Kansas Department of Administration

13-P-009 Changes to the Payroll Processing Schedule for the Payroll Periods Ending December 8, 2012 and December 22, 2012

DATE: November 27, 2012
SUBJECT: Changes to the Payroll Processing Schedule for the Payroll Periods Ending December 8, 2012 and December 22, 2012
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 8, 2012 and December 22, 2012 due to December 24 and 25, 2012 being designated state holidays

 

As a result of Governor Brownback declaring Monday, December 24 and Tuesday, December 25, 2012 as state holidays, the following changes have been made to the December payroll processing schedule for the payroll periods ending December 8, 2012 and December 22, 2012:

Monday, December 10, 2012

The Run 'C' off-cycle for the payroll period ending November 24, 2012 continues to be scheduled for December 10, 2012.  SHARP Time and Leave/Time and Labor agencies have until 6:00 PM on this date to enter supplemental and/or adjustment run controls for the Run C off-cycle. For Time and Labor agencies, all employees’ reported time must be entered (and approved if applicable) by 3:30 PM. Payable time must be approved by 6:00 PM.  The check issue date for the Run 'C' off-cycle will remain Thursday, December 13, 2012.

Time and Leave/Time and Labor interface agencies must have time and leave files for the period ending December 8, 2012 submitted to the Department of Administration for processing by 5:00 p.m. on December 10, 2012.

Tuesday, December 11, 2012

Paysheets for the on-cycle payroll for the period ending December 8, 2012 will be created as usual on Tuesday, December 11, 2012.  For Time and Leave agencies, 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 11, 2012 in order to be reflected on the paysheets for this period.

The first on-cycle preliminary pay calculation for the period ending December 8, 2012 will also occur December 11, 2012; 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 p.m. in order for a paycheck record to be created.   For Time and Labor agencies, all employees’ reported time must be entered (and approved if applicable) into SHARP by 3:30 p.m. After Time Administration runs at 3:30 p.m., payable time must be approved by 6:00 p.m. in order for a paycheck record to be created.

Wednesday, December 12, 2012

The second on-cycle preliminary pay calculation for the period ending December 8, 2012 will occur December 12, 2012.

Thursday, December 13, 2012

The third on-cycle preliminary pay calculation for the period ending December 8, 2012 will occur December 13, 2012.

Regents’ on-cycle payroll files for the period ending December 8, 2012 are due to the Department of Administration by 4:00 p.m. on December 13, 2012.

Friday, December 14, 2012

Final pay confirmation for the on-cycle payroll for the period ending December 8, 2012 will occur December 14, 2012.    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 14, 2012 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 14, 2012 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 21, 2012.

Regents’ Run ‘A’ off-cycle payroll files for the period ending December 8, 2012 are due to the Department of Administration by 4:00 p.m. on December 14, 2012.

Monday, December 17, 2012

The Run ‘A’ off-cycle for the period ending December 8, 2012 will be processed December 17, 2012.  SHARP Time and Leave/Time and Labor agencies have until 6:00 p.m. on this date to enter supplemental and/or adjustment run controls for the Run ‘A’ off-cycle.  For Time and Labor agencies, all employees’ reported time must be entered (and approved if applicable) by 3:30 PM. Payable time must be approved by 6:00 PM.  Paychecks for the Run ‘A’ off-cycle will be dated Friday, December 21, 2012.

The Regents’ on-cycle files for the period ending December 8, 2012 will be processed.

Tuesday, December 18, 2012

Regents’ Run ‘B’ off-cycle payroll files for the period ending December 8, 2012 must be received by the Department of Administration by 4:00 p.m. on December 18, 2012 in order to be processed on Wednesday, December 19, 2012.

Wednesday, December 19, 2012

The Run 'B' off-cycle for the payroll period ending December 8, 2012 continues to be scheduled for December 19, 2012.  SHARP Time and Leave/Time and Labor agencies have until 6:00 PM on this date to enter supplementals and/or adjustments run controls for the Run ‘B’ off-cycle.  For Time and Labor agencies, all employees’ reported time must be entered (and approved if applicable) by 3:30 PM. Payable time must be approved by 6:00 PM.  However, the check issue date for the Run 'B' off-cycle will be Wednesday, December 26, 2012. (It would normally be Monday, December 24, 2012).

