6510B - PAYROLL AUTHORIZATION

West Clermont Local 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.

Setting Up Payroll for Contracted Employees (see Form 6510 F1)

		1.	Obtain employee's name, pay rate, and employment period from Board minutes.
		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.	Upon receipt of initial transmittal sheets, check all data against deduction files and Board-approved employment lists.
		7.	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.

Setting Up Payroll for Noncontracted Employees and Substitutes

		1.	Obtain employee's name, pay rate, and employment period from Board minutes.
		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.	Upon receipt of initial transmittal sheets, check all data against Board approved names and rates.
		5.	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 supervisor.
			All hourly employees must submit a properly approved time sheet in order to be eligible for pay.

Setting Up Payment for Supplementary Compensation (see Form 6510 F2, 6510 F3, Form 6510 F4, and Form 6510 F5)

		1.	Obtain employee's name, assignment, and supplementary compensation from Board minutes.
		2.	Request voucher for total amount due for the contracted period. If job is for full term, request voucher at mid-year and year end.
			The principal or director responsible for evaluating the performance of such employees is responsible for verifying the accuracy of such vouchers as well.
		3.	Process for payment in same manner as any purchase for services.

Pay Periods

		1.	All regular staff members shall be paid ( ) in twenty-six (26) pays.
		2.	Principals must complete the approved substitute form and present it to the Treasurer per the payroll schedule.
		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.