Kansas Department of Administration

11-P-009 Key Payroll Processing Dates in November 2010 (Supersedes: 10-P-004)

DATE: October 18, 2010
SUBJECT:

Key Payroll Processing Dates in November 2010

EFFECTIVE DATE: November 2010
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 2010 holidays.

 

Thursday, November 11, 2010 (Veterans' Day), Thursday, November 25, 2010 and Friday, November 26, 2010 (Thanksgiving Holiday) are designated holidays for state service in 2010.

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 1, 2010

The Run C off-cycle for the period ending October 16, 2010 will be processed November 1, 2010. 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 4, 2010.

Time and Leave/Time and Labor interface agencies must have time and leave files for the period ending October 30, 2010 submitted to the Department of Administration for processing by 5:00 PM on November 1, 2010.

Tuesday, November 2, 2010

Paysheets for the on-cycle payroll for the period ending October 30, 2010 will be created on Tuesday, November 2, 2010. All job actions (i.e., promotions, terminations, new hires, leave of absences, step increases, etc.) must be entered by 6:00 PM on November 2, 2010 in order to be reflected on the paysheets for this period.

The first on-cycle preliminary pay calculation for the period ending October 30, 2010 will also occur November 2, 2010; therefore, for Time and Leave agencies, all employees’ time and leave data must be entered into SHARP and designated ‘OK to Process’ by 6:00 PM in order for a paycheck record to be created. For Time and Labor agencies, all employees’ reported time must be entered into SHARP by 3:30 PM. After Time Administration runs at 3:30 PM, payable time must be approved by 6:00 PM in order for a paycheck record to be created.

Wednesday, November 3, 2010

The second on-cycle preliminary pay calculation for the period ending October 30, 2010 will occur November 3, 2010.

Regents’ on-cycle payroll files for the period ending October 30, 2010 are due to the Department of Administration by 4:00 PM on November 3, 2010.

Thursday, November 4, 2010

The third on-cycle preliminary pay calculation for the period ending October 30, 2010 will occur November 4, 2010.

Friday, November 5, 2010

Final pay confirmation for the on-cycle payroll for the period ending October 30, 2010 will occur November 5, 2010. For Time and Leave agencies, all employees’ time and leave records must be ‘OK to Process’, and for Time and Labor agencies, all employees’ payable time must be approved, by 6:00 PM on November 5, 2010 in order for a paycheck record to be created. All deduction and tax data changes must be entered by 6:00 PM on November 5, 2010 in order to be reflected in the final paycheck created for the employee.

Regents’ Run A off-cycle payroll files for the period ending October 30, 2010 must be received by the Department of Administration by 4:00 PM on November 5, 2010.

Sunday, November 7, 2010

The Regents’ on-cycle files for the period ending October 30, 2010 will be processed.

Monday, November 8, 2010

The Run A off-cycle for the period ending October 30, 2010 will be processed November 8, 2010. Paychecks for the Run A off-cycle will be dated November 12, 2010.

Tuesday, November 9, 2010

Regents’ Run B off-cycle payroll files for the period ending October 30, 2010 must be received by the Department of Administration by 4:00 PM on November 9, 2010 in order to be processed on Wednesday, November 10, 2010.

Wednesday, November 10, 2010

The Run B off-cycle for the period ending October 30, 2010 will be processed November 10, 2010. 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 15, 2010.

Thursday, November 11, 2010
Veterans' Day Holiday

Friday, November 12, 2010

Payday for the payroll period ending October 30, 2010.

Time and Leave/Time and Labor interface agencies must have time and leave files for the period ending November 13, 2010 submitted to the Department of Administration for processing by 5:00 PM on November 12, 2010. (These files would normally be due Monday, November 15, 2010.)

Regents’ Run C off-cycle payroll files for the period ending October 30, 2010 must be received by the Department of Administration by 4:00 PM on November 12, 2010.

Monday, November 15, 2010

The Run C off-cycle for the period ending October 30, 2010 will be processed November 15, 2010. 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 18, 2010.

Paysheets for the on-cycle payroll for the period ending November 13, 2010 will be created on Monday, November 15, 2010. All job actions (i.e., promotions, terminations, new hires, leave of absences, step increases, etc.) must be entered by 6:00 PM on November 15, 2010 in order to be reflected on the paysheets for this period. (Paysheets would normally be created on Tuesday, November 16, 2010.)

