18-P-020 Payroll/SMART Processing Date Changes in June 2018 (May 1, 2018)
Informational Circular No.: 18-P-020
Effective Date: June 2018
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 2018 Fiscal Year End
Due to the upcoming 2018 Fiscal Year End in SMART and the payroll pay check date occurring close to the last day of the fiscal year in SHARP, June 29, 2018, 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 28, 2018.
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.
Wednesday, June 20, 2018
Regents’ on-cycle payroll files for the period ending June 16, 2018 must be received by the Department of Administration by 4:00 PM on June 20, 2018. (These files would normally be due on Thursday, June 21, 2018).
Regent file sets for the period ending June 16, 2018 ‘A’ off-cycle may be submitted.
SHARP on-cycle payroll pre-calculation for the period ending June 16, 2018 will be processed as normal on this date.
Thursday, June 21, 2018
Regents’ on-cycle files for the period ending June 16, 2018 will be processed on this date. (The Regent’ on-cycle files would normally be processed on Monday, June 25, 2018).
SHARP on-cycle payroll pre-calculation for the period ending June 16, 2018 will be processed as normal on this date.
Friday, June 22, 2018
Regents’ on-cycle payroll journals for the period ending June 16, 2018 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 27, 2018).
Regents’ Run A off-cycle payroll files for the period ending June 16, 2018 must be received by the Department of Administration by 4:00 PM on June 22, 2018. NOTE: If necessary, Regents can work directly with Statewide Payroll to submit off-cycle ‘A’ payroll files for approval on Monday, June 25, 2018, but all files must be approved no later than 3pm on Monday, June 25, 2018 for processing in the ‘A’ off-cycle.
SHARP on-cycle final payroll calculation for the period ending June 16, 2018 will be processed as normal on this date.
Monday, June 25, 2018
SHARP on-cycle payroll journals for the period ending June 16, 2018 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 27, 2018).
NOTE: SHARP and Regents’ off-cycle ‘A’ payroll for the period ending June 16, 2018 will be processed as normal on June 25, 2018. This will be the last payroll cycle for fiscal year 2018.
Tuesday, June 26, 2018
Regents’ and SHARP off-cycle ‘A’ payroll journals for the period ending June 16, 2018 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 27, 2018).
Regents’ Run B off-cycle payroll files for the period ending June 16, 2018 must be received by the Department of Administration by 4:00 PM on June 26, 2018.
Wednesday, June 27, 2018
SHARP and Regents’ off-cycle ‘B’ payroll for the period ending June 16, 2018 will be processed as normal in SHARP on June 27, 2018. This will be the first payroll cycle for fiscal year 2019.
Thursday, June 28, 2018
SMART closed to Agencies.
Friday, June 29, 2018
SMART closed to Agencies.
Payday for the payroll period ending June 16, 2018.
First opportunity for Time and Labor interface agencies to have time and labor (INF42/KAGYTL42) files for the period ending June 30, 2018 submitted to the Department of Administration for processing by 5:00 PM on June 29, 2018. (These files would normally be due Monday, July 2, 2018.) Last opportunity to submit files will be noon on Monday, July 2, 2018.
Regents’ Run C off-cycle payroll files for the period ending June 16, 2018 must be received by the Department of Administration by 4:00 PM on June 29, 2018.
Monday, July 2, 2018
SMART open to Agencies.
Regents’ and SHARP off-cycle ‘B’ payroll journals for the period ending June 16, 2018 (off-cycle ‘B’ payroll was processed in SHARP on Wednesday, June 27, 2018) will be budget checked and posted in SMART on this date. (These journals would normally be budget checked and posted in SMART on Friday, June 29, 2018).
SHARP and Regents’ off-cycle ‘C’ payroll for the period ending June 16, 2018 will be processed as normal on July 2, 2018.
NOTE: Due to the July 4, 2018 holiday, paysheets for the SHARP on-cycle payroll for the period ending June 30, 2018 will be created on Monday, July 2, 2018. (Paysheets would normally be created on Tuesday, July 3, 2018.)
Time and Labor interface agencies can submit time and labor (INF42/KAGYTL42) files for the period ending June 30, 2018 to the Department of Administration for processing by noon to be processed at 12:30 p.m. on July 2, 2018.
Terminations and Retirements must be entered by 6:00 PM on July 2, 2018 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 30, 2018 will also occur July 2, 2018. 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 July 2, 2018 in order for a paycheck record to be created.
On-Cycle Revised
Off-Cycle Revised
Printable Version of 18-P-020
DH:NTR:ewb
