Kansas Department of Administration, Office of General Services

Accounts and Reports

INFORMATIONAL CIRCULAR NO. 13-P-006

Supersedes 12-P-010

DATE:	October 29, 2012
SUBJECT:	Key Payroll Processing Dates in November 2012
EFFECTIVE DATE:	November 2012
A & R CONTACT:	Joyce Dickerson	(785) 296-3979	( Joyce.Dickerson@da.ks.gov)
APPROVAL:	Nancy Ruoff (Original Signature on File)
SUMMARY:	Payroll processing schedule changes due to the November 2012 holidays.

Monday, November 12, 2012 (Veterans' Day), Thursday, November 22, 2012 and Friday, November 23, 2012 (Thanksgiving Holiday) are designated holidays for state service in 2012.

Due to the holidays in November, changes are required to the ‘normal’ payroll processing schedule. Agencies are asked to note the payroll processing schedule due dates, some of which are occurring on a different day of the week than normally scheduled.

Thursday, November 1, 2012
The third on-cycle preliminary pay calculation for the period ending October 27, 2012 will occur November 1, 2012.

Regents’ on-cycle files for the period ending October 27, 2012 must be received by the Department of Administration by 4:00 PM on November 1, 2012.

Friday, November 2, 2012
Final pay confirmation for the on-cycle payroll for the period ending October 27, 2012 will occur November 2, 2012. For Time and Leave agencies, all employees’ time and leave records must be ‘OK to Process’, and for Time and Labor agencies, all employees’ payable time must be approved, by 6:00 PM on November 2, 2012 in order for a paycheck record to be created. All deduction and tax data changes must be entered by 6:00 PM on November 2, 2012 in order to be reflected in the final paycheck created for the employee.

Regents’ Run A off-cycle payroll files for the period ending October 27, 2012 must be received by the Department of Administration by 4:00 PM on November 2, 2012.

Monday, November 5, 2012
The Run A off-cycle for the period ending October 27, 2012 will be processed November 5, 2012. SHARP Time and Leave/Time and Labor agencies have until 6:00 PM on this date to enter supplementals and/or adjustments run controls for the Run A off-cycle. For Time and Labor agencies, all employees’ reported time must be entered (and approved if applicable) by 3:30 PM. Payable time must be approved by 6:00 PM. Paychecks for the Run A off-cycle will be dated November 9, 2012.

The Regents’ on-cycle files for the period ending October 27, 2012 will also be processed.

Tuesday, November 6, 2012
Regents’ Run B off-cycle payroll files for the period ending October 27, 2012 must be received by the Department of Administration by 4:00 PM on November 6, 2012 in order to be processed on Wednesday, November 7, 2012.

Wednesday, November 7, 2012
The Run B off-cycle for the period ending October 27, 2012 will be processed November 7, 2012. SHARP Time and Leave/Time and Labor agencies have until 6:00 PM on this date to enter supplementals and/or adjustments run controls for the Run B off-cycle. For Time and Labor agencies, all employees’ reported time must be entered (and approved if applicable) by 3:30 PM. Payable time must be approved by 6:00 PM. Paychecks for the Run B off-cycle will be dated November 13, 2012.

Friday, November 9, 2012
Payday for the payroll period ending October 27, 2012.

First opportunity for Time and Leave/Time and Labor interface agencies to have time and leave files for the period ending November 10, 2012 submitted to the Department of Administration for processing by 5:00 PM on November 9, 2012. (These files would normally be due Monday, November 12, 2012). Last opportunity to submit files will be noon on Tuesday, November 13, 2012.

Regents’ Run C off-cycle payroll files for the period ending October 27, 2012 must be received by the Department of Administration by 4:00 PM on November 9, 2012.

Monday, November 12, 2012
Veterans' Day Holiday

Tuesday, November 13, 2012
The Run C off-cycle for the period ending October 27, 2012 will be processed November 13, 2012. SHARP Time and Leave/Time and Labor agencies have until 6:00 PM on this date to enter supplemental and/or adjustment run controls for the Run C off-cycle. For Time and Labor agencies, all employees’ reported time must be entered (and approved if applicable) by 3:30 PM. Payable time must be approved by 6:00 PM. Paychecks for the Run C off-cycle will be dated November 16, 2012.

Paysheets for the on-cycle payroll for the period ending November 10, 2012 will be created on Tuesday, November 13, 2012. For Time and Leave agencies, all job actions (i.e., promotions, terminations, new hires, leave of absences, step increases, etc.) must be entered by 6:00 PM on November 13, 2012 in order to be reflected on the paysheets for this period.

The first on-cycle preliminary pay calculation for the period ending November 10, 2012 will also occur November 13, 2012; therefore, for Time and Leave agencies, all employees’ time and leave data must be entered into SHARP and designated ‘OK to Process’ by 6:00 PM in order for a paycheck record to be created. For Time and Labor 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 November 13, 2012 in order for a paycheck record to be created. Please note that there will be only two SHARP on-cycle preliminary payroll calculations for the pay period ending November 10, 2012.

Time and Leave/Time and Labor interface agencies can submit time and leave files for the period ending November 10, 2012 to the Department of Administration for processing by 7:30 a.m. to be processed at 7:45 a.m. or by noon to be processed at 12:30 p.m. on November 13, 2012.

Wednesday, November 14, 2012
The second on-cycle preliminary pay calculation for the period ending November 10, 2012 will occur November 14, 2012. Regents’ on-cycle payroll files for the period ending November 10, 2012 are due to the Department of Administration by 4:00 PM on November 14, 2012. (These files would normally be due Thursday, November 15, 2012.)

