Kansas Department of Administration

04-P-008 Key Payroll Processing Dates in November 2003 (Supersedes 03-p-016)

DATE: October 16, 2003
SUBJECT: Key Payroll Processing Dates in November 2003
EFFECTIVE DATE: November 2003
CONTACT: Roger Basinger (785) 296-5387 roger.basinger@da.state.ks.us
APPROVAL: Approved by Dale Brunton
SUMMARY: Payroll processing schedule changes due to the November 2003 holidays.

Tuesday, November 11, 2003 (Veterans' Day), Thursday, November 27, 2003 and Friday, November 28, 2003 (Thanksgiving Holiday) are designated holidays for state service in 2003. Due to the holidays in November, variations have been made 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.

Friday, November 7, 2003

Payday for the payroll period ending October 25, 2003.

Time and leave interface agencies must have time and leave files for the period ending November 8, 2003 submitted to the Department of Administration for processing by 5:00 PM on November 7, 2003 (these files would normally be due Monday). 

Regents' Run C off-cycle payroll files for the period ending October 25, 2003 must be received by the Department of Administration by 5:00 PM on November 7, 2003.

Monday, November 10, 2003

Paysheets for the on-cycle payroll for the period ending November 8, 2003 will be created on Monday, November 10, 2003. All job actions (i.e., promotions, terminations, new hires, leave of absences, step increases, etc.) must be entered by 6:00 PM on November 10, 2003 in order to be reflected on the paysheets for this period.

The first on-cycle preliminary pay calculation for the period ending November 8, 2003 will also occur November 10, 2003; therefore, all time and leave data should be entered into SHARP and designated 'OK to process' by 6:00 PM. 

The Run C off-cycle for the period ending October 25, 2003 will be processed November 10, 2003. SHARP agencies have until 6:00 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 November 13, 2003.

Tuesday, November 11, 2003
(Veterans' Day Holiday)

Wednesday, November 12, 2003

The second on-cycle preliminary pay calculation for the period ending November 8, 2003 will occur November 12, 2003.

Thursday, November 13, 2003

The third on-cycle preliminary pay calculation for the period ending November 8, 2003 will occur November 13, 2003.

Friday, November 14, 2003

Regents' on-cycle payroll files for the period ending November 8, 2003 are due to the Department of Administration by 6:00 AM on November 14, 2003.

Final pay confirmation for the on-cycle payroll for the period ending November 8, 2003 will occur November 14, 2003. All employees' time and leave records must be 'OK to Process' by 6:00 PM on November 14, 2003 in order for a paycheck record to be created. All deduction and tax data changes must be entered by 6:00 PM on November 14, 2003 in order to be reflected in the final paycheck created for the employee.

Regents' Run A off-cycle payroll files for the period ending November 8, 2003 must be received by the Department of Administration by 5:00 PM on November 14, 2003.

Monday, November 17, 2003

The Run A off-cycle for the period ending November 8, 2003 will be processed November 17, 2003. SHARP agencies have until 6:00 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 November 21, 2003.

Tuesday, November 18, 2003 

Encumbrance transactions for the SHARP on-cycle payroll for the period ending November 8, 2003 will be posted to STARS during Tuesday night's STARS batch processing cycle.

Regents' Run B off-cycle payroll files for the period ending November 8, 2003 must be received by the Department of Administration by 5:00 PM on November 18, 2003 in order to be processed on Wednesday, November 19, 2003.

Wednesday, November 19, 2003 

The Run B off-cycle for the period ending November 8, 2003 will be processed November 19, 2003. SHARP agencies have until 6:00 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 November 24, 2003.

Friday, November 21, 2003 

Payday for the payroll period ending November 8, 2003.

Time and leave interface agencies must have time and leave files for the period ending November 22, 2003 submitted to the Department of Administration for processing by 5:00 PM on November 21, 2003 (these files would normally be due Monday).

Regents' Run C off-cycle payroll files for the period ending November 8, 2003 must be received by the Department of Administration by 5:00 PM on November 21, 2003.

Monday, November 24, 2003 

Paysheets for the on-cycle payroll for the period ending November 22, 2003 will be created on Monday, November 24, 2003. All job actions (i.e., promotions, terminations, new hires, leave of absences, step increases, etc.) must be entered by 6:00 PM on November 24, 2003 in order to be reflected on the paysheets for this period.

The Run C off-cycle for the period ending November 8, 2003 will be processed November 24, 2003. SHARP agencies have until 6:00 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 1, 2003.

The first on-cycle preliminary pay calculation for the period ending November 22, 2003 will also occur November 24, 2003; therefore, all time and leave data should be entered into SHARP and designated 'OK to process' by 6:00 PM. Please note that there will be only two SHARP on-cycle preliminary payroll calculations for the pay period ending November 22, 2003.

Tuesday, November 25, 2003 

The second on-cycle preliminary pay calculation for the period ending November 22, 2003 will occur November 25, 2003.

Wednesday, November 26, 2003

Final pay confirmation for the on-cycle payroll for the period ending November 22, 2003 will occur November 26, 2003 (Final pay confirmation would normally occur Friday). All employees' time and leave records must be 'OK to Process' by 6:00 PM on November 26, 2003 in order for a paycheck record to be created. All deduction and tax data changes must be entered by 6:00 PM on November 26, 2003 in order to be reflected in the final paycheck created for the employee.

Regents' on-cycle payroll files for the period ending November 22, 2003 are due to the Department of Administration by 6:00 AM on November 26, 2003.

Regents' Run A off-cycle payroll files for the period ending November 22, 2003 must be received by the Department of Administration by 5:00 PM on November 26, 2003.

Attached is a calendar for the month of November 2003, 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 http://www.da.ks.gov/sharp/infolist.htm.

DB:JJM:rdb

Attachment: Payroll Calendar - November 2003 (.pdf)

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