify the need to pay the remaining balance in full because it’s sitting on the PACS screens. Hours and dollars should only be posted if the employee has worked the stipend. You must have timesheets to back up the posting.
A reminder will be sent out to all timekeepers and principals closer to the June 15th deadline.
Schedule of Pay Periods and Paydates
The Schedule of Pay Periods and Paydates (calendar /pay schedule notes) has been posted on the ERSC website. Please click on the links below.
Calendar:
http://www.montgomeryschoolsmd.org/uploadedFiles/departments/ersc/employees/pay/schedules/payday_calendar_2013.pdf
Pay Schedule Notes:
http://www.montgomeryschoolsmd.org/uploadedFiles/departments/ersc/employees/pay/schedules/payday_calendar_notes_2013.pdf
4/30/12
Posting for Pay Period 04/21 – 05/04/12
Please note the following for the pay period April 21 – May 4, 2012: There are no holidays or NPS days in this pay period.
Important PACS Posting Reminder We strongly encourage timekeepers to try to please have their payroll posted and released at least 15-30 minutes before the 4:00 p.m. deadline. We are under time constraints to process the PACS Attendance and it is important that we keep to the 4:00 p.m. PACS collection deadline.
Also, once we have collected PACS attendance at 4:00 p.m., please DO NOT attempt to get back on and unrelease, post or correct a posting. Even though the screens may appear to be available after we have collected PACS at 4:00, they are no longer available for posting. The screens are only opened in order for us to correct an error that we find after we have collected the attendance. We run jobs right after we collect the attendance that also work with the Attendance Release process. If you go in and unrelease or post after we have run these jobs, you run the risk of countering the “release” process and may cause that particular payroll you are adjusting to stay in an “unreleased” mode. If a payroll is in an unreleased mode while we are running these jobs, the system will not pick up the employees in that particular payroll and if not caught, these employees will go unprocessed and unpaid.
We appreciate your diligence and understanding with this process. It is to everyone’s benefit to adhere to the deadlines.
Semi-Annual ERSC Timekeeper Meeting Recap
Direct Deposit (Jackie Klein)
Changes/additions and deletions to Direct Deposit became available on HRO several months ago. As of July 1, 2012, changes to direct deposit on paper will no longer be available. Employees will be required to go through HRO to make any and all changes. Please notify your staff of this change and encourage them to begin using HRO for their direct deposit information now. Additional reminders will be sent closer to July 1.
A reminder was given on the direct deposit process. When processing a change to a routing number or bank account number, there is a prenotification process that needs to happen with the bank prior to the employee’s check being direct deposited into the new account. This process can take up to two to three pay periods. In the interim, an employee will receive a paper paycheck until the prenotification process has completed. This paper paycheck is also verification to the employee that the change has been received in ERSC and is in process.
Timekeepers were asked to encourage their staff to verify their money has been direct deposited into their account each payday, but most especially after a change has been made to their account. Occasionally an error is made with the account number but the employee is not aware of the error sometimes weeks to months later because they are not verifying the money has been deposited each pay period to their account. This is particularly an issue with employees who have opted for summer pay with MCT and who have not verified that their designated dollar amount has been deposited into their MCT account. Often it is assumed that the money is in the summer pay account and is not checked at all until the summer when the payments are supposed to be disbursed. All employees should be verifying every pay period that their money is going into their correct accounts.
Duplicate Check Fee (Jackie Klein)
Reminder that a duplicate check fee of $30 has been implemented for any checks that need to be reissued that are over 30 days old. Permanent staff will have the $30 taken as a deduction from a future paycheck; temporary and substitute employees will be required to pay the fee by check, cash or money order prior to receiving the reissued check.
Wellness (Lisa Cooperstein)
Lisa discussed the purpose of the MCPS Wellness Program and shared statistics with regard to the cost of physical inactivity, smoking and obesity in the U.S. She expressed the benefits of spending 30 minutes a day exercising and some of the programs that have been implemented within MCPS to get employees “moving” and “healthy” including “MCPS on the Move,” “Quit for Good,” and “Walk This Way.” For more information on the MCPS Wellness program, visit the Wellness website: http://www.montgomeryschoolsmd.org/staff/wellness/
Leave (Sick/Personal/Annual) (Jackie Klein)
The three most common leave types that are used most often by employees are sick, personal and annual. All permanent employees receive sick and personal leave at the beginning of the fiscal year. Twelve-month employees are the only employees who receive annual leave. When a 12-month employee runs out of personal or sick leave but has annual leave available, the system will automatically pay the employee any excess hours over their personal/sick balance with annual leave. At no point does annual or personal leave take from sick leave or annual and sick leave take from personal leave.
Employees must be posted according to the leave type they use. If an employee uses personal leave, they are to be posted personal leave. If an employee is out of personal leave they should still be posted as personal leave. There is a program that is run during the payroll process that will automatically reduce the employee’s pay by the dollar amount of any leave reported over an employee’s balance. The employee will show XLV, excess leave, and not be paid anything beyond their available leave balance. It is important to post the employee accurately. If an employee is out of personal leave but has sick leave, DO NOT post sick leave. That is inaccurate reporting. Sick leave is to be used for personal illness, illness in family or childcare leave…it is not a substitute for personal leave. If we receive PACS corrections that make this kind of adjustment, it will be researched and followed up with the principal/director/supervisor at the location to verify the leave is being used appropriately.
Lawson Upgrade (Sheila Kendall)
Sheila spoke briefly on the Lawson upgrade scheduled for the end of May. It should not affect PACS Attendance screens, but the link/path will change to point you to a new address. The information for this can be found in the attached Power Point presentation.
IMPORTANT CHANGE: Because of the upgrade, PACS Attendance for the pay period May 5 through May 18 will be collected on Friday, MAY 18, 2012 at 4:00 p.m. This is a change from the original PACS collection date of May 20 on the Payday calendar. Please make a note of this. More communications regarding this change will be sent in the coming weeks.
PACS Attendance Collection Dates (Jackie Klein)
Jackie went over PACS Collection dates for the end of the fiscal year. There has been two dates changes to the original Payday Schedule. Please note the following collection dates:
Pay Period 6/2-6/15/12: New Collection Date: Monday, June 18, 2012 at 4:00 p.m.
Pay Period 6/16-6/29/12: Collection date: Friday, June 29, 2012 at 4:00 p.m.
Pay Period 6/30-7/13/12 – New Collection Date: Friday, July 13, 2012 at 4:00 p.m.
Additional reminders will be sent out as we get closer to these dates.
Audit Findings (MJ Bergstresser)
MJ spoke on the most common issues that are being found during school audits. Please see the attached listing for more detailed information.
Salary Verification Forms (Gina Ripoli/Barb Ahalt/Patti Woolf)
Gina presented on Salary Verification forms for the following areas: Elementary Team Leader, Elected Faculty Representative, Department Chair Person, Department Size, and Extracurricular Activities. Additional information and timelines can be found on the attached Power Point presentation.
Voluntary/Involuntary Transfer-Paraeducators (Carolina Garcia-Ablanque and Duane Merson)
Duane and Carolina presented on voluntary and involuntary transfers of paraeducators including information on Form 425-9A.
For more information, please go the following links:
Guide for Completing Form 425-9A: http://www.montgomeryschoolsmd.org/departments/forms/pdf/425-9a.pdf
FTE and Hours Conversion Chart: http://www.montgomeryschoolsmd.org/uploadedFiles/departments/ersc/employees/pay/fte_conversion_chart.pdf
Extracurricular Activity Payments (Jackie Klein)
Important dates to remember regarding ECA payments:
April 30, 2012 - last date for schools to submit Change of ECA Plans using Form 430-58
June 15, 2012 – Final date for posting ALL ECA payments (dollars/hours) to PACS Attendance.
Timekeepers should be reviewing their ECA screens on the PACS Attendance to determine which employees still have stipends remaining to be paid. Just because an employee may have a balance does not signify the need to pay the remaining balance in full because it’s sitting on the PACS screens. Hours and dollars should only be posted if the employee has worked the stipend. You must have timesheets to back up the posting.
Additional ECA information can be found on the attachment below.
A reminder will be sent out to all timekeepers and principals closer to the June 15th deadline.
Summer ICB for Security (Jackie Klein)
A reminder that security staff interested in working ICB for the summer should notify the school and a 460-2 form should be filled out. The deadline for this form to be in is May 31, 2012.
More information to follow at the May 1 Administrative Secretaries’ meeting.
Time and Effort Certification Forms (Susanne DeGraba and Suzie Flanery)
Suzie and Sue revisited the time and effort certification form process. Attached please find the forms discussed at the meeting.
In addition, thanks to the creativity of Wilma Richardson, attached is a revised Personnel Activity Report that she created to help with this process.
4/16/12
Posting for Pay Period 04/07 – 04/20/12
Please note the following for the pay period April 7 – April 20, 2012:
Monday, April 9, 2012 should be reported as HOL (Holiday) for 9- and 10-month SEIU and all 12-month employees. Employees’ scheduled hours will be prefilled as HOL for these dates.
Monday, April 9, 2012 is a compensable non-duty days for 10-month MCEA and 11-month MCAAP staff and also should be posted as HOL (Holiday).
Any SEIU members who were required to work on April 9, should be reported as WOH (worked on holiday).
Semi-Annual ERSC Timekeeper Meeting ERSC’s Spring Semi-Annual Timekeeper Meeting is scheduled for tomorrow, Tuesday, April 17, 2012 in the CESC Auditorium.
There will be two identical sessions; 1st session from 8:30-11:00 a.m., 2nd session from 12:30-3:00 p.m.
Please note: In response to your requests, we’ve scheduled both sessions so that topics pertaining to all timekeepers from all locations (administrative offices and schools) will be presented first. Topics related to school-based locations only will be presented after the break of each session.
