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Accounts and Reports

INFORMATIONAL CIRCULAR NO. 04-P-011 (Supersedes 03-P-039 and 03-P-040)
DATE:  October 22, 2003
SUBJECT: SHARP Bi-Weekly Payroll Schedule for 2004
EFFECTIVE DATE:   Calendar Year 2004
A & R CONTACT: Roger Basinger   (785) 296-5387   (roger.basinger@da.state.ks.us)
APPROVAL: Approved by Dale Brunton
SUMMARY: SHARP On-cycle and Off-cycle Payroll Processing Schedules for 2004

Attached are the finalized SHARP bi-weekly on-cycle and off-cycle schedules for calendar year 2004. The attached schedules provide important information regarding the critical payroll processing deadlines for each bi-weekly payroll period. Agency personnel responsible for payroll processing will need to ensure that all appropriate information is entered or submitted by the cutoff dates indicated on the schedules to ensure timely issuance of pay for their employees.

SHARP off-cycle payrolls will generally be processed each Monday and every other Wednesday night and will include all activity entered into SHARP since the last off-cycle payroll. If a holiday occurs on a Monday or Wednesday, the off-cycle payroll will normally be rescheduled to occur on the following business day. Payroll payments resulting from the first off-cycle for the payroll period (Run A) will be issued with the same paycheck/direct deposit date as the on-cycle pay date for the payroll period. Payroll payments resulting from the remaining off-cycles (Runs B & C) will normally be dated three working days from the date the off-cycle was processed. SHARP agencies have until 6:00 p.m. on Mondays and every other Wednesday to enter adjustments and/or supplemental data into SHARP for processing in that night's off-cycle payroll.

Off-cycle payrolls for Regents' institutions are also normally scheduled for each Monday and every other Wednesday night. Regents' institutions generally have until 5:00 p.m. on Fridays and every other Tuesday to submit off-cycle payroll interface files. The Division of Accounts and Reports must approve all interface files for processing by 5:00 p.m. on the following Monday or every other Wednesday for the files to be processed in that night's off-cycle payroll. Regents' off-cycle payrolls will be issued with the same check/advice date as the SHARP off-cycle processed the same night.

Please note that there are 27 on-cycle pay dates in calendar year 2004. Deductions for United Way, Savings Bonds, Organization Dues, Deferred Compensation, KPERS, KPERS Buyback, Court Ordered Withholdings, Post-Secondary Education Savings Plan, TSA, and VTSA will be taken for each of the 27 pay dates (assuming no deduction end date prior to December 19, 2004 has been entered for the deductions). Semi-monthly deductions for Group Health Insurance and Flexible Spending Accounts will continue to be taken on a semi-monthly basis (the first and second pay date of the month), with no deductions being taken from the third pay dates in the months of January, July, and December 2004. The monthly deductions for Long Term Care (first pay date of the month) and Optional Group Life Insurance (second pay date of the month) will continue on their normal schedule.

Bi-weekly Parking deductions will also be taken from all 27 pay dates. However, agency parking contracts based on monthly, quarterly or annual amounts may not have a deduction taken on the December 30, 2004 paycheck. Agencies should contact Frances Darrow with the Division of Facilities Management at 296-1318 to determine if their contracts qualify.

Although there are 27 pay dates in calendar year 2004, federal and state withholding calculations will still be annualized using 26 pay periods for biweekly payrolls. Employees should be advised to review their current W-4 status and the number of withholding allowances claimed. Employees should estimate their 2004 tax liability to determine if their withholding is sufficient.

If not, employees should adjust their W-4's accordingly.


Attachment: SHARP Bi-Weekly Payroll Schedule for Calendar Year 2004 (.pdf)