Extra Activity/Overtime Payroll Process
All Extra Activity should be Pre Approved by the supervisor before being performed and an Overtime Pre Approval Form should be created. It is up to each department to review and approve the type and amount of work needed to be performed after normal working hours. This Pre Approval form is to be submitted with each extra activity sheet submitted and should include details of work performed and how many hours were allotted. One new form should be used each pay period. This form should be labeled in pdf form and sent in email along with the extra activity statement.
Extra Activity Forms are used to capture the hours of overtime worked per pay period. They must be filled out correctly as per the directions. Those directions are found on the Payroll Webpage and are very detailed. All signatures required should be obtained before sending the sheet to the Budget Department for approval. The Budget department's function is to confirm funds are available in the account being charged. Budget will also look for errors before signing and sending off to the Payroll department.
The Budget Department requires statements to be submitted no later than the close of business on the Thursday before Payroll is due.
All completed and approved forms will be submitted electronically to the Payroll – Extra Activity for Processing folder by noon on the Friday of the pay period close for processing. Paper statements will not be accepted. Please keep in mind that submissions must be received in Payroll with all the appropriate approvals in place by that time for processing. Payroll will do their best to get all entered for the following Friday check date, this is not a guarantee based on volume. Extra Activity may take up to two pay periods to be processed once received in payroll.
Important Notes to Expedite Processing
Hours should be entered in miliary time and in .25 increments. All hours totaled in the final column should be whole increments. For example, 1.5 not 1.83 is an acceptable entry. If the hours worked do not calculate you may round to the nearest .25 increment in favor of the employee. For example if the employee worked 1 hour 25 minutes, you may round to 1 hour 30 minutes and enter 1.5.
Only emailed or uploaded PDF's will be accepted.
ONLY HOURS WORKED SHOULD BE INCLUDED. Please do not send forms with future dates intended to work include on the form. The entire sheet will be returned.
EVERY FILE SHOULD BE ONE PAGE. Multi-paged PDF's will be rejected.
File naming conventions should be followed. This provides protection from duplicates, helps with searches and makes investigation much easier on everyone!
Budget Department Procedures for Requesting Extra Activity/Overtime Investigation
All requests for PAST-DUE Extra Activity/Overtime Statements (A & C Funds only) can be directed to Constance Calteaux in the Budget office. Please submit requests via email to ckcalteaux.
Procedure is as follows; Department Heads forward, via email, all approved Extra Activity/OT statements to the appropriate person in Budget/Special Projects for approval.
Complete and correct statements are signed by Budget/Special Projects and electronically forwarded to Payroll by the due date.
A courtesy email is forwarded to the department file keeper as a confirmation that the OT was submitted to Payroll, it is up to the department to keep records of these emails.
If an inquiry is made into late/not paid OT, the first step is to ask the file keeper in the correct department for the confirmation email Budget sent. Knowing who sent the statement to Budget and the time frame it was sent is needed to research the sent emails. DO NOT RESUBMIT WITHOUT AN INQUIRY FIRST!
If that email cannot be found, then Budget can be contacted. In order to research properly, the statement in question MUST be sent as an example. This will provide Budget with the information necessary to investigate saved statements.
The Budget department will check their records for an approved copy of the statement.
If NO, Budget will verify whether the statement was received on said date. If the email cannot be located, the requestor can ask the department that handles those statements to investigate and resend if necessary.
If the approved copy cannot be found on file, Budget will verify whether that statement was received on said date.
If YES, Budget will check detailed check history to verify that the OT was not in fact already paid. If not paid, requestor is referred to Payroll and a copy of the approved sent statement and it’s sent email will be provided.
If the approved copy is on file, Budget will CC the requestor and forward the information to Payroll via email. At that time it is up to the requestor to follow up with Payroll.
Daily Rate - 1/200th Extra Activity
All extra activity statements submitted to Budget for the daily rate must have a board stamped approval and the Instructional Board Changes List of names attached. This serves as the Pre Approval Form. This can be found on Board Docs under the meeting date that it was submitted for approval. Sheets will not be processed in advance of this approval.