Payment of salary and wages for staff, faculty and students is
made through KSAS Human Resources, Student
Employment Services (SES), and Payroll Shared Services. Payroll
responsibilities are outlined clearly in the JHU
Guide to Internal Controls (pdf format). An overall summary
of the payroll processes is outlined in this section. For more detailed
information on any of the payroll processes including job aides,
forms, etc., please refer to the Payroll
Shared Services web site.
PAYROLL GUIDELINES
The desired objective in establishing guidelines for monitoring
pay is to implement a system of checks and balances for auditing
accuracy, thereby limiting exposure to errors and/or fraud.
For staff, faculty and salaried graduate students, original salary
and payroll data is entered into SAP through the Hiring ISR, a Salary
Change ISR, or a Bonus Supplement ISR. The ISR is initiated at the
department level. ISRs are then submitted to Approver I and II for
review and submission to HR Shared Services. The Department Administrator
or designee will have Approver I authority on ISRs. KSAS HR will
have Approver II authority on ISRs, except in the case of students
and postdocs (Approver II is Student Employment Services) in accordance
with the KSAS ISR Approver Matrix. Please refer to the KSAS ISR
approver matrix to obtain ISR Approver I and Approver II authorizations.
KSAS ISR Matrix. HR Shared Services would then input the data into
SAP.
Semi-monthly paychecks are automatically generated in accordance
with the ISR payroll data entered into SAP. A separate action ISR
would be required to change salary information or to make adjustments
to payroll, such as initiating a Leave of Absence without pay.
See instructions on HR Shared Services site for details on completing
the ISRs. http://ssc.jhmi.edu/humanresources/job_aid.html
For students paid on an hourly basis, actual hours worked is entered
in to CATS payroll system. Upon receiving a time card approved by
the student’s supervisor, the Department’s Administrator
or a departmental designated Payroll Coordinator will have the authority
to enter and approve the hourly working time in CATS.
PAY SCHEDULE
Faculty, Staff, Appointed Staff and Undergraduate and Graduate
Students: KSAS faculty, staff, senior staff, appointed staff,
and all students are paid on a semi-monthly basis; pay dates are
the 15th of each month and on the last day working day of each month.
• Non-exempt hourly staff and all undergraduate students
will be paid on an hourly basis, based on a 37.5 hour work week.
One Time Fellowship Recipients: are not paid through Payroll
Shared Services. Their information is entered into Master Data through
a mini master ISR, and their checks will be issued through accounts
payables as a one-time lump sum payment. Please refer to HR Shared
Services site: http://ssc.jhmi.edu/humanresources/job_aid.html
for complete details on paying one-time fellowship recipients.
Payment to Independent Contractors
Disbursement of payments to bona fide Independent Contractors (see
Policies & Procedures on Independent Contractors http://hrnt.jhu.edu/elr/pol-man/section3.cfm
is not handled through the payroll system or Payroll Shared Services.
Payments to independent contracts must be made through a Purchase
Order in SAP. Please refer to the Controller’s Office site
See rule’s on Independent Contractors on the Controller’s
Office, Policies and Procedures site: http://www.controller.jhu.edu/policy/list.html
Independent Contractor Certification
Effective March 2, 2009, the independent contractor certification
approval will move from Human Resources to the University Tax Office.
Certification requests on or after March 2nd should be faxed to
443-997-8538 and questions can be emailed to IndependentContracts@jhu.edu
RECORDING ATTENDANCE AND SUBMITTING HOURS WORKED
All wage and salary information is maintained in SAP though there
are several methods of recording attendance and submitting hours
worked:
• the electronic E-210 used by staff for recording attendance
and tracking of accrued and used vacation and or sick time, as
well as other time off, holidays, leaves of absence, etc. The
E-210 system is an attendance tracking system only and does not
interface with SAP payroll. Adjustments to salary
cannot be made through the E-210 system (please see the ISR section).
• CATS, the SAP timekeeping system, is used for recording
actual hours worked for hourly paid students. The hours worked
are input directly into SAP and this information used to generate
the pay check.
• An Internal Service Request (ISR) is used to input overtime
pay for non-exempt employees, or to reduce salaries, such as a
leave of absence without pay.
• Faculty do not accrue paid leave time and their time and
attendance is not tracked through the E-210 system.
Students: All undergraduate students and
some graduate students are paid on an hourly basis. If paid an hourly
wage, the hours worked are entered directly into SAP via the CATS
system for processing the paycheck through Payroll Shared Services.
Hourly students must have supervisor approval of their time worked
prior to submitting their time to the departmental timekeeper. Their
hours worked must be submitted by the payroll cutoff deadline established
by their department. The payroll deadline should coincide with the
HRSS/Payroll
time entry cutoff date . The departmental administrator or approved
payroll coordinator will enter the hours worked into CATS. Please
note that failure to enter the student’s hours worked by the
cutoff deadlines established by Payroll Shared Services will result
in no paycheck being generated for that pay period.
