Kansas Department of Administration

17-P-008 Key Payroll Processing Dates in November 2016 (October 19, 2016)

Informational Circular No.: 17-P-008

Supersedes Informational Circular No: 16-P-007

Effective Date: November 2016

Contact Name: Joyce Dickerson

Ph: (785) 296-3979

Email: joyce.dickerson@ks.gov

Approval:    Nancy Ruoff (Original Signature on File)
Summary: Payroll processing schedule changes due to the November 2016 holidays  

 

Friday, November 11, 2016 (Veterans' Day), Thursday, November 24, 2016 and Friday, November 25, 2016 (Thanksgiving Holiday) are designated holidays and therefore no batch jobs are scheduled for those nights. 

Due to the holidays in November, changes are required 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.  Please review carefully the information contained in this circular and in the attached partial calendar.

Monday, October 31, 2016

The Run A off-cycle for the period ending October 22, 2016 will be processed October 31, 2016.  SHARP agencies have until 6:00 PM on this date to enter supplementals and/or adjustment run controls for the Run A off-cycle.  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 November 4, 2016.

Regents’ on-cycle files for the period ending October 22, 2016 will also be processed on this date.

Tuesday, November 1, 2016

Regents’ Run B off-cycle payroll files for the period ending October 22, 2016 must be received by the Department of Administration by 4:00 PM on November 1, 2016 in order to be processed on Wednesday, November 2, 2016.

Wednesday, November 2, 2016

The Run B off-cycle for the period ending October 22, 2016 will be processed November 2, 2016.  SHARP agencies have until 6:00 PM on this date to enter supplementals and/or adjustments run controls for the Run B off-cycle.  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 B off-cycle will be dated November 7, 2016.

Friday, November 4, 2016

Payday for the payroll period ending October 22, 2016.

First Opportunity for Time and Labor interface agencies to have time and labor (INF42/KAGYTL42) files for the period ending November 5, 2016 submitted to the Department of Administration for processing by 5:00 PM on November 4, 2016. (These files would normally be due on Monday, November 7, 2016). Last opportunity to submit files will be noon on Monday, November 7, 2016.

Regents’ Run C off-cycle payroll files for the period ending October 22, 2016 must be received by the Department of Administration by 4:00 PM on November 4, 2016.

Monday, November 7, 2016
Time and Labor interface agencies can submit time and labor (INF42/KAGYTL42) files for the period ending November 5, 2016 to the Department of Administration for processing by noon to be processed at 12:30 p.m. on November 7, 2016.

NOTE: Terminations and Retirements must be entered by 6:00 PM on November 7, 2016 and reported time must be submitted (and approved if applicable) by 3:30 PM in order for leave payouts to be calculated correctly.

Paysheets for the on-cycle payroll for the period ending November 5, 2016 will be created on Monday, November 7, 2016.  (Paysheets would normally be created on Tuesday, November 8, 2016.)  For SHARP agencies, some job actions (i.e., FLSA Status change) must be entered by 6:00 PM on November 7, 2016 in order to be reflected on the paysheets for this period.

The first on-cycle preliminary pay calculation for the period ending November 5, 2016 will also occur November 7, 2016. For SHARP agencies, all employees’ reported time must be entered (and approved if applicable) 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 7, 2016 in order for a paycheck record to be created.

The Run C off-cycle for the period ending October 22, 2016 will be processed November 7, 2016.  SHARP agencies have until 6:00 PM on this date to enter supplementals and/or adjustment run controls for the Run C off-cycle. 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 C off-cycle will be dated November 10, 2016.

Tuesday, November 8, 2016

The second on-cycle preliminary pay calculation for the period ending November 5, 2016 will occur November 8, 2016.

Regent file sets for the period ending November 5, 2016 on-cycle and ‘A’ off-cycle may be submitted.

Wednesday, November 9, 2016

The third on-cycle preliminary pay calculation for the period ending November 5, 2016 will occur November 9, 2016.

Regents’ on-cycle payroll files for the period ending November 5, 2016 must be received by the Department of Administration by 4:00 PM on November 9, 2016. Regent file sets for the period ending November 5, 2016 ‘A’ off-cycle may be submitted.

