Kansas Department of Administration

19-P-021 Payroll/SMART Processing Date Changes in June 2019 (April 23, 2019)

Informational Circular No.: 19-P-021

Effective Date: June 2019

Contact Name: Earl Brynds

Ph: (785) 296-5376

Email: Earl.Brynds@ks.gov

Approval:    Nancy Ruoff (Original Signature on File)
Summary: Payroll/SMART processing schedule changes due to 2019 Fiscal Year End

 

Due to the upcoming 2019 Fiscal Year End in SMART and the payroll pay check date occurring close to the last day of the fiscal year in SHARP, June 28, 2019, it is necessary to make a few changes to the normal payroll/SMART processing schedules to accommodate the early closing of SMART on Thursday, June 27, 2019.

Regents/Agencies are asked to pay close attention to the changes noted below to file due dates and processing dates for payroll in SHARP and for budget checking and posting of payroll journals in SMART. Please note that the payroll processing changes in this FYE circular are reflected in the CY 2019 on and off cycle payroll processing calendars that were released with payroll informational circular 19-P-003.

Wednesday, June 19, 2019
Regents’ on-cycle payroll files for the period ending June 15, 2019 must be received by the Department of Administration by 4:00 PM on June 19, 2019.   (These files would normally be due on Thursday, June 20, 2019).

Regent file sets for the period ending June 15, 2019 ‘A’ off-cycle may be submitted.

SHARP on-cycle payroll pre-calculation for the period ending June 15, 2019 will be processed as normal on this date.

Thursday, June 20, 2019
Regents’ on-cycle files for the period ending June 15, 2019 will be processed on this date. (The Regent’ on-cycle files would normally be processed on Monday, June 24, 2019).

SHARP on-cycle payroll pre-calculation for the period ending June 15, 2019 will be processed as normal on this date.

Friday, June 21, 2019
Regents’ on-cycle payroll journals for the period ending June 15, 2019 will be budget checked and posted in SMART on this date. (These journals would normally be budget checked and posted in SMART on Wednesday, June 26, 2019).

Regents’ Run A off-cycle payroll files for the period ending June 15, 2019 must be received by the Department of Administration by 4:00 PM on June 21, 2019.  NOTE: If necessary, Regents can work directly with Statewide Payroll to submit off-cycle ‘A’ payroll files for approval on Monday, June 24, 2019, but all files must be approved no later than 3pm on Monday, June 24, 2019 for processing in the ‘A’ off-cycle.

SHARP on-cycle final payroll calculation for the period ending June 15, 2019 will be processed as normal on this date.

Monday, June 24, 2019
SHARP on-cycle payroll journals for the period ending June 15, 2019 will be budget checked and posted in SMART on this date. (These journals would normally be budget checked and posted in SMART on Wednesday, June 26, 2019).

NOTE: SHARP and Regents’ off-cycle ‘A’ payroll for the period ending June 15, 2019 will be processed as normal on June 24, 2019.  This will be the last payroll cycle for fiscal year 2019.

Tuesday, June 25, 2019
Regents’ and SHARP off-cycle ‘A’ payroll journals for the period ending June 15, 2019 will be budget checked and posted in SMART on this date. (These journals would normally be budget checked and posted in SMART on Wednesday, June 26, 2019).

Regents’ Run B off-cycle payroll files for the period ending June 15, 2019 must be received by the Department of Administration by 4:00 PM on June 25, 2019.

Wednesday, June 26, 2019
SHARP and Regents’ off-cycle ‘B’ payroll for the period ending June 15, 2019 will be processed as normal in SHARP on June 26, 2019.  This will be the first payroll cycle for fiscal year 2020.

Thursday, June 27, 2019
SMART closed to Agencies.

Friday, June 28, 2019
SMART closed to Agencies.

Payday for the payroll period ending June 15, 2019.

First opportunity for Time and Labor interface agencies to have time and labor (INF42/KAGYTL42) files for the period ending June 29, 2019 submitted to the Department of Administration for processing by 5:00 PM on June 28, 2019.  (These files would normally be due Monday, July 1, 2019.)  Last opportunity to submit files will be noon on Monday, July 1, 2019.

Regents’ Run C off-cycle payroll files for the period ending June 15, 2019 must be received by the Department of Administration by 4:00 PM on June 28, 2019.

Monday, July 1, 2019
SMART open to Agencies.

Regents’ and SHARP off-cycle ‘B’ payroll journals for the period ending June 15, 2019 (off-cycle ‘B’ payroll was processed in SHARP on Wednesday, June 26, 2019) will be budget checked and posted in SMART on this date.

SHARP and Regents’ off-cycle ‘C’ payroll for the period ending June 15, 2019 will be processed as normal on July 1, 2019.

NOTE: Due to the July 4, 2019 holiday, paysheets for the SHARP on-cycle payroll for the period ending June 29, 2019 will be created on Monday, July 1, 2019.  (Paysheets would normally be created on Tuesday, July 2, 2019.)

Time and Labor interface agencies can submit time and labor (INF42/KAGYTL42) files for the period ending June 29, 2019 to the Department of Administration for processing by noon to be processed at 12:30 p.m. on July 1, 2019.

Terminations and Retirements must be entered by 6:00 PM on July 1, 2019 and reported time must be submitted (and approved if applicable) by 3:30 PM in order for leave payouts to be calculated correctly.

The first on-cycle preliminary pay calculation for the period ending June 29, 2019 will also occur July 1, 2019. For SHARP agencies, all employees’ reported time must be entered (and approved if applicable) into SHARP by 5:30 PM.  After the final Time Administration runs at 5:30 PM, payable time must be approved by 6:00 PM. on July 1, 2019 in order for a paycheck record to be created.

 

NTR:abe

Printable Version of 19-P-021

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