FILE:  DJC

Cf:  GBA, GBAA

PAYROLL PROCEDURES

Salaries for all personnel shall be paid according to the salary schedule established by and approved by the Lafayette Parish School Board.

PAYDAY SCHEDULES

The salaries of continuing employees shall be distributed over twelve (12) months, regardless of employment period.  The pay period for regular employees shall be the first working day of each calendar month to the last day of the calendar month.  Payroll shall be issued in twelve (12) equal installments, and distributed on the last working day of each month. Employees who join the school system during the school year shall have their salaries pro-rated based on days to be worked and paid accordingly.  New non-244-day employees hired for the new school year who start working before the processing of the August payroll will be paid over thirteen (13) months for their first year of work unless they make a timely request to Human Resources to be paid over twelve (12) months. 

Direct deposit of payroll checks shall be mandatory for all newly hired employees of the School Board.  As of January 1, 2016, all employees will be required to be paid by direct deposit.  It is the employee's responsibility to provide all necessary deposit information, including a voided check, and/or provide any other needed deposit information to the payroll department.  The employee shall be responsible for notifying the payroll department immediately of any changes in account status. 

Checks for Other than Salary

Payments for stipends, summer school pay, overtime, substitutes and any other pay outside of normal salaries shall be paid as follows.

Time sheets, substitute and other pay forms shall reflect accurate hours worked and include all required information and appropriate signatures and/or electronic approvals (EARRS). Time sheets, substitute and other pay forms shall be submitted to the business office within sixty (60) days of the end of the month in which the hours were worked. Falsification of time records and/or failure to submit time records within the time period specified herein may be grounds for disciplinary action up to and including termination of employment.

If the time sheet/pay form is received by the business office no later than the required working day of the month following the month in which the hours were worked, then a payroll direct deposit will be issued on the 12th of that month unless the 12th falls on a Saturday or Sunday.  If the 12th falls on a Saturday, direct deposits will be issued on Friday.  If the 12th falls on a Sunday, direct deposits will be issued on Monday.  If a payday falls on or during a school holiday, employees shall receive their paychecks on the workday preceding the holiday.  If the time sheet/pay form is received by the business office later than the required working day of the month following the month in which the hours were worked, then payment shall be processed with the next pay period or payroll run as determined by the business office.  As used in this paragraph, the “required working day” of the month following the month in which the hours were worked is determined by the business office.

Incorrect or Late Direct Deposit Information

If a direct deposit was sent to a closed or incorrect account as a result of the employee failing to provide the correct information timely or notify payroll of a change in account or bank or other employee error timely, the employee shall receive a replacement direct deposit on the next scheduled payroll date only after the funds are retrieved from the erroneous account.  If there was an LPSS administrative error that causes a direct deposit to be rejected, the employee shall receive a replacement direct deposit as soon as possible. 

TEACHERS SEPARATING

Teachers separating from the Lafayette Parish School Board at the close of the school session may request in writing that they receive full payment for their services.   Otherwise, they shall continue to receive their payment on a monthly basis during June, July, and August.

Teachers separating from the school system during the school year shall receive payment in full for their services on or before the next regular payday or no later than fifteen (15) days following the date of termination, whichever occurs first.

Ref:    La. Rev. Stat. Ann. §§17:81, 23:631

Board minutes, 8-18-04, 10-7-15, 8-9-17

Lafayette Parish School Board