SUBJECT: Payroll & Related Liabilities
The Board of Education in its fiduciary responsibility requires that the five elements of internal control – environment, risk assessment control, activities, information/communications and monitoring – are incorporated in all payroll/personnel services and related liabilities.
Specific Objectives
1. All changes in employment (additions and deletions), salary and wage rates, and payroll deductions are approved by the Board of Education.
2. Proper employee information (personnel records) is obtained, maintained on file, and safeguarded.
3. Employees’ holiday, sick, vacation and personal time is accurately accumulated and paid out in accordance with the provisions of the law, the District’s collectively negotiated agreements as applicable, and Board Policy.
4. Employees are adequately trained.
5. Employees are hired in accordance with state and federal laws and regulations.
6. Board policies governing compensation are in accordance with state and federal laws and regulations.
7. Salaries, wages, and benefits are incurred only for assignments authorized and performed.
8. Salaries, wages, and benefits are calculated at the proper rate in accordance with applicable collectively negotiated agreements, law, and Board of Education action.
9. Salaries, wages, benefits and related liabilities are recorded correctly as to fund, account, amount, and time period.
10. Salary expense budget is not overspent.
11. Payroll tax liabilities are remitted on time in accordance with state and federal laws and regulations.
12. Payroll information reports, ex. Form 941, W-2, etc., are properly completed, supported by underlying payroll transactions and are submitted timely.
The Board of Education directs the Superintendent to establish the procedures that effectively address the following areas of control within the stated Specific Objectives:
1. Personnel
2. Supervision and Timekeeping
3. Payroll Processing
4. Disbursement
5. General Ledger
6. Payroll Reporting
Adopted: May 19, 2008