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EMPLOYEE AND RETIREE SERVICE CENTER > TIMEKEEPERS ARCHIVE

Timekeepers Archive
Welcome to the Timekeeper Archive. You will need the free Acrobat Reader to view many of the files on this page.  

6/25/2008

REMINDER:

The PACS attendance screens for pay period June 21-July 4, 2008 will be available for posting on Monday, June 30, 2008.

The PACS attendance for pay period June 21-July 4, 2008 will be collected on Thursday, July 3, 2008 at 4:00 p.m. Please make arrangements to have your locations attendance posted and released by 4:00 p.m. on Thursday, July 3, 2008.

6/6/2008

Please note the following posting information for the emergency closing on Thursday, June 5th:

 

All schools were closed, but administrative offices were open. 

 

All 10- and 11-month employees have been prefilled with Emergency Leave (EMR) for June 5th.

 

All 12-month employees were required to report to work.  If they did not report to work, then they will need to be charged leave.  The only exception to this would be if a 12-month employee reported to work and was instructed by their principal/director/supervisor to go home or was told not to come in, then that employee may be posted as Emergency Leave (EMR).  If this is the case, the timekeeper will need to post the EMR manually.

 

Emergency Leave (EMR) may also be reported for Long-term substitute teachers and Temporary part-time lunch hour aides.  This too needs to be posted manually.
 

4/2/2008

The PACS Attendance screens for the pay period 3/29-4/11/08 will not be open for posting until Monday, April 7, 2008, due to a significant update and maintenance on HRIS.

We will notify you when the screens are available. Thank you for your patience.

3/20/2008

Due to a payroll issue, the PACS Attendance screens for the pay period 3/15-3/28/08 will not be available for posting until the payroll process has been completed.  Once completed, we will notify you that the screens are available.

 

Because of this unforeseen delay, PACS Attendance screens for the pay period ending 3/28/08 has been extended an additional day for posting and will be collected at 4:00 pm on Tuesday, April 1. 

If you posted time yesterday (3/19/08) to the PACS Attendance screens for the pay period 3/15-3/28/08, you will need to re-post the time when the screens become available. We apologize for any inconvenience this may cause.  
 
3/14/2008

TIMEKEEPER INFORMATION FOR THE PAY PERIOD 3/15-3/28/08
 
Starting the pay period ending 3/28/08, there will be position code changes made to a number of employees.  This change applies only to locations that are NOT school-based and not necessarily to all employees at non school-based locations.


Due to this change, you may notice a difference in the position code on employees’ timesheets compared to the position code that is on your location’s PACS Attendance screens for the pay period 3/15-3/28/08.  This is because the timesheets were printed prior to the change taking place in the system. 

Please note that the PACS Attendance screens for the pay period 3/15/08-3/28/08 will be available for posting on Wednesday, March 19.  We will be collecting attendance on Monday, March 31st at 4:00 pm.

9/28/07

The following message was posted on the Timekeeper/Payroll, Admin Secretaries and Financial Assistants Folders in Outlook:
 
Please note that PACS Attendance Collection for the pay period ending 9/28/07 will be collected on Monday, October 1.
 
The MCPS Comprehensive Calendar is showing two different dates (Friday, September 28 and October 1).   The correct date is Monday, October 1.
 
You may also refer to the 2007/2008 Pay Schedule that was sent to you at the beginning of the fiscal year.

8/28/07

Reminder:

PACS Attendance for the Pay Period 8/18-8/31/07 will be collected on Friday, August 31, 2007 by 4:00 pm.  Please be sure your payroll has been posted and released by then.  This is due to the accelerated payroll which we will be processing this weekend in order to pay our employees on September 7, 2007. 

This information can be found on the 2007-2008 Schedule of Pay Periods and Pay Dates which was sent to all locations at the beginning of the fiscal year.  This can also be found on our Employee and Retiree Service Center Web site.  

The following information is some of the questions/answers and general information regarding transactions, time and attendance, voucher corrections, special check requests, etc that are in effect for the next several days.

Employees NOT ON PACS attendance screens:

Review your PACS attendance screen through Wednesday morning, 8/29/2007. If the employee is not on the screen please contact your staffer in the Office of Human Resources

Continue to check PACS attendance screen until 12:00 noon on Friday, 8/31/2007. If the employee is not on the screen by that time, RELEASE your payroll.

