Kansas Department of Administration

19-P-007 Key Payroll Processing Dates in November 2018 (October 29, 2018)

Informational Circular No.: 19-P-007

Supersedes Informational Circular No: 18-P-009

Effective Date: November 2018

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 2018 holidays 

 

Monday, November 12, 2018 (Veterans' Day), Thursday, November 22, 2018 and Friday, November 23, 2018 (Thanksgiving Holiday) are designated as officially observed 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.

Wednesday, November 7, 2018

The second on-cycle preliminary pay calculation for the period ending November 3, 2018 will occur November 7, 2018.

Regents’ on-cycle payroll files for the period ending November 3, 2018 must be received by the Department of Administration by 4:00 PM on November 7, 2018.

Thursday, November 8, 2018

The third on-cycle preliminary pay calculation for the period ending November 3, 2018 will occur November 8, 2018.

Regents’ Run A off-cycle payroll files for the period ending November 3, 2018 must be received by the Department of Administration by 4:00 PM on November 8, 2018.

Friday, November 9, 2018
Final pay confirmation for the on-cycle payroll for the period ending November 3, 2018 will occur November 9, 2018.  All employees’ payable time must be approved, by 6:00 PM on November 9, 2018 in order for a paycheck record to be created.  All deduction and tax data changes must be entered by 6:00 PM on November 9, 2018 in order to be reflected in the final paycheck created for the employee.

Sunday, November 11, 2018
Regents’ on-cycle payroll files for the period ending November 3, 2018 will be processed on this date.

Monday, November 12, 2018
Veterans Day Holiday
Time Administration run hourly from 7:30 AM – 5:30 PM

Tuesday, November 13, 2018
The Run A off-cycle for the period ending November 3, 2018 will be processed November 13, 2018. 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 5:30 PM. Payable time must be approved by 6:00 PM. Paychecks for the Run A off-cycle will be dated November 16, 2018.

The Regents’ Run A off-cycle payroll files for the period ending November 3, 2018 will also be processed on this date.

Regents’ Run B off-cycle payroll files for the period ending November 3, 2018 must be received by the Department of Administration by 4:00 PM on November 13, 2018.

Wednesday, November 14, 2018
The Run B off-cycle for the period ending November 3, 2018 will be processed November 14, 2018.  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 5:30 PM. Payable time must be approved by 6:00 PM.  Paychecks for the Run B off-cycle will be dated November 19, 2018.

Friday, November 16, 2018
Payday for the payroll period ending November 3, 2018.

First opportunity for Time and Labor interface agencies to have time and labor (INF42/KAGYTL42) files for the period ending November 17, 2018 submitted to the Department of Administration for processing by 5:00 PM on November 16, 2018.  (These files would normally be due Monday, November 19, 2018.)  Last opportunity to submit files will be noon on Monday, November 19, 2018.

Regents’ Run C off-cycle payroll files for the period ending November 3, 2018 must be received by the Department of Administration by 4:00 PM on November 16, 2018.

Monday, November 19, 2018
Time and Labor interface agencies can submit time and labor (INF42/KAGYTL42) files for the period ending November 17, 2018 to the Department of Administration for processing by noon to be processed at 12:30 p.m. on November 19, 2018.

NOTE: Terminations and Retirements must be entered by 6:00 PM on November 19, 2018 and reported time must be submitted (and approved if applicable) by 5:30 PM in order for leave payouts to be calculated correctly.

Paysheets for the on-cycle payroll for the period ending November 17, 2018 will be created on Monday, November 19, 2018. (Paysheets would normally be created on Tuesday, November 20, 2018.)  For SHARP agencies, all job actions (i.e., FLSA Status change) must be entered by 6:00 PM on November 19, 2018 in order to be reflected on the paysheets for this period.

The first on-cycle preliminary pay calculation for the period ending November 17, 2018 will also occur November 19, 2018.  For SHARP agencies, all employees’ reported time must be entered (and approved if applicable) into SHARP by 5:30 PM.  After Time Administration runs at 5:30 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 17, 2018.

The Run C off-cycle for the period ending November 3, 2018 will be processed November 19, 2018.  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 5:30 PM. Payable time must be approved by 6:00 PM.  Paychecks for the Run C off-cycle will be dated November 26, 2018. (These checks would normally be dated Thursday, November 22, 2018)

Tuesday, November 20, 2018
The second on-cycle preliminary pay calculation for the period ending November 17, 2018 will occur November 20, 2018.

Regents’ on-cycle files for the period ending November 17, 2018 must be received by the Department of Administration by 4:00 PM on November 20, 2018.

Wednesday, November 21, 2018

Final pay confirmation for the on-cycle payroll for the period ending November 17, 2018 will occur November 21, 2018.  For SHARP agencies, all employees’ payable time must be approved, by 6:00 PM on November 21, 2018 in order for a paycheck record to be created.  All deduction and tax data changes must be entered by 6:00 PM on November 21, 2018 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 17, 2018 must be received by the Department of Administration by 4:00 PM on November 21, 2018.

Thursday, November 22, 2018

Thanksgiving Holiday
Time Administration run hourly from 7:30 AM – 5:30 PM

Friday, November 23, 2018

Thanksgiving Holiday
Time Administration run hourly from 7:30 AM – 5:30 PM

Beginning Monday, November 26, 2018 batch jobs will return to the normal payroll processing schedule. Attached is a partial calendar for the month of November 2018, 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 https://www.admin.ks.gov/resources/informational-circulars.    

 

DH:NTR:abe

Attachment
Printable Version of 19-P-007

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