Human Resources

The disbursement of salary and wages to staff and faculty falls under the auspices of payroll. Our first line of contact for payroll for staff and faculty is the Homewood divisional Human Resources Office, located in 119 Garland Hall. Once HR Payroll reviews and processes payroll submitted by KSAS departments, it goes to Central Payroll. Your HR payroll records specialist can arrange for orientation relating to payroll processing procedures. Payment of student wages and fellowships is handled by Student Payroll.

Payroll responsibilities are outlined clearly in the JHU Guide to Internal Controls (pdf format).

Payment of salary, wages, or fellowships for staff, faculty and students is made through the payroll system based on completion of either a paper or an electronic personnel/payroll form. The university has developed electronic payroll document systems to improve the efficiency of payroll processing. Paper forms should only be used when extenuating circumstances apply, such a missed cut-off date for electronic forms. Training for electronic payroll must occur and access to University payroll systems obtained before electronic payroll can be completed. (Refer to the KASPER section on Information Technology)

Following is a list of electronic systems which are accessible through CICS and require training and access authority, and their equivalent paper forms:

ENTL - Form 200 (new hire, termination and leave information)
EDEM - Form 200 (demographic information)
This form is designed for changes to an employee's demographic information. This data includes personal information (such as home address, race/ethnic code, title of address, etc.), university information (such as office address, tenure code, etc.), and tax related information (such as citizenship, visa type, etc.). Certain control and edit features are in place to maintain data integrity.
ESAL - Form 200 (salary information)
The ESAL (Electronic Salary Change) is designed as a prospective form. No retroactive actions will be accepted in the ESAL system at this time. However, the global controls built into the system will assist those individuals in the approval path by lessening the time needed to ensure that the information contained in the document is correct. The electronic routing, approval, and processing time of ESAL documents should be much shorter, allowing the user more advance time in document preparation, and reducing the need for retroactive forms
ESUP (pdf format) - Overtime, Reduction, and Other Supplemental Pay
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EB15 (pdf format) - Payroll/Stipend Transfer Form
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Student Payroll cutoff dates can be found at: http://webapps.jhu.edu/studentemployment/student.cfm?pid=2

For undergraduate students paid weekly, hours worked are recorded on time cards with signature authorization by the student and supervisor. The Office of Student Payroll is responsible for completing the weekly voucher. Departments should maintain a copy of the original time card. The original time card should be submitted to the Office of student employment in sealed confidential envelope.

KSAS 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.

Except as noted below, two signatures representing informed acknowledgment should accompany every payroll document other than new hires. In larger departments, the signatures may be those of a Budget Analyst and the Administrator; in smaller departments, it may be the Chair and the Administrator. In some cases, the Dean's Office, as in the case of Appointment Letters (pdf file) and Salary Planning Worksheets (see explanation, Form 200), may provide the second signature. Certain electronic payroll forms can be electronically pathed to Joan Spoltore, KSAS HR Manager, if necessary for approval. Human Resources payroll personnel are instructed to return forms without appropriate approval.

Signature Authority
The Chair in each department should have signature authority. He/she must be listed as one of the authorizing signatures on the Signature Authorization Form (pdf file) completed annually by each department for Homewood Human Resources Payroll, and must sign his/her own signature as Department Chair on the form.

A Department Administrator may sign those documents authorized by the Signature Authorization Form, but should sign only his/her name to financial documents, never the Chair's name.

Personnel and Payroll Information (Form 200/ESAL)
All 200 forms, or electronic ESAL forms, submitted to payroll involving salaries should be handled as follows:

Faculty & Appointed Research Staff
200/ESAL forms for Dean approved salaries are verified by a copy of the Appointment Letter (pdf file) which is sent to Homewood HR for use as a monitor. Any changes or revisions must be reviewed and signed by the Dean.

Senior Staff and Support Staff
Staff annual merit salary increases are projected on the Salary Planning Worksheets signed by the Chair and approved by the Dean's office. Verification of a projected salary increase is confirmed by completing and administering a Performance Appraisal Form (see Performance Management) at the time of the staff member's salary review date (SRD). The completed appraisal form should be sent to KSAS Human Resources, Ste 237 Mergenthaler Hall, accompanied by a copy of the 200/ESAL form authorizing an increase. The 200 form should indicate in box 41, "Additional Information," that an appraisal has been done; electronic ESAL forms may add the comment via selecting "txt" and adding a page.

Exceptions to salary projections (increases or decreases) appearing on the worksheets, or projected salaries not within University guidelines, require approval of the Dean's office and should be substantiated by a Performance Appraisal and a letter from the Chair justifying the request for an exception.

Payroll forms for position upgrades, first quartile increases, equity increases, and any other salary adjustments that do not appear on the approved Salary Planning Worksheets should have approval from the KSAS HR Manager, Joan Spoltore, in the Dean's Office.

Special, Reduction and Overtime Payroll Request Form (C257/ESUP)

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 week. A single designated department member with payroll signature authority may sign the form and submit 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 Manager) 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 Manager).

Payment to Independent Contractors
Disbursement of payments to bona fide Independent Contractors (see Hiring) is not handled through the regular payroll system. A B-33 form must be completed to initiate payment.

If the amount of the contract is over $600, a purchase request is completed.
Refer to the Independent Contractors and Consultants Guide available from the University's Tax Office, or on the web (PDF format). You may also access information regarding Independent Contractors and Consultants (PDF format) on the web.

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