Topics being presented:
Payroll audit
Direct deposit online
Lawson Upgrade
Salary verification forms
Time & effort certification forms
Duplicate check fee
Voluntary/involuntary process for paraeducators
Upcoming Payroll information/deadlines
- Annual/sick/personal leave
- ECA payments
- Summer ICB for security
- Upcoming PACS collection dates)
Please plan to attend one of the sessions. No RSVP necessary.
PACS Attendance Training The next PACS Attendance training will be held on:
Tuesday, April 17, 2012
Training will take place at the CTI training facility from 8:30-11:30 a.m.
This training is for new timekeepers who have not taken the training as well as for anyone who is designated as "backup" timekeeper at your location. If you do not have a backup timekeeper at your location, it is highly recommended that your principal/director designate someone.
To sign up for the session above, please register through PDO.
This training also falls on the same day as the Semi-Annual ERSC Timekeeper meeting. If you’re attending the PACS training at CTI in the morning, you still have an opportunity to attend the timekeeper meeting in the afternoon session, 12:30-3:30 p.m. at CESC.
4/16/12
ERSC’s Spring Semi-Annual Timekeeper Meeting is scheduled for tomorrow, Tuesday, April 17, 2012 in the CESC Auditorium.
There will be two identical sessions; 1st session from 8:30-11:00 a.m., 2nd session from 12:30-3:00 p.m.
Please note: In response to your requests, we’ve scheduled both sessions so that topics pertaining to all timekeepers from all locations (administrative offices and schools) will be presented first. Topics related to school-based locations only will be presented after the break of each session.
Topics being presented:
- Payroll audit
- Direct deposit online
- Lawson Upgrade
- Salary verification forms
- Time & effort certification forms
- Duplicate check fee
- Voluntary/involuntary process for paraeducators
- Upcoming Payroll information/deadlines
- Annual/sick/personal leave
- ECA payments
- Summer ICB for security
- Upcoming PACS collection dates
Please plan to attend one of the sessions. No RSVP necessary.
3/28/12
Posting for Pay Period 03/24 – 04/06/12
Please note the following for the pay period March 24 – April 6, 2012:
Friday, March 30 is a scheduled No Work-No Pay (NPS) day for the following 10-month SEIU Staff: 9-month Cafeteria Workers, 10-month School Secretaries, Media Assistants, All Paraeducators, Interpreters, Hearing Impaired, Physical Therapist Assistants, Occupational Therapist Assistants, Speech Pathology Assistants, Security Assistants, Student Monitors, Parent Coordinators, Instructional Data Assistants, Outdoor Education Coordinators, Permanent Lunch Hour Aides, Social Services Assistants, English Composition Assistants, 10-month Security Team Leaders, Bus Operators and Attendants, Cafeteria Workers I, Supply Workers I & II, Cafeteria Workers I (CPF), Food Services Sanitation Workers (CPF). Employees’ scheduled hours will be prefilled as NPS for this date.
April 3 and April 6, 2012 should be reported as HOL (Holiday) for 9- and 10-month SEIU and all 12-month employees. Employees’ scheduled hours will be prefilled as HOL for these dates.
April 2, 3, 4, 5 and 6, 2012 are compensable non-duty days for 10-month MCEA and 11-month MCAAP staff and also should be posted as HOL (Holiday).
April 2, 4, and 5, 2012 are scheduled No Work-No Pay (NPS) days for all 9- and 10-month SEIU employees. Employees’ scheduled hours will be prefilled as NPS for these days. All 12-month employees are required to report to work or use appropriately approved leave.
Any SEIU members who are required to work on April 3 and April 6, should be reported as WOH (worked on holiday).
PACS Attendance for pay period 3/24 – 4/06/12 will be collected on Tuesday, April 10 due to the Spring Break holiday on Monday, April 9, 2012.
Important Payday Information:
Please note that the payday for the pay period 3/10-3/23/12 will be on Thursday, April 5. This is due to the Spring Break holiday on Friday, April 6.
PLEASE NOTE THAT EMPLOYEES WHO RECEIVE A PAPER PAYCHECK WILL HAVE THEIR CHECKS MAILED HOME FOR THE PAYDAY OF THURSDAY, APRIL 5. Please be sure to make your staff aware. The paychecks will be mailed to the home address we currently have in our records.
PACS Attendance Training
The next PACS Attendance training will be held on: Tuesday, April 17, 2012. Training will take place at the CTI training facility from 8:30-11:30 a.m.
This training is for new timekeepers who have not taken the training as well as for anyone who is designated as "backup" timekeeper at your location. If you do not have a backup timekeeper at your location, it is highly recommended that your principal/director designate someone.
To sign up for the session above, please register through PDO.
This training also falls on the same day as the Semi-Annual ERSC Timekeeper meeting. If you’re attending the PACS training at CTI in the morning, you still have an opportunity to attend the timekeeper meeting in the afternoon session, 12:30-3:30 p.m. at CESC.
Semi-Annual ERSC Timekeeper Meeting
ERSC’s Spring Semi-Annual Timekeeper Meeting is scheduled for Tuesday, April 17, 2012 in the CESC Auditorium.
There will be two identical sessions; 1st session from 8:30-11:30 a.m., 2nd session from 12:30-3:30 p.m.
Some of the topics to be presented:
Payroll audit
Direct deposit online
Salary verification forms
Time & effort certification forms
FMS approvers
Duplicate check fee
Voluntary/involuntary process for paraeducators
Upcoming Payroll information/deadlines (ECA payments, annual/sick/personal leave, upcoming PACS collection dates)
Please plan to attend one of the sessions. No RSVP necessary.
3/16/12
Posting for Pay Period 03/10 – 03/23/12
Please note the following for the pay period March 10 – March 23, 2012: There are no holidays or NPS days in this pay period.
Important Payday Information
Please note that the payday for the pay period 3/10-3/23/12 will be on Thursday, April 5. This is due to the Spring Break holiday on Friday, April 6.
PLEASE NOTE THAT EMPLOYEES WHO RECEIVE A PAPER PAYCHECK WILL HAVE THEIR CHECKS MAILED HOME FOR THE PAYDAY OF THURSDAY, APRIL 5. Please be sure to make your staff aware of this change for the payday of April 5. The paychecks will be mailed to the address we currently have in the system.
Duplicate Check Fee Implemented March 1, 2012
The Employee and Retiree Service Center (ERSC) will charge a $30.00 fee for duplicating any paper paycheck that is 30 days or more from its original issue date. To request a duplicate check, employees must submit the appropriate form, available here, to ERSC along with payment (permanent employees will have the fee deducted from a future check). Please inform employees that the best way to protect against losing a paycheck is to enroll in direct deposit. Now it’s easier than ever with direct deposit on Human Resources Online. They can log in to HRO and enroll in direct deposit here, or by visiting the direct deposit webpage.
Direct Deposit – Prenotification Process
Please remind staff that if they are making a change to their direct deposit account (i.e., financial institution or account number), there is a prenotification process that takes place with the bank before direct deposit is begun. This generally takes three pay periods. During that time, the employee will receive an actual paper check which they will need to take to the bank to be cashed/deposited. Once the prenotification process has taken place, the employee’s pay will be direct deposited in their new account on the following payday.
We have found that a fair number of employees do not realize they are receiving a paper check and end up never cashing the check, losing it, or throwing it away. With the new duplicate check fee now in place, it will cost the employee $30 to have the check replaced if the date of the check is 30 days prior to the request. (See further information on the new duplicate check fee above).
PACS Attendance Training
The next PACS Attendance training will be held on Tuesday, April 17, 2012, at the CTI training facility from 8:30-11:30 a.m. To sign up for this session, please register through PDO.
This training is for new timekeepers who have not taken the training as well as for anyone who is designated as "backup" timekeeper at your location. If you do not have a backup timekeeper at your location, it is highly recommended that your principal/director designate someone.
This training also falls on the same day as the Semi-Annual ERSC Timekeeper meeting. If you’re attending the PACS training at CTI in the morning, you still have an opportunity to attend the timekeeper meeting in the afternoon session, 12:30-3:30 p.m. at CESC.
Semi-Annual ERSC Timekeeper Meeting
ERSC’s Spring Semi-Annual Timekeeper Meeting is scheduled for Tuesday, April 17, 2012 in the CESC Auditorium. There will be two identical sessions; 1st session from 8:30-11:30 a.m., 2nd session from 12:30-3:30 p.m. Topics to be presented will be sent on a future email. Please plan to attend one of the sessions. No RSVP necessary.
3/6/12
Posting for Pay Period 02/25 – 03/09/12
Please note the following for the pay period February 25 – March 9, 2012: There are no holidays or NPS days in this pay period.
Note:
We are continuing to notice that when an employee is out on sick or childcare leave and has run out of sick leave, the employees are being posted as NPR or CCN. While there are guidelines to posting CCN, an employee should not be posted as CCN or NPR just because they no longer have any sick leave left. If an employee is out of leave, the system is designed to recognize that and not pay the employee for leave they do not have. (This is also true for annual or personal leave.)
The issue we continue to run into is that when an employee is out on sick or childcare leave and has been authorized a sick bank grant, the sick bank grant will NOT process because the pay codes are incorrect. Sick bank grants do not process on pay codes NPR or CCN. The system is looking for pay codes SCK or CCP in order to process and pay.
Posting incorrect pay codes will generate additional work for you as the timekeeper (i.e., PACS corrections), additional work for our office, and a delay in pay for the employee if they are due to be paid from a sick bank grant.
Any questions regarding this type of posting should be directed to our office at 301-517-8100.
Semi-Annual ERSC Timekeeper Meeting
ERSC’s Spring Semi-Annual Timekeeper Meeting is scheduled for Tuesday, April 17, 2012 in the CESC Auditorium.
