Kansas Department of Administration

10-P-007 Changes to the Payroll Processing Schedule for the Payroll Periods Ending December 12, 2009 and December 26, 2009

DATE: November 10 , 2009
SUBJECT:

Changes to the Payroll Processing Schedule for the Payroll Periods Ending December 12, 2009 and December 26, 2009

EFFECTIVE DATE: Immediately
CONTACT:

Joyce Dickerson

(785) 296-3979

Joyce.Dickerson@da.ks.gov

APPROVAL: Image of approval signature.
SUMMARY:

Changes to the payroll processing schedule for the payroll periods ending December 12, 2009 and December 26, 2009 due to December 25, 2009 being designated a state holiday

As a result of Governor Parkinson declaring Friday, December 25, 2009 as a state holiday for 2009, the following changes have been made to the December payroll processing schedule for the payroll periods ending December 12, 2009 and December 26, 2009:

Friday, December 11, 2009

Payday for the payroll period ending November 28, 2009.

Monday, December 14, 2009

The Run 'C' off-cycle for the payroll period ending November 28, 2009 continues to be scheduled for December 14, 2009. The check issue date for the Run 'C' off-cycle will remain Thursday, December 17, 2009.

Tuesday, December 15, 2009

Paysheets for the on-cycle payroll for the period ending December 12, 2009 will be created as usual on Tuesday, December 15, 2009. All job actions (i.e. promotions, terminations, new hires, leave of absences, step increases, etc.) must be entered by 6:00 p.m. on December 15, 2009 in order to be reflected on the paysheets for this period.

The first on-cycle preliminary pay calculation for the period ending December 12, 2009 will also occur December 15, 2009; therefore, all time and leave data should be entered into SHARP and designated ‘OK to Process’ by 6:00 p.m. December 15, 2009.

Wednesday, December 16, 2009

The second on-cycle preliminary pay calculation for the period ending December 12, 2009 will occur December 16, 2009.

Thursday, December 17, 2009

Regents’ on-cycle payroll files for the period ending December 12, 2009 are due to the Department of Administration by 6:00 AM on December 17, 2009. (These files would normally be due Friday, December 18, 2009.)

The third on-cycle preliminary pay calculation for the period ending December 12, 2009 will occur December 17, 2009.

Friday, December 18, 2009

Final pay confirmation for the on-cycle payroll for the period ending December 12, 2009 will occur December 18, 2009. All employees’ time and leave records must be ‘OK to Process’ by 6:00 PM on December 18, 2009 in order for a paycheck record to be created. All deduction and tax data changes must be entered by 6:00 PM on December 18, 2009 in order to be reflected in the final paycheck created for the employee. The check issue date for the on-cycle will be Thursday, December 24, 2009. (It would normally be Friday, December 25, 2009.)

Regents’ Run ‘A’ off-cycle payroll files for the period ending December 12, 2009 are due to the Department of Administration by 5:00 p.m. on December 18, 2009.

Sunday, December 20, 2009

The Regents’ on-cycle files for the period ending December 12, 2009 will be processed.

Monday, December 21, 2009

The Run ‘A’ off-cycle for the period ending December 12, 2009 will be processed December 21, 2009. SHARP agencies have until 6:00 p.m. 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 Thursday, December 24, 2009.

Tuesday, December 22, 2009

Regents’ Run ‘B’ off-cycle payroll files for the period ending December 12, 2009 must be received by the Department of Administration by 5:00 pm. on December 22, 2009 in order to be processed on Wednesday, December 23, 2009.

Wednesday, December 23, 2009

The Run 'B' off-cycle for the payroll period ending December 12, 2009 continues to be scheduled for December 23, 2009. The check issue date for the Run 'B' off-cycle will remain Monday, December 28, 2009.

Thursday, December 24, 2009
Payday for the payroll period ending December 12, 2009. (It would normally be Friday, December 25, 2009)

Friday, December 25, 2009
Christmas Holiday

Monday, December 28, 2009

The Run 'C' off-cycle for the payroll period ending December 12, 2009 continues to be scheduled for December 28, 2009. The check issue date for the Run 'C' off-cycle will remain Thursday, December 31, 2009.

Time and leave interface agencies must have time and leave files for the period ending December 26, 2009 submitted to the Department of Administration for processing by 5:00 p.m. on December 28, 2009.

Paysheets for the on-cycle payroll for the period ending December 26, 2009 will be created on Monday, December 28, 2009. All job actions (i.e. promotions, terminations, new hires, leave of absences, step increases, etc.) must be entered by 6:00 p.m. on December 28, 2009 in order to be reflected on the paysheets for this period. (Paysheets would normally be created on Tuesday, December 29, 2009.)

The first on-cycle preliminary pay calculation for the period ending December 26, 2009 will also occur December 28, 2009, rather than Tuesday, December 29, 2009; therefore, all time and leave data should be entered into SHARP and designated ‘OK to Process’ by 6:00 p.m. December 28, 2009.

Tuesday, December 29, 2009

The 2nd on-cycle preliminary pay calculation for the period ending December 26, 2009 will occur December 29, 2009.

Wednesday, December 30, 2009

The 3rd on-cycle preliminary pay calculation for the period ending December 26, 2009 will occur December 30, 2009.

Thursday, December 31, 2009

Regents’ on-cycle payroll files for the period ending December 26, 2009 are due to the Department of Administration by 6:00 AM on December 31, 2009. (These files would normally be due Friday, January 1, 2010.)

Final pay confirmation for the on-cycle payroll for the period ending December 26, 2009 will occur December 31, 2009. All employees’ time and leave records must be ‘OK to Process’ by 6:00 PM on December 31, 2009 in order for a paycheck record to be created. All deduction and tax data changes must be entered by 6:00 PM on December 31, 2009 in order to be reflected in the final paycheck created for the employee. The check issue date for the on-cycle will be Friday, January 8, 2010.

Attached is a revised calendar for the month of December 2009 that highlights these payroll processing schedule changes due to the December 25th Christmas holiday. The informational circular for key payroll processing dates in December for calendar year end activities will be released at a later date. 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 informational circular.

Please note the changes to the payroll processing schedule and adjust your schedules accordingly. If it becomes necessary to change any of the processing dates identified above, notification of the change will be provided to all subscribers of the SHARP Infolist. SHARP users who are interested in subscribing to the Infolist, but have not yet done so, can subscribe at http://da.ks.gov/sharp/infolist.htm .

Attachment: December 2009 calendar pdf

KEO:NTR:ccl

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