Professional, Supporting Services, Short Term Substitutes and Long Term substitutes- prepare a voucher correction for the hours to be reported and paid; forward it to ERSC. If a special check is to be requested, please attach a memorandum directed to Larry Bowers, Chief Operating Officer, attach it to the voucher correction and forward it to CESC, Room 149 to be reviewed for payment disposition.

Temporary Part Time, Summer Supplemental Employment, Extracurricular Activities and Workshops should be posted as PRIOR PAY PERIOD corrections during the pay period (9/1-9/14/2007)

Employees ON PACS attendance screens and are NO LONGER at the location:

  • Continue to check your PACS attendance screen until 12:00 noon on Friday, 8/31/2007. 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 of monies.

Employees with FTE changes for the same position:

  • Continue to check your PACS attendance screen until 12:00 noon on Friday, 8/31/2007. If the employee's FTE has not changed report the hours to be paid as follows:

1.      FTE INCREASE

      • Professional Staff: Complete a voucher correction and forward it to ERSC for payment
      • Supporting Services Staff: Report the additional hours as OTR (Overtime Regular Rate)

2.      FTE DECREASE

      • Professional and Supporting Services Staff: 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)
  • DO NOT REPORT HOURS FOR THIS EMPLOYEE FOR TIME THAT WAS WORKED AT THEIR 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"

Important Information To Remember:

Timekeeper Reporting Instructions for 10- and 11-month professional employees for the pay period 8/18-8/31/2007:

Timekeepers will 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.

Continuing educators hired prior to 8/20/2007 can be paid for the full 10 days of their scheduled biweekly hours. Report the hours as No Pay Reported (NPR) if the employee did not work their full schedule.

New educators with a hire date of 8/20/2007 can be paid for the full 10 days of their scheduled biweekly hours. 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 the full 10 days of their scheduled biweekly hours. Report the hours as No Pay Reported (NPR) if the employee did not work their full schedule.

 If you continue to have questions that are not answered within this e-mail, please direct your inquiries by calling ERSC at (301) 517-8100. Please remember when calling ERSC that due to the high volume of calls staff wait time may increase.

6/18/07

Questions frequently asked about reporting of holiday pay for July 4th for 9 and 10 month supporting services employees.  The agreement between the Board of Education and SEIU Local 500 states in Article 32, Section G:

All 9- or 10-month unit members who perform work during the summer that is the same or substantially the same as the work performed during the regular school year have the following contractual rights and obligations:

Holiday pay if works his/her scheduled duty day immediately before and his/her scheduled duty day after the holiday in the summer assignment, so long as those scheduled duty days fall within the pay period of the holiday and/or the week immediately before or after the pay period of the holiday.

An employee whose last day of work is in June on the last day of school and who is not scheduled to work again until after July 4 would not be eligible for this paid holiday. 

In order to qualify for the July 4, 2007, holiday pay, the employee must:

  • be working in a position that is substantially similar to the position held by the employee during the regular school year; and
  • be scheduled to work in the summer job on or after June 16, 2007; and
  • be scheduled to work in the summer job after July 4, 2007, and on or before July 13, 2007.

The holiday hours would be reported on the PACS attendance screen using the pay code HLN (Holiday Pay Non-Accruable).  The hours for the holiday will not fill automatically in the PACS system.

Questions regarding holiday pay should be directed to the Employee and Retiree Service Center (ERSC) at 301 517-8100 or via E-mail to ERSC@mcpsmd.org.  Examples of substantially similar positions are as follows:

Substantially similar: 
       Ten month school secretary/summer school secretary
       Bus driver/temporary bus driver
       Security assistant/ summer school security assistant
       Ten month school secretary/clerical assistant
       Fiscal assistant/clerical assistant
       Special ed paraeducator/paraeducator
       Media assistant/clerical assistant
       Cafeteria manager/cafeteria worker

Not substantially similar:
        Bus driver/bus attendant
        Security assistant/warehouse helper
        Paraeducator/clerical assistant
        Media assistant/paraeducator

Please share this information with the individual(s) in your school and office responsible for reporting time and attendance.

2/28/07

This Friday (3/2/07) is the first payday that employees enrolled in direct deposit will not receive a paper pay advice.
 
If you have any employees at your location that receive a paper paycheck, you will receive a yellow pony bag on payday.  Please be advised, if no one at your location receives a paper paycheck, you will no longer receive a pony bag on payday.
 

