Kansas Department of Administration

12-P-013 Changes to the Payroll Processing Schedule for the Payroll Periods Ending December 10, 2011 and December 24, 2011

DATE: November 17, 2011
SUBJECT: Changes to the Payroll Processing Schedule for the Payroll Periods Ending December 10, 2011 and December 24, 2011
EFFECTIVE DATE: Immediately
CONTACT:

Joyce Dickerson

(785) 296-3979

Joyce.Dickerson@da.ks.gov

APPROVAL:

Nancy Ruoff

(Original Signature on File)

SUMMARY:

Changes to the payroll processing schedule for the payroll periods ending December 10, 2011 and December 24, 2011 due to December 26, 2011 being designated a state holiday

As a result of former Governor Parkinson declaring Monday, December 26, 2011 as a state holiday, the following changes have been made to the December payroll processing schedule for the payroll periods ending December 10, 2011 and December 24, 2011:

Monday, December 12, 2011

The Run 'C' off-cycle for the payroll period ending November 26, 2011 continues to be scheduled for December 12, 2011.  The check issue date for the Run 'C' off-cycle will remain Thursday, December 15, 2011.

Interface agencies must have time and leave files for the period ending December 10, 2011 submitted to the Department of Administration for processing by 5:00 p.m. on December 12, 2011.

Tuesday, December 13, 2011

Paysheets for the on-cycle payroll for the period ending December 10, 2011 will be created as usual on Tuesday, December 13, 2011.  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 13, 2011 in order to be reflected on the paysheets for this period.

The first on-cycle preliminary pay calculation for the period ending December 10, 2011 will also occur December 13, 2011; 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 p.m. After Time Administration runs at 3:30 PM, payable time must be approved by 6:00 p.m. in order for a paycheck record to be created.

Wednesday, December 14, 2011

The second on-cycle preliminary pay calculation for the period ending December 10, 2011 will occur December 14, 2011.

Thursday, December 15, 2011

The third on-cycle preliminary pay calculation for the period ending December 10, 2011 will occur December 15, 2011.

Regents’ on-cycle payroll files for the period ending December 10, 2011 are due to the Department of Administration by 4:00 p.m. on December 15, 2011.

Friday, December 16, 2011

Final pay confirmation for the on-cycle payroll for the period ending December 10, 2011 will occur December 16, 2011.    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 p.m. on December 16, 2011 in order for a paycheck record to be created.    All deduction and tax data changes must be entered by 6:00 p.m. on December 16, 2011 in order to be reflected in the final paycheck created for the employee. The check issue date for the on-cycle will be Friday, December 23, 2011.

Regents’ Run ‘A’ off-cycle payroll files for the period ending December 10, 2011 are due to the Department of Administration by 4:00 p.m. on December 16, 2011.

Monday, December 19, 2011

The Run ‘A’ off-cycle for the period ending December 10, 2011 will be processed December 19, 2011.  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 Friday, December 23, 2011.

The Regents’ on-cycle files for the period ending December 10, 2011 will be processed.

Tuesday, December 20, 2011

Regents’ Run ‘B’ off-cycle payroll files for the period ending December 10, 2011 must be received by the Department of Administration by 4:00 p.m. on December 20, 2011 in order to be processed on Wednesday, December 21, 2011.

Wednesday, December 21, 2011

The Run 'B' off-cycle for the payroll period ending December 10, 2011 continues to be scheduled for December 21, 2011.  The check issue date for the Run 'B' off-cycle will be Tuesday, December 27, 2011. (It would normally be Monday, December 26, 2011.)                                          

Friday, December 23, 2011

Payday for the payroll period ending December 10, 2011.

Regents’ Run ‘C’ off-cycle payroll files for the period ending December 10, 2011 must be received by the Department of Administration by 4:00 p.m. on December 23, 2011 in order to be processed on Tuesday, December 27, 2011.

Interface agencies must have time and leave files for the period ending December 24, 2011 submitted to the Department of Administration for processing by 5:00 p.m. on December 23, 2011.

Monday, December 26, 2011

Christmas Holiday

Tuesday, December 27, 2011

The Run 'C' off-cycle for the payroll period ending December 10, 2011 is scheduled for December 27, 2011. (It would normally be on Monday, December 26, 2011.)  The check issue date for the Run 'C' off-cycle will be Friday, December 30, 2011. (It would normally be on Thursday, December 29, 2011.)

Paysheets for the on-cycle payroll for the period ending December 24, 2011 will be created as usual on Tuesday, December 27, 2011.  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 27, 2011 in order to be reflected on the paysheets for this period.

The first on-cycle preliminary pay calculation for the period ending December 24, 2011 will also occur December 27, 2011.  For Time and Leave agencies, all employees’ time and leave data must be entered into SHARP and designated ‘OK to Process’ by 6:00 p.m. 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 p.m.  After Time Administration runs at 3:30 PM, payable time must be approved by 6:00 p.m. in order for a paycheck record to be created.

Wednesday, December 28, 2011

The 2nd on-cycle preliminary pay calculation for the period ending December 24, 2011 will occur December 28, 2011.

Regents’ on-cycle payroll files for the period ending December 24, 2011 are due to the Department of Administration by 4:00 p.m. on December 28, 2011. (They would normally be due on Thursday, December 29, 2011.)

Thursday, December 29, 2011

The 3rd on-cycle preliminary pay calculation for the period ending December 24, 2011 will occur December 29, 2011.

Friday, December 30, 2011

Final pay confirmation for the on-cycle payroll for the period ending December 24, 2011 will occur December 30, 2011.    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 p.m. on December 30, 2011 in order for a paycheck record to be created.  All deduction and tax data changes must be entered by 6:00 p.m. on December 30, 2011 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 6, 2012.

Attached is a revised calendar for the month of December 2011 that highlights the payroll processing schedule changes due to the December 26th 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: Calendar pdf

MJ:NTR:ccl

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