Kansas Department of Administration

09-P-007 Key Payroll Processing Dates in November 2008 (Supersedes 08-P-008)

DATE: October 8, 2008
SUBJECT:

Key Payroll Processing Dates in November 2008

EFFECTIVE DATE: November 2008
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 2008 holidays.

Tuesday, November 11, 2008 (Veterans' Day), Thursday, November 27, 2008 and Friday, November 28, 2008 (Thanksgiving Holiday) are designated holidays for state service in 2008.

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.

Monday, November 3, 2008

The Run C off-cycle for the period ending October 18, 2008 will be processed November 3, 2008. 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 6, 2008.

Time and leave interface agencies must have time and leave files for the period ending November 1, 2008 submitted to the Department of Administration for processing by 5:00 PM on November 3, 2008.

Tuesday, November 4, 2008

Paysheets for the on-cycle payroll for the period ending November 1, 2008 will be created on Tuesday, November 4, 2008. All job actions (i.e., promotions, terminations, new hires, leave of absences, step increases, etc.) must be entered by 6:00 PM on November 4, 2008 in order to be reflected on the paysheets for this period.

The first on-cycle preliminary pay calculation for the period ending November 1, 2008 will also occur November 4, 2008; therefore, all time and leave data should be entered into SHARP and designated ‘OK to process’ by 6:00 PM.

Wednesday, November 5, 2008

The second on-cycle preliminary pay calculation for the period ending November 1, 2008 will occur November 5, 2008.

Thursday, November 6, 2008

The third on-cycle preliminary pay calculation for the period ending November 1, 2008 will occur November 6, 2008.

Regents’ on-cycle payroll files for the period ending November 1, 2008 are also due to the Department of Administration by 6:00 AM on November 6, 2008. (These files would normally be due Friday, November 7, 2008.)

Friday, November 7, 2008

Final pay confirmation for the on-cycle payroll for the period ending November 1, 2008 will occur November 7, 2008. All employees’ time and leave records must be ‘OK to Process’ by 6:00 PM on November 7, 2008 in order for a paycheck record to be created. All deduction and tax data changes must be entered by 6:00 PM on November 7, 2008 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 1, 2008 must be received by the Department of Administration by 5:00 PM on November 7, 2008.

Sunday, November 9, 2008

The Regents’ on-cycle files for the period ending November 1, 2008 will be processed.

Monday, November 10, 2008

The Run A off-cycle for the period ending November 1, 2008 will be processed November 10, 2008. Paychecks for the Run A off-cycle will be dated November 14, 2008.

Regents’ Run B off-cycle payroll files for the period ending November 1, 2008 must be received by the Department of Administration by 5:00 PM on November 10, 2008 in order to be processed on Wednesday, November 12, 2008. (These files would normally be due Tuesday, November 11, 2008)

Encumbrance transactions for the SHARP on-cycle payroll for the period ending November 1, 2008 will be posted to STARS during Monday night's STARS batch processing cycle. (This process would normally occur Tuesday, November 11, 2008.)

Tuesday, November 11, 2008
Veterans' Day Holiday

Wednesday, November 12, 2008

The Run B off-cycle for the period ending November 1, 2008 will be processed November 12, 2008. 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 17, 2008.

Thursday, November 13, 2008

Time and leave interface agencies must have time and leave files for the period ending November 15, 2008 submitted to the Department of Administration for processing by 5:00 PM on November 13, 2008. (These files would normally be due Monday, November 17, 2008.)
 

Friday, November 14, 2008

Payday for the payroll period ending November 1, 2008.

Regents’ Run C off-cycle payroll files for the period ending November 1, 2008 must be received by the Department of Administration by 5:00 PM on November 14, 2008.

Monday, November 17, 2008

Paysheets for the on-cycle payroll for the period ending November 15, 2008 will be created on Monday, November 17, 2008. All job actions (i.e., promotions, terminations, new hires, leave of absences, step increases, etc.) must be entered by 6:00 PM on November 17, 2008 in order to be reflected on the paysheets for this period. (Paysheets would normally be created on Tuesday, November 18, 2008.)

The first on-cycle preliminary pay calculation for the period ending November 15, 2008 will also occur November 17, 2008, rather than Tuesday, November 18, 2008; therefore, all time and leave data should be entered into SHARP and designated ‘OK to process’ by 6:00 PM November 17, 2008. Please note that there will be only two SHARP on-cycle preliminary payroll calculations for the pay period ending November 15, 2008.

The Run C off-cycle for the period ending November 1, 2008 will be processed November 17, 2008. 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 20, 2008.

Tuesday, November 18, 2008

The second on-cycle preliminary pay calculation for the period ending November 15, 2008 will occur November 18, 2008.

Wednesday, November 19, 2008

Final pay confirmation for the on-cycle payroll for the period ending November 15, 2008 will occur November 19, 2008. (Final pay confirmation would normally occur Friday, November 21, 2008). All employees’ time and leave records must be ‘OK to Process’ by 6:00 PM on November 19, 2008 in order for a paycheck record to be created. All deduction and tax data changes must be entered by 6:00 PM on November 19, 2008 in order to be reflected in the final paycheck created for the employee.

Regents’ on-cycle payroll files for the period ending November 15, 2008 are due to the Department of Administration by 6:00 AM on November 19, 2008. (These files would normally be due Friday, November 21, 2008.)

Thursday, November 20, 2008

Regents’ Run A off-cycle payroll files for the period ending November 15, 2008 must be received by the Department of Administration by 5:00 PM on November 20, 2008. (These files would normally be due Friday, November 21, 2008.) The Regents’ on-cycle files for the period ending November 15, 2008 will be processed.

Friday, November 21, 2008

The Run A off-cycle for the period ending November 15, 2008 will be processed November 21, 2008. (This off-cycle would normally be scheduled for Monday, November 24, 2008.) Paychecks for the Run A off-cycle will be dated November 26, 2008.

Monday, November 24, 2008

Encumbrance transactions for the SHARP on-cycle payroll for the period ending November 15, 2008 will be posted to STARS during Monday night's STARS batch processing cycle. (This process would normally occur Tuesday, November 25, 2008.)

Tuesday, November 25, 2008

Regents’ Run B off-cycle payroll files for the period ending November 15, 2008 must be received by the Department of Administration by 5:00 PM on November 25, 2008.

Wednesday, November 26, 2008

Payday for the payroll period ending November 15, 2008. (It would normally be Friday, November 28, 2008)

The Run B off-cycle for the period ending November 15, 2008 will be processed November 26, 2008. 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 December 3, 2008. (Paychecks would normally be dated Monday, December 1, 2008.)

Regents’ Run C off-cycle payroll files for the period ending November 15, 2008 must be received by the Department of Administration by 5:00 PM on November 26, 2008. (These files would normally be due Friday, November 28, 2008.)

Thursday, November 27, 2008
Thanksgiving Holiday

Friday, November 28, 2008
Thanksgiving Holiday

Attached is a calendar for the month of November 2008, 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.state.ks.us/sharp/infolist.htm.

KEO:NTR:ccl

Attachment: November 2008 Payroll Calendar (pdf)

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