18-P-009 Key Payroll Processing Dates in November 2017 (October 30, 2017)
Informational Circular No.: 18-P-009
Supersedes Informational Circular No: 17-P-008
Effective Date: November 2017
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 2017 holidays
Friday, November 10, 2017 (Veterans' Day), Thursday, November 23, 2017 and Friday, November 24, 2017 (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.
Monday, October 30, 2017
The Run A off-cycle for the period ending October 21, 2017 will be processed October 30, 2017. 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 3, 2017.
Regents’ on-cycle files for the period ending October 21, 2017 will also be processed on this date.
Tuesday, October 31, 2017
Regents’ Run B off-cycle payroll files for the period ending October 21, 2017 must be received by the Department of Administration by 4:00 PM on October 31, 2017 in order to be processed on Wednesday, November 1, 2017.
Wednesday, November 1, 2017
The Run B off-cycle for the period ending October 21, 2017 will be processed November 1, 2017. 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 6, 2017.
Friday, November 3, 2017
Payday for the payroll period ending October 21, 2017.
First Opportunity for Time and Labor interface agencies to have time and labor (INF42/KAGYTL42) files for the period ending November 4, 2017 submitted to the Department of Administration for processing by 5:00 PM on November 3, 2017. (These files would normally be due on Monday, November 6, 2017). Last opportunity to submit files will be noon on Monday, November 6, 2017.
Regents’ Run C off-cycle payroll files for the period ending October 21, 2017 must be received by the Department of Administration by 4:00 PM on November 3, 2017.
Monday, November 6, 2017
Time and Labor interface agencies can submit time and labor (INF42/KAGYTL42) files for the period ending November 4, 2017 to the Department of Administration for processing by noon to be processed at 12:30 p.m. on November 6, 2017.
NOTE: Terminations and Retirements must be entered by 6:00 PM on November 6, 2017 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 4, 2017 will be created on Monday, November 6, 2017. (Paysheets would normally be created on Tuesday, November 7, 2017.) For SHARP agencies, all job actions (i.e., FLSA Status change) must be entered by 6:00 PM on November 6, 2017 in order to be reflected on the paysheets for this period.
The first on-cycle preliminary pay calculation for the period ending November 4, 2017 will also occur November 6, 2017. 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 6, 2017 in order for a paycheck record to be created.
The Run C off-cycle for the period ending October 21, 2017 will be processed November 6, 2017. 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 9, 2017.
Tuesday, November 7, 2017
The second on-cycle preliminary pay calculation for the period ending November 4, 2017 will occur November 7, 2017.
Regent file sets for the period ending November 4, 2017 on-cycle and ‘A’ off-cycle may be submitted.
Wednesday, November 8, 2017
The third on-cycle preliminary pay calculation for the period ending November 4, 2017 will occur November 8, 2017.
Regents’ on-cycle payroll files for the period ending November 4, 2017 must be received by the Department of Administration by 4:00 PM on November 8, 2017. Regent file sets for the period ending November 4, 2017 ‘A’ off-cycle may be submitted.
Thursday, November 9, 2017
Final pay confirmation for the on-cycle payroll for the period ending November 4, 2017 will occur November 9, 2017. All employees’ payable time must be approved, by 6:00 PM on November 9, 2017 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, 2017 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 4, 2017 must be received by the Department of Administration by 4:00 PM on November 9, 2017.
Friday, November 10, 2017
Veterans Day Holiday
No batch jobs processing
Monday, November 13, 2017
The Run A off-cycle for the period ending November 4, 2017 will be processed November 13, 2017. 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 17, 2017.
The Regents’ on-cycle and Run A off-cycle payroll files for the period ending November 4, 2017 will also be processed on this date.
Tuesday, November 14, 2017
Regents’ Run B off-cycle payroll files for the period ending November 4, 2017 must be received by the Department of Administration by 4:00 PM on November 14, 2017.
Wednesday, November 15, 2017
The Run B off-cycle for the period ending November 4, 2017 will be processed November 15, 2017. 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 20, 2017.
Friday, November 17, 2017
Payday for the payroll period ending November 4, 2017.
First opportunity for Time and Labor interface agencies to have time and labor (INF42/KAGYTL42) files for the period ending November 18, 2017 submitted to the Department of Administration for processing by 5:00 PM on November 17, 2017. (These files would normally be due Monday, November 20, 2017.) Last opportunity to submit files will be noon on Monday, November 20, 2017.
Regents’ Run C off-cycle payroll files for the period ending November 4, 2017 must be received by the Department of Administration by 4:00 PM on November 17, 2017.
Monday, November 20, 2017
Time and Labor interface agencies can submit time and labor (INF42/KAGYTL42) files for the period ending November 18, 2017 to the Department of Administration for processing by noon to be processed at 12:30 p.m. on November 20, 2017.
NOTE: Terminations and Retirements must be entered by 6:00 PM on November 20, 2017 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 18, 2017 will be created on Monday, November 20, 2017. (Paysheets would normally be created on Tuesday, November 21, 2017.) For SHARP agencies, all job actions (i.e., FLSA Status change) must be entered by 6:00 PM on November 20, 2017 in order to be reflected on the paysheets for this period.
The first on-cycle preliminary pay calculation for the period ending November 18, 2017 will also occur November 20, 2017. 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 18, 2017.
The Run C off-cycle for the period ending November 4, 2017 will be processed November 20, 2017. 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 27, 2017. (These checks would normally be dated Thursday, November 23, 2017)
Tuesday, November 21, 2017
The second on-cycle preliminary pay calculation for the period ending November 18, 2017 will occur November 21, 2017.
Regents’ on-cycle files for the period ending November 18, 2017 must be received by the Department of Administration by 4:00 PM on November 21, 2017.
Wednesday, November 22, 2017
Final pay confirmation for the on-cycle payroll for the period ending November 18, 2017 will occur November 22, 2017. For SHARP agencies, all employees’ payable time must be approved, by 6:00 PM on November 22, 2017 in order for a paycheck record to be created. All deduction and tax data changes must be entered by 6:00 PM on November 22, 2017 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 18, 2017 must be received by the Department of Administration by 4:00 PM on November 22, 2017.
Thursday, November 23, 2017
Thanksgiving Holiday
No batch jobs scheduled.
Friday, November 24, 2017
Thanksgiving Holiday
No batch jobs scheduled.
Beginning Monday, November 27, 2017 batch jobs will return to the normal payroll schedule. Attached is a partial calendar for the month of November 2017, 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 18-P-009
