01-P-012 Key Payroll Processing Dates in November 2000 (Supersedes 00-P-007)
| DATE: | October 16, 2000 | ||
|---|---|---|---|
| SUBJECT: | Key Payroll Processing Dates in November 2000 | ||
| EFFECTIVE DATE: | November, 2000 | ||
| CONTACT: | Roger Basinger | (785) 296-5387 | (roger.basinger@da.state.ks.us) |
| APPROVAL: |  |
||
| SUMMARY: | Payroll processing schedule changes due to the November 2000 holidays. | ||
Friday, November 10, 2000 (Veterans Day Observed), Thursday, November 23, 2000 and Friday, November 24, 2000 (Thanksgiving Holiday) are designated holidays for state service in 2000. Due to the Veterans Day holiday, the pay date for the payroll period ending October 28, 2000 will be Thursday, November 9, 2000. Direct deposit advices for this pay date will be mailed on Tuesday, November 7, 2000; paychecks will be mailed Wednesday, November 8, 2000. Because of the Thanksgiving holiday, the pay date for the payroll period ending November 11, 2000 will be Wednesday, November 22, 2000. Direct deposit advices for this pay date will be mailed Monday, November 20, 2000; paychecks will be mailed Tuesday, November 21, 2000.
Due to the holidays in November, the following variations have been made to the 'normal' payroll processing schedule. Agencies are asked to note the payroll processing date changes, which are occurring on a different day of the week than normally scheduled.
Thursday, November 2, 2000
Regents' on-cycle payroll files for the period ending October 28, 2000 are due to the Department of Administration by 6:00 AM on November 2, 2000 to ensure timely issuance of payroll on November 9, 2000 (These files would normally be due Friday).
Thursday, November 9, 2000
Time and leave interface agencies must have time and leave files for the period ending November 11, 2000 submitted to the Department of Administration for processing by 5:00 PM on November 9, 2000 (These files would normally be due Monday). Paper agencies time and leave documents are due to Payroll Services by 5:00 PM on November 9, 2000.
Regents' Run C off-cycle payroll files for the period ending October 28, 2000 must be received by the Department of Administration by 5:00 PM on November 9, 2000 in order to be processed on Monday, November 13, 2000.
Monday, November 13, 2000
Pay sheets for the on-cycle payroll for the period ending November 11, 2000 will be created on November 13, 2000 (Pay sheets would normally be created on Tuesday). All job actions (i.e., promotions, terminations, new hires, leave of absences, step increases, etc.) must be entered by 5:00 PM on November 13, 2000 in order to be reflected on the paysheets for this period. The first on-cycle preliminary pay calculation for the period ending November 11, 2000 will also occur November 13, 2000; therefore, all time and leave data should be entered into SHARP and designated 'OK to process' by 5:00 PM.
Please note that there will only be two SHARP on-cycle preliminary payroll calculations for the period ending November 11, 2000.
The Run C off-cycle for the period ending October 28, 2000 will be processed November 13, 2000. SHARP agencies have until 5:00 PM on this date to enter supplemental and /or adjustments run controls for the Run C off-cycle.
Tuesday, November 14, 2000
The second on-cycle preliminary pay calculation for the period ending November 11, 2000 will occur November 14, 2000.
The general ledger extract for the payroll period ending October 28, 2000 will also be created on this date.
Wednesday, November 15, 2000
Final pay confirmation for the on-cycle payroll for the period ending November 11, 2000 will occur November 15, 2000 (Final pay confirmation would normally occur Friday). All employees' time and leave records must be 'OK to Process' by 5:00 PM on November 15, 2000 in order for a paycheck record to be created. All deduction and tax data changes must be entered by 5:00 PM on November 15, 2000 in order to be reflected in the final paycheck created for the employee.
Regents' on-cycle payroll files for the period ending November 11, 2000 are due to the Department of Administration by 6:00 AM on November 15, 2000 to ensure timely issuance of the payroll on November 22, 2000.
Wednesday, November 15, 2000 Continued
Please note that an off-cycle will not be available to process late paychecks with the same pay date as the on-cycle payroll. The earliest date that an employee can receive an off-cycle check for the period ending November 11, 2000 is Monday, November 27, 2000, providing the necessary supplemental or adjustment run control has been entered by 5:00 PM on Monday, November 20, 2000.
Thursday, November 16, 2000
On-line access to SHARP for all users will not be available due to batch processing which must occur to ensure timely issuance of payroll on November 22, 2000.
Friday, November 17, 2000
The final SHARP on-cycle payroll reports, with the exception of the KPAYWAGE, for the period ending November 11, 2000 will be available in the agency directories on the MVS (for on-line agencies) and will be distributed (for paper-user agencies) on November 17, 2000.
Regents' Run A off-cycle payroll files for the period ending November 11, 2000 must be received by the Department of Administration by 5:00 PM on November 17, 2000 in order to be processed on Monday, November 20, 2000.
Monday, November 20, 2000
KPAYWAGE reports for the on-cycle for the period ending November 11, 2000 will be available in the agency directories (for on-line agencies) and will be distributed (for paper-user agencies) on November 20, 2000.
The Run A off-cycle for the period ending November 11, 2000 will be processed November 20, 2000. SHARP agencies have until 5:00 PM on this date to enter supplemental and/or adjustments run controls for the Run A off-cycle. Paychecks for the Run A off-cycle will be dated Monday, November 27, 2000 rather than the SHARP on-cycle pay date of Wednesday, November 22, 2000.
Encumbrance transactions for the SHARP on-cycle payroll for the period ending November 11, 2000 will be posted to STARS during Monday night's STARS batch processing cycle.
Tuesday, November 21, 2000
Regents' Run B off-cycle payroll files for the period ending November 11, 2000 must be received by the Department of Administration by 5:00 PM on November 21, 2000 in order to be processed on Wednesday, November 22, 2000.
Wednesday, November 22, 2000
Payday for the payroll period ending November 11, 2000.
The Run B off-cycle for the period ending November 11, 2000 will be processed November 22, 2000. SHARP agencies have until 5:00 PM on this date to enter supplemental and /or adjustments run controls for the Run B off-cycle.
Paychecks for the Run B off-cycle will be dated November 29, 2000.
Regents' Run C off-cycle payroll files for the period ending November 11, 2000 must be received by the Department of Administration by 5:00 PM on November 22, 2000 in order to be processed on Monday, November 27, 2000.
Monday, November 27, 2000
The Run C off-cycle for the period ending November 11, 2000 will be processed November 27, 2000. SHARP agencies have until 5:00 PM on this date to enter supplemental and /or adjustments run controls for the Run C off-cycle.
Paychecks for the Run C off-cycle will be dated November 30, 2000.
Attached is a calendar for the month of November 2000, which highlights key payroll processing activity for the month. 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 circular.
Please note the changes to the payroll processing dates 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 state agencies via the SHARP on-line message panel and the SHARP web site SHARP Website. On-line users should review the SHARP message panel or web site daily to determine if new messages have been added. Paper-users will be notified of any changes to these dates via telephone.
DB:JJM:rb
Attachment: November, 2000 Calendar (.pdf format)