2/8/07

 On March 2, 2007, MCPS will no longer produce paper pay advices for employees that participate in direct deposit. Please direct employees to visit the ERSC Web site to access their ePaystub advice online. We realize that you receive many timekeeping questions, and ERSC will continue to provide assistance.

It is important to encourage staff to refer to ePaystub, but we remain available to answer any questions during the introduction and transition of employees to ePaystub. ePaystub has detailed information and can address many common questions received regarding reported time, workshop payments, etc. Employees will use their unique Outlook user ID, password and employee ID to access ePaystub and can view their pay stub electronically three days prior to payday. Staff can review workshop training, overtime, changing FTE's, and multiple position information online. All staff, including temporaries and subs have access to Outlook and will be able to view their payment information online.

The Web site has frequently asked questions and step-by-step instructions to walk the employee through the login process.

If the employee does not have an Outlook user ID and Outlook password, has trouble logging in, or has misplaced their login or password, please contact the Help Desk at 301-517-5800. General questions about ePaystub can be directed to the Employee and Retiree Service Center at 301-517-8100 or via email at ERSC@mcpsmd.org.

1/22/07

 Change to the drop-down selection for Pay Period dates: The length of time to find the correct pay period on the Payroll Attendance Selection screen and the TPT, SSE, ECA-1 screen has become increasingly longer due to the order that the pay periods were being displayed. Starting with this pay period, the order of the Pay Periods has been reversed. You will see future pay periods first, but this will only be the current year plus a few months into the next year. For those of you who use the drop downs to select the pay period, this should make it easier and quicker to select the correct pay period.
 

11/15/06

Payment is made only for the student teaching internship period.  Send forms to the Director, Department of Recruitment and Staffing, OHR, Metro Park North, Suite 401. Forms can be accessed on the Web site as follows:

  1. Go to the MCPS web page.
  2. Click on the “Home” tab.
  3. Click on “Jobs: Work With Us,” which is the second item under short cuts. That will take you to the main OHR Web page.
  4. In the left column you will see a bar for “Student Teachers.” Click on that bar and it will take you to the Student Teacher Information page.

The third column is designated for Timekeepers.  This provides payment information and payment forms for supervising teachers of student teachers/interns.

If you have any questions, you may contact Rochelle Kraus 301-279-3278.

 

10/3/06


Employee and Retiree Service Center is presenting their semi-annual timekeeper information meeting on Tuesday, October 17, 2006.  There will be two identical sessions:  1) 8:30-11:30 am and 2) 12:30-3:30 pm to be held at the CESC Auditorium. Some of the topics to be discussed will be:

 

Payroll

            Epaystub

            Independent Activity Fund payments (IAF)

            SEP/SER – Media Service Techs

            Attendance posting (NPR)

 

Negotiated SEIU Items

            Perfect attendance

            Multilingual Pay Differential

 

Open Enrollment for Benefits

 

There will be a lot of information provided at these meetings so we hope you will be able to make one of the two sessions.
 

8/28/06

The following information is some of the questions/answers and general information regarding transactions, time and attendance, voucher corrections, special check requests, etc that are in effect for the next several days.  

Employees NOT ON PACS attendance screens:
  • Review your PACS attendance screen through Wednesday morning, 8/30/2006.  If the employee is not on the screen please contact your staffer in the Office of Human Resources
  • Continue to check PACS attendance screen until 12:00 noon on Friday, 9/1/2006.  If the employee is not on the screen by that time, RELEASE your payroll.
  • Professional, Supporting Services, Short Term Substitutes and Long Term substitutes- prepare a voucher correction for the hours to be reported and paid; forward it to ERSC.  If a special check is to be requested, please attach a memorandum directed to Larry Bowers, Chief Operating Officer, attach it to the voucher correction and forward it to CESC, Room 149 to be reviewed for payment disposition.
  • Temporary Part Time, Summer Supplemental Employment, Extracurricular Activities and Workshops should be posted as PRIOR PAY PERIOD corrections during the pay period (9/2-9/15/2006)
Employees ON PACS attendance screens and are NO LONGER at the location:
  • Continue to check your PACS attendance screen until 12:00 noon on Friday, 9/1/2006.  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 of monies.
Employees with FTE changes for the same position:
  • Continue to check your PACS attendance screen until 12:00 noon on Friday, 9/1/2006.  If the employee's FTE has not changed report the hours to be paid as follows:
      1. FTE INCREASE
        • Professional Staff:  Complete a voucher correction and forward it to ERSC for payment
        • Supporting Services Staff: Report the additional hours as OTR (Overtime Regular Rate)
      2. FTE DECREASE
        • Professional and Supporting Services Staff:  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)
  • DO NOT REPORT HOURS FOR THIS EMPLOYEE FOR TIME THAT WAS WORKED AT THEIR 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"  

Important Information To Remember:

Timekeeper Reporting Instructions for 10- and 11-month professional employees for the pay period 8/19-9/1/2006:

Timekeepers will 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. 