There will be two identical sessions; 1st session from 8:30-11:30 a.m., 2nd session from 12:30-3:30 p.m.
Topics to be presented will be sent on a future email. Please plan to attend one of the sessions. No RSVP necessary.
Duplicate Check Fee Effective March 1, 2012
The Employee and Retiree Service Center (ERSC) will charge a $30.00 fee for duplicating any paper paycheck that is 30 days or more from its original issue date. To request a duplicate check, employees must submit the appropriate form, available here, to ERSC along with payment (permanent employees will have the fee deducted from a future check). Please inform employees that the best way to protect against losing a paycheck is to enroll in direct deposit. Now it’s easier than ever with direct deposit on Human Resources Online. They can log in to HRO and enroll in direct deposit here, or by visiting the direct deposit webpage.
PACS Attendance Training
The next PACS Attendance training will be held on: Tuesday, April 17, 2012
Training will take place at the CTI training facility from 8:30-11:30 a.m.
This training is for new timekeepers who have not taken the training as well as for anyone who is designated as "backup" timekeeper at your location. If you do not have a backup timekeeper at your location, it is highly recommended that your principal/director designate someone.
To sign up for the session above, please register through PDO.
This training also falls on the same day as the Semi-Annual ERSC Timekeeper meeting. If you’re attending the PACS training at CTI in the morning, you still have an opportunity to attend the timekeeper meeting in the afternoon session, 12:30-3:30 p.m. at CESC.
2/9/12
Posting for Pay Period 01/28 – 02/10/12
Please note the following for the pay period 01/28 – 02/10/12:
There are no holidays or NPS days in this pay period.
W-2s
W-2s for 2011 were distributed to all employees last week. All permanent employees should have received their W-2s at their location, with the exception of Transportation who should have received their W-2s by U.S. mail to the home address that we have in the system.
All employees who are temporary part-time, substitute teachers, on long-term leave, or who have retired or terminated employement also had their W-2s sent by U.S. mail.
If you have questions regarding a W-2, please click on the link for more detailed information: http://montgomeryschoolsmd.org/departments/ersc/employees/pay/taxes/
Requests for duplicate W-2s for 2011 will be processed starting Monday, February 6. Should an employee require a duplicate W-2, please have them contact the Employee and Retiree Service Center (ERSC) at 301-517-8100. There is a $15 charge per duplicate W-2 for each year prior to 2011.
PACS Attendance Training
The next PACS Attendance training will be held on: Friday, February 10, 2012
Training will take place at the CTI training facility from 8:30-11:30 a.m.
This training is for new timekeepers who have not taken the training as well as for anyone who is designated as "backup" timekeeper at your location. If you do not have a backup timekeeper at your location, it is highly recommended that your principal/director designate someone.
To sign up for the session above, please register through PDO.
Time and Effort Certification Forms In the next few weeks, you will receive the quarterly time and effort certification forms for anyone paid from a grant. It is critical that these are signed and kept with the last timesheet for the quarter. Employees who are paid from grant and local funds must complete the biweekly certification form with each time sheet.
Emergency Leave Reporting
With winter weather fast approaching, the possibility of school/administrative office delays and closings increases. There are several links on the MCPS website that provide information on these, including how to post for the various types of closings and delayed/early closings. Please see the links below.
When a weather event occurs, ERSC works diligently to get all the necessary information out to you to assist you in posting your payroll. You can trust that we will have the information out to you as soon as possible. To aid us, we request that you please wait before contacting ERSC with posting questions until after we have posted the information to the various Outlook conferences and the ERSC website as most questions are generally answered in our postings.
For general emergency information: http://www.montgomeryschoolsmd.org/info/emergency/
For the Emergency Reporting Manual (with detailed information on how to report for emergency closings and delays):
http://www.montgomeryschoolsmd.org/uploadedFiles/departments/ersc/employees/timekeepers/emergency_lv_reporting_manual.pdf
1/26/12
Posting for Pay Period 01/14 – 01/27/12
Please note the following for the pay period 01/14 – 01/27/12:
Monday, January 16 should be reported as HOL (Holiday) for 9- and 10-month SEIU and all 12-month employees.
For 10-month MCEA and 11-month MCAAP, January 16 is considered a compensable non-duty day, and are also posted as HOL.
January 17, 18, 19, 20, and 23 are scheduled No-Work, No-Pay Days (NPS) for all 9-month Cafeteria Workers I.
January 23 is a scheduled No-Work, No Pay Day (NPS) for the following SEIU staff: 10-month Cafeteria Workers I, Supply Service Workers I & II, 10-month Cafeteria Workers I (CPF), Food Service Sanitation Workers (CPF); Cafeteria Managers, Quality Assistants, Permanent Cafeteria Subs, Food Service Satellite Managers, Cafeteria Workers II (CPF), Cafeteria Manager V (CPF), Office Assistants III and IV, Permanent and Temporary Lunch Hour Aides.
W-2s
W-2s will be distributed to all employees by January 31, 2012. All permanent employees should expect to receive their W-2s at their location, with the exception of Transportation who will have their W-2s mailed to the home address that we have in the system.
All temporary part-time and substitute teacher employees, as well as retired, terminated or employees on long-term leave can also expect to receive their W-2s in the mail.
Please remind your staff to update any address changes they may have as soon as possible.
To update address changes, please refer staff to the following:
http://www.montgomeryschoolsmd.org/departments/forms/pdf/445-1.pdf
PACS Attendance Training
The next PACS Attendance training will be held on:
Friday, February 10, 2012
Training will take place at the CTI training facility from 8:30-11:30 a.m.
This training is for new timekeepers who have not taken the training as well as for anyone who is designated as "backup" timekeeper at your location. If you do not have a backup timekeeper at your location, it is highly recommended that your principal/director designate someone.
To sign up for the session above, please register through PDO.
Time and Effort Certification Forms
In the next few weeks, you will receive the quarterly time and effort certification forms for anyone paid from a grant. It is critical that these are signed and kept with the last timesheet for the quarter. Employees who are paid from grant and local funds must complete the biweekly certification form with each time sheet.
Emergency Leave Reporting
With winter weather fast approaching, the possibility of school/administrative office delays and closings increases. There are several links on the MCPS website that provide information on these, including how to post for the various types of closings and delayed/early closings. Please see the links below.
When a weather event occurs, ERSC works diligently to get all the necessary information out to you to assist you in posting your payroll. You can trust that we will have the information out to you as soon as possible. To aid us, we request that you please wait before contacting ERSC with posting questions until after we have posted the information to the various Outlook conferences and the ERSC website as most questions are generally answered in our postings.
For general emergency information:
http://www.montgomeryschoolsmd.org/info/emergency/
For the Emergency Reporting Manual (with detailed information on how to report for emergency closings and delays):
http://www.montgomeryschoolsmd.org/uploadedFiles/departments/ersc/employees/timekeepers/emergency_lv_reporting_manual.pdf
1/10/12
Posting for Pay Period 12/31 – 01/13/12
Please note the following for the pay period 12/31 – 01/13/12:
Monday, January 2, 2012 should be reported as HOL (Holiday) for 9- and 10-month SEIU and all 12-month employees.
For 10-month MCEA and 11-month MCAAP, January 2, 2012 is considered a compensable non-duty day, and also posted as HOL.
Any SEIU members who were scheduled to work on January 2, should be reported as WOH (worked on holiday).
For any SEIU members (generally ICB workers) who work on Sunday, January 1, 2012, the SEIU contract states:
“A unit member required to work on an official Board of Education holiday (and/or Christmas and New Year’s Day when such days fall on a weekend) shall be paid one and one half times the basic hourly straight time rate for each hour worked in addition to the holiday pay to which he/she is entitled.”
For January 1, ICB workers are expected to report to work or use leave. If an ICB worker reports to work, the above contract language applies. The ICB worker is to be reported as REG, and Payroll will process the additional pay due to the employee for each hour worked on that day up to 8 hours. Any hours reported over 8 hours on January 1, 2012 should be posted as OTR and will automatically pay at the time-and-a-half rate.
January 13, is a scheduled no-work, no payday (NPS) for all 9-month Cafeteria Worker I. They will be prescreened as NPS on the PACS Attendance.
Due to the holiday on Monday, January 16, 2011, PACS Attendance for the pay period 12/31-01/13/12 will be collected on Tuesday, January 17, at 4:00 p.m. Please be sure your PACS Attendance has been posted and released by then.
W-2s W-2s will be distributed to all employees by January 31, 2012. All permanent employees should expect to receive their W-2s at their location, with the exception of Transportation who will have their W-2s mailed to the home address that we have in the system.
All temporary part-time and substitute teacher employees, as well as retired, terminated or employees on long-term leave can also expect to receive their W-2s in the mail.
Please remind your staff to update any address changes they may have as soon as possible.
To update address changes, please refer staff to the following:
http://www.montgomeryschoolsmd.org/departments/forms/pdf/445-1.pdf
PACS Attendance Training The next PACS Attendance training will be held on:
Friday, February 10, 2012
Training will take place at the CTI training facility from 8:30-11:30 a.m.
This training is for new timekeepers who have not taken the training as well as for anyone who is designated as "backup" timekeeper at your location. If you do not have a backup timekeeper at your location, it is highly recommended that your principal/director designate someone.
To sign up for the session above, please register through PDO.
Upcoming Paycheck of 1/13/12 Please note the following should you receive questions from your staff. The 1/13/12 paycheck will have the following payments/changes:
Benefit Deductions. New 2011 rates for medical deductions go into effect with this paycheck. The increase in rates vary depending on the insurance company an employee is with.
Flex Spending. If an employee opted to be part of flexible spending (FSA), either child care or medical, their 2012 deduction amounts begin with this paycheck.
Perfect Attendance. Any SEIU members, who were qualified and requested to be included in the payment of perfect attendance, will see the payment on this paycheck.
