00-P-007 Key Payroll Processing Dates in November 1999 (Supersedes Informational Circular 99-P-010)
| DATE: | October 22, 1999 | ||
|---|---|---|---|
| SUBJECT: | Key Payroll Processing Dates in November 1999 | ||
| EFFECTIVE DATE: | Immediately | ||
| CONTACT: | Payroll Services | (785) 296-3146 | |
| APPROVAL: |  |
||
| SUMMARY: | Payroll processing schedule changes due to the November 1999 holidays. | ||
Friday, November 26, 1999, is a designated holiday for state service in 1999; therefore, the pay date for the period ending November 13, 1999 is Wednesday, November 24, 1999. Direct deposit advices will be mailed on Monday, November 22, 1999; paychecks will be mailed on Tuesday, November 23, 1999.
Due to the Veterans Day holiday (November 11, 1999) and Thanksgiving holiday (November 25 & 26, 1999), the following variations have been made to the 'normal' payroll processing schedule. Agencies are asked to note the payroll processing date changes, which are occurring on a different day of the week than normally scheduled.
Thursday, November 4, 1999
Regents' on-cycle payroll files for the period ending October 30, 1999 are due to the Department of Administration by 6:00 AM on November 4, 1999 to ensure timely issuance of the pay on November 12, 1999 (These files would normally be due Friday).
Friday, November 12, 1999
Time and leave interface agencies must have time and leave files for the period ending November 13, 1999 submitted to the Department of Administration for processing by 5:00 PM on November 12, 1999 (These files would normally be due Monday). Paper agencies time and leave documents are due to Payroll Services by 5:00 PM on November 12, 1999.
Monday, November 15, 1999
Paysheets for the on-cycle payroll for the period ending November 13, 1999 will be created on November 15, 1999 (Paysheets would normally be 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 15, 1999 in order to be reflected on the paysheets for this period. The first on-cycle preliminary pay calculation for the period ending November 13, 1999 will also occur November 15, 1999; therefore, all time and leave data should be entered into SHaRP and designated 'OK to process' by 5:00 PM.
Please note that there will only be two SHaRP on-cycle preliminary payroll calculations for the period ending November 13, 1999.
Tuesday, November 16, 1999
The second on-cycle preliminary pay calculation for the period ending November 13, 1999 will occur November 16, 1999.
The general ledger extract for the payroll period ending October 30, 1999 will also be created on this date.
Wednesday, November 17, 1999
Final pay confirmation for the on-cycle payroll for the period ending November 13,1999 will occur November 17, 1999 (Final pay confirmation would normally occur Friday). All employees' time and leave records must be 'OK to Process' by 5:00 PM on November 17, 1999 in order for a paycheck record to be created. All deduction and tax data changes must be entered by 5:00 PM on November 17, 1999 in order to be reflected in the final paycheck created for the employee.
Regents' on-cycle payroll files for the period ending November 13, 1999 are due to the Department of Administration by 6:00 AM on November 17, 1999 to ensure timely issuance of the pay on November 24, 1999.
Please note that 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 November 13, 1999 is Monday, November 29, 1999, providing the necessary supplemental or adjustment run control has been entered by 5:00 PM on Monday, November 22, 1999.
Thursday, November 18, 1999
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 24, 1999.
Friday, November 19, 1999
The final SHaRP on-cycle payroll reports, with the exception of the KPAYWAGE, for the period ending November 13, 1999 will be available in the agency directories on the MVS (for on-line agencies) and will be distributed (for paper-user agencies) on November 19, 1999.
Regents' Run A off-cycle payroll files for the period ending November 13, 1999 must be received by the Department of Administration by 5:00 PM on November 19, 1999 in order to be processed on Monday, November 22, 1999.
Monday, November 22, 1999
KPAYWAGE reports for the on-cycle for the period ending November 13, 1999 will be available in the agency directories (for on-line agencies) and will be distributed (for paper-user agencies) on November 22, 1999.
The Run A off-cycle for the period ending November 13, 1999 will be processed November 22, 1999. SHaRP agencies have until 5:00 PM on this date to enter supplemental and/or adjustments run controls for the Run A off-cycle.
Paychecks for the Run A off-cycle will be dated Monday, November 29, 1999 rather than the SHaRP on-cycle pay date of Wednesday, November 24, 1999.
Encumbrance transactions for the SHaRP on-cycle payroll for the period ending November 13, 1999 will be posted to STARS during Monday night's STARS batch processing cycle.
Tuesday, November 23, 1999
Regents' Run B off-cycle payroll files for the period ending November 13, 1999 must be received by the Department of Administration by 5:00 PM on November 23, 1999 in order to be processed on Wednesday, November 24, 1999.
Wednesday, November 24, 1999
Payday for the payroll period ending November 13, 1999.
The Run B off-cycle for the period ending November 13, 1999 will be processed November 24, 1999. SHaRP agencies have until 5:00 PM on this date to enter supplemental and /or adjustments run controls for the Run B off-cycle.
Paychecks for the Run B off-cycle will be dated December 1, 1999.
Regents' Run C off-cycle payroll files for the period ending November 13, 1999 must be received by the Department of Administration by 5:00 PM on November 24, 1999 in order to be processed on Monday, November 29, 1999.
Monday, November 29, 1999
The Run C off-cycle for the period ending November 13, 1999 will be processed November 29, 1999. SHaRP agencies have until 5:00 PM on this date to enter supplemental and /or adjustments run controls for the Run C off-cycle.
Paychecks for the Run C off-cycle will be dated December 2, 1999.
Attached is a calendar for the month of November 1999, 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 dates 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 state agencies via the SHaRP on-line message panel and the SHaRP web site (http://www.da.ks.gov/sharp/). On-line users should review the SHaRP message panel or web site daily to determine if new messages have been added. Paper-users will be notified of any changes to these dates via telephone.
SAM:JJM:RB
Attachment: November, 1999 calendar highlighting key payroll processing activity (.pdf)