The first on-cycle preliminary pay calculation for the period ending November 13, 2010 will also occur November 15, 2010, rather than Tuesday, November 16, 2010; therefore, for Time and Leave agencies, all employees’ time and leave data must be entered into SHARP and designated ‘OK to Process’ by 6:00 PM in order for a paycheck record to be created. For Time and Labor agencies, all employees’ reported time must be entered into SHARP by 3:30 PM. After Time Administration runs at 3:30 PM, payable time must be approved by 6:00 PM.on November 15, 2010 in order for a paycheck record to be created. Please note that there will be only two SHARP on-cycle preliminary payroll calculations for the pay period ending November 13, 2010.

Tuesday, November 16, 2010

The second on-cycle preliminary pay calculation for the period ending November 13, 2010 will occur November 16, 2010.

Regents’ on-cycle payroll files for the period ending November 13, 2010 are due to the Department of Administration by 4:00 PM on November 16, 2010. (These files would normally be due Thursday, November 18, 2010.)

Wednesday, November 17, 2010

Final pay confirmation for the on-cycle payroll for the period ending November 13, 2010 will occur November 17, 2010. (Final pay confirmation would normally occur Friday, November 19, 2010). For Time and Leave agencies, all employees’ time and leave records must be ‘OK to Process’, and for Time and Labor agencies, all employees’ payable time must be approved, by 6:00 PM on November 17, 2010 in order for a paycheck record to be created. All deduction and tax data changes must be entered by 6:00 PM on November 17, 2010 in order to be reflected in the final paycheck created for the employee.

Thursday, November 18, 2010

The Regents’ on-cycle files for the period ending November 13, 2010 will be processed.

Regents’ Run A off-cycle payroll files for the period ending November 13, 2010 must be received by the Department of Administration by 4:00 PM on November 18, 2010. (These files would normally be due Friday, November 19, 2010.)

Friday, November 19, 2010

The Run A off-cycle for the period ending November 13, 2010 will be processed November 19, 2010. (This off-cycle would normally be scheduled for Monday, November 22, 2010.) Paychecks for the Run A off-cycle will be dated November 24, 2010.

Monday, November 22, 2010

Payroll Journal transactions for the SHARP on-cycle payroll for the period ending November 13, 2010 will be posted to SMART during Monday night's SMART batch processing cycle. (This process would normally occur Wednesday, November 24, 2010.)

Tuesday, November 23, 2010

Regents’ Run B off-cycle payroll files for the period ending November 13, 2010 must be received by the Department of Administration by 4:00 PM on November 23, 2010.

Wednesday, November 24, 2010

Payday for the payroll period ending November 13, 2010. (It would normally be Friday, November 26, 2010)

The Run B off-cycle for the period ending November 13, 2010 will be processed November 24, 2010. 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 1, 2010. (Paychecks would normally be dated Monday, November 29, 2010.)

Regents’ Run C off-cycle payroll files for the period ending November 13, 2010 must be received by the Department of Administration by 4:00 PM on November 24, 2010. (These files would normally be due Friday, November 26, 2010.)

Thursday, November 25, 2010
Thanksgiving Holiday

Friday, November 26, 2010
Thanksgiving Holiday

Monday, November 29, 2010

The Run C off-cycle for the period ending November 13, 2010 will be processed November 29, 2010. Paychecks for the Run C off-cycle will be dated December 2, 2010.

Time and Leave/Time and Labor interface agencies must have time and leave files for the period ending November 27, 2010 submitted to the Department of Administration for processing by 5:00 PM on November 29, 2010.

Tuesday, November 30, 2010

Paysheets for the on-cycle payroll for the period ending November 27, 2010 will be created on Tuesday, November 30, 2010. All job actions (i.e., promotions, terminations, new hires, leave of absences, step increases, etc.) must be entered by 6:00 PM on November 30, 2010 in order to be reflected on the paysheets for this period.

The first on-cycle preliminary pay calculation for the period ending November 27, 2010 will also occur November 30, 2010; therefore, for Time and Leave agencies, all employees’ time and leave data must be entered into SHARP and designated ‘OK to Process’ by 6:00 PM in order for a paycheck record to be created. For Time and Labor agencies, all employees’ reported time must be entered into SHARP by 3:30 PM. After Time Administration runs at 3:30 PM, payable time must be approved by 6:00 PM in order for a paycheck record to be created.

Attached is a calendar for the month of November 2010, 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 pdf

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