FINANCE COORDINATOR TRAINING

1. FINANCE COORDINATOR TRAINING October 10, 2006

2. FINANCE DIVISION • Byron Cate – Director • Jacobi Cain – Finance Clerk • Lisa Calger – Procurement Officer • Maxine Davis – Finance Clerk • Ben Hanneman – Accounting Manager • Marilyn Jackson – Ins/Retire Coordinator • Carla Root – Payroll Officer • Lisa Thompson – Human Resource Officer • Carl Albert Intern - Vacant

3. District Attorneys Council’s Website www.ok.gov/dac Finance Division’s Website www.ok.gov/dac/Finance Division/index.html CHECK IT OUT There are links to other agencies, the finance manual, finance forms, the new longevity service form and many other helpful and useful tools.

4. 2 TYPES OF EMPLOYEES • PERMANENT • TEMPORARY

5. 2 PAYROLL DEADLINES • 2nd Temporary, Incentive, Terminal Leave • 18th Permanent

6. 2 TYPES OF EMPLOYEES PERMANENT • SALARIED/FULL TIME OR PART TIME • MAIN PAYROLL • <50% NO BENEFITS • >50% ENTITLED TO BENEFITS • ANY SALARY OR FUNDING CHANGES DUE BY 18TH OF EACH MONTH

7. 2 TYPES OF EMPLOYEES PERMANENT (Optional) • HOURLY • SUPPLEMENTAL PAYROLL • <50% NO BENEFITS • >50% ENTITLED TO BENEFITS • ANY SALARY OR FUNDING CHANGES DUE BY 2nd OF EACH MONTH

8. 2 TYPES OF EMPLOYEES TEMPORARY • PART TIME/HOURLY EMPLOYEES • SUPPLEMENTAL PAYROLL • NOT ENTITLED TO BENEFITS • LIMITED TO 999 HOURS IN ANY ONE YEAR PERIOD • CAN RENEW APPOINTMENT AFTER ONE YEAR • HOURS SUBMITTED MONTHLY BY 2ND OF FOLLOWING MONTH

9. 4 CATEGORIES OF PERSONNEL ACTIONS • Appointments • Separations • Changes • Special Pay/Leave Conditions

10. PERSONNEL ACTION FORMS Vital for correct employee information • Special Pay/Leave Conditions • Additional Information/Remarks • Finance Coordinators need to review and double check what is being submitted Please call if you have any questions.

11. TYPES OF LEAVE WITHOUT PAY • Leave without Pay • Sick Leave without Pay • Military Leave without Pay • LWOP Extension Disability • Furlough LWOP • Workers Comp LWOP • Supplemented Workers Comp Leave (LWOP) • Supplemented LWOP (Not Workers Comp) i.e. Shared Leave • Educational Leave without Pay Please be specific on the PAF.

12. INCENTIVE PAY PROCEDURE • INCENTIVE PAY • Employees that are to receive incentive pay, whether a one time employee recognition bonus/award or for OK Health incentives, should submit a PAF for the incentive amount only. DO NOT COMBINE WITH EMPLOYEE’S SALARY. PLEASE DO NOT CHECK THE SALARY BOX. • In the Remarks Section (or Additional Information) indicate the amount of incentive pay and the reason. Salary information should be left blank.

13. RETRO-ACTIVE PERSONNEL ACTIONS PEOPLESOFT WILL NOT ALLOW “BACK-DATING”. • Any PAF’s “Back-Dated” or “Retro-Actively Dated” will be returned with a request for amendment • All PAF’s must be processed in Present or Future periods • Exceptions can be made for funding changes where a funding period has ended. For example, if a grant or contract expires in June and funding was exceeded, then a funding change may be requested, after the fact, to correct the funding problem • DAC recognizes that occasionally life happens and a change needs to be made to correct a past error. Please contact Lisa Thompson, she will advise how to submit the proper paperwork with current dating to correct the error. We hope these will be rare.

14. PERONNEL ACTION FORM ROUTING • All Personnel Action Forms will be processed by Lisa Thompson, HR Officer, effective 10/1/06. Please direct all new hire information, as well as any personnel changes, to Lisa. • Please do not send multiple copies. Faxed copies are acceptable, with either the District Attorney, 1st ADA or other designated signatory's approval. If originals are mailed then do not fax, and vice versa.

