Kansas Department of Administration

17-P-021 Payroll/SMART Processing Date Changes in June 2017 (May 8, 2017)

Posted on October 21, 2021 at 12:51 PM by Kansas Department of Administration

Informational Circular No.

17-P-021

Effective Date:

June 2017

Contact Name:
Earl Brynds

Ph:
(785) 296-5376

Email:
earl.brynds@ks.gov

Approval: Nancy Ruoff
(Original Signature on File)

Summary:
Payroll/SMART processing schedule changes due to 2017 Fiscal Year End

Due to the upcoming 2017 Fiscal Year End in SMART and the payroll pay check date occurring on the last day of the fiscal year in SHARP, June 30, 2017, it is necessary to make a few changes to the normal payroll/SMART processing schedules to accommodate the early closing of SMART on Wednesday, June 28, 2017.

Regents/Agencies are asked to pay close attention to the changes noted below to file due dates and processing dates for payroll in SHARP and for budget checking and posting of payroll journals in SMART.

Wednesday, June 21, 2017
Regents’ on-cycle payroll files for the period ending June 17, 2017 must be received by the Department of Administration by 4:00 PM on June 21, 2017.   (These files would normally be due on Thursday, June 22, 2017).

Regent file sets for the period ending June 17, 2017 ‘A’ off-cycle may be submitted.

SHARP on-cycle payroll pre-calculation for the period ending June 17, 2017 will be processed as normal on this date.

Thursday, June 22, 2017
Regents’ on-cycle files for the period ending June 17, 2017 will be processed on this date. (The Regent’ on-cycle files would normally be processed on Monday, June 26, 2017).

SHARP on-cycle payroll pre-calculation for the period ending June 17, 2017 will be processed as normal on this date.

Friday, June 23, 2017
Regents’ on-cycle payroll journals for the period ending June 17, 2017 will be budget checked and posted in SMART on this date. (These journals would normally be budget checked and posted in SMART on Wednesday, June 28, 2017).

Regents’ Run A off-cycle payroll files for the period ending June 17, 2017 must be received by the Department of Administration by 4:00 PM on June 23, 2017.  NOTE: If necessary, Regents can work directly with Statewide Payroll to submit off-cycle ‘A’ payroll files for approval on Monday, June 26, 2017, but all files must be approved no later than 3pm on Monday, June 26, 2017 for processing in the ‘A’ off-cycle.

SHARP on-cycle final payroll calculation for the period ending June 17, 2017 will be processed as normal on this date.

Monday, June 26, 2017
SHARP on-cycle payroll journals for the period ending June 17, 2017 will be budget checked and posted in SMART on this date. (These journals would normally be budget checked and posted in SMART on Wednesday, June 28, 2017).

NOTE: SHARP and Regents’ off-cycle ‘A’ payroll for the period ending June 17, 2017 will be processed as normal on June 26, 2017.  This will be the last payroll cycle for fiscal year 2017.

Tuesday, June 27, 2017
Regents’ and SHARP off-cycle ‘A’ payroll journals for the period ending June 17, 2017 will be budget checked and posted in SMART on this date. (These journals would normally be budget checked and posted in SMART on Wednesday, June 28, 2017).

Regents’ Run B off-cycle payroll files for the period ending June 17, 2017 must be received by the Department of Administration by 4:00 PM on June 27, 2017.

Wednesday, June 28, 2017
SMART closed to Agencies.

SHARP and Regents’ off-cycle ‘B’ payroll for the period ending June 17, 2017 will be processed as normal in SHARP on June 28, 2017.  This will be the first payroll cycle for fiscal year 2018.

Thursday, June 29, 2017 through Friday, June 30, 2017
SMART closed to Agencies.

Regents’ Run C off-cycle payroll files for the period ending June 17, 2017 must be received by the Department of Administration by 4:00 PM on June 30, 2017.

Monday, July 3, 2017
SMART open to Agencies.

Regents’ and SHARP off-cycle ‘B’ payroll journals for the period ending June 17, 2017 (off-cycle ‘B’ payroll was processed in SHARP on Wednesday, June 28, 2017) will be budget checked and posted in SMART on this date. (These journals would normally be budget checked and posted in SMART on Friday, June 30, 2017).

SHARP and Regents’ off-cycle ‘C’ payroll for the period ending June 17, 2017 will be processed as normal on July 3, 2017.

NOTE: Due to the July 4, 2017 holiday, paysheets for the SHARP on-cycle payroll for the period ending July 1, 2017 will be created on Monday, July 3, 2017.  (Paysheets would normally be created on Tuesday, July 4, 2017.)

Time and Labor interface agencies can submit time and labor (INF42/KAGYTL42) files for the period ending July 1, 2017 to the Department of Administration for processing by noon to be processed at 12:30 p.m. on July 3, 2017.

Terminations and Retirements must be entered by 6:00 PM on July 3, 2017 and reported time must be submitted (and approved if applicable) by 3:30 PM in order for leave payouts to be calculated correctly.

The first on-cycle preliminary pay calculation for the period ending July 1, 2017 will also occur July 3, 2017. For SHARP agencies, all employees’ reported time must be entered (and approved if applicable) into SHARP by 3:30 PM.  After Time Administration runs at 3:30 PM, payable time must be approved by 6:00 PM. on July 3, 2017 in order for a paycheck record to be created.

 

Printable Version of 17-P-021

DH:NTR:ewb

 

 






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