06/18/2013AP - Laserfiche WebLink

Home Browse Search

CONSENT (W INDIAN RIVER COUNTY MEMORANDUM TO: Joseph Baird County Administrator FROM: Colleen Peterson, Human Resources Manager and Jason E. Brown, Director, Office of Management&Budge DATE: June 10, 2013 SUBJECT: Payroll Projected Week Staff seeks approval to implement a one-week lag in the payroll period in order to eliminate the "projected" week at the June 18, 2013 regular meeting of the Board of County Commissioners. In addition,staff seeks approval to compensate employees for one week of lost wages by giving employees the equivalent of one week's pay at the time the one-week lag is implemented. Background County employees are paid every two weeks. The two-week pay period begins on a Friday and ends on a (W Thursday,and employees are paid through the Thursday immediately before payday Friday. Departments are required to turn in their payroll to Human Resources at the end of the first week of the pay period. As a result, the hours for the second week are "projected" based on the hours the employee is normally scheduled to work. Therefore,additional hours worked and absences during the second week of the pay period cannot be processed until the following pay period. In addition,employees who work less than the "projected"hours are overpaid, and these pay adjustments are also made the following pay period. The County's payroll software(i.e.,Munis)has features that cannot be currently utilized because of the "projected" week. One example is our inability to key in time and attendance on a daily basis. In addition,the"projected"week results in a significant number of pay adjustments having to be made every pay period. Additionally, the County is in the process of upgrading to a new version of the Munis software. This version has additional functionalities that will streamline the payroll process. In order to utilize the software to its full potential and realize increased efficiencies in the payroll process, it is necessary to eliminate the"projected"week. In summary,the current payroll system results innumerous operational challenges for the organization. If the County implements a one-week lag in the pay period, the"projected"week would be eliminated and employees would be paid for actual time worked. Fundin The proposed elimination of the "projected" week will result in the deferral of one week's payment to employees. Staff proposes to eliminate the "projected" week for the pay period beginning August 16, (W 2013. Under the proposed plan, this would mean that employees would be compensated for work through August 22,2013 on the August 30, 2013 paycheck. If the current system were maintained,the 24