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STEPHENSON FINANCIAL SYSTEMS LEAVE ACCOUNTING SYSTEM
PLEASE DISTRIBUTE TO ALL EMPLOYEES ON THE REGULAR PAYROLL
DNR is going to be switching to a new leave system effective with the employee time sheets received for PP# 16. The leave system that we have been using has become antiquated, with some things that cannot be updated as regulations continue to change concerning State leave codes, and the need for more reports that the old system is incapable of providing. We have been working with Stephenson Financial Systems for the last year to update the system to ACCESS. From the testing that we have done recently, the system seems to be able to give us what we need. There will be some changes with the implementation of the new system, but the majority of the way we have done the leave in the past will remain. One of the benefits that we are looking to in the future is the ability for employees to be able to key in their time from their own PC and to electronically forward the time sheet to the supervisor, and have it forwarded then to the leave section electronically. This is promised in the future, but as we become more and more electronically oriented, this could speed up the process of getting time sheets into the leave section for processing. Another benefit that we are looking into for the future is for the employee to be able to pull up their latest leave balances on their PC, but that too will have to be in the future for security reasons.
The most noticeable change you will see is that we will no longer be able to print the “three part, carbonized” time sheets that everyone is familiar with. We have chosen green 8 ½” X 11” plain sheets to print the time sheet on. The green color will now identify the time sheet as being the original. The green color that we have chosen makes clear photocopies and faxes clearly. The time sheets will be printed from a laser printer. Once the original green time sheets have been approved and signed by the supervisor, the supervisor will need to make a copy for their records and a copy for the employee’s records. The original green time sheet will be forwarded to the leave section. Leave balances will continue to be two pay periods behind on the bottom of the time sheet as has been the case in the past.
Time sheets sent into the leave keeping section with the old leave codes will be marked through one time with a red mark, and the new leave code will be written onto the time sheet by the associate processing it. This may take two pay periods to get accustomed to the change in the leave codes, but please do not call payroll in the meantime, to make the changes. The associates are aware that this is a change-over process. By the time we receive the new green time sheets, we hope everyone will be using the new leave codes. Cascading of leave is a new benefit to the leave keeping process. Since employees have their leave balances on the bottom of the time sheet, and copies of their two time sheets after the date of the leave balances, all employees should be able to calculate what their leave balances are. But, many times, employees take more leave than they have available. With the new leave system, if an employee takes more leave than is available, the leave system will automatically cascade and take leave from leave balances available to cover the overage. The leave system then generates a report showing the leave that was originally used and the amount of cascaded leave used. A copy of the report will then be sent to the unit contact to be forwarded to the employee and the employee’s supervisor, and a copy of the cascade will be attached to the original time sheet.
This time sheet will have the leave codes printed on it that are used by our agency. The new system will allow us to add leave codes as regulations governing State leave change. There will be some additional changes in the leave codes, since the leave codes are used by approximately thirty other state agencies currently using this same system. Please see the new leave codes definition. On the next time sheets sent out, the Law Enforcement leave codes will appear on the time sheets. Due to the rush for the holidays, I forgot to check the leave codes after other changes were made, so I will have to add them for the next pay period. Please use the codes in the meantime.
Most of the FMLA leave codes will change, and we will no longer use the antiquated leave code of 43 for those individuals who work on holidays. LEO holidays will now be recorded with the new leave code of 98. Police Communication Operators will use this leave code for their holidays also. While sorting time sheets, we did notice that the Police Communication Operators have the “LEO” on their time sheets instead of the “PCO” that we requested, so that should be fixed next pay period. Since the regulations governing compensatory time earned and leave earned for working on a holiday (hour for hour earned and the leave must be taken within one year from the date it is earned), “anyone”, except for those employees who work on the Standard LEO 28day schedule, who works on a holiday, will now use code 40 when they work on a holiday and earn the leave, and code 41 when they use the leave. This includes cash overtime eligible employees who normally use the code 48 to earn compensatory time at time and one-half. Holiday worked time will now show under regular comp, and the same rule “to be used within a year from the date it was earned” will still apply. It will just show under a new column now.
Time sheets will now have the last four digits of the social security number left off. We will try this for a while to see if it presents too many problems. Feedback will be appreciated, as we can either show the entire SS# or hide the last four digits at this time. We did have to run the time sheets with a minor problem in order to get them out on time. Anyone with a social security number that begins with zero or double zero, the zero’s were dropped from the front of the social security number. We could not get someone out to fix that in time to get the time sheets done on time, so I would like to request that the employees affected draw one line through the incorrect social security number and hand write the correct social security number above it. The person who needs to fix that is in the hospital at this time, and we have been promised that it will be corrected on the next pay period.
While working with the other agencies, it has been brought to our attention that DNR (as well as some other agencies) have been giving an incorrect leave earning to those employees who are now earning 6.17 hours per pay period, and 7.7 hours per pay period. The correct leave earnings, calculated on 365 days per year, shall now be corrected to 6.15 hours for those employees who have worked with the state for ten years through twenty years, and 7.69 hours for those employees who have worked with the state for twenty years and more. DNR will not deduct any overage of leave from the past, but we will begin the corrected earnings when we begin the new system. Leave earnings of 3.08 and 4.62 hours per pay period were correct before, and will not change.
This new system will make time sheet entry easier, and having a copy of the new leave codes will help employees in determining what type of leave they need to use. This process is a change, but hopefully few changes will be necessary once the process is fully operational. Everyone’s patience during this transition phase is greatly appreciated.
Posted January, 2004