Continuing educators hired prior to 8/21/2006 can  be paid for the full 10 days of their scheduled biweekly hours. Report the hours as No Pay Reported (NPR) if the employee did not work their full schedule.

New educators with a hire date of 8/21/2006 can be paid for the full 10 days of their scheduled biweekly hours. 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 the full 10 days of their scheduled biweekly hours. Report the hours as No Pay Reported (NPR) if the employee did not work their full schedule.

If you continue to have questions that are not answered within this e-mail, please direct your inquiries via e-mail to Jacqueline_B._Klein@mcpsmd.org or call ERSC at (301) 517-8100.  Please remember when calling ERSC that due to the high volume of calls staff wait time may increase.
 

7/7/06

 Important Information Regarding Payroll Attendance Reporting for Pay Period June 24 – July 7, 2006:

 

Due to end of fiscal year update, we have entered a blackout period for transactional entry that affects the attendance being reported for the pay period 6/24-7/7/2006. 

 

Please review your attendance screens for any time reporting adjustments.  Prepare voucher corrections for any A&S, professional or supporting service staff that are not appearing on your attendance screen.  This includes all new hires to MCPS.  Submit these voucher corrections to the Employee and Retiree Service Center (ERSC) by Monday, July 17, 2006.  ERSC staff will make every effort to review and process payment by Friday, July 21, 2006.

 

Any temporary part time assignments that are not showing on your attendance are to be reported on the next pay period’s attendance using the PRIOR PAY PERIOD screens.

 

Please remember not to report attendance for any employee who is no longer assigned to your location.

 

Please forward this message to all staff members involved with the posting of attendance at your location.

 

Thank you for attention to this important matter.
 

6/22/06

Due to the end/beginning fiscal year, the PACS Attendance collection and posting availability will be changed for the next two pay periods.  Please note the following dates and times:
 
1) PACS Attendance for the pay period 6/10-6/23/06 will be collected on Friday, June 23 at 4:00 p.m.  All attendance must be posted and and released by then.
 
2) PACS Attendance screens for the pay period 6/24-7/7/06 will be available for posting on Monday, July 3, 2006 and will be collected on Friday, July 7 at 4:00 p.m.   All attendance must be posted and released by then.
 
Thank you for your patience while we get through this busy time of year.


For those of you that report workshops using the Professional Workshop screen:

 

For the split pay period 06/24/06 – 07/07/06, it is very important to correctly enter the workshop dates in order for the workshop to be expensed to the proper fiscal year.  If the workshop was held prior to July 1 and/or is to be expensed to the 06 fiscal year, be sure that the workshop dates reflect this and the workshop end date is prior to July 1, 2006.  If you have any questions, please contact the Help Desk.   Thank you.

6/14/06

Timekeeper Reporting Instructions for 10- and 11-month professional employees for the pay period 6/10-6/23/06:

Timekeepers will not be able to select the No Pre-Fill option for the last 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, 6/12, 6/13, 6/14, and 6/15.

Continuing educators can only be paid for 4/10ths of their scheduled biweekly hours. No Pay Scheduled (NPS) will be pre-filled for the remaining 1/10th of their scheduled biweekly hours.  Principals should not allow their 10- and 11-month professional staff to work more than 4/10ths of their scheduled biweekly hours during June 12 through June 15, 2006. They cannot be paid for more than 4/10ths of their biweekly schedule.

Timekeepers cannot increase the pre-filled NPS hours if the employee did not work. Report the hours as No Pay Reported (NPR) if the employee did not work their full schedule.

