WELCOME
TO THE
FINANCE ACADEMY
Summer 2014
PAYROLL
An Overview of Payroll Process
The Payroll Department
Theresa Almendarez
Payroll Supervisor
281-985-6230
• Daveena Garza
281-985-6233
• Jose Silva “Tony” (TRS)
281-985-6228
• Julia Garamillo “Mandy”
281-985-6232
• Vacancy
281-985-6229
***Complete description of each staff member
on the website.
• Somnia Martinez
• 281-985-6074
• Dianne Reyes
281-985-6142
• Mary Boswell
281-985-6235
• Eric Hancock
281-985-6234
Time Card Guidance
• Please ensure the correct color of
timecard are submitted-along with the
requisitions.
• Time cards are only for extra duty or new hires usage
(all hourly employees should be on Time and
Attendance)
o Yellow - Campus employees
o White - Temporary employees (e.g., tutor,
student workers, & CO temps)
o Salmon – Permanent or Temporary
employees (e.g., extended
day/week/year, extra duty)
Time Card Guidance
To address concerns of our external auditors, it is necessary that timecards be
filled out in accordance with the following guidelines: Time cards are only for
extra duty or new hires usage (all hourly employees should be on Time and
Attendance)
1. Timecards are to be filled out by the employee.
2. The employee will record actual time in and time out on the
timecard (e.g., If the employee leaves work at 3:26, they would
write 3:26 on their timecard, not 3:30.)
3. Timecards should be written legibly in ink.
4. Timecards are not acceptable if they contain white out or times
have been marked through and changed.
5. Timecards should be signed by the employee and then their
supervisor.
6. Timecards should be submitted in a timely manner - by the
Tuesday following the week worked.
Attending to these matters will help ensure that timecards are not sent back to
your school/dept. for corrections and that the employees receive payment for
services as they are scheduled to be paid.
Timecards, Requisition, and etc.
• Timecards (reference Time and Attendance and Aesop)
• Pilot group (no longer need to turn in reports or forms)
o All principal reports and requisitions should be
turned into the Payroll Department by the
Tuesday of the following worked week.
• Principal reports, yellow forms, and time cards will continue
until further notice.
o Please record the correct Social Security number
on the time card, principal reports and
requisitions. (last four numbers)
Time and Attendance/AESOP
• AESOP to Time and Attendance for Aldine
Employees. (Verify absentees) **It’s
important to verify your records, if an
employee was reported incorrectly,
please correct immediately.
• AESOP to the Payroll system for Substitutes.
(Reconciling the reports) **It’s important to
reconcile your reports, if not, it delays the
employees from getting paid on a timely
manner.
Time and Attendance
• Website: http://10.1.2.51/clock.in/
• Time and Attendance training is available for all
new secretaries/bookkeepers, please call the
Payroll dept. to schedule a date.
• Training is also available through out the school
year. (Sign up through e-portal)
Overtime/Comp Time
• Overtime/Comp Time must be
pre-approved using the
Overtime/Comp Time
Compensation Request Form.
o Staff who come in early cannot sit
at their desk. They are to go to
the lounge (or some other nonwork area).
o Hourly employees cannot eat
lunch at their desks. If an hourly
employee works during their
lunch time, they must be
compensated for the time.
Sick Leave/Personal Leave
• SICK LEAVE/PERSONAL LEAVE
*10 month employees receive 5 state personal leave
days and 5 local sick days annually.
*12 month employees received 5 state personal leave
days and 7 local sick days annually.
*Sick leave/personal days may be pro-rated due to the hired date.
*Each employee receives 5 State days (upfront) at the beginning of the
school year. Note: If an employee has worked for another school district at
the beginning of the school year and comes to Aldine ISD after the year
starts, State Personal Days will be based upon the employees service
records.
DIRECT DEPOSIT
• As of 7-1-10, all employees MUST
be Direct Deposit (*Board Policy).
*Beginning in July, 2010, all employees, including full time, part
time, and substitutes may elect to receive pay by one of two
methods: 1) Direct Deposit; or 2) Debit card (Depository bank
account with a debit card). All pay will be electronically sent
to either the employee’s bank via direct deposit or added to
the employees debit card account.
*Employees are responsible for notifying the Payroll Department,
in writing at least ten business days before a regular scheduled
pay day of any changes in the employee's financial institution.
Please provide us your new bank institution information.
General Information and Forms
Frequently asked questions
• How did Aldine ISD come up with my semi-monthly?
o Take your annual salary then divided by 24 paycheck equals your semimonthly pay check. Example: 45,000/ 24 = $1,875.00 semi-monthly.
• I started working in the middle of the school year, How will my
pay check be calculated?
o
It depends on the date of hired and school calendar contract.
•
Example: ( 2013-2014 school year) The employee was hired on 1001-2013 on a 187 day contract. From 10-01-2013 to 06-07-2014, this
employee is going to work a total of 155 days and the daily rate is
$245.00. To get the semi-monthly, you take the daily rate ($245)
times the number of days (155); which will equal your annual salary.
e.g., $245 x 155= $37,975.00 annual salary
$37,975.00 annual salary divided by 21 remaining paychecks
equals $1,808.33 semi-monthly.
• How do I get to the employee self service (ESS)?
o Use internet explore browser and navigate to:
https://www.aldine.k12.tx.us/eportal/ess/
Or you can access the instruction through our Payroll department
website.