Kansas Department of Administration

20-P-016 Key Payroll Processing Dates in November 2019 (October 28, 2019)

Posted on 10/21/2021 at 12:51 PM by Kansas Department of Administration

Informational Circular No.

20-P-016

Supersedes Informational Circular No:

19-P-007


Effective Date:

November 2019

Contact Name:
Joyce Dickerson

Ph:
(785)296-3979

Email:
Joyce.Dickerson@ks.gov

Approval: Nancy Ruoff
(Original Signature on File)

Summary:
Payroll processing schedule changes due to the November 2019 holidays.  

Monday, November 11, 2019 (Veterans' Day), Thursday, November 28, 2019 and Friday, November 29, 2019 (Thanksgiving Holiday) are designated as officially observed holidays and therefore no batch jobs are scheduled for those nights.  

Due to the holidays in November, changes are required to the ‘normal’ payroll processing schedule.  Agencies are asked to note the payroll processing schedule due dates, some of which are occurring on a different day of the week than normally scheduled. Please review carefully the information contained in this circular and in the attached partial calendar.

Wednesday, November 6, 2019
The second on-cycle preliminary pay calculation for the period ending November 2, 2019 will occur November 6, 2019.

Regents’ on-cycle files for the period ending November 2, 2019 must be received by the Department of Administration by 4:00 PM on November 6, 2019. (These files would normally be due Thursday, November 7, 2019.)

Thursday, November 7, 2019
The third on-cycle preliminary pay calculation for the period ending November 2, 2019 will occur November 7, 2019.

Regents’ Run A off-cycle payroll files for the period ending November 2, 2019 must be received by the Department of Administration by 4:00 PM on November 7, 2019. (These files would normally be due Friday, November 8, 2019.)

Friday, November 8, 2019
Final pay confirmation for the on-cycle payroll for the period ending November 2, 2019 will occur November 8, 2019.  For SHARP agencies, all employees’ reported time must be entered (and approved if applicable) into SHARP by 5:30 PM.  After Time Administration runs at 5:30 PM, payable time must be approved by 6:00 PM, in order for a paycheck record to be created. All deduction and tax data changes must be entered by 6:00 PM on November 8, 2019 in order to be reflected in the final paycheck created for the employee. Paychecks for the on-cycle will be dated November 15, 2019.

Sunday, November 10, 2019
Regents’ on-cycle payroll files for the period ending November 2, 2019 will be processed on this date.

Monday, November 11, 2019
Veterans' Day Holiday
Time Administration runs hourly from 7:30 AM – 5:30 PM

Tuesday, November 12, 2019
The Run A off-cycle for the period ending November 2, 2019 will be processed November 12, 2019. SHARP agencies have until 6:00 PM on this date to enter supplemental and/or adjustment run controls for the Run A off-cycle. All employees’ reported time must be entered (and approved if applicable) by 5:30 PM. Payable time must be approved by 6:00 PM. Paychecks for the Run A off-cycle will be dated November 15, 2019.

The Regents’ Run A off-cycle payroll files for the period ending November 2, 2019 will also be processed on this date.

Regents’ Run B off-cycle payroll files for the period ending November 2, 2019 must be received by the Department of Administration by 4:00 PM on November 12, 2019.

Wednesday, November 13, 2019
The Run B off-cycle for the period ending November 2, 2019 will be processed November 13, 2019. SHARP agencies have until 6:00 PM on this date to enter supplemental and/or adjustment run controls for the Run B off-cycle. All employees’ reported time must be entered (and approved if applicable) by 5:30 PM. Payable time must be approved by 6:00 PM. Paychecks for the Run B off-cycle will be dated November 18, 2019.

The Regents’ Run B off-cycle payroll files for the period ending November 2, 2019 will also be processed on this date.

Friday, November 15, 2019
Payday for the payroll period ending November 2, 2019.

Regents’ Run C off-cycle payroll files for the period ending November 2, 2019 must be received by the Department of Administration by 4:00 PM on November 15, 2019.

Monday, November 18, 2019
The Run C off-cycle for the period ending November 2, 2019 will be processed November 18, 2019. 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 5:30 PM. Payable time must be approved by 6:00 PM. Paychecks for the Run C off-cycle will be dated November 21, 2019.

Time and Labor interface agencies can submit time and labor (INF42/KAGYTL42) files for the period ending November 16, 2019 to the Department of Administration by 5:00 PM.

The Regents’ Run C off-cycle payroll files for the period ending November 2, 2019 will also be processed on this date.