Here are examples of returning educators' biweekly schedules and the maximum hours that can be reported:

Biweekly Schedule Maximum Hours That Can Be Reported and Paid
48 19.2 (4.8 X 4)
56 22.4 (5.6 X 4)
64 25.6 (6.4 X 4)
80 32.0 (8.0 X 3)

11-month employees are eligible to be paid 4/10ths of their biweekly schedule for June 12 through June 15, 2006. The days following June 15 will be pre-filled as NPS.

If you continue to have questions that are not answered within this e-mail, please call ERSC at (301) 517-8100.  Please remember when calling that the volume of calls may cause the wait time

6/05/06

 Please note the following regarding PACS Attendance and Paycheck/Advice Distribution:
 
PACS ATTENDANCE
PACS attendance for the pay period ending 6/23/06 must be posted and released by 4:00 p.m. on FRIDAY, JUNE 23, 2006. 
 
PACS attendance for the pay period ending 7/07/06 must be posted and released by 4:00 p.m. on FRIDAY, JULY 7, 2006.
  
PAYCHECK/ADVICE DISTRIBUTION
Paychecks/advices for all 9-month employees will be mailed home for the payday of June 9, 2006. 
 
Paychecks/advices for all 9-, 10- and 11-month employees will be mailed home starting the payday of June 23, 2006 and will continue to be mailed home throughout the summer months.
 
During the period of June 23 to July 14, we will be updating information related to the end of FY2006 and beginning of FY2007.  Please continue to check this folder for information regarding the availability of the PACS Attendance screens during that timeframe.
 
Please continue to encourage your staff to access ePaystub.
 

5/12/06
A big thank you to everyone that attended the ERSC Bi-Annual Timekeeper meeting on Monday, May 8. We hope the information presented was informative.

A question was raised concerning when to post worker's compensation leave (WCP). We took the question back to the Worker's Compensation/Leave team at ERSC and this is the answer they provided:

Please post WCP from the first day. If the employee reported the incident and went to an in-network doctor, the posting should be allowed. If the system won't allow you to post WCP, please call Mr. Edward James at 301-279-3643 to find out the status. It may be that the employee went to an out-of-network provider or the incident just happened and is not yet in the system. Mr. James will be able to answer these questions. If you are unable to reach Mr. James, please report sick leave (SCK). This is the only time you are to post SCK for a work-related injury/illness during the first year.

We hope you have also had an opportunity to access your 5/12/06 paycheck on ePaystub. Please be sure to let your staff know of this new feature.

Thanks again for helping to make our ERSC Bi-Annual Timekeeper meeting a success!
 

4/27/06

This is a reminder that the Semi-Annual Timekeeper Meeting will be held on May 8 at the CESC Auditorium.  There will be two identical sessions, one in the morning from
8:30-11:30 am and one session in the afternoon 12:30-3:30 pm.

 

The following is a list of topics being presented at the meetings:

 

ePaystub demonstration

SSE – Guaranteed

Transactions - Start and stop dates

Summer transactions

FTE changes at the beginning of the fiscal year

Supervising Teachers of Student Teachers/Interns

 

Presenters will be from ERSC and the Office of Human Resources.  Many of the subjects presented will cover pertinent information regarding transactions, processes, and timeframes for employee positions related to the beginning and end of the fiscal year. 
We highly recommend attending one of the two sessions.  RSVP is not necessary.
 

4/24/06

Attention Timekeepers: The Payment Verification Form for Supervising Teachers of Student Teachers/Interns is due to the Office of Human Resources on May 1, 2006.

These forms are for those teachers who supervised a student teacher during the spring semester of 2006.  (Fall semester forms were due on December 1, 2005.)

Payment is made only for the student teaching internship period.  Send forms to the Director, Department of Recruitment and Staffing, OHR, Metro Park North, Suite 401.

Forms can be accessed on the Web site as follows:

  1. Go to the MCPS web page.
  2. Click on the “Home” tab.
  3. Click on “Jobs: Work With Us,” which is the second item under short cuts.    That will take you to the main OHR Web page.
  4. In the left column you will see a bar for “Student Teachers.”  Click on that bar and it will take you to the Student Teacher Information page.

The third column is designated for Timekeepers.  This provides payment information and payment forms for supervising teachers of student teachers/interns.

If you have any questions, you may contact Martha Wilson at 301-279-3278 or
Carla Toomey at 301-279-3305.

4/10/06

Please note the following regarding payday and PACS Attendance Collection during Spring Break:

Payday is on Thursday, April 13, 2006. All 9-, 10-, and 11-month school based staff paychecks and advices will be mailed home. 12-month employees whose normal distribution location falls between 01215 and 04815 will also have their paychecks/advices mailed home.