Thursday, November 15, 2012
Final pay confirmation for the on-cycle payroll for the period ending November 10, 2012 will occur November 15, 2012. (Final pay confirmation would normally occur Friday, November 16, 2012). For Time and Leave agencies, all employees’ time and leave records must be ‘OK to Process’, and for Time and Labor agencies, all employees’ payable time must be approved, by 6:00 PM on November 15, 2012 in order for a paycheck record to be created. All deduction and tax data changes must be entered by 6:00 PM on November 15, 2012 in order to be reflected in the final paycheck created for the employee.

Regents’ Run A off-cycle payroll files for the period ending November 10, 2012 must be received by the Department of Administration by 4:00 PM on November 15, 2012. (These files would normally be due Friday, November 16, 2012.)

Friday, November 16, 2012
The Regents’ on-cycle files for the period ending November 10, 2012 will be processed.

The Run A off-cycle for the period ending November 10, 2012 will be processed November 16, 2012. (This off-cycle would normally be scheduled for Monday, November 19, 2012.) SHARP Time and Leave/Time and Labor agencies have until 6:00 PM on this date to enter supplemental and/or adjustment run controls for the Run A off-cycle. For Time and Labor agencies, all employees’ reported time must be entered (and approved if applicable) by 3:30 PM. Payable time must be approved by 6:00 PM. Paychecks for the Run A off-cycle will be dated November 21, 2012.

Monday, November 19, 2012
Payroll Journal transactions for the SHARP on-cycle payroll for the period ending November 10, 2012 will be posted to SMART during Monday night's SMART batch processing cycle. (This process would normally occur Wednesday, November 21, 2012.)

Tuesday, November 20, 2012
Regents’ Run B off-cycle payroll files for the period ending November 10, 2012 must be received by the Department of Administration by 4:00 PM on November 20, 2012.

Wednesday, November 21, 2012
Payday for the payroll period ending November 10, 2012. (It would normally be Friday, November 23, 2012)

The Run B off-cycle for the period ending November 10, 2012 will be processed November 21, 2012. SHARP Time and Leave/Time and Labor agencies have until 6:00 PM on this date to enter supplemental and/or adjustment run controls for the Run B off-cycle. For Time and Labor agencies, all employees’ reported time must be entered (and approved if applicable) by 3:30 PM. Payable time must be approved by 6:00 PM. Paychecks for the Run B off-cycle will be dated November 28, 2012. (Paychecks would normally be dated Monday, November 26, 2012.)

Regents’ Run C off-cycle payroll files for the period ending November 10, 2012 must be received by the Department of Administration by 4:00 PM on November 21, 2012. (These files would normally be due Friday, November 23, 2012.)

Thursday, November 22, 2012
Thanksgiving Holiday

Friday, November 23, 2012
Thanksgiving Holiday

Monday, November 26, 2012
The Run C off-cycle for the period ending November 10, 2012 will be processed November 26, 2012. SHARP Time and Leave/Time and Labor agencies have until 6:00 PM on this date to enter supplemental and/or adjustment run controls for the Run C off-cycle. For Time and Labor agencies, all employees’ reported time must be entered (and approved if applicable) by 3:30 PM. Payable time must be approved by 6:00 PM. Paychecks for the Run C off-cycle will be dated November 29, 2012.

Time and Leave/Time and Labor interface agencies must have time and leave files for the period ending November 24, 2012 submitted to the Department of Administration for processing by 5:00 PM on November 26, 2012.

Tuesday, November 27, 2012
Paysheets for the on-cycle payroll for the period ending November 24, 2012 will be created on Tuesday, November 27, 2012. For Time and Leave agencies, all job actions (i.e., promotions, terminations, new hires, leave of absences, step increases, etc.) must be entered by 6:00 PM on November 27, 2012 in order to be reflected on the paysheets for this period.

The first on-cycle preliminary pay calculation for the period ending November 24, 2012 will also occur November 27, 2012; therefore, for Time and Leave agencies, all employees’ time and leave data must be entered into SHARP and designated ‘OK to Process’ by 6:00 PM in order for a paycheck to be created. For Time and Labor 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, in order for a paycheck record to be created.

Wednesday, November 28, 2012
The second on-cycle preliminary pay calculation for the period ending November 24, 2012 will occur November 28, 2012.

Thursday, November 29, 2012
The third on-cycle preliminary pay calculation for the period ending November 24, 2012 will occur November 29, 2012.

Regents’ on-cycle files for the period ending November 24, 2012 must be received by the Department of Administration by 4:00 PM on November 29, 2012.

Friday, November 30, 2012
Final pay confirmation for the on-cycle payroll for the period ending November 24, 2012 will occur November 30, 2012. For Time and Leave agencies, all employees’ time and leave records must be ‘OK to Process’, and for Time and Labor agencies, all employees’ payable time must be approved, by 6:00 PM on November 30, 2012 in order for a paycheck record to be created. All deduction and tax data changes must be entered by 6:00 PM on November 30, 2012 in order to be reflected in the final paycheck created for the employee.

Regents’ Run A off-cycle payroll files for the period ending November 24, 2012 must be received by the Department of Administration by 4:00 PM on November 30, 2012.

Attached is a calendar for the month of November 2012, which highlights key payroll processing activity for the month. The attached calendar is intended for use as a supplementary reference tool only; it does not contain the level of detail that is included in the narrative portion of this circular.

Please note the changes to the payroll processing schedule and adjust your schedules accordingly. If it becomes necessary to change any of the payroll processing dates identified above, notification of the change will be provided to all subscribers of the SHARP Infolist. SHARP users interested in subscribing to the Infolist, but who have not yet done so, can subscribe at http://www.da.ks.gov/sharp/infolist.htm.

MJ:NTR:ccl

Attachment pdf