Tuesday, November 19, 2019
Paysheets for the on-cycle payroll for the period ending November 16, 2019 will be created on Tuesday, November 19, 2019.  For SHARP agencies, all job actions (i.e., FLSA Status change) must be entered by 6:00 PM on November 19, 2018 in order to be reflected on the paysheets for this period.

The first on-cycle preliminary pay calculation for the period ending November 16, 2019 will also occur November 19, 2019.  For SHARP agencies, all employees’ reported time must be entered (and approved if applicable) into SHARP by 5:30 PM.  After Time Administration runs at 5:30 PM, payable time must be approved by 6:00 PM, in order for a paycheck record to be created.

NOTE: Terminations and Retirements must be entered by 6:00 PM on November 19, 2019 and reported time must be submitted (and approved if applicable) by 5:30 PM in order for leave payouts to be calculated correctly.

Wednesday, November 20, 2019
The second on-cycle preliminary pay calculation for the period ending November 16, 2019 will occur November 20, 2019.

Regents’ on-cycle files for the period ending November 16, 2019 must be received by the Department of Administration by 4:00 PM on November 20, 2019. (These files would normally be due Thursday, November 21, 2019.)

Thursday, November 21, 2019
The third on-cycle preliminary pay calculation for the period ending November 16, 2019 will occur November 21, 2019. 

Regents’ Run A off-cycle payroll files for the period ending November 16, 2019 must be received by the Department of Administration by 4:00 PM on November 21, 2019. (These files would normally be due Friday, November 22, 2019.)

Friday, November 22, 2019
Final pay confirmation for the on-cycle payroll for the period ending November 16, 2019 will occur November 22, 2019.  For SHARP agencies, all employees’ reported time must be entered (and approved if applicable) into SHARP by 5:30 PM.  After Time Administration runs at 5:30 PM, payable time must be approved by 6:00 PM, in order for a paycheck record to be created. All deduction and tax data changes must be entered by 6:00 PM on November 22, 2019 in order to be reflected in the final paycheck created for the employee. Paychecks for the on-cycle will be dated November 27, 2019.

Sunday, November 24, 2019
Regents’ on-cycle payroll files for the period ending November 16, 2019 will be processed on this date.

Monday, November 25, 2019
The Run A off-cycle for the period ending November 16, 2019 will be processed November 25, 2019. SHARP agencies have until 6:00 PM on this date to enter supplemental and/or adjustment run controls for the Run A off-cycle. All employees’ reported time must be entered (and approved if applicable) by 5:30 PM. Payable time must be approved by 6:00 PM. Paychecks for the Run A off-cycle will be dated November 27, 2019.

The Regents’ Run A off-cycle payroll files for the period ending November 16, 2019 will also be processed on this date.

Payroll Journal transactions for the SHARP on-cycle payroll for the period ending November 16, 2019 will be posted to SMART during Monday night's SMART batch processing cycle. (This process would normally occur Wednesday, November 27, 2019.)

Tuesday, November 26, 2019
Regents’ Run B off-cycle payroll files for the period ending November 16, 2019 must be received by the Department of Administration by 4:00 PM on November 26, 2019.

Wednesday, November 27, 2019
Payday for the payroll period ending November 16, 2019. (It would normally be Friday, November 29, 2019)

The Run B off-cycle for the period ending November 16, 2019 will be processed November 27, 2019.  SHARP agencies have until 6:00 PM on this date to enter supplemental and/or adjustment run controls for the Run B off-cycle.  All employees’ reported time must be entered (and approved if applicable) by 5:30 PM. Payable time must be approved by 6:00 PM.  Paychecks for the Run B off-cycle will be dated December 4, 2019. (It would normally be Monday, December 2, 2019.)

Regents’ Run C off-cycle payroll files for the period ending November 16, 2019 must be received by the Department of Administration by 4:00 PM on November 27, 2019. (These files would normally be due Friday, November 29, 2019.)

Thursday, November 28, 2019
Thanksgiving Holiday
Time Administration runs hourly 7:30 AM – 5:30 PM

Friday, November 29, 2019
Thanksgiving Holiday
Time Administration runs hourly 7:30 AM – 5:30 PM

Beginning Monday, December 2, 2019 batch jobs will return to the normal payroll processing schedule. Attached is a partial calendar for the month of November 2019, which highlights key payroll processing activity for the month.  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 circular.

Please note the changes to the payroll processing schedule and adjust your schedules accordingly. If it becomes necessary to change any of the payroll processing dates identified above, notification of the change will be provided to all subscribers of the SHARP Infolist.  SHARP users interested in subscribing to the Infolist, but who have not yet done so, can subscribe at https://www.admin.ks.gov/resources/informational-circulars.

JG:NTR:abe

November Calendar
Printable Version of 20-P-016

 

 

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