Departments should retain the original copy of the approved time
submitted by the student.
For graduate students paid a salary (not on an hourly basis), their
pay is generated through the hiring ISR. Refer to the Student Employment
Services site for details on how to process students.
OFFCYCLE CHECK REQUESTS
Should a department miss a deadline for processing the hiring ISR
or entering worked hours in to CATS, you may have the option to
request an off cycle check. Instructions, deadline dates, as well
as fees charged to the department for an offcyle check request are
included on HR Payroll Shared Services site at: http://ssc.jhmi.edu/payroll/forms.html
OVERPAYMENTS
Occasionally, due the timing of the payroll cycle and processing
of the hiring ISR, leave of absence without pay ISR, or termination
ISR, and overpayment of wages to an employee may result. When an
overpayment of wages occurs, the correction and collection of the
overpaid wages are processed by the Dean’s Business Office.
Please contact Nancy Fleming x 68720 in the Dean’s Office
as soon as you are aware of an overpayment situation.
Hiring Salaries:
• Staff – please refer to the Hiring
tab on Kasper (link)
• Faculty & Appointed Research Staff – please
refer to the Faculty
Appointments tab on Kasper (link)
Salary Adjustments, Increases:
The current economic crisis at the state and national level, as
well as the decline in the financial market has had an impact on
the Krieger School. Cost containment measures were implemented in
January 2009 throughout Johns Hopkins University, freezing salaries
for staff and faculty at the Fiscal Year 2009 level. For Fiscal
Year 2010:
1. The faculty salary pool will be frozen at the FY 2009 level.
2. Staff salary budgets will be frozen at FY 2009 levels.
3. Positions will be approved for FY 2010 only by the Senior Associate
Dean for Finance and Administration.
4. Reclassifications and existing vacancies will be frozen immediately.
5. Overtime and use of temporary employees will require the approval
of the Dean’s Office (prior to working the overtime or hiring
of temporary personnel).
6. Operating budgets for departments and all operating units in
FY2010 will be set at a level 10% below the FY2009 budget.
Faculty & Appointed Research Staff
Dean approved salaries are verified by a copy of the Appointment
Letter which is forwarded by the department to the appropriate Dean:
Dean Gregory Ball – research positions; Dean David Bell –
all other faculty positions in KSAS full time day school; Dean Sarah
Steinberg – Advanced Academic Program requests. Any changes
or revisions to the approved salary must also be submitted to and
approved by the Dean in a revised appointment letter.
For complete information on Faculty Appointments, please refer to
the Faculty Appointments tab at the top of this page.
Senior Staff and Support Staff
Verification of a projected salary increase is confirmed by completing
and administering a Performance Appraisal Form (see Kasper Performance
Management section above) at the time of the staff member's
salary review date (SRD). The completed and signed appraisal form
should be sent to KSAS Human Resources, Suite 248 Mergenthaler Hall.
Written documentation of the requested increase should be sent to
the Human Resources Director. Exceptions to salary guidelines established
annually by KSAS Deans require approval of the Dean's office and
should be substantiated in the completed Performance Appraisal and
a letter from the Chair justifying the request for an exception.
Requests for approval of position upgrades, equity increases, and
any other salary adjustments should be submitted in writing to the
KSAS HR Director, Joan Spoltore.
SUPPLEMENTAL PAY, COMP TIME, REDUCTION AND OVETIME PAYROLL
REQUESTS
Non-exempt support staff: this
staff is non-exempt; non-exempt staff members are entitled to overtime
pay, or comp time, at the normal hourly rate for the first 2.5 hours
worked over 37.5, with time and a half for all hours worked over
40 in a work week. A single designated department member with payroll
authority may submit the overtime via a Bonus Supplemental ISR to
payroll; the employee's Time Record (E210) should reflect the hours
worked and serve as a control measure against audit by the Federal
Wage and Hour Board.
Exempt staff: this staff is exempt
(from FLSA) and may not be compensated over and above normal salary
for extra hours worked, except with signed permission from the Dean's
Office (Joan Spoltore, KSAS HR Director) for work performed above
and beyond the scope of normal job duties. All requests for special
payments for exempt staff must be approved by the Dean's Office
prior to submission to payroll.
Faculty and Appointed Staff: Supplemental
pay for faculty and/or teaching/research staff should be reviewed
and approved by the Dean's Office (Joan
Spoltore, KSAS HR Director).
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HR Director, Joan Spoltore
Telephone: 410-516-4138
FAX: 410-516-4100
Ksas Payroll Coordinator, Annie
Eckenrode
Telephone: 410-516-6438
FAX: 410-516-4100
Payroll Shared Services payroll@jhu.edu
1101 East 33rd Street
443-997-8146
Student Employment Services
410-516-8421
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