Back

Attachment B20: School Year A+ Program Employment Processing for Part-Time Temporary Employees

The following systematic procedural instructions are provided to serve as a general guide to describe how part-time temporary employees are processed for employment in the after-school programs.  Personnel and payroll forms, documents, codes and procedures change over time; thus, specific reference must be made to the most current Office of Human Resources and Department of Human Services requirements.

  1. Applicant for After-School Plus (A+) Program Position
  2. School Principal or Designee
    • Submits forms to Site Coordinator, if applicable; otherwise, selects Site Coordinator for DOE sites.
  3. Site Coordinator
    • Appropriately selects applicants for employment as A+ Group Leaders or Aides.
    • Processes selectees for employment.  Requires selectees to properly complete pre-employment forms and submit employment documents
      1. Form HW-4 (State of Hawaii Employee’s Withholding Exemption and Status Certificate)
      2. Form W-4 (IRS Federal “Employee’s Withholding Allowance Certificate”)
      3. Form RS 01-1150 (Employment Data)
      4. Form I-9 (Employment Eligibility Verification) Note:  Principal or designee will need to provide “Employer Review and Verification” on the I-9 Form.  This form is required only for employees new to the DOE or for employees whose previously submitted I-9’s have expired after the three-year file retention time period.
      5. Enlarged Copy of Social Security Card.
      6. TB Clearance dated within one year prior to employment.
      7. Notice (Payroll Understanding)
    • Provides selectees with “Drug-Free Workplace Statement” and “Policies on Equal Employment Opportunity and Affirmative Action.”  
    • Reviews all the submitted pre-employment forms to assure proper completion.    
    • Makes the determination of continuing or terminating the employment process based on the information revealed from the pre-employment forms.
    • Reviews Form I-9. Individuals must be U.S. citizens, nationals, or aliens authorized to work to be hired. 
    • Processes the new-hire for employment by submitting pre-employment data for input to the Casual Personnel System (or SASA at the school). As a reminder, OHR’s verification process is very involved, and schools must allow sufficient time for OHR to verify each job (including retirement verification, employee background check, etc.). This needs to be completed BEFORE the employee begins work, so the employee can be considered a DOE employee and be paid on a timely basis.
    • Retains all pre-employment forms in an A+ Personnel File for each employee.  Personnel files are to be kept for a minimum of two years after an employee terminates employment.  
    • Is aware employment is dependent on the Department of Human Services’ (DHS) background check clearance. The District