Britton Deerfield School District
Administrative Guidelines
 

6510B - PAYROLL AUTHORIZATION

The following procedures shall be used in preparing the District payroll to conform to Board of Education policy and meet the requirements of the State.

 A.Setting Up Payroll for Contracted Employees

  1.Obtains employee's name, pay rate, and employment period.

  2.Obtain completed I-9 and W-4 forms, health, dental, life plan election, and retirement application (if new) from each employee.

  3.Prepare list of all employees and duplicate in sufficient copies for recording participation in various plans.

  4.List all payroll deductions and prepare employee payroll deduction form.

  5.File approval authorizations with each of the above lists.

  6.Prior to each payroll period indicate changes in rate of payment, or any deduction for uncompensated absence in monthly transmittal sheets. Overtime must be approved by the Superintendent.

 B.Setting Up Payroll for Noncontracted Employees

  1.Obtains employee's name, pay rate, and employment period.

  2.Obtain completed I-9 and W-4 forms, health, dental, life plan election, and retirement application (if new) from each employee.

  3.Prepare employee payroll deduction forms.

  4.Prior to each payroll period, review time sheets and record hours worked (straight time and overtime) on transmittal sheet. Each time sheet must be approved by a supervisor, and overtime must be approved by the principal.
   All hourly employees must submit a properly approved time sheet in order to be eligible for pay.

 C.Setting Up Payment for Substitute Employees

  1.Obtain from the principal names of approved substitutes, part-time staff, etc., and pay rates associated with each such classification.

  2.Have each substitute complete a W-4, I-9, and retirement form, if applicable.

  3.Prepare employee payroll deduction forms.

  4.Prior to each payroll period, review time sheets and record hours worked (straight time and overtime) on transmittal sheet. Each time sheet must be approved by a supervisor, and overtime must be approved by the principal.
   All hourly employees must submit a properly approved time sheet in order to be eligible for pay.

 D.Setting Up Payment for Supplementary Compensation

  1.Obtain employee's name, assignment, and supplementary compensation from the Superintendent or principal.

  2.If job is for the full year, send the information to the Payroll Department so the compensation can be added appropriately to each paycheck.

  3.If the job is for a season, the principal or Athletic Director is to send the contract to the Payroll Department indicating that the staff member has properly completed all responsibilities.

 E.Pay Periods

  1.All regular staff members shall be paid in twenty-six (26) pays every other Friday.

  2.Principals must complete the approved substitute form and present it to the payroll department on the Friday preceding each pay day.

  3.No school year shall be considered complete until all required reports are turned in to the Superintendent by the employees concerned. The Superintendent may withhold the last pay check until such reports are received.