12-month employees whose normal distribution location falls between 10711 and 81919 will receive their paychecks/advices at their location.

PACS attendance will be collected on Tuesday, March 18 at 4:00 p.m.

3/20/06

 PACS attendance collection has been extended to Tuesday, March 21, 2006, at 4:00 p.m. due to the unavailability of the PACS attendance screens.

8/31/05
REMINDER
 PACS Attendance for the pay period 8/20-9/2/2005 must be posted and released no later than 4:00 p.m., this Friday, September 2, 2005. This information can be found on the 2005-2006 Pay Schedule that was distributed to your location at the beginning of the school year.

Please Note:
If you have questions regarding your PACS Attendance screens, please refer to the notice that was posted August 18th, on the Payroll/Timekeeper, Administrative Secretaries and Financial Assistants' folders on First Class and on the ERSC Web site. The posting contains pertinent information on how your payroll should be posted for the pay period ending 9/2/05.

8/18/05
The following are some of the questions/answers and all around information for the next several days regarding transactions, time and attendance, voucher corrections, special check requests, etc.  
Employees NOT ON PACS attendance screens:
  • Continue to check PACS attendance screen until 12:00 noon on Friday, 9/2/2005.  If the employee is not on the screen by that time, RELEASE your payroll.
  • Professional, Supporting Services, Short Term Substitutes and Long Term substitutes- prepare a voucher correction for the hours to be reported and paid; forward it to ERSC.  If a special check is to be requested, please attach a memorandum directed to Larry Bowers, Chief Operating Officer, attach it to the voucher correction and forward it to CESC 149 to be reviewed for payment disposition.
  • Temporary Part Time, Summer Supplemental Employment, Extracurricular Activities and Workshops should be posted as PRIOR PAY PERIOD corrections during the pay period (9/3-9/16/2005)
Employees ON PACS attendance screens and are NO LONGER at the location:
  • Continue to check your PACS attendance screen until 12:00 noon on Friday, 9/2/2005.  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 of monies.
Employees with FTE changes for the same position:
  • Continue to check your PACS attendance screen until 12:00 noon on Friday, 9/2/2005.  If the employee's FTE has not changed report the hours to be paid as follows:
      1. FTE INCREASE
        • Professional Staff:  Complete a voucher correction and forward it to ERSC for payment
        • Supporting Services Staff: Report the additional hours as OTR (Overtime Regular Rate)
      2. FTE DECREASE
        • Professional and Supporting Services Staff:  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)
  • DO NOT REPORT HOURS FOR THIS EMPLOYEE FOR TIME THAT WAS WORKED AT THEIR 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"  

Important Information To Remember:
Timekeeper Reporting Instructions for 10- and 11-month professional employees for the pay period 8/20-9/2/2005:

Timekeepers 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, 8/23, 8/24, 8/25, 8/26, 8/29, 8/30, 8/31, 9/1 and 9/2.

Continuing educators hired prior to 8/23/2005 can only be paid for 9/10ths of their scheduled biweekly hours. No Pay Scheduled (NPS) will be pre-filled for the remaining 1/10th of their scheduled biweekly hours (8/22/2005). Principals should not allow their 10- and 11-month professional staff to work more than 9/10ths of their scheduled biweekly hours during August 23 through September 2, 2005. They cannot be paid for more than 9/10ths of their biweekly schedule.

Timekeepers cannot increase the pre-filled NPS hours if the employee did not work. Report the hours as No Pay Reported (NPR) if the employee did not work their full schedule.

New educators with a hire date of 8/23/2005 can be paid for the full 10 days of their scheduled biweekly hours if they attended the New Educators Welcome on Friday,
August 19, 2005. The New Educators Welcome will take place on Friday, August 19, 2005; however, it will not be reported until Monday, August 22, 2005. 

Monday, August 22, 2005 will not be pre-filled as NPS. Report NPR if the teacher did not attend the orientation on August 19, 2005.

Here are examples of returning educators' biweekly schedules and the maximum hours that can be reported:

Biweekly Schedule Maximum Hours That Can Be Reported and Paid
48 43.2 (4.8 X 9)
56 50.4 (5.6 X 9)
64 57.6 (6.4 X 9)
80 72.0 (8.0 X 9)

11-month employees are eligible to be paid 9/10ths of their biweekly schedule for 
August 23 through September 2, 2005. The days prior to the 24th are pre-filled as NPS.