Thursday, November 10, 2016
Final pay confirmation for the on-cycle payroll for the period ending November 5, 2016 will occur November 10, 2016.  All employees’ payable time must be approved, by 6:00 PM on November 10, 2016 in order for a paycheck record to be created.  All deduction and tax data changes must be entered by 6:00 PM on November 10, 2016 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 5, 2016 must be received by the Department of Administration by 4:00 PM on November 10, 2016.

Friday, November 11, 2016
Veterans Day Holiday
No batch jobs processing

Monday, November 14, 2016
The Run A off-cycle for the period ending November 5, 2016 will be processed November 14, 2016. SHARP agencies have until 6:00 PM on this date to enter supplemental and/or adjustment run controls for the Run A off-cycle. 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 November 18, 2016.

The Regents’ on-cycle and Run A off-cycle payroll files for the period ending November 5, 2016 will also be processed on this date.

Tuesday, November 15, 2016
Regents’ Run B off-cycle payroll files for the period ending November 5, 2016 must be received by the Department of Administration by 4:00 PM on November 15, 2016.

Wednesday, November 16, 2016
The Run B off-cycle for the period ending November 5, 2016 will be processed November 16, 2016.  SHARP agencies have until 6:00 PM on this date to enter supplementals and/or adjustment run controls for the Run B off-cycle.  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 B off-cycle will be dated November 21, 2016.

Friday, November 18, 2016
Payday for the payroll period ending November 5, 2016.

First opportunity for Time and Labor interface agencies to have time and labor (INF42/KAGYTL42) files for the period ending November 19, 2016 submitted to the Department of Administration for processing by 5:00 PM on November 18, 2016.  (These files would normally be due Monday, November 21, 2016.)  Last opportunity to submit files will be noon on Monday, November 21, 2016.

Regents’ Run C off-cycle payroll files for the period ending November 5, 2016 must be received by the Department of Administration by 4:00 PM on November 18, 2016.

Monday, November 21, 2016
Time and Labor interface agencies can submit time and labor (INF42/KAGYTL42) files for the period ending November 19, 2016 to the Department of Administration for processing by noon to be processed at 12:30 p.m. on November 21, 2016.

NOTE: Terminations and Retirements must be entered by 6:00 PM on November 21, 2016 and reported time must be submitted (and approved if applicable) by 3:30 PM in order for leave payouts to be calculated correctly.

Paysheets for the on-cycle payroll for the period ending November 19, 2016 will be created on Monday, November 21, 2016. (Paysheets would normally be created on Tuesday, November 22, 2016.)  For SHARP agencies, some job actions (i.e., FLSA Status change) must be entered by 6:00 PM on November 21, 2016 in order to be reflected on the paysheets for this period.

The first on-cycle preliminary pay calculation for the period ending November 19, 2016 will also occur November 21, 2016.  For SHARP agencies, all employees’ reported time must be entered (and approved if applicable) 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. Please note that there will be only two SHARP on-cycle preliminary payroll calculations for the pay period ending November 19, 2016.

 

The Run C off-cycle for the period ending November 5, 2016 will be processed November 21, 2016.  SHARP agencies have until 6:00 PM on this date to enter supplementals and/or adjustment run controls for the Run C off-cycle.  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 C off-cycle will be dated November 28, 2016. (These checks would normally be dated Thursday, November 24, 2016)

Tuesday, November 22, 2016
The second on-cycle preliminary pay calculation for the period ending November 19, 2016 will occur November 22, 2016.

Regents’ on-cycle files for the period ending November 19, 2016 must be received by the Department of Administration by 4:00 PM on November 22, 2016.

Wednesday, November 23, 2016

Final pay confirmation for the on-cycle payroll for the period ending November 19, 2016 will occur November 23, 2016.  For SHARP agencies, all employees’ payable time must be approved, by 6:00 PM on November 23, 2016 in order for a paycheck record to be created.  All deduction and tax data changes must be entered by 6:00 PM on November 23, 2016 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 19, 2016 must be received by the Department of Administration by 4:00 PM on November 23, 2016.

Thursday, November 24, 2016

Thanksgiving Holiday
No batch jobs scheduled.

Friday, November 25, 2016

Thanksgiving Holiday
No batch jobs scheduled.

Attached is a partial calendar for the month of November 2016, which highlights key payroll processing activity for the month.  The attached partial 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://www.da.ks.gov/sharp/infolist.htm.

 

DH:NTR:abe

Attachment
Printable version of 17-P-008

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