FTP - Banked Staffing June 2015

Banking Staffing David Hyland June 2015 Banking Staffing What is it? How does it work? Staffing Entitlements      Staffing entitlement are roll dependent – NZRoll www.fundingcalc.minedu.govt.nz Exercise care when budgeting next year not lock in all FTTEs as permanent staff Funding, Staffing and Allowances Handbook www.minedu.govt.nz/NZEducation/EducationPolicies/Sc hools/SchoolOperations/Resourcing/ResourcingHandbo ok Fortnightly Payroll Fortnightly payrolls      There are 26 pay periods in a year Fixed term and permanent teachers are paid on a 14 day basis - so each full day is a charge of 0.07 FTTE full-time teacher equals 1.00 FTTE of usage per fortnight – so a full year is 26.00 FTTE Part time teachers use up a corresponding amount of banking staffing, i.e employed 60% = usage of 0.6 FTTE per fortnight Day relievers are charged at 0.1368 FTTE per day60% = usage of 0.6 FTTE per fortnight The Banking Staffing Year    Runs from pay period (pp)23 of one year to pp22 of the next (2014/2015 years combined) Includes a balancing period from pp23 – pp26 when automatic adjustments can be made for the previous year Your usage will be high in pp19 when holiday pay is paid out to some fixed term staff This should even out as no usage will be charged for those teachers in pp2022 Things to remember  Only teachers or a person with a LAT (and principals) can be charged to Teacher Salaries (TS)  1st and 2nd year teachers must be charged to TS or the school will not get Beginning Teacher Time Allowance  You cannot pay staff in advance Internal Controls Look out for…  Usage of more than 1.00 FTTE for teacher in a fortnight If this is: - an overpayment of salary, advise the service desk - salary arrears, the charging is probably correct - holiday pay, make sure you have not been charged in excess the capping rules  of Usage of more than 26.00 FTTE for teaching position for the year - Provided there was no overlap of employment apply to the Ministry for a Ministry Adjustment (before the end of the balancing period) Look out for…  Part timers – View timesheets  S U E Reports (pre finalised)  Review error schedule prior to authorising  Initial and date Look out for…  Key processes • DO NOT SHARE PASSWORDS • Ask a Board Member to periodically review that IC are in place • Annual leave records updated e.g ‘BG’ Staff Transparency Monthly Financial Reporting Key Monthly Documents for the Board & Management Team: •Banking Staffing report & SUE report •‘TS’ Grants and overuse “booked” Modelling Spreadsheet  Excel template available on Ministry website –    www.minedu.govt.nz/NZEducation/EducationPolicies/Schools/S choolOperations/Resourcing/SchoolStaffing/BankingStaffing Can be requested from the Ministry at any point in the year, pre-populated with your current information Add information from each banking staffing report Allows you to forecast and forward plan Novopay Support Sally Wiig sally.wiig@minedu.govt.nz Phone : 04 439 5418  Vivienne O’Reilly vivienne.o’Reilly@minedu.govt.nz Phone: 04 439 5419  Financial Adviser Contact Details David Hyland Senior Adviser School Finance DDI: 04 4638673 Mobile: 027 490 7232 Email: david.hyland@minedu.govt.nz P O Box 5040, Lower Hutt 19 Market Grove Lower Hutt 5040 ... choolOperations/Resourcing/SchoolStaffing/BankingStaffing Can be requested from the Ministry at any point in the year, pre-populated with your current information Add information from each banking staffing report... FTTE for teacher in a fortnight If this is: - an overpayment of salary, advise the service desk - salary arrears, the charging is probably correct - holiday pay, make sure you have not been charged...Banking Staffing What is it? How does it work? Staffing Entitlements      Staffing entitlement are roll dependent – NZRoll www.fundingcalc.minedu.govt.nz