If you continue to have questions that are not answered within this e-mail, please direct your inquiries via e-mail to Jacqueline_B._Klein@mcpsmd.org or call ERSC at (301) 517-8100.  Please remember when calling that the volume of calls may cause the wait time for a staff member to increase.

7/8/05
We appreciate your patience as we diligently work to get all transactions entered into the system. If an employee does not appear on your screen, please release your PACS attendance before the 4:00 deadline. If you are unable to post an employee, please either post the employee as a prior pay period on the next payroll or submit a voucher correction for the hours they should have been paid. The following payrolls should be posted as a prior pay period: Temporary Part-time (TPT), Summer Supplemental Employment (SSE) and Extracurricular 1 (EC1).

12/23/04

Effective January 7, 2005, the procedure to pick up paychecks at the ERSC on payday when payroll has not been posted or released has been suspended for the next several months while we reassess this process.

It is our hope that during this time, there will not be an increase in locations failing to meet posting/releasing deadlines. If the numbers should increase over the next several months, we will have to once again consider implementing procedures to lower the numbers.

Thank you for your assistance in keeping the PACS deadlines. It is greatly appreciated!

Happy Holidays!!

4/1/05

The Lawson upgrade has been successfully completed. The PACS attendance screens are available this morning, Friday, April 1, 2005 for posting and/or releasing of attendance screens for the pay period 3/19-4/1/2005. The attendance for this pay period will be collected on Tuesday, April 5, 2005 at 4:00pm. This is a change from the normal scheduled timeframe for attendance collection. When you access Lawson at the log-in screen you will need to perform the following step in order to access the PACS attendance.

Change your Product line to HRIS when you sign in. If HRIS already appears next to product line, then you can leave as is. If you have any problems or concerning accessing the system please contact the Help Desk at (301) 517-5800.

3/23/05

The substitute teacher bonus for the first semester of FY2005 will be paid on Friday, 
April 1, 2005. Substitute teachers, staff development substitutes, and long term substitute teachers who have worked a minimum of 315 hours of substitute teacher time are entitled to the $400 bonus. Substitute teachers in the following programs are not entitled to the bonus: ProMAT (Master of Arts in Teaching), Teacher 2000, UMPC1 (University of Maryland, College Park Master's Certificate Program) and ProSEM (Special Education Master of Science).

If an employee did not receive the bonus and questions the number of hours they worked, please have them send a request in writing to the Employee and Retiree Service Center, Payroll Unit, 7361 Calhoun Place, Suite 190, Rockville, MD 20855.

3/18/05

The Lawson/HRIS Upgrade will begin at the end of the payroll process for the pay period of March 5th and March 18, 2005. We are posting the following information as dates you will need to be aware of in the next several weeks.

  • PACS attendance for pay period March 5-March 18, 2005 will be collected on 
    Monday, March 21, 2005 at 4:00pm.
  • Upgrading the HRIS system is a multi-day process. The HRIS system will not be available for time and attendance entry from Friday, March 25 through Thursday, March 31. Attendance posting for the pay period ending April 1, 2005 will be available on Wednesday, March 23 and Thursday, March 24, 2005, and again from Friday, 
    April 1 through Tuesday, April 5, 2005. The attendance collection deadline for this 
    pay period has been extended until 4:00pm on Tuesday, April 5, 2005.
  • As was mentioned in the Timekeeper Information meeting effective Friday, 
    April 1, 2005 you will have access to the upgraded system. As a result of the upgrade the name of the upgraded system will change from PHRIS to HRIS. When you sign-in for the first time on April 1, 2005, you may already see the PRODUCT LINE on the Lawson log-on screen showing HRIS and do not need to make any changes; however, if the PRODUCT LINE still shows as PHRIS you will need to change it to HRIS.
  • All paychecks and advices will be mailed to the home address we have on the Human Resource database for payday April 1, 2005.

If you have any questions please contact the Employee and Retiree Service Center at 
(301) 517-8100.

2/2/05
The email regarding the reporting of DEC was posted to address a question relating to whether Building Service Workers have to fill out the overtime authorization form to receive the one hour of DEC. They do not have to fill out the form.

