Kansas Department of Administration

16-P-009 Changes to the Payroll Processing Schedule for the Payroll Periods Ending December 5, 2015 and December 19, 2015 (December 2, 2015)

Posted on 10/21/2021 at 12:50 PM by Kansas Department of Administration

Informational Circular No.

16-P-009

Effective Date:

Immediately


Contact Name:
Joyce Dickerson

Ph:
(785) 296-3979

Email:
joyce.dickerson@da.ks.gov

Approval: Nancy Ruoff
(Original Signature on File)

Summary:
Changes to the payroll processing schedule for the payroll periods ending December 5, 2015 and December 19, 2015 due to December 24 and 25, 2015 being designated state holidays.

As a result of Governor Brownback declaring Thursday, December 24, and Friday, December 25, 2015 as state holidays, the following changes have been made to the December payroll processing schedule for the payroll periods ending December 5, 2015 and December 19, 2015: 

Monday, December 7, 2015
The Run 'C' off-cycle for the payroll period ending November 21, 2015 continues to be scheduled for December 7, 2015.  SHARP agencies have until 6:00 PM on this date to enter supplemental and/or adjustment run controls for the Run C off-cycle. All employees’ reported time must be entered (and approved if applicable) by 3:30 PM. Payable time must be approved by 6:00 PM.  The check issue date for the Run 'C' off-cycle will remain Thursday, December 10, 2015. 

Time and Labor Interface agencies must have time and leave files for the period ending December 5, 2015 submitted to the Department of Administration for processing by 5:00 p.m. on December 7, 2015. 

Tuesday, December 8, 2015
Paysheets for the on-cycle payroll for the period ending December 5, 2015 will be created as usual on Tuesday, December 8, 2015.  Some job actions (i.e., FLSA Status change) must be entered by 6:00 PM on December 8, 2015 in order to be reflected on the paysheets for this period.

The first on-cycle preliminary pay calculation for the period ending December 5, 2015 will also occur December 8, 2015.   For SHARP agencies, all employees’ reported time must be entered (and approved if applicable) into SHARP by 3:30 p.m. After Time Administration runs at 3:30 p.m., payable time must be approved by 6:00 p.m. in order for a paycheck record to be created. 

Wednesday, December 9, 2015
The second on-cycle preliminary pay calculation for the period ending December 5, 2015 will occur December 9, 2015.

Thursday, December 10, 2015
The third on-cycle preliminary pay calculation for the period ending December 5, 2015 will occur December 10, 2015.

Regents’ on-cycle payroll files for the period ending December 5, 2015 are due to the Department of Administration by 4:00 p.m. on December 10, 2015. 

Friday, December 11, 2015
Final pay confirmation for the on-cycle payroll for the period ending December 5, 2015 will occur December 11, 2015.    For SHARP agencies, all employees’ payable time must be approved, by 6:00 p.m. on December 11, 2015 in order for a paycheck record to be created.    All non-health benefit deductions and tax data changes must be entered by 6:00 p.m. on December 11, 2015 in order to be reflected in the final paycheck created for the employee. The check issue date for the on-cycle will be Friday, December 18, 2015. 

Regents’ Run ‘A’ off-cycle payroll files for the period ending December 5, 2015 are due to the Department of Administration by 4:00 p.m. on December 11, 2015. 

Monday, December 14, 2015
The Run ‘A’ off-cycle for the period ending December 5, 2015 will be processed December 14, 2015.  For SHARP agencies, all employees’ reported time must be entered (and approved if applicable) by 3:30 PM. Payable time must be approved by 6:00 PM.  Paychecks for the Run ‘A’ off-cycle will be dated Friday, December 18, 2015. 

The Regents’ on-cycle files for the period ending December 5, 2015 will be processed. 

Tuesday, December 15, 2015
Regents’ Run ‘B’ off-cycle payroll files for the period ending December 5, 2015 must be received by the Department of Administration by 4:00 p.m. on December 15, 2015. 

Wednesday, December 16, 2015
The Run 'B' off-cycle for the payroll period ending December 5, 2015 continues to be scheduled for December 16, 2015.  For SHARP agencies, all employees’ reported time must be entered (and approved if applicable) by 3:30 PM. Payable time must be approved by 6:00 PM.  Paychecks for the Run ‘B’ off-cycle will be dated Monday, December 21, 2015. 

Friday, December 18, 2015
Payday for the payroll period ending December 5, 2015. 

Regents’ Run ‘C’ off-cycle payroll files for the period ending December 5, 2015 must be received by the Department of Administration by 4:00 p.m. on December 18, 2015. 

First opportunity for Time and Labor interface agencies to have time and leave files for the period ending December 19, 2015 submitted to the Department of Administration for processing by 5:00 p.m. on December 18, 2015. (The files would normally be due on Monday, December 21, 2015).  Last opportunity to submit files will be noon on Monday, December 21, 2015. 