Time and Effort Certification Forms
In the next few weeks, you will receive the quarterly time and effort certification forms for anyone paid from a grant. It is critical that these are signed and kept with the last timesheet for the quarter. Employees who are paid from grant and local funds must complete the biweekly certification form with each time sheet.
Emergency Leave Reporting
With winter weather fast approaching, the possibility of school/administrative office delays and closings increases. There are several links on the MCPS website that provide information on these, including how to post for the various types of closings and delayed/early closings. Please see the links below.
When a weather event occurs, ERSC works diligently to get all the necessary information out to you to assist you in posting your payroll. You can trust that we will have the information out to you as soon as possible. To aid us, we request that you please wait before contacting ERSC with posting questions until after we have posted the information to the various Outlook conferences and the ERSC website as most questions are generally answered in our postings.
For general emergency information:
http://www.montgomeryschoolsmd.org/info/emergency
For the Emergency Reporting Manual (with detailed information on how to report for emergency closings and delays):
http://www.montgomeryschoolsmd.org/uploadedFiles/departments/ersc/employees/timekeepers/emergency_lv_reporting_manual.pdf
12/16/11
Important Reminder:
PACS Attendance for the pay period 12/3-12/16/11 will be collected today, Friday, December 16, 2011 at 4:00 p.m.
Please be sure to have your PACS Attendance posted and released by then.
Thanks and have a great weekend!
12/13/11
Reminder:
Important Message about Time Reporting
Please note: Due to upcoming scheduled system maintenance, several time reporting dates have changed.
• Attendance for the pay period of December 3 to 16, 2011, must be posted and released no later than 4:00 p.m., Friday, December 16, 2011. (Originally scheduled for Monday, December 19, 2011.)
• Attendance for the pay period of December 17 to 30, 2011, must be posted and released no later than 4:00 p.m., Wednesday, January 4, 2012. (Originally scheduled for Tuesday, January 3, 2012.)
Please inform staff at your location of the need to submit timesheets on time and plan ahead to ensure that you are able to post and release payroll by these dates.
12/7/11
Important Message about Time Reporting
Please note: Due to upcoming scheduled system maintenance, several time reporting dates have changed.
• Attendance for the pay period of December 3 to 16, 2011, must be posted and released no later than 4:00 p.m., Friday, December 16, 2011. (Originally scheduled for Monday, December 19, 2011.)
• Attendance for the pay period of December 17 to 30, 2011, must be posted and released no later than 4:00 p.m., Wednesday, January 4, 2012. (Originally scheduled for Tuesday, January 3, 2012.)
Please inform staff at your location of the need to submit timesheets on time and plan ahead to ensure that you are able to post and release payroll by these dates.
11/29/11
Posting for Pay Period 11/19 – 12/02/11
This pay period includes the Thanksgiving holidays, November 24 and 25. Both days should be reported as HOL (Holiday) for 9- and 10-month SEIU and all 12-month employees. For 10-month MCEA and 11-month MCAAP, November 24 and 25 are considered compensable non-duty days, and are also posted as HOL.
Any SEIU members who worked on November 24 and/or 25 and who are overtime eligible should have their time reported as WOH (worked on holiday). This generally refers to Building Service employees.
Payroll Information/Tips:
Follow-Up to the Semi-Annual ERSC Timekeeper Meeting Thank you to everyone who was able to make the Semi-Annual ERSC Timekeeper meetings. We appreciate you taking the time out of your busy schedule to be there.
Jackie Butt (senior specialist, Leave Administration and Worker’s Compensation, ERSC) reviewed child care leave, return to work, and unusual and imperative leave. Please click on the two attachments below for more information. Any additional questions should be directed to the ERSC mailbox (ersc@mcpsmd.org) or 301-517-8100.
Lisa Cooperstein (wellness coordinator, ERSC) demonstrated (with audience participation) short but effective exercises that can be done at your desk to reduce stress.
Janet Williams (senior accountant, Division of Controller) discussed the following:
1) Cut-off date for the 2011 IRS Form 1099. The last due date for calendar year 2011 is December 15, 2011. Any payments earned between December 16-31, 2011 should be paid in January 2012.
2) Payments to employees for services rendered. These services should be reported on the Independent Activity Fund form (MCPS Form 280-46) (www.montgomeryschoolsmd.org/departments/forms/pdf/280-46.pdf). These forms are submitted to the Employee and Retiree Service Center for processing. Accounts Receivable will bill your location for those payments made. For a schedule of when IAF forms are due each pay period, please click on the following link: http://www.montgomeryschoolsmd.org/departments/ersc/employees/pay/schedules/paydays.aspx
3) The IRS W-9 form must be completely filled out before submitting.
Susan Chen (assistant controller, Division of Controller) spoke on iReceivables. As of November 1, 2011, staff in more than 158 schools had attended the FMS iReceivables training sessions to receive online accounts. WebEx conference support and training now is available through billing@mcpsmd.org.
The last training session for this year through MCPS Professional Development Online (PDO) system, FMS: Receivables, is Course #53419. The course is on Wednesday, December 14, 2011, from 9:00 to 11:00 a.m. at the Center for Technology Innovation (CTI) Lab 2. Please use PDO or the Training Schedule section of the FMS webpage to register for the training.
Krishna Tallur (director I, ERSC) presented a sample of the new version of the Long Term Sub form, MCPS Form 445-17. The form is in final stages of approval. Timekeepers will be notified when the form is available.
Sue DeGraba (chief financial officer) and Suzie Flanery (OSCS fiscal supervisor, Special Education and Student Services) discussed the Time and Effort Certification Statements that are required for employees being paid from a grant. Federal law requires that these forms must be filled out completely with all pertinent information and signatures provided. There could be a severe penalty to MCPS if this information is not provided.
A copy of the December 21, 2005 memo with attachments was shared at the meeting (see link below). A reminder was given that the “% worked on this program” (Attachment A, Certification Statement for Working on a Single Grant) should always be filled out as 100%.
www.montgomeryschoolsmd.org/uploadedFiles/departments/ersc/employees/timekeepers/Payroll_Certification_Information.pdf
Additional questions regarding the Certification Statement should be directed to Suzie Flanery at (301) 279-3105 or by email to Suzanne_M_Flanery@mcpsmd.org or Sue DeGraba at Susanne_DeGraba@mcpsmd.org.
Sue announced the new plan limits for the 403(b) and 457(b) plan contributions for 2012. Under age 50 is increasing from $16,500 to $17,000. Over age 50 addition is unchanged, so the combined maximum is now $22,500, up from $22,000.
Sue also discussed the Early Release for November 23, 2011, the Wednesday before Thanksgiving. All employees will be released two hours early on Wednesday, November 23, the day before Thanksgiving. Employees are not required to use leave for this time. Time for employees being dismissed early should be reported as "REG" for their normally scheduled number of work hours. Employees on leave should be reported as that leave type for their normally scheduled work hours.
If employees are unable to leave early due to exceptional circumstances, they will be credited with additional personal leave by the Employee and Retiree Service Center. To ensure employees receive the proper amount of leave, they must be reported by your principal/director using a form provided to principals and directors by December 14, 2011. Please remind employees at your location to inform their principal/director as soon as possible on or after November 23, 2011, if they were unable to leave early. Reasons for not being released must be provided and are subject to approval.
Any questions or concerns should be directed to Sue DeGraba at Susanne_DeGraba@mcpsmd.org.
Jackie Klein (payroll supervisor, ERSC) reminded everyone of the following:
1. PACS Attendance for the pay period 11/4-11/18/11 was being collected on Friday, November 18 at 4:00 p.m.
2. The next PACS Attendance training for new or backup timekeepers will be held on Wednesday, December 7 from 8:30-11:30 a.m. at CTI. Please go through PDO to sign up.
3. All 9-, 10-, 11-, and 12-month employees who receive a paper check, will have their paychecks mailed home for the payday of Friday, December 30, 2011.
4. Please have staff update any address changes as we near the end of 2011. W-2s will be sent out at the end of January 2012, and it is important to have this information updated by the end of December. To update address changes, please refer staff to MCPS Form 445-1: Change in Personal Information.
5. Additional detailed payroll information can be found in the Financial Manual, Chapter 13.
Eleni Kretikos (bulletin editor/communications specialist, Department of Public Information and Web Services) and Jessica Arnold (communications specialist, ERSC) discussed The Bulletin and how they are looking to better serve its readers. They encouraged timekeepers to participate in a half hour of conversation following the timekeeper meeting to share their interests and reading habits. Anyone who was unable to attend the meeting and would like to give their input, should contact Eleni Kretikos at Eleni_Kretikos@mcpsmd.org.
11/11/11
Posting for Pay Period 11/05 – 11/18/11
Please note the following for the pay period 11/05 – 11/18/11:
There are no scheduled holidays or NPS days scheduled for this pay period.
Please note that PACS Attendance for the pay period 11/5-11/18/11 will be collected on Friday, November 18, 2011 at 4:00 p.m. Please be sure your PACS attendance is posted and released by then.
Payroll Information/Tips:
Semi-Annual ERSC Timekeeper Meeting The Semi-Annual ERSC Timekeeper Meeting for the fall has been scheduled for Monday, November 14 and Tuesday, November 15. Both are identical meetings and will be held in the CESC Auditorium from 8:30-11:00 a.m. on both days. (Please note the time change for the start of the meeting.)
Some of the topics being presented:
Changes to long-term substitute form
Leave
Return to Work
Childcare
Unusual and Imperative
Time and Effort Certification Forms
403B limits
Early Release – Wednesday before Thanksgiving
Payroll information
Upcoming dates
Wellness
Bulletin interviews
No RSVP or pre-registration is required.
Please plan to attend one of the two meetings, and please also encourage your back-up timekeepers to attend as well.
