How Do I Complete The Payroll Transmittal?
Denver Public Schools
Payroll Procedures for Submission of Payroll
Employee Timesheets
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All non-exempt employees must complete and sign a weekly timesheet or a sign-in sheet if implemented by your location. Federal law requires this.
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Overtime MUST be reported and paid for any non-exempt employee that works in excess of 40 hours in a single workweek. DPS has a workweek of Monday through Sunday. Absences (holiday, sick, personal, etc) do not count towards the calculation of overtime.
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Timesheets are kept at the schools. Secretaries will transfer the data from the timesheets onto the payroll transmittal. Pay Records MUST be kept at the School/Dept. for 5 years plus the current year.
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The district does not have a comp time policy. All hours over 40 in a workweek must be paid as overtime and not carried forward to be taken at a later date as comp time.
Absence Tracking
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Absence tracking and reporting occurs in hourly increments rather than daily increments.
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Sick leave can be taken in 1/2 hour increments.
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Personal leave can be taken in four or eight hour increments.
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Personal leave cannot be paid in conjunction with a holiday.
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Vacation can be taken in 4 or 8 hour increments.
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Vacation and sick leave for contract employees is granted at the beginning of each school year; however, it is earned on a monthly basis.
Transmittal Due Dates
The schedule can be located on the Payroll website.
End of month payroll transmittals from schools/departments are due into the payroll office on the 15th of each month. Should the 15th fall on a weekend, the transmittals are due into payroll on the Friday before the 15th.
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Mid-month payroll transmittals are due into the payroll office by the 2nd workday of the following month.
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The reporting period for semi-monthly Custodial payrolls is the 1st through the 14th paid on the last working day of the month and the 15th through the end of the month paid on the 15th of the following month.
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Employees who have a work year greater than 0 (i.e.240 day work year) are paid monthly for the current month. Absences, however, are reported from the 15th of the prior month through the 14th of the current month.
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Lunchroom payrolls have two pay periods per month. 1) 1st through the 15th, due into payroll on the 18th paid at end of month. 2) 16th though the end of month, due into payroll on the 3rd working day of the following month, paid on the 15th each month.
Payroll Transmittals
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The payroll transmittals will list each employee that is set up at your school or department. Employees are sorted by department (teachers, custodial, administrative, paraprofessionals, etc) then alphabetically by employee name.
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If an employee has more than one job, they will be printed on the transmittal multiple times by job code.
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If an employee is not listed on the transmittal, add the employee's data to the bottom of the page. Include name, social security number, job code, account #, and other relevant information such as begin date. Contact Human Resources to ensure the employee has been set up through the HR system and all paperwork has been completed. If the employee has not been set up in the system, payroll cannot create a paycheck.
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If an employee is listed on the transmittal and is no longer working at your school/department, please indicate what change has occurred in the comment section. Please notify Human Resources of the change if you have not already done so. Also, please indicate the last day worked to ensure the employee is paid correctly.
Hourly Employees: Employees having a work year = 000
All hours worked must be recorded on the payroll transmittals using 1000 for the Pay Code. These employees are only paid for hours turned into payroll.
All overtime worked must have dates recorded in the comment section of the transmittal and # of hours for each date. All hours are submitted using 2000 for the Pay Code
Appointed Employees: Employees having a work year greater than 000
If you do not report anything on the transmittals, the employee will be paid for every day in the pay period.
Only exception data, such as overtime, extra pay, and absences are recorded for appointed employees. Absences and overtime must have dates recorded in the comment section of the transmittal.
Each transmittal must have an authorized signature that is on file in the payroll office.
Please keep a copy of your transmittal in case it becomes lost or delayed in the mail.
Completing the Payroll Transmittal
Regular Hours:
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Submit for hourly employees only using 1000 for a Pay Code.
Absences:
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Each type of absence must be reported on a separate line.
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Sick leave can be taken in 1/2 hr increments.
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Personal and vacation can be taken in 4 or 8 hour increments only.
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In the column "Pay Code", enter the correct code. Pay Codes
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Enter the date of the absence in the column labeled "Dates/Comments."
Overtime:
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In the Column "O/T" Hours" enter the number of hours worked over 40 by the employee in one workweek.
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In the column "Pay Code", enter the overtime pay code of 2000.
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If a specific account # should be charged for this overtime, enter the correct account # in the column "Override Account #". If no account number is provided, the base employee account will be charged.
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Provide dates and the number of hours per date the overtime was worked in the "Dates/Comments" column.
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Emergency callbacks for Custodians or Facility Managers must have "emergency callback" noted in the "Comments" column or the hours worked will be paid as straight time.
Extra Pay:
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Enter the total number of extra pay hours in the column labeled "Reg Hours."
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Enter the hourly pay rate in the "Rate/Amt" column. If extra pay reported is for a non-exempt employee and is for hours worked over 40 in one work week, the hourly rate must be at least 1.5 times the employee's hourly rate.
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Exempt employees can be paid a flat dollar amount.
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Enter the pay code that best describes the work that was performed. Pay Codes
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Use the "Override Account #" to enter the extra pay account number. All extra pay must be charged to an extra pay account.
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Provide dates the extra pay was worked in the "Dates/Comments" column.
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Provide a description for miscellaneous extra pay in the "Dates/Comments" column.
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Extra Pay Transmittals must be submitted to payroll by the 10th of the month to be paid at the end of the month.
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All extra pay which is omitted from the transmittal or is reported late, will be paid the following month. Please note that extra pay does not qualify for a special check.
