6510B - PAYROLL AUTHORIZATION

Whitmore Lake Public Schools

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

		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 business manager.

Setting Up Payroll for Noncontracted Employees

		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 business manager. All hourly employees must submit a properly approved time sheet in order to be eligible for pay.

Setting Up Payment for Substitute Employees

		1.	Obtain from Board minutes 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.	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 business manager. All hourly employees must submit a properly approved time sheet in order to be eligible for pay.

Setting Up Payment for Supplementary Compensation

		1.	Obtain employee's name, assignment, and supplementary compensation from Board minutes.
		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 a letter to the Payroll Department indicating that the staff member has properly completed all responsibilities.

Pay Periods

		1.	All regular staff members shall be paid in twenty-six (26) pays every other week except staff members choosing to be paid in twenty-one (21) pays.
		2.	Principals must complete the approved substitute form and present it to the payroll department on Monday noon 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.