The one hour of DEC is not exclusive to Building Service Workers. The hour also includes 9-, 10- and 12-month school-based Supporting Services employees who are required to report on time and their normal start time is prior to the delayed opening time or their end time is after the early closing. They must report to work at their normal scheduled time and work their entire shift.

12/28/04
The Division of School Plant Operations and the Employee and Retiree Service Center are receiving phone calls from timekeepers, business managers and employees regarding the attendance reporting procedures for Christmas Day, Saturday, December 25, 2004 and New Year’s Day, Saturday, January 1, 2005. 

Under the Supplement To The Agreement Between SEIU Local 500 and the Board of Education of Montgomery County, Article 9, Holiday Pay, paragraph 1:  “A unit member required to work on an official Board of Education holiday (and/or Christmas and New Year’s Day when such falls on a weekend) shall be paid one and one-half (1 ½) times the basic hourly straight rate for each hour worked in addition to the holiday pay to which he/she is entitled.”  Paragraph 2: “ “Official Board of Education holiday” refers to those holidays designated by the Board of Education of Montgomery County.  The designation of a day as a holiday under State stature shall not be relevant for determining pay under this Article.”

Procedures for Reporting Attendance:

  1. The official Board of Education holidays are Friday, December 24, 2004 and Friday, December 31, 2004.
    2.      Employees who are NOT normally scheduled to work on Saturday and/or Sunday (normal work days are Monday  through Friday) should be reported following the normal attendance reporting rules. 
 
  1. Employees who are scheduled to work normally on Saturday and/or Sunday (Building Service Workers-ICB) should be reported as regular hours worked up to 8.0 hours and any hours over and above 8 should be reported as over time, regular rate (OTR).  The Division of School Plant Operations will supply to the Employee and Retiree Service Center a listing of these employees who worked on December 25, 2004 and/or January 1, 2005.  The Employee and Retiree Service Center staff will calculate the additional ½ time rate of pay due to those employees and adjust their paycheck as necessary.
    4.   Employees who are scheduled to work normally on Saturday and/or Sunday (Building Service Workers-ICB) and do not report to work should be reported using the approved type of leave for the normal scheduled daily hours.

5.      The above procedures also apply to staff from the Division of Safety and Security (Security patrollers/, monitors if overtime eligible).  The Division of Safety and Security will forward the listing to the Employee and Retiree Service Center for the calculation of the additional ½ time rate of pay that will be due to those employees.

6.      All other attendance procedures should be followed as normal.

10/28/04

The SEIU Lump Sum Payment will be paid on October 29, 2004 to all eligible supporting services employees who will have completed 22 years or more service by June 30, 2005. 

The payment will be separate from your normal paycheck/advice. Direct deposit will operate as normal. Employees who have a portion of their normal paycheck/advice disbursed to the credit union, will also have this disbursement from their SEIU Lump Sum Payment, if the disbursement amount is $100 or less. Employees who have requested additional taxes be withheld from their normal paychecks will also have additional taxes withheld from their Lump Sum payment.

Please submit questions concerning eligibility, in writing to the Employee and Retiree Service Center (ERSC), 7361 Calhoun Place, Suite 190, Rockville, MD 20855 or by email to: ERSC@mcpsmd.org. Please indicate in the Subject Line: SEIU Lump Sum Payment.

8/27/04
The following information is in regards to the posting of attendance for the additional day of pay for Elementary Team Leaders.

Each staff member that has been assigned as an Elementary Team Leader at their location will be given one day (8 hours) of summer supplemental employment (SSE). These hours are to be reported just as you would normally report hours for any other SSE assignment. Please remember that the hours should not be reported until after the staff member has worked by the hours.

The assignment activity code is as follows: S0935- Elementary Team Leader

Please contact the Employee and Retiree Service Center if you have any questions and/or encounter any difficulties in the reporting of these hours.

7/2/04
Information regarding the new pay codes used when reporting employees who are on short- term Child Care Leave (up to 60 days) is now available. If you have any questions regarding the use of the new pay codes, please contact Mr. Gary Levine, Director, Employee Services Administration. 

5/18/04
Please take the time to view an informational Power Point presentation entitled: 
"The School's Role in Payroll Processes" (159K)

5/10/04
Please review questions and answers that were addressed at the May 10, 2004 Administrative Secretary/Payroll meeting.  If you have additional questions, please e-mail Jackie Klein, ERSC Payroll Supervisor. 

 

Updated August 18, 2005 | Contact webmaster
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