15. NEW HIRE BENEFITS PACKETS • New hire information should be received at DAC no later than the date of hire • The deadline for employees to return insurance and benefit enrollment forms is 14 days from hire date

16. NEW HIRE INFORMATION • The following information has been added to the form. • FLSA Status – Exempt/Non-exempt based on the job and duties. • Ethnicity – Required

17. PAYROLL SCHEDULE 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.

18. PAYROLL SCHEDULE • 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.

19. IMPORTANT NOTE • PERSONNEL ACTION FORMS RECEIVED AFTER THE DEADLINE WILL BE DELAYED UP TO 30 DAYS AND WILL BE PROCESSED ON THE NEXT APPLICABLE PAYROLL CYCLE.

20. FREEZE FORMS • Should be submitted immediately upon notice of resignation or termination of incumbent employee • Do not wait until recruiting begins to send in a Freeze Form • Please allow 2 weeks for approval to be obtained by our Cabinet Secretary • New employees cannot be added to the payroll with out an approved Freeze Form (Approved by Cabinet Secretary) • If you are “thinking” about allocating a new position go ahead and send in the freeze form they are valid 1 year from date of issue if you don’t fill it the Freeze Form just expires • Please send the copy of your freeze form with New Hire packet and write the name and SS# of the new employee on the appropriate Freeze Forms • Expiration of Temporary Appointment

21. LONGEVITY • Longevity Service Form • Updated form is found on DAC Website under Finance/Forms. PLEASE USE THE UPDATED FORM THROW AWAY YOUR OLD FORMS. • Please make sure the employee has filled out the form correctly before you send it in. • Link to Longevity Calculator http://www.ok.gov/opm/documents/Longevity%20Calculator.xls • The Longevity Calculator is what I will use to double check the years of service when the forms are received • Beginning October 2006 Longevity will now be included in the employee’s anniversary month paycheck

22. REMINDERS • Longevity payments combined with regular pay, beginning October 2006 • Taxes on Longevity will be higher due to calculations on aggregate income • W-4 changes are retroactive to the beginning of the calendar year. PeopleSoft makes tax corrections for the entire year in one paycheck if a W-4 change is made mid year • EFFECTIVE JULY 1, 2007 ALL EMPLOYEES WILL BE REQUIRED TO BE ON DIRECT DEPOSIT

23. SEXUAL HARASSMENT POLICY AGAINST SEXUAL HARASSMENT • Sex discrimination and sexual harassment are against the law. It is the policy of the District Attorneys Council (“DAC”) to abide by the federal and state laws which prohibit sexual harassment, and to maintain an employment atmosphere free of sexual harassment, intimidation, or coercion. The supervisory and management personnel of the DAC are responsible for implementing this policy, and their success in their jobs depends, in part, on its successful implementation. Supervisors are responsible for immediately reporting any acts of sexual harassment. • Sexual harassment of any employee or officer of the DAC by any other employee, supervisor, or officer of the DAC will not be tolerated. Both males and females are protected against sexual harassment by members of either sex. If investigation of a complaint of sexual harassment produces evidence that such harassment has occurred, appropriate disciplinary actions, which may include termination, will be taken. • The following are some examples of conduct which may be legally actionable sexual harassment: • Use of any offensive or demeaning terms which have sexual connotation. • Objectionable physical contact. • Any indication, express or implied, that an employee’s job security, job assignment, conditions of employment, or opportunities for advancement depend or may depend on the granting of sexual favors to any other employee, supervisor, or manager. • Any action relating to an employee’s job status which is in fact affected by consideration of the granting or refusal of social or sexual favors. • The deliberate or careless creation of an atmosphere of sexual harassment or intimidation. • The deliberate or careless expression of jokes or remarks of a sexual nature to or in the presence of employees who may find such jokes or remarks offensive. • The deliberate or careless dissemination of materials (such as cartoons, articles, pictures, etc.), which have a sexual content and which are not necessary for our work, to employees who may find such materials offensive. • All employees should be careful to treat their co-workers, subordinates, and supervisors with respect at all times. • Any employee who feels that he or she is being subjected to sexual harassment, should contact any supervisor in the DAC, regardless of whether that supervisor is in the employee’s chain of command. A complaint about sexual harassment can be made either orally or in writing. • If you believe you have been subjected to sexual harassment, you may also contact the Oklahoma Human Rights Commission, the Equal Employment Opportunity Commission or a City Human Rights Department or Commission. • No retaliation of any kind will occur because you have, in good faith, reported an incident of suspected sexual harassment. We encourage you to help us keep the DAC free of sexual harassment.