Thursday, December 20, 2012

Regents’ Run ‘C’ off-cycle payroll files for the period ending December 8, 2012 must be received by the Department of Administration by 4:00 p.m. on December 20, 2012 in order to be processed on Friday, December 21, 2012.  (The files would normally be due on Friday, December 21, 2012 and processed on Monday, December 24, 2012).                                                    

Friday, December 21, 2012

Payday for the payroll period ending December 8, 2012.

The Run 'C' off-cycle for the payroll period ending December 8, 2012 is scheduled for December 21, 2012. (It would normally be on Monday, December 24, 2012.)  SHARP Time and Leave/Time and Labor agencies have until 6:00 PM on this date to enter supplemental and/or adjustment run controls for the Run ‘C’ off-cycle. For Time and Labor agencies, all employees’ reported time must be entered (and approved if applicable) by 3:30 PM. Payable time must be approved by 6:00 PM.  The check issue date for the Run 'C' off-cycle will be Friday, December 28, 2012. (It would normally be on Thursday, December 27, 2012).

First opportunity for Time and Leave/Time and Labor interface agencies to have time and leave files for the period ending December 22, 2012 submitted to the Department of Administration for processing by 5:00 p.m. on December 21, 2012. (The files would normally be due on Monday, December 24, 2012).  Last opportunity to submit files will be noon on Wednesday, December 26, 2012.

Monday, December 24, 2012

Christmas Eve Holiday

Tuesday, December 25, 2012

Christmas Holiday

Wednesday, December 26, 2012

Paysheets for the on-cycle payroll for the period ending December 22, 2012 will be created on Wednesday, December 26, 2012.  (Paysheets would normally be created on Tuesday, December 25, 2012.) For Time and Leave agencies, 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 26, 2012 in order to be reflected on the paysheets for this period.

The first on-cycle preliminary pay calculation for the period ending December 22, 2012 will also occur December 26, 2012.  (It would normally be on Tuesday, December 25, 2012.)  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 (and approved if applicable) 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. Please note that there will only be two SHARP on-cycle preliminary payroll calculations for the pay period ending December 22, 2012.

Time and Leave/Time and Labor interface agencies can submit time and leave files for the period ending December 22, 2012 to the Department of Administration for processing by 7:30 a.m. to be processed at 7:45 a.m. or by noon to be processed at 12:30 p.m. on December 26, 2012.

Thursday, December 27, 2012

The 2nd on-cycle preliminary pay calculation for the period ending December 22, 2012 will occur December 27, 2012. (The 2nd pre-calc would normally be on Wednesday, December 26, 2012.)

Regents’ on-cycle payroll files for the period ending December 22, 2012 are due to the Department of Administration by 4:00 p.m. on December 27, 2012.

Friday, December 28, 2012

Final pay confirmation for the on-cycle payroll for the period ending December 22, 2012 will occur December 28, 2012.    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 28, 2012 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 28, 2012 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 4, 2013.

Regents’ Run ‘A’ off-cycle payroll files for the period ending December 22, 2012 are due to the Department of Administration by 4:00 p.m. on December 28, 2012.

Sunday, December 30, 2012

The Regents’ on-cycle files for the period ending December 22, 2012 will be processed.

Monday, December 31, 2012

The Run ‘A’ off-cycle for the period ending December 22, 2012 will be processed December 31, 2012.  SHARP Time and Leave/Time and Labor agencies have until 6:00 p.m. on this date to enter supplemental and/or adjustment run controls for the Run ‘A’ off-cycle.  For Time and Labor agencies, all employees’ reported time must be entered (and approved if applicable) by 3:30 PM. Payable time must be approved by 6:00 PM.  Paychecks for the Run ‘A’ off-cycle will be dated Friday, January 4, 2013.

Attached is a revised calendar for the month of December 2012 that highlights the payroll processing schedule changes due to the December 24th and 25th Christmas holidays.  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.

Revised calendar for the month of December 2012 pdf

MJ:NTR:ccl

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