Kansas Department of Administration

08-P-008 Key Payroll Processing Dates in November 2007 (Supersedes 07-P-011)

DATE: October 8, 2007
SUBJECT: Key Payroll Processing Dates in November 2007
EFFECTIVE DATE: November 2007
CONTACT: Joyce Dickerson (785) 296-3979 Joyce.Dickerson@da.ks.gov
APPROVAL: Image of approval signature.
SUMMARY: Payroll processing schedule changes due to the November 2007 holidays.

Monday, November 12, 2007 (Veterans' Day), Thursday, November 22, 2007 and Friday, November 23, 2007 (Thanksgiving Holiday) are designated holidays for state service in 2007.  

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 2, 2007

Payday for the payroll period ending October 20, 2007.

Regents’ Run C off-cycle payroll files for the period ending October 20, 2007 must be received by the Department of Administration by 5:00 PM on November 2, 2007.

Monday, November 5, 2007

Time and leave interface agencies must have time and leave files for the period ending November 3, 2007 submitted to the Department of Administration for processing by 5:00 PM on November 5, 2007.

The Run C off-cycle for the period ending October 20, 2007 will be processed November 5, 2007.  SHARP agencies have until 6:00 PM on this date to enter supplemental and/or adjustment run controls for the Run C off-cycle.  Paychecks for the Run C off-cycle will be dated November 8, 2007.

Tuesday, November 6, 2007

Paysheets for the on-cycle payroll for the period ending November 3, 2007 will be created on Tuesday, November 6, 2007.  All job actions (i.e., promotions, terminations, new hires, leave of absences, step increases, etc.) must be entered by 6:00 PM on November 6, 2007 in order to be reflected on the paysheets for this period.

The first on-cycle preliminary pay calculation for the period ending November 3, 2007 will also occur November 6, 2007; therefore, all time and leave data should be entered into SHARP and designated ‘OK to process’ by 6:00 PM.

Wednesday, November 7, 2007

The second on-cycle preliminary pay calculation for the period ending November 3, 2007 will occur November 7, 2007.

Thursday, November 8, 2007

The third on-cycle preliminary pay calculation for the period ending November 3, 2007 will occur November 8, 2007.

Regents’ on-cycle payroll files for the period ending November 3, 2007 are due to the Department of Administration by 6:00 AM on November 8, 2007.  (These files would normally be due Friday, November 9, 2007.)

Friday, November 9, 2007

Final pay confirmation for the on-cycle payroll for the period ending November 3, 2007 will occur November 9, 2007.  All employees’ time and leave records must be ‘OK to Process’ by 6:00 PM on November 9, 2007 in order for a paycheck record to be created.  All deduction and tax data changes must be entered by 6:00 PM on November 9, 2007 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 3, 2007 must be received by the Department of Administration by 5:00 PM on November 9, 2007.

Monday, November 12, 2007
Veterans' Day Holiday

Tuesday, November 13, 2007

The Run A off-cycle for the period ending November 3, 2007 will be processed November 13, 2007.  (This off-cycle would normally be scheduled for Monday, November 12, 2007.)  SHARP agencies have until 6:00 PM on this date to enter supplemental and/or adjustment run controls for the Run A off-cycle.  Paychecks for the Run A off-cycle will be dated November 16, 2007.

Encumbrance transactions for the SHARP on-cycle payroll for the period ending November 3, 2007 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 3, 2007 must be received by the Department of Administration by 5:00 PM on November 13, 2007 in order to be processed on Wednesday, November 14, 2007.

Wednesday, November 14, 2007

The Run B off-cycle for the period ending November 3, 2007 will be processed November 14, 2007.  SHARP agencies have until 6:00 PM on this date to enter supplemental and/or adjustment run controls for the Run B off-cycle.  Paychecks for the Run B off-cycle will be dated November 19, 2007.

Friday, November 16, 2007

Payday for the payroll period ending November 3, 2007.

Time and leave interface agencies must have time and leave files for the period ending November 17, 2007 submitted to the Department of Administration for processing by 5:00 PM on November 16, 2007.  (These files would normally be due Monday, November 19, 2007.)

Regents’ Run C off-cycle payroll files for the period ending November 3, 2007 must be received by the Department of Administration by 5:00 PM on November 16, 2007.

Monday, November 19, 2007

Paysheets for the on-cycle payroll for the period ending November 17, 2007 will be created on Monday, November 19, 2007.  All job actions (i.e., promotions, terminations, new hires, leave of absences, step increases, etc.) must be entered by 6:00 PM on November 19, 2007 in order to be reflected on the paysheets for this period.  (Paysheets would normally be created on Tuesday, November 20, 2007.)

The first on-cycle preliminary pay calculation for the period ending November 17, 2007 will also occur November 19, 2007, rather than Tuesday, November 20, 2007; therefore, all time and leave data should be entered into SHARP and designated ‘OK to process’ by 6:00 PM November 19, 2007.  Please note that there will be only two SHARP on-cycle preliminary payroll calculations for the pay period ending November 17, 2007.

The Run C off-cycle for the period ending November 3, 2007 will be processed November 19, 2007.  SHARP agencies have until 6:00 PM on this date to enter supplemental and/or adjustment run controls for the Run C off-cycle. Paychecks for the Run C off-cycle will be dated November 26, 2007.  (Paychecks would normally be dated Thursday, November 22, 2007.)

Tuesday, November 20, 2007

The second on-cycle preliminary pay calculation for the period ending November 17, 2007 will occur November 20, 2007.

Wednesday, November 21, 2007

Final pay confirmation for the on-cycle payroll for the period ending November 17, 2007 will occur November 21, 2007.  (Final pay confirmation would normally occur Friday, November 23, 2007).  All employees’ time and leave records must be ‘OK to Process’ by 6:00 PM on November 21, 2007 in order for a paycheck record to be created.  All deduction and tax data changes must be entered by 6:00 PM on November 21, 2007 in order to be reflected in the final paycheck created for the employee.

Regents’ on-cycle payroll files for the period ending November 17, 2007 are due to the Department of Administration by 6:00 AM on November 21, 2007.  (These files would normally be due Friday, November 23, 2007.)

Regents’ Run A off-cycle payroll files for the period ending November 17, 2007 must be received by the Department of Administration by 5:00 PM on November 21, 2007.  (These files would normally be due Friday, November 23, 2007.)

Thursday, November 22, 2007
Thanksgiving Holiday

Friday, November 23, 2007
Thanksgiving Holiday

Attached is a calendar for the month of November 2007, 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://da.ks.gov/sharp/infolist.htm.

KEO:JJM:kao

Attachment:November 2007 Payroll Calendar

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