Kansas Department of Administration

99-P-010 Key Payroll Processing Dates in November, 1998 (Supersedes 98-p-006)

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

DATE: October 23, 1998
SUBJECT: Key Payroll Processing Dates in November, 1998
EFFECTIVE DATE: Immediately
CONTACT: Payroll Services (785) 296-3146
APPROVAL: Approved by Dale Brunton
SUMMARY: Payroll processing deadlines which need to be noted due to the holidays which occur in November, 1998

Friday, November 27, 1998, is a designated holiday for state service in 1998; therefore, the pay date for the payroll period ending 11/14/98 is Wednesday, November 25, 1998. Direct deposit advises will be mailed on Monday, November 23; paychecks will be mailed on Tuesday, November 24.

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 5 - Regents' on-cycle payroll files for the payroll period ending 10/31/98 are due to the Department of Administration by 6:00 am on November 5 to ensure timely issuance of the pay on November 13, 1998. (These are normally due on Friday)

Friday, November 13 - Time and leave interface agencies must have time and leave files for the period ending 11/14/98 submitted to the Department of Administration for processing by 5:00 pm on November 13 (normally due on Monday). Paper-user agencies should submit time and leave documents to Payroll Services by 5:00 pm on November 13.

Monday, November 16 - Paysheets for the on-cycle payroll for the period ending 11/14/98 will be created on November 16 (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 16 in order to be reflected on the paysheets for this period. The first on-cycle preliminary pay calculation for the period ending 11/14/98 will also occur on November 16; therefore, all time and leave data should be entered into SHARP and designated 'OK to process' by 5:00 pm.

Wednesday, November 18 - Final pay confirmation for the on-cycle payroll for the period ending 11/14/98 will occur on November 18 (normally occurs on Friday). All employees' time and leave records must be 'OK to Process' by 5:00 pm on November 18 in order for a paycheck record to be created. All deduction and tax data changes must be entered by 5:00 pm on November 18 in order to be reflected in the final paycheck created for the employee. The general ledger extract for the period ending 10/31/98 will also be created on this date. Regents' on-cycle payroll files for the payroll period ending 11/14/98 are due to the Department of Administration by 6:00 am on November 18 to ensure timely issuance of the pay on November 25, 1998. PLEASE NOTE: Only two SHARP preliminary payroll calculations will occur for the period ending 11/14/98. 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 11/14/98 is Monday, November 30, 1998, providing the necessary supplemental or adjustment run control has been entered by 5:00 pm on Monday, November 23.

Thursday, November 19 - 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 25, 1998.

Friday, November 20 - Final on-cycle SHARP payroll reports, with the exception of the KPAYWAGE, will be available on November 20 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 20.

Monday, November 23 - KPAYWAGE reports for the on-cycle for the payroll period ending 11/14/98 will be available on November 23 in the agency directories. KPAYWAGE reports for paper-user agencies will be distributed on November 23. The first SHARP off-cycle (Run A) and the first Regents' off-cycle for the payroll period ending 11/14/98 will be processed November 23. SHARP agencies have until 5:00 pm on this date to enter supplemental and/or adjustment run controls for the Run A off-cycle payroll. Regents' off-cycle payroll files must be approved by 5:00 pm on November 23 in order to be included in the off-cycle. In order to be approved by 5:00 pm on November 23, 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 November 30, 1998 (NOT NOVEMBER 25). Encumbrance transactions for the SHARP on-cycle payroll for the period ending 11/14/98 will be posted to STARS during Monday night's STARS batch processing cycle.

Wednesday, November 25 - PAYDAY for the payroll period ending 11/14/98. The second SHARP off-cycle (Run B) and the second Regents' off-cycle for the payroll period ending 11/14/98 will be processed. SHARP agencies have until 5:00 pm on this date to enter supplemental and/or adjustment run controls for the Run B off-cycle payroll. Regents' off-cycle payroll files must be approved by 5:00 pm on November 25 in order to be included in the off-cycle. In order to be approved by 5:00 pm on November 25, the Regents' off-cycle payroll files must be received by 5 pm on the preceding business day. Checks for this off-cycle payroll will be dated December 2, 1998.

Attached is a calendar for the month of November, 1998 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. 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. Paperuser agencies will be notified of any changes to these dates via telephone.

SAM:JJM:LI

Attachment (pdf)

 

 

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