Monday, December 21, 2015
The Run 'C' off-cycle for the payroll period ending December 5, 2015 continues to be scheduled for December 21, 2015.  SHARP agencies have until 6:00 PM on this date to enter supplemental and/or adjustment run controls for the Run C off-cycle. All employees’ reported time must be entered (and approved if applicable) by 3:30 PM. Payable time must be approved by 6:00 PM.  The check issue date for the Run 'C' off-cycle will be Monday, December 28, 2015. (It would normally be on Thursday, December 24, 2015). 

Please note that paysheets for the on-cycle payroll for the period ending December 19, 2015 will be created on Monday, December 21, 2015, instead of the normal day on Tuesday, December 22, 2015, to allow for maximum preliminary payroll calculation opportunities.  Some job actions (i.e., FLSA Status change) must be entered by 6:00 PM on December 21, 2015 in order to be reflected on the paysheets for this period.

The first on-cycle preliminary pay calculation for the period ending December 19, 2015 will also occur December 21, 2015.  (It would normally be on Tuesday, December 22, 2015.)  For SHARP agencies, all employees’ reported time must be entered (and approved if applicable) into SHARP by 3:30 p.m.  After Time Administration runs at 3:30 PM, payable time must be approved by 6:00 p.m. in order for a paycheck record to be created. 

Time and Labor interface agencies can submit time and leave files for the period ending December 19, 2015 to the Department of Administration for processing by 7:30 a.m. to be processed at 7:45 a.m. or by noon to be processed at 12:30 p.m. on December 21, 2015. 

NOTE: Terminations and Retirements must be entered by 6:00 PM on December 21, 2015 and reported time must be submitted by 11:00 AM or 3:30 PM in order for leave payouts to be calculated correctly. 

Tuesday, December 22, 2015
The second on-cycle preliminary pay calculation for the period ending December 19, 2015 will occur December 22, 2015. Please note there will be only two preliminary pay calculations for the period ending December 19, 2015. 

Regents’ on-cycle payroll files for the period ending December 19, 2015 are due to the Department of Administration by 4:00 p.m. on December 22, 2015. (The files would normally be due on Thursday, December 24, 2015). 

Wednesday, December 23, 2015
Final pay confirmation for the on-cycle payroll for the period ending December 19, 2015 will occur December 23, 2015.  All employees’ reported time must be entered (and approved if applicable) by 3:30 PM.  Payable time must be approved by 6:00 PM.  The check issue date for the on-cycle will be Thursday, December 31, 2015. The Check issue date for the on-cycle will be Thursday, December 31, 2015. (It would normally be on Friday, January 1, 2016). 

Regents’ Run ‘A’ off-cycle payroll files for the period ending December 19, 2015 are due to the Department of Administration by 4:00 p.m. on December 23, 2015. 

Thursday, December 24, 2015
Christmas Eve Holiday 

Friday, December 25, 2015
Christmas Holiday 

Sunday, December 27, 2015
The Regents’ on-cycle files for the period ending December 19, 2015 will be processed.

Monday, December 28, 2015
The Run ‘A’ off-cycle for the period ending December 19, 2015 will be processed December 28, 2015. IMPORTANT NOTE:  This is the final off-cycle for calendar year 2015. For SHARP agencies, all employees’ reported time must be entered (and approved if applicable) by 3:30 PM. Payable time must be approved by 6:00 PM.  Paychecks for the Run ‘A’ off-cycle will be dated Thursday, December 31, 2015. 

Tuesday, December 29, 2015
Regents’ Run ‘B’ off-cycle payroll files for the period ending December 19, 2015 are due to the Department of Administration by 4:00 p.m. on December 29, 2015. 

Wednesday, December 30, 2015
The Run 'B' off-cycle for the payroll period ending December 19, 2015 continues to be scheduled for December 30, 2015. For SHARP agencies, all employees’ reported time must be entered (and approved if applicable) by 3:30 PM. Payable time must be approved by 6:00 PM.  Paychecks for the Run ‘B’ off-cycle will be dated Tuesday, January 5, 2016. (They would normally be dated on Monday, January 4, 2016). 

Attached is a revised calendar for the month of December 2015 that highlights the payroll processing schedule changes due to the Christmas holidays.  The informational circular for key payroll processing dates in December for calendar year end activities will be released at a later date.  The attached calendar is intended for use as a supplementary reference tool only; it does not contain the level of detail that is included in the narrative portion of this informational circular. 

Please note the changes to the payroll processing schedule and adjust your schedules accordingly. If it becomes necessary to change any of the processing dates identified above, notification of the change will be provided to all subscribers of the SHARP Infolist.  SHARP users who are interested in subscribing to the Infolist, but have not yet done so, can subscribe at http://da.ks.gov/sharp/infolist.htm.

  

SG:NTR:ckw

 

Attachment
Printable version of 16-P-009

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