Kansas Department of Administration

98-P-006 Key Payroll Processing Dates in November, 1997 (Supersedes 97-P-006)

Posted on October 21, 2021 at 12:50 PM by Kansas Department of Administration

DATE: October 24, 1997
SUBJECT: Key Payroll Processing Dates in November, 1997
EFFECTIVE DATE: Immediately
CONTACT: Payroll Services (785) 296-3146
APPROVAL:
SUMMARY: Payroll processing deadlines which need to be noted due to the holidays which occur in November, 1997

Friday, November 28, 1997, is a designated holiday for state service in 1997; therefore, the pay date for the payroll period ending 11/15/97 is Wednesday, November 26, 1997. All paycheck stubs and advises issued to employees on November 14, 1997 will include a message informing the employee that the next pay date is Wednesday, November 26. Direct deposit advises will be mailed on Monday, November 24; paychecks will be mailed on Tuesday, November 25.

Due to the Veterans Day and Thanksgiving holidays in November, there are some other variations to the 'normal' payroll processing deadlines which occur during the month of November. Agencies are asked to note the following key payroll processing dates which occur on a day of the week that is different than usual:

Thursday, November 6 - Regents' on-cycle payroll files for the payroll period ending 11/01/97 are due to the Department of Administration by 6:00 am on November 6 to ensure timely issuance of the pay on November 14, 1997. (These are normally due on Friday)

Friday, November 14 - Time and leave interface agencies must have time and leave files for the period ending 11/15/97 submitted to the Department of Administration for processing by 5:00 pm on November 14 (normally due on Monday). Paper-user agencies should submit time and leave documents to Payroll Services by 5:00 pm on November 14.

Monday, November 17 - Paysheets for the on-cycle payroll for the period ending 11/15/97 will be created on November 17 (normally created on Tuesday). All job actions (i.e., promotions, terminations, new hires, leave of absences, step increases, etc.) must be entered by 5:00 pm on November 17 in order to be reflected on the paysheets for this period. The first on-cycle preliminary pay calculation for the period ending 11/15/97 will also occur on November 17; therefore, all time and leave data should be entered into SHARP and designated 'OK to process' by 5:00 pm.

Tuesday, November 18 - The last SHARP off-cycle (KA4) and the last Regents' off-cycle for the payroll period ending 11/01/97 will be processed on November 18 (normally processed on Wednesday). SHARP agencies have until 5:00 pm on November 18 to enter supplemental and/or adjustment run controls for the KA4 off-cycle payroll. Regents' off-cycle payroll files must be approved by 5:00 pm on November 18 in order to be included in the off-cycle. In order to be approved by 5:00 pm on November 18, the Regents' off-cycle payroll files must be received by 5 pm on the preceding business day. Checks for this off-cycle will be dated November 24, 1997. The KPAY303 data file for the period ending 11/01/97 will also be created on November 18.

Wednesday, November 19 - Final pay confirmation for the on-cycle payroll for the period ending 11/15/97 will occur on November 19 (normally occurs on Friday). All employees' time and leave records must be 'OK to Process' by 5:00 pm on November 19 in order for a paycheck record to be created. All deduction and tax data changes must be entered by 5:00 pm on November 19 in order to be reflected in the final paycheck created for the employee. The general ledger extract for the period ending 11/01/97 will also be created on this date. Regents' on-cycle payroll files for the payroll period ending 11/15/97 are due to the Department of Administration by 6:00 am on November 19 to ensure timely issuance of the pay on November 26, 1997. PLEASE NOTE: Only two SHARP preliminary payroll calculations will occur for the period ending 11/15/97. In addition, an off-cycle will not be available to process late paychecks with the same pay date as the on-cycle payroll. The earliest date that an employee can receive an off-cycle check for the period ending 11/15/97 is Monday, December 1, 1997, providing the necessary supplemental or adjustment run control has been entered by 5:00 pm on Monday, November 24.

Thursday, November 20 - On-line access to SHARP for all users will not be available due to batch processing which must occur to ensure timely issuance of payroll on November 26, 1997.

Friday, November 21 - Final on-cycle SHARP payroll reports, with the exception of the KPAYWAGE, will be available on November 21 in the agency directories on the MVS. Final on-cycle payroll reports (except for the KPAYWAGE) for paper-user agencies will be distributed on November 21.

Monday, November 24 - KPAYWAGE reports for the on-cycle for the payroll period ending 11/15/97 will be available on November 24 in the agency directories. KPAYWAGE reports for paper-user agencies will be distributed on November 24. The first SHARP off-cycle (KA1) and the first Regents' off-cycle for the payroll period ending 11/15/97 will be processed November 24. SHARP agencies have until 5:00 pm on this date to enter supplemental and/or adjustment run controls for the KA1 off-cycle payroll. Regents' offcycle payroll files must be approved by 5:00 pm on November 24 in order to be included in the off-cycle. In order to be approved by 5:00 pm on November 24, the Regents' off-cycle payroll files must be received by 5 pm on the preceding business day. PLEASE NOTE: paychecks for this off-cycle will be dated December 1, 1997 (NOT NOVEMBER 26). Encumbrance transactions for the SHARP on-cycle payroll for the period ending 11/15/97 will be posted to STARS during Monday night's STARS batch processing cycle.

Wednesday, November 26 - PAYDAY for the payroll period ending 11/15/97. The second SHARP off-cycle (KA2) and the second Regents' off-cycle for the payroll period ending 11/15/97 will be processed. SHARP agencies have until 5:00 pm on this date to enter supplemental and/or adjustment run controls for the KA2 off-cycle payroll. Regents' offcycle payroll files must be approved by 5:00 pm on November 26 in order to be included in the off-cycle. In order to be approved by 5:00 pm on November 26, the Regents' off-cycle payroll files must be received by 5 pm on the preceding business day. Checks for this offcycle payroll will be dated December 3, 1997.

Attached is a calendar for the month of November, 1997 which highlights the key payroll processing activity for the month. This calendar does not provide the same level of detail as that provided in this informational circular nor in the SHARP bi-weekly payroll schedule issued under Informational Circular No. 97-P-010 dated December 2, 1996. The attached calendar is intended for use as a supplementary reference tool to these informational circulars.

Please make note of the above payroll processing dates and adjust your schedules accordingly. If, in order to ensure the timely issuance of the payroll, it becomes necessary to change any of the processing dates identified above, notification of the change will be provided to all state agencies via the SHARP on-line message panel. On-line user agencies should be reviewing the SHARP message panel on a daily basis to determine if new messages have been added. Paper-user agencies will be notified of any changes to these dates via telephone.

SAM:JJM:wm

Attachment: November Calendar

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