Bulletin Focus Groups Needed
Let’s chat! The Bulletin wants to know about your interests and reading habits, and most importantly, how we can better serve our readers. The Bulletin is looking for timekeepers to participate in a half hour of conversation. We’ll meet up after the semi-annual timekeepers’ meetings on November 14 and 15, 11:00—11:30 in the CESC auditorium. In addition, we’d like to have a couple of volunteers willing to stay an extra ten minutes and participate in a short activity. You don’t have to be a regular Bulletin reader to participate. If you’re interested, please email Bulletin editor Eleni Kretikos at Eleni_Kretikos@mcpsmd.org.
Time Reporting for Early Release Wednesday, November 23, 2011
All employees will be released two hours early on Wednesday, November 23, the day before Thanksgiving. Employees are not required to use leave for this time. Time for employees being dismissed early should be reported as "REG" for their normally scheduled number of work hours. Employees on leave should be reported as that leave type for their normally scheduled work hours.
If employees are unable to leave early due to exceptional circumstances, they will be credited with additional personal leave by the Employee and Retiree Service Center. To ensure employees receive the proper amount of leave, they must be reported by your principal/director using a form provided to principals and directors by December 14, 2011. Please remind employees at your location to inform their principal/director as soon as possible on or after November 23, 2011, if they were unable to leave early. Reasons for not being released must be provided and are subject to approval.
PACS Attendance Training:
PACS Attendance training is being offered on the following dates:
December 7, 2011
Training will take place at the CTI training facility from 8:30-11:30 a.m.
This training is for new timekeepers who have not taken the training as well as for anyone who is designated as "backup" timekeeper at your location. If you do not have a backup timekeeper at your location, it is highly recommended that your principal/director designate someone.
To sign up for the session above, please register through PDO.
ERSC has Moved! The Employee and Retiree Service Center has moved to a new location:
45 W. Gude Drive, Suite 1200, Rockville, MD 20850.
Need directions? Print and share our convenient card!
10/28/11
Please note the following correction to the Biweekly Timekeeper Message for Pay Period 10/22-11/4/11:
October 31 is not a compensable non-duty day for 10-month MCEA & 11–month MCAAP staff as originally stated in the timekeeper message yesterday. These employees are required to report for duty and their PACS attendance screen will be prefilled as REG. If they do not work, then they should be posted using an approved leave or NPR (No Pay Reported).
10/27/11
Posting for Pay Period 10/22 – 11/04/11
Please note the following for the pay period 10/22 – 11/04/11:
October 31
SCHEDULED No-Work, No-Payday (NPS) for following SEIU Staff:
9-month Cafeteria Workers I, 10-month Cafeteria Field Managers, Cafeteria Manager and Quality Assistants, Permanent Cafeteria Substitutes, Food Service Satellite Managers, 10-month Cafeteria Workers II (CPF), 10-month Cafeteria Managers V (CPF) and 10-month Office Assistant III & IV (CPF), 10-month Cafeteria Workers I, Supply Service Workers I & II, Truck Driver/Warehouse Worker, Warehouse Workers, 10-month Cafeteria Workers I (CPF), Food Service Sanitation Workers (CPF), Bus Operators and Attendants. These employees will be prescreened as NPS (No-Pay Scheduled) for their daily scheduled hours.
All other 9- and 10-month employees are required to report for duty and their PACS attendance screen will be prefilled as REG. If they do not work, then they should be posted using an approved leave or NPR (No Pay Reported).
9- and 10-month employees who are on No-Work, No-Paydays who attend offered training will be paid through the PDO process. No hours should be reported on their timesheet or in PACS.
http://www.montgomeryschoolsmd.org/uploadedFiles/globalContent/documents/ComprehensiveCalendar.pdf
COMPENSABLE NON-DUTY DAY:
October 31 is a compensable non-duty day for 10-month MCEA & 11–month MCAAP staff, and these employees’ PACS attendance screens will be prefilled as HOL (Holiday) for their daily scheduled hours.
For all 12-month employees, October 31 is scheduled work day and 12-month employees are expected to report to work or use leave.
Payroll Information/Tips:
ERSC has Moved! The Employee and Retiree Service Center has moved to a new location:
45 W. Gude Drive, Suite 1200, Rockville, MD 20850.
Need directions? Print and share our convenient card!
PACS Attendance Collection for Pay Period Ending 11/18/11
Please note that PACS Attendance for the pay period 11/5-11/18/11 will be collected on Friday, November 18, 2011 at 4:00 p.m. Please be sure your PACS attendance is posted and released by then.
PACS Attendance Training: PACS Attendance training is being offered on the following dates:
December 7, 2011
Training will take place at the CTI training facility from 8:30-11:30 a.m.
This training is for new timekeepers who have not taken the training as well as for anyone who is designated as "backup" timekeeper at your location. If you do not have a backup timekeeper at your location, it is highly recommended that your principal/director designate someone.
To sign up for the session above, please register through PDO.
Semi-Annual ERSC Timekeeper Meeting
The Semi-Annual ERSC Timekeeper Meeting for the fall has been scheduled for Monday, November 14 and Tuesday, November 15. Both are identical meetings and will be held in the CESC Auditorium from 8:00-11:00 a.m. on both days.
The agenda will be provided in an upcoming timekeeper message. No RSVP or pre-registration is required.
Please plan to attend one of the two meetings, and please also encourage your back-up timekeepers to attend as well.
ePaystub Please encourage your staff to read the ePaystub Administrator’s message that is sent out to all employees on the Tuesday before payday. This message is not just a reminder that ePaystub is available, but also has valuable information pay period to pay period that employees need to know regarding such subjects as Open Enrollment, Teachers’ Salary Lane Changes, On-Line MCPS Retirement Statements, important payroll information, etc.
10/17/11
Posting for Pay Period 10/08 – 10/21/11
Please note the following for the pay period 10/08 – 10/21/11:
October 21
SCHEDULED No-Work, No-Payday (NPS) for following SEIU Staff:
10 mo. School Secretaries, Media Assistants, All Paraeducators, Interpreters Hearing Impaired, Physical Therapist Assistants, Occupational Therapist Assistants, Speech Pathology Assistants, Security Assistants, Student Monitors, Parent Coordinators, Instructional Data Assistants, Outdoor Education Coordinators, Perm Lunch Hour Aides, Social Service Assistants., English Composition Assistants, and 10-month Security Team Leaders. These employees will be prescreened as NPS (No-Pay Scheduled) for their daily scheduled hours.
All other 9- and 10-month employees are required to report for duty and will be prescreened as REG. If they do not work, then they should be posted using an approved leave or NPR (No Pay Reported).
9- and 10-month employees who are on No-Work, No-Paydays who attend offered training will be paid through the PDO process. No hours should be reported on their timesheet.
The originally published MCPS comprehensive calendar had October 21, 2011 as a No-Work, No-Pay day for Cafeteria Worker I (7511), Warehouse Worker (9310), Truck Driver/Warehouse Worker (9330). Please note that October 21, 2011 is a duty day for this group of employees. October 31, 2011 is a No-Work, No-Pay day for this group of employees.
http://www.montgomeryschoolsmd.org/uploadedFiles/globalContent/documents/ComprehensiveCalendar.pdf
COMPENSABLE NON-DUTY DAY:
October 21 is a compensable non-duty day for 10-month MCEA & 11–month MCAAP staff, and these employees will be prescreened as HOL (Holiday) for their daily scheduled hours.
For all 12-month employees, October 21 is scheduled work day and 12-month employees are expected to report to work or use leave.
Payroll Information/Tips:
ERSC has Moved! The Employee and Retiree Service Center has moved to a new location:
45 W. Gude Drive, Suite 1200, Rockville, MD 20850.
Need directions? Print and share our convenient card!
FY2011-2012 Administration Leave Bank
A one day reduction of personal leave will be processed for the payday of 10/21/11 for dues-paying members of MCAAP/MCBOA. (If a member does not have sufficient personal leave, the leave will be taken from annual leave). This is done to meet the requirement in the MCAAP/MCBOA contract. The language is in Article 7, Section H 2 and Article 8, Section D, pages 17-18.
FY2011-2012 SEIU Lump Sum Payment
The SEIU contract allows for a gross payment of $200.00 less normal taxes (federal, state, county and FICA) to all eligible members who will have completed 22 years of service as of June 30, 2012. Note: Because of the freeze on steps, no new longevity increases are being processed. So the only employees who will receive this payment are those who were eligible as of fiscal year 2010.
This payment will be included in the normal paycheck/advice for eligible employees on October 21, 2011.
Please direct eligibility questions in writing to:
Ms. Diana Klipp, Payroll Specialist
Employee and Retiree Service Center
45 West Gude Drive, Suite 1200
Rockville, MD 20850
PACS Attendance Training: PACS Attendance training is being offered on the following dates:
October 26, 2011
Training will take place at the CTI training facility from 8:30-11:30 a.m.
This training is for new timekeepers who have not taken the training as well as for anyone who is designated as "backup" timekeeper at your location. If you do not have a backup timekeeper at your location, it is highly recommended that your principal/director designate someone.
To sign up for the session above, please register through PDO.
Semi-Annual ERSC Timekeeper Meeting
The Semi-Annual ERSC Timekeeper Meeting for the fall has been scheduled for Monday, November 14 and Tuesday, November 15. Both are identical meetings and will be held in the CESC Auditorium from 8:00-11:00 a.m. on both days.
The agenda will be provided in an upcoming timekeeper message.
No RSVP or pre-registration is required.
Please plan to attend one of the two meetings, and please also encourage your back-up timekeepers to attend as well.
9/30/11
Posting for Pay Period 09/24 – 10/07/11 Please note the following for the pay period 09/24 – 10/07/11:
September 29 is a No-Work, No-Payday (NPS) for 9- and 10-month SEIU staff and these employees will be prescreened as NPS (No-Pay Scheduled) for their daily scheduled hours.
