How To Remit Extra Pay
SUBJECT: Submission of Extra
As you know, a test program was put into place that changed the extra pay submission requirements. This program was designed to accomplish the following:
· Better enable the District’s tracking of extra pay expenditures
· Ensure consistent pay practices throughout the District
· Ensure proper accounting of extra pay
· Allow for additional review of extra pay submitted – prior to generating payment
However, it has been determined that the additional administrative burden in tracking of extra pay at this level is no longer feasible. As a result, effective September 1, 1998 the extra pay submission procedures will change. The new procedure is as follows:
1. Extra pay should now be written in on the normal payroll transmittal. It is no longer necessary to submit extra pay using the Extra Pay Transmittal.
2. Extra pay is now due at the same time the normal payroll is due (Please refer to the Payroll Due Date Schedule). It is no longer necessary to submit extra pay by the 10th of the month. Special departmental extra pay must continue to be submitted by the 10th of the month.
3. Extra pay submitted after the normal payroll deadline will not be processed on that month’s payroll. Extra pay will not be processed on a special payroll under any circumstances.
4. Class coverage will now be handled the same way as extra pay. Please submit teacher class coverage on the normal payroll transmittal. It is no longer necessary to submit a “Teacher Extra Pay – Class Coverage” form. Please indicate in the comments section of the transmittal the following information:
· The name of the teacher that was absent
· The date the substitution occurred
5. When submitting extra pay the following information must be provided:
· The employee’s name, social security number, and the employee’s job number. It is critical to provide a social security number to ensure the proper person is paid.
· A valid extra pay account number must be submitted. The account number must be in FMS8 format. SFG account numbers will not be processed. Payroll submitted without the proper account information will be charged to a default account number.
· In the comments section of the transmittal please indicate what services were performed.
· In the comments section of the transmittal please indicate the actual date the services were performed. Extra pay will not be processed without this date.
· Extra pay for non-exempt employees must be submitted with hours worked and the associated hourly rate. Lump sum extra pay will not be processed for non-exempt employees. If you are unsure as to whether an employee is exempt or non-exempt, please contact your assigned Payroll Technician.
· Extra pay for exempt employees should be submitted as a flat amount. Again, if you are unsure as to whether an employee is exempt or non-exempt, please contact your assigned Payroll Technician.
· Extra pay for retired employees must be submitted with hours worked and the associated hourly rate. This is imperative to ensure proper retirement tracking. Lump sum extra pay will not be processed for retired employees.
· All extra pay submitted must have a valid authorizing signature.
If you have questions regarding the new extra pay submission requirements please contact your assigned Payroll Technician.
