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421 N.W. 13th, Suite 290
Oklahoma City, OK 73103


PAYROLL

Basic New-Hire Information

Payroll Schedule

Payroll Funds Transmittal Policy

Leave and Holiday Schedules

 

Basic New-Hire Information

Types of Employees:

Employees can be classified permanent full-time, permanent part-time, temporary full-time, and temporary part-time.  Part-time employees can either be paid by the hour or by a percentage rate.

Temporary employees are not eligible for benefits, and cannot work more than 999 hours in any 12 month period.  A permanent employee must work at least 1,000 hours in a 12 month period to remain eligible for benefits.

Freeze Exception Forms:
 
An approved freeze exception form must be received before a new-hire can be placed on payroll.  Also, if an employee is promoted or transferred to a new position, an approved freeze exception form must be submitted.    

Hours for New-Hires, Terminations:    

If an employee either begins employment or terminates employment during the month, please indicate on the personnel action form the number of hours to be paid for that month.

Required Forms:    

All required forms for new-hires are listed on the ¿New-hire information form.¿  In addition, if the new-hire is an Assistant District Attorney, the ¿Assistant District Attorneys Affidavit¿ must also be submitted.

 

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Payroll Schedule(revised 9/8/06)

There are 3 Payroll Cycles in PeopleSoft:

1.  Main - salaried, permanent full-time and permanent part-time employees, plus longevity.

2.  Supplemental - hourly, temporary employees and new hires submitted after the Main Payroll Deadline.

3.  Off-Cycle - incentive pay, overtime, and annual leave for terminations.

Deadline 2nd:         Supplemental and Off-Cycle Payroll

Annual leave for terminations.  Hours for overtime and temporary/hourly employees.  Personnel Action Forms received after this date will be processed on the next applicable payroll cycle. 

Deadline 18th:        Main Payroll

Funding, salary, new hires, terminations, plus any other changes affecting the regular monthly payroll.  Personnel Action Forms received after the deadline will be processed on the next applicable payroll cycle.

 

Please send forms earlier, if possible.

 

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Payroll Funds Transmittal Policy

The District Attorneys Council (DAC) shall distribute a Payroll Schedule that ensures personnel actions are processed in a timely manner.

District Attorneys shall be responsible for communicating all payroll changes to the DAC, according to the Payroll Schedule, including, but not limited to: resignations, new hires, hours of temporary employees, salaries, and funding.

District Attorneys shall transmit sufficient funds to DAC by the 20th of each month to cover each month¿s payroll costs, travel, workers comp. and all other expenses related to their district.

DAC shall process payrolls as described in the Payroll Schedule.

DAC shall verify funds available for payroll, prior to processing.  If funds are not sufficient to process payroll, DAC shall determine which accounts are the most negative.  For purposes of expediency and to ensure compliance with the Payroll Schedule, DAC shall:

1. In order of greatest deficit to least, identify districts that are behind in transmitting payroll funds.

2. Remove districts from payroll in the order described in 1 above, until the total payroll is reduced sufficiently to be processed, according the total amount of funds available.

3. Add districts that have been removed from a payroll to a supplemental payroll, once funds have been received from these districts.

4. Notify districts of the above actions being taken.

 

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Leave and Holiday Schedules

Sick Leave:  Full-time and part-time qualifying employees accrue sick leave.  Sick leave is to be used when an employee is unable to work due to illness or injury or for medical, dental, or optical examination or treatment.  Full-time employees accrue 15 days per year.  Part-time employees accrue leave on a prorated basis.  There is not accumulation limit.

Annual Leave:  Full-time and part-time qualifying employees accrue annual leave based on continuous service.  Annual leave is used for vacations, personal business, and time off not covered by other paid or holiday provisions.  Part-time employees accrue leave on a prorated basis.

Accumulation Schedule (effective November 1, 2001)

 Cumulative Service

 Accrual Rate

 Monthly Accrual

 Limit

 Less than 5 years  15 days a year  10 hours  30 days
 5 through 9 years  18 days a year  12 hours  60 days
 10 through 19 years  20 days a year  13-1/3 hours  60 days
 20 years and over  25 days a year  16-2/3 hours  60 days


Family and Medical Leave:  Employees with more than twelve months of full-time service may take Family and/or Medical Leave, not to exceed 12 weeks in a 12 month period for: (1) having to care for a terminally or critically ill child or dependent adult; (2) the birth of a child; (3) receiving custody of a child through adoption; or (4) a serious health condition that makes the employee unable to perform the functions of the employee¿s job.  Family and/or Medical Leave is deducted from existing leave balances or an employee may utilize leave without pay.  Whenever it is possible, employee shall schedule Family and/or Medical Leave to accommodate the operations of the employee¿s agency.  An employee shall give his/her supervisor notice and a request for Family and Medical Leave at least 30 days before leave is to begin if the need for Family and/or Medical Leave is expected. When the need for Family and/or Medical Leave is unexpected, an employee shall give his/her supervisor notice and a request for Family and Medical Leave as soon as possible.

Paid Holidays:  Employees receive the holidays off with pay as proclaimed by the Governor. Part-time employees accrue holidays on a prorated basis.  The standard recognized holidays are:

 Holiday

 Date
 New Year's Day  January 1
 Martin Luther King Jr. Day  3rd Monday in January
 Presidents Day  3rd Monday in February
 Memorial Day  Last Monday in May
 Independence Day  July 4
 Labor Day  First Monday in September
 Veterans Day  November 11
 Thanksgiving Day

 4th Thursday in November and day after Thanksgiving

 Christmas Day

 December 25                          

 
 

 

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