The only exception to 9- and 10-month SEIU staff for September 29 are CPF Office Assts. III and IV. It is a scheduled work day and employees in these positions are expected to report to work or use leave.
September 29 is a compensable non-duty day for 10-month MCEA & 11–month MCAAP staff, and these employees will be prescreened as HOL (Holiday) for their daily scheduled hours.
For all 12-month employees, September 29 is scheduled work day and 12-month employees are expected to report to work or use leave.
ERSC is Moving! Please Plan for Limited Services Sept. 29–Oct. 3
The Employee and Retiree Service Center is moving to a new location: 45 W. Gude Drive, Suite 1200, Rockville, MD 20850. The move is scheduled to take place between September 28 and October 3. During the move, our office will be offering limited services. Please read the details before planning a call or visit. Need directions? Print and share our convenient card!
The following information contains common questions and answers and general information regarding transactions, time and attendance, voucher corrections, special check requests, etc. that are in effect for this pay period.
Employees NOT ON PACS attendance screens: Review your PACS attendance screens through Wednesday afternoon, 10/05/2011. If the employee is not on the screen please contact the staffing analyst in the Office of Human Resources and Development (OHRD) for your location.
Continue to check PACS attendance screens until 12:00 noon on Monday, 10/10/2011. If the employee is not on the screen by that time, RELEASE your payroll.
For all permanent employees, Short-Term Substitutes and Long-Term Substitutes who are not on your PACS screen when you released: Prepare a voucher correction for the hours to be reported and paid; and forward it to ERSC. A special check should only be requested if the employee is receiving less than 50 percent of their expected pay and if the lack of pay is creating a financial hardship. If this is the case, then please send a memorandum directed to Mr. Larry Bowers, Chief Operating Officer with an approval line, attach the voucher correction and submit it to CESC, Room 149 for approval.
Temporary Part Time, Summer Supplemental Employment, Extracurricular Activities and Workshops should be posted as PRIOR PAY PERIOD corrections during the pay period (9/24-10/07/2011). These will be paid on October 21, 2011.
Employees ON PACS attendance screens and are NO LONGER at your location:
Continue to check your PACS attendance screen until 12:00 noon on Monday, 10/10/2011. If the employee is still showing on the screen, report the hours scheduled as NPR (No Pay Reported) and RELEASE your payroll. It is imperative that these employees’ attendance be reported as NPR or they will be overpaid and owe MCPS a repayment.
Permanent Employees with FTE changes for the same position:
Continue to check your PACS attendance screen until 12:00 noon on Monday, 10/10/2011. If the employee's FTE has not changed report the hours to be paid as follows:
1. FTE INCREASE
Complete a voucher correction and forward it to ERSC for payment of the additional hours. (In previous years, the instructions for those permanent employees who were overtime eligible, was to post the additional hours as OTR. This is no longer permitted.)
2. FTE DECREASE
Report the number of hours not to be paid as NPR (No Pay Reported).
Employees who have TRANSFERRED locations:
If the employee has transferred from your location to a new location, report the hours as NPR (No Pay Reported). Their time must be reported at the new location.
DO NOT REPORT HOURS FOR ANY EMPLOYEE FOR TIME THAT WAS WORKED AT ANOTHER NEW LOCATION.
If the employee is new to your location due to a transfer and they are not showing on your PACS attendance screen, follow the instructions as directed under "Employees NOT on PACS attendance screens."
Employees With 2nd positions NOT ON PACS attendance screens:
DO NOT REPORT these hours on any other position. DO NOT REPORT these hours as OTR (Overtime Regular Rate) on their other position.
Follow the instructions as directed under "Employees NOT on PACS attendance screens.”
9/15/11
Posting for Pay Period 09/10 – 09/23/11
Please note the following for the pay period 09/10 – 09/23/11:
This pay period, 9/10-9/23/11, will be processed in the normal two-week pay cycle. That payday will be 10/7/11. Payroll must be posted and released by 4 p.m. on Monday, September 26, 2011.
There are no scheduled holidays or no-pay scheduled (NPS) days during this pay period.
Please note that paydays 9/9 and 9/16 are one week apart. The paydays 9/16 and 10/7 are three weeks apart, and then resume the normal two-week payday cycle.
Paycheck of 9/16/11
The pay date of September 16 will also be the first pay date of the academic year in which employees will see deductions withheld, including mandatory pension contributions and association dues. New employees whose benefits are effective on October 1, 2011 will not have health insurance premiums deducted from the September 16, 2011 paycheck. Deductions for health insurance for new employees will begin on October 7, 2011.
Reminder: The increase to pension contributions, to 7.5 percent of salary from 5.5 percent, part of the 2011 pension changes, will be deducted for the first time on this pay date. All employees who are members of the pension system are subject to the increased pension contributions. Members of the old retirement system are not affected.
PACS Attendance Training
PACS Attendance training is being offered on the following date:
Tuesday, September 20, 2011
Training will take place at the CTI training facility from 8:30-11:30 a.m.
This training is for new timekeepers who have not taken the training as well as for anyone who is designated as "backup" timekeeper at your location. If you do not have a backup timekeeper at your location, it is highly recommended that your principal/director designate someone as backup.
To sign up for the session above, please register through PDO.
Substitute Employee Management System (SEMS) Training
Online training has been extended for timekeepers and another (designated) staff member from each school through September 16, 2011. Anyone who has not completed the course should do so as soon as possible. To register, please go on Professional Development Online (PDO) for course #53602, Substitute Employee Management System Training or type “SEMS” in the title field.
Comprehensive Calendar Corrections
The comprehensive calendar has been posted online with two corrections to the 2011-2012 work schedules.
1/13/2012 is a duty day for Office Asst. II (4020), School Secretary I and II (4210, 4230), Special projects coordinator (6391), Field Trip Assistant (9480). Originally the published calendar had 1/13/2012 as a No-Work, No-Pay day for this group of employees.
10/31/2011 is a No-Work No-Pay day for: Cafeteria Worker I (7511), Warehouse Worker (9310), and Truck Drive/ Warehouse Worker (9330).
Originally the published calendar had 10/21/11as the No-Work, No-Pay day for this group of employees.
The comprehensive calendar can be accessed using the following links or searching Calendar Central on the search box:
http://montgomeryschoolsmd.org/about/calendarcentral/
http://montgomeryschoolsmd.org/uploadedFiles/globalContent/documents/ComprehensiveCalendar.pdf
The following information contains common questions and answers and general information regarding transactions, time and attendance, voucher corrections, special check requests, etc. that are in effect for this pay period.
Employees NOT ON PACS attendance screens:
Review your PACS attendance screens through Wednesday afternoon, 9/21/2011. If the employee is not on the screen please contact the staffing analyst in the Office of Human Resources and Development (OHRD) for your location.
Continue to check PACS attendance screens until 12:00 noon on Monday, 9/26/2011. If the employee is not on the screen by that time, RELEASE your payroll.
For all permanent employees, Short-Term Substitutes and Long-Term Substitutes who are not on your PACS screen when you released: Prepare a voucher correction for the hours to be reported and paid; and forward it to ERSC. A special check should only be requested if the employee is receiving less than 50 percent of their expected pay and if the lack of pay is creating a financial hardship. If this is the case, then please send a memorandum directed to Mr. Larry Bowers, Chief Operating Officer with an approval line, attach the voucher correction and submit it to CESC, Room 149 for approval.
Temporary Part Time, Summer Supplemental Employment, Extracurricular Activities and Workshops should be posted as PRIOR PAY PERIOD corrections during the pay period (9/10-9/23/2011). These will be paid on October 7, 2011.
Employees ON PACS attendance screens and are NO LONGER at your location:
Continue to check your PACS attendance screen until 12:00 noon on Monday, 9/26/2011. If the employee is still showing on the screen, report the hours scheduled as NPR (No Pay Reported) and RELEASE your payroll. It is imperative that these employees’ attendance be reported as NPR or they will be overpaid and owe MCPS a repayment.
Permanent Employees with FTE changes for the same position:
Continue to check your PACS attendance screen until 12:00 noon on Monday, 9/26/2011. If the employee's FTE has not changed report the hours to be paid as follows:
1. FTE INCREASE
Complete a voucher correction and forward it to ERSC for payment of the additional hours. (In previous years, the instructions for those permanent employees who were overtime eligible, was to post the additional hours as OTR. This is no longer permitted.)
2. FTE DECREASE
Report the number of hours not to be paid as NPR (No Pay Reported).
Employees who have TRANSFERRED locations:
If the employee has transferred from your location to a new location, report the hours as NPR (No Pay Reported). Their time must be reported at the new location.
DO NOT REPORT HOURS FOR ANY EMPLOYEE FOR TIME THAT WAS WORKED AT ANOTHER NEW LOCATION.
If the employee is new to your location due to a transfer and they are not showing on your PACS attendance screen, follow the instructions as directed under "Employees NOT on PACS attendance screens."
Employees With 2nd positions NOT ON PACS attendance screens:
DO NOT REPORT these hours on any other position. DO NOT REPORT these hours as OTR (Overtime Regular Rate) on their other position.
Follow the instructions as directed under "Employees NOT on PACS attendance screens”.
9/13/11
Please note the following training opportunities:
1. PACS Attendance Training
PACS Attendance training is being offered on the following date:
Tuesday, September 20, 2011
Training will take place at the CTI training facility from 8:30-11:30 a.m.
This training is for new timekeepers who have not taken the training as well as for anyone who is designated as "backup" timekeeper at your location. If you do not have a backup timekeeper at your location, it is highly recommended that your principal/director designate someone as backup.
To sign up for the session above, please register through PDO.
2. Substitute Employee Management System (SEMS) Training
Online training has been extended for timekeepers and another (designated) staff member from each school through September 16, 2011. Anyone who has not completed the course should do so as soon as possible. To register, please go on Professional Development Online (PDO) for course #53602, Substitute Employee Management System Training or type “SEMS” in the title field.
9/2/11
Posting for Pay Period 08/27 – 09/09/11
Please note the following for the pay period 08/27 – 09/09/11:
Monday, September 5 should be reported as HOL (Holiday) for 9- and 10-month SEIU and all 12-month employees.
For 10-month MCEA and 11-month MCAAP, September 5 is considered a compensable non-duty day, and are also posted as HOL.
***Important PACS Attendance Collection Information***
PACS Attendance for the pay period 8/27-9/9/11 will be collected on Friday, September 9 at 4:00 p.m. Please be sure to have your attendance posted and released no later than then.
The following information contains common questions and answers and general information regarding transactions, time and attendance, voucher corrections, special check requests, etc. that are in effect for this pay period.
Employees NOT ON PACS attendance screens:
Review your PACS attendance screens through Wednesday afternoon, 9/7/2011. If the employee is not on the screen please contact the staffing analyst in the Office of Human Resources and Development (OHRD) for your location.
Continue to check PACS attendance screens until 12:00 noon on Friday, 9/9/2011. If the employee is not on the screen by that time, RELEASE your payroll.
For all permanent employees, Short Term Substitutes and Long Term Substitutes who are not on your PACS screen when you released: Prepare a voucher correction for the hours to be reported and paid; and forward it to ERSC. A special check should only be requested if the employee is receiving less than 50 percent of their expected pay and if the lack of pay is creating a financial hardship. If this is the case, then please send a memorandum directed to Mr. Larry Bowers, Chief Operating Officer with an approval line, attach the voucher correction and submit it to CESC, Room 149 for approval.
Temporary Part Time, Summer Supplemental Employment, Extracurricular Activities and Workshops should be posted as PRIOR PAY PERIOD corrections during the pay period (9/10-9/23/2011). These will be paid on October 7, 2011.
Employees ON PACS attendance screens and are NO LONGER at your location:
Continue to check your PACS attendance screen until 12:00 noon on Friday, 9/09/2011. If the employee is still showing on the screen, report the hours scheduled as NPR (No Pay Reported) and RELEASE your payroll. It is imperative that these employees’ attendance be reported as NPR or they will be overpaid and owe MCPS a repayment.
Permanent Employees with FTE changes for the same position:
Continue to check your PACS attendance screen until 12:00 noon on Friday, 9/09/2011. If the employee's FTE has not changed report the hours to be paid as follows:
1. FTE INCREASE
Complete a voucher correction and forward it to ERSC for payment of the additional hours. (In previous years, the instructions for those permanent employees who were overtime eligible, was to post the additional hours as OTR. This is no longer the case.)
2. FTE DECREASE
Report the number of hours not to be paid as NPR (No Pay Reported).
Employees who have TRANSFERRED locations:
If the employee has transferred from your location to a new location, report the hours as NPR (No Pay Reported). Their time must be reported at the new location.
DO NOT REPORT HOURS FOR ANY EMPLOYEE FOR TIME THAT WAS WORKED AT ANOTHER NEW LOCATION.
If the employee is new to your location due to a transfer and they are not showing on your PACS attendance screen, follow the instructions as directed under "Employees NOT on PACS attendance screens."
Employees With 2nd positions NOT ON PACS attendance screens:
DO NOT REPORT these hours on any other position. DO NOT REPORT these hours as OTR (Overtime Regular Rate) on their other position.
Follow the instructions as directed under "Employees NOT on PACS attendance screens”.
New Educator Orientation Pay
Payment for NEO will be included in the second paycheck of September (9/16/11).
Any additional questions regarding the NEO days/pay should be directed to Susan Mitchell.
SEIU New Employee Orientation
New SEIU employees will be scheduled to attend an orientation. The sessions are 8:30 a.m.-12:30 p.m. or 1:00 p.m.-5:00 p.m., and attendance is mandatory. The Office of Human Resources will notify the employee and his/her immediate supervisor of the session the employee has been scheduled to attend.
If the scheduled session will result in the employee working outside of his/her normal scheduled daily hours, overtime must be approved through the normal overtime approval process. Work schedules for that day should be adjusted to include the orientation session whenever possible.
Hours that the employee attended the orientation should be indicated on his/her timesheet, and required documents must be attached; e.g., the orientation notice and overtime approval documents.
Attendance for the orientation should be reported as working (REG) for all employees.
Overtime Eligible Employees
o If the hours exceed employees’ daily scheduled hours, excess hours for overtime eligible employees should be reported as overtime regular rate (OTR).
Overtime Exempt Employees
Additional hours will not be paid for overtime exempt employees who attend orientation. Work schedules should be adjusted to include the orientation session.
Special instructions for summer orientation of new employees who will start work at the beginning of the school year:
• Since orientations take place during the summer for employees who will begin working at the start of the school year, special time reporting instructions apply.
• Overtime Eligible Employees—New employees will be required to complete a blank timesheet indicating their name, employee identification number (if known), location name and number, date of attendance, number of hours to be reported, and a signature. This timesheet should be turned in to the timekeeper (with all appropriate documentation) at their assigned locations. The timekeeper will report the orientation hours on the first day of the pay period (Saturday) in which the new employees’ first duty day occurs.
• Overtime Exempt Employees—New employees were not be required to attend orientation prior to their first duty day at their location.
Substitute Employee Management System (SEMS) Training
Online training will is available for timekeepers and another (designated) staff member from each school. Interested staff may register on Professional Development Online for course #53602, Substitute Employee Management System Training.
Comprehensive Calendar Corrections
The comprehensive calendar has been posted online with two corrections to the 2011-2012 work schedules.
1/13/2012 is a duty day for Office Asst. II (4020), School Secretary I and II (4210, 4230), Special projects coordinator (6391), Field Trip Assistant (9480). Originally published calendar had 1/13/2012 as a No-Work, No-Pay day for this group of employees.
10/31/2011 is a No-Work No-Pay day for: Cafeteria Worker I (7511), Warehouse Worker (9310), Truck Drive/ Warehouse Worker (9330).
Originally published calendar had 10/21/11as the No-Work, No-Pay day for this group of employees.
The comprehensive calendar can be accessed using the following links or searching Calendar Central on the search box:
http://montgomeryschoolsmd.org/about/calendarcentral/
http://montgomeryschoolsmd.org/uploadedFiles/globalContent/documents/ComprehensiveCalendar.pdf
8/24/11
Important Time Reporting Reminders
1. With the upgrade to the Substitute Employee Management System (SEMS), there is also a change to the timeframe that the substitute attendance from SEMS will be available to the PACS Attendance. Each morning, at 6:00 am, the PACS attendance will be updated with substitute attendance for the previous day. For instance, on the morning of Tuesday, August 30, attendance will be loaded from the SmartFind system for any substitute work for Monday, August 29. The load from the SmartFind system will also update any changed or added jobs for days from the beginning of the pay period up thru the previous day as long as a timekeeper has not already corrected the record. (That is, the automated load will not change any record that a timekeeper has entered or corrected).
2. For payday Friday, The update will be run twice; once at 6:00 am and then again at 1:00 pm to pick up the jobs for Friday. Note, Friday’s data will also be updated on the following Monday.
3. Important: Do not release your attendance early. Released attendance cannot be updated (by the timekeeper or the automated load). Please wait until the last day of the pay period or the date that the attendance is to be closed to release your attendance.
4. Remember, it is imperative that as the timekeeper, you are verifying each pay period, the hours the employee has entered on the timesheets against the attendance on the PACS Attendance screens. Lack of verification could cause an employee to be paid incorrectly. Subsequently, PACS corrections would be required which cause additional processing and a delay in proper pay to the employee.
Registering With the System
For timekeepers, principals and new employees:
1. Call the main system number (301-279-3998).
2. Enter your Employee ID Number, followed by the start (*) key.
3. When the system asks for your PIN, enter your Employee ID Number again, followed by the star (*) key.
4. You will be asked to record your name. Record your name and when you have finished recording, press the star (*) key.
5. Create your PIN. Enter the PIN you want to use followed by the star (*) key. The PIN must be numeric, must be at least six (6) digits in length and no more than nine (9) digits.
Substitute Employee Management System (SEMS) Training
Online training is available for timekeepers and another designated staff member from each school. Interested staff may register on Professional Development Online for course #53602, Substitute Employee Management System Training.
8/18/11
Posting for Pay Period 08/13 – 08/26/11
Please note the following for the pay period 08/13 – 08/26/11:
During this pay period, all 10-month positions will be returning to work. Please click on the link below for a list of the positions and start dates. NPS (No Pay Scheduled) will appear for non-work days prior to the scheduled start date. The only exception to this is for bus drivers and bus attendants. They return to work on Thursday, August 25, but have an NPS day on Friday, August 26. For additional information, please see the payday calendar notes.
Important Information – Please note:
You will NOT be able to select the No Pre-Fill option for the first pay period of the school year. All 10- and 11-month professional employees will have 1/10th of their scheduled biweekly hours pre-filled for each day of the pay period.
New and continuing educators hired prior to 8/22/2011 can be paid for 5 days of their scheduled biweekly hours. The PACS attendance will be pre-filled as 5 days REG and 5 day NPS. Report the hours as No Pay Reported (NPR) if the employee did not work their full schedule.
11-month employees are eligible to be paid for 5 days of their scheduled biweekly hours. The PACS attendance will be pre-filled as 5 days REG and 5 day NPS. Report the hours as No Pay Reported (NPR) if the employee did not work their full schedule.
The following information contains common questions and answers and general information regarding transactions, time and attendance, voucher corrections, special check requests, etc. that are in effect for this pay period:
Employees NOT ON PACS attendance screens:
Review your PACS attendance screens through Wednesday afternoon, 8/24/2011. If the employee is not on the screen please contact the staffing analyst in the Office of Human Resources and Development (OHRD) for your location.
Continue to check PACS attendance screens until 12:00 noon on Monday, 8/29/2011. If the employee is not on the screen by that time, RELEASE your payroll.
For all permanent employees, Short Term Substitutes and Long Term Substitutes who are not on your PACS screen when you released: Prepare a voucher correction for the hours to be reported and paid; and forward it to ERSC. A special check should only be requested if the employee is receiving less than 50 percent of their expected pay and if the lack of pay is creating a financial hardship. If this is the case, then please send a memorandum directed to Mr. Larry Bowers, Chief Operating Officer with an approval line, attach the voucher correction and submit it to CESC, Room 149 for approval.
Temporary Part Time, Summer Supplemental Employment, Extracurricular Activities and Workshops should be posted as PRIOR PAY PERIOD corrections during the pay period (8/27-9/09/2011). These will be paid on September 16, 2011.
Employees ON PACS attendance screens and are NO LONGER at your location:
Continue to check your PACS attendance screen until 12:00 noon on Monday, 8/29/2011. If the employee is still showing on the screen, report the hours scheduled as NPR (No Pay Reported) and RELEASE your payroll. It is imperative that these employees’ attendance be reported as NPR or they will be overpaid and owe MCPS a repayment.
Permanent Employees with FTE changes for the same position:
Continue to check your PACS attendance screen until 12:00 noon on Monday, 8/29/2011. If the employee's FTE has not changed report the hours to be paid as follows:
1. FTE INCREASE
Complete a voucher correction and forward it to ERSC for payment of the additional hours. (In previous years, the instructions for those permanent employees who were overtime eligible, was to post the additional hours as OTR. This is no longer the case.)
2. FTE DECREASE
Report the number of hours not to be paid as NPR (No Pay Reported).
Employees who have TRANSFERRED locations:
If the employee has transferred from your location to a new location, report the hours as NPR (No Pay Reported). Their time must be reported at the new location.
DO NOT REPORT HOURS FOR ANY EMPLOYEE FOR TIME THAT WAS WORKED AT ANOTHER NEW LOCATION.
If the employee is new to your location due to a transfer and they are not showing on your PACS attendance screen, follow the instructions as directed under "Employees NOT on PACS attendance screens."
Employees With 2nd positions NOT ON PACS attendance screens:
DO NOT REPORT these hours on any other position. DO NOT REPORT these hours as OTR (Overtime Regular Rate) on their other position.
Follow the instructions as directed under "Employees NOT on PACS attendance screens”.
New Educator Orientation Week
New Educator Orientation (NEO) Week is from August 15-19, with August 17 being the Pre-Service Day that new educators will work at their assigned schools.
The NEO form (“New Teacher Pre-Service Payment Form”) attached to Susan Mitchell’s email (dated 8/1/11) to the administrative secretaries was strictly for August 17. This form is filled by the new educators and the form is processed by Susan Mitchell. Directions are on the sheet. It is not to be sent to ERSC directly.
New Educators who report during the week of 8/15-19 are to have their time reported as follows:
All New Educators are allowed to participate in NEO on 8/15, 16 and 18 in addition to the Pre-Service Day on August 17. There will be a sign-in sheet at all locations, and they are expected to sign in if they are to be paid. Per Susan’s email, they must work at least 6 hours/day to be paid the $120/day stipend. New educators can be paid a maximum stipend of $480.00.
The only exception to this is new Special Education teachers who may report up to 5 days, 8/15, 16, 18 and 19 and the Pre-Service Day, August 17. Same rules apply. They must sign in and work a minimum of 6 hrs/day to receive the $120/day stipend. Special Education teachers can be paid a maximum stipend of $600.00
Payment for NEO will be included in the second paycheck of September (9/16/11).
Any additional questions regarding the NEO days should be directed to Susan Mitchell.
SEIU New Employee Orientation
New SEIU employees will be scheduled to attend an orientation. The sessions are 8:30 a.m.-12:30 p.m. or 1:00 p.m.-5:00 p.m., and attendance is mandatory. The Office of Human Resources and Development will notify the employee and his/her immediate supervisor of the session the employee has been scheduled to attend.
If the scheduled session will result in the employee working outside of his/her normal scheduled daily hours, overtime must be approved through the normal overtime approval process. Work schedules for that day should be adjusted to include the orientation session whenever possible.
Hours that the employee attended the orientation should be indicated on his/her timesheet, and required documents must be attached; e.g., the orientation notice and overtime approval documents.
Attendance for the orientation should be reported as working (REG) for all employees.
Overtime Eligible Employees
o If the hours exceed employees’ daily scheduled hours, excess hours for overtime eligible employees should be reported as overtime regular rate (OTR).
Overtime Exempt Employees
O Additional hours will not be paid for overtime exempt employees who attend orientation. Work schedules should be adjusted to include the orientation session.
Special instructions for summer orientation of new employees who will start work at the beginning of the school year:
• Since orientations take place during the summer for employees who will begin working at the start of the school year, special time reporting instructions apply.
• Overtime Eligible Employees—New employees will be required to complete a blank timesheet indicating their name, employee identification number (if known), location name and number, date of attendance, number of hours to be reported, and a signature. This timesheet should be turned in to the timekeeper (with all appropriate documentation) at their assigned locations. The timekeeper will report the orientation hours on the first day of the pay period (Saturday) in which the new employees’ first duty day occurs.
• Overtime Exempt Employees—New employees were not be required to attend orientation prior to their first duty day at their location.
Substitute Employee Management System (SEMS) Training
Online training will be available in August 2011 for timekeepers and another (designated) staff member from each school. Interested staff may register after July 1, 2011, on Professional Development Online for course #53602, Substitute Employee Management System Training.
PACS Attendance Training
PACS Attendance training is being offered on the following date:
Thursday, August 25
Training will take place at the CTI training facility from 8:30-11:30 a.m.
This training is for new timekeepers who have not taken the training as well as for anyone who is designated as "backup" timekeeper at your location. If you do not have a backup timekeeper at your location, it is highly recommended that your principal/director designate someone.
To sign up for the session above, please register through PDO.
8/5/11
Posting for Pay Period 07/30 – 08/12/11
Please note the following for the pay period 07/30 – 08/12/11: There are no scheduled holidays or no-pay scheduled (NPS) days during this pay period.
Substitute Employee Management System (SEMS) Training
Online training will be available in August 2011 for timekeepers and another designated staff member from each school. Interested staff may register after July 1, 2011, on Professional Development Online for course #53602, Substitute Employee Management System Training.
New Educator Orientation Week
New Educator Orientation (NEO) Week is from August 15-19, with August 17 being the Pre-Service Day that new educators will work at their assigned schools.
The NEO form (“New Teacher Pre-Service Payment Form”) attached to Susan Mitchell’s email (dated 8/1/11) to the administrative secretaries was strictly for August 17. This form is filled by the new educators and the form is processed by Susan Mitchell. Directions are on the sheet. It is not to be sent to ERSC directly.
New Educators who report during the week of 8/15-19 are to have their time reported as follows:
All New Educators are allowed to participate in NEO on 8/15, 16 and 18 in addition to the Pre-Service Day on August 17. There will be a sign-in sheet at all locations, and they are expected to sign in if they are to be paid. Per Susan’s email, they must work at least 6 hours/day to be paid the $120/day stipend. New educators can be paid a maximum stipend of $480.00.
The only exception to this is new Special Education teachers who may report up to 5 days, 8/15, 16, 18 and 19 and the Pre-Service Day, August 17. Same rules apply. They must sign in and work a minimum of 6 hrs/day to receive the $120/day stipend. Special Education teachers can be paid a maximum stipend of $600.00
Payment for NEO will be included in the second paycheck of September (9/16/11).
Any additional questions regarding the NEO days should be directed to Susan Mitchell.
PACS Attendance Training
PACS Attendance training is being offered on Thursday, August 25 at the CTI training facility from 8:30-11:30 a.m.
This training is for new timekeepers who have not taken the training as well as for anyone who is designated as "backup" timekeeper at your location. If you do not have a backup timekeeper at your location, it is highly recommended that your principal/director designate someone.
To sign up for the session above, please register through PDO.
Payroll Calendars and Other Important Information
In a continued effort to conserve paper, we are no longer printing the pay period and pay day calendars, the Summer Employment calendar, and summer employment timesheets. These documents are available on the MCPS website at the link below. The MCPS form number for the SE time sheet is 430-13. http://www.montgomeryschoolsmd.org/uploadedFiles/departments/ersc/employees/pay/schedules/pay_calendar_sse_2012.pdf
7/22/11
Posting for Pay Period 07/16 – 07/29/11
Please note the following for the pay period 07/16 – 07/29/11:
There are no scheduled holidays or no-pay scheduled (NPS) days during this pay period.
Substitute Employee Management System (SEMS) Training
Online training will be available in August 2011 for timekeepers and another designated staff member from each school. Interested staff may register after July 1, 2011, on Professional Development Online for course #53602, Substitute Employee Management System Training.
Payroll Calendars and Other Important Information
In a continued effort to conserve paper, we are no longer printing the pay period and pay day calendars, the Summer Employment calendar, and summer employment timesheets. These documents are available on the MCPS website . The Summer Employment timesheet is also available online and is MCPS Form number 430-13.
Summer Temporaries Working ICB
For 10-month security employees working ICB events during the summer months, please be sure to complete a 460-2, “Request for Temporary Employment”, employing them in a temporary part-time assignment using the ICB account number. Those forms should be submitted to the Department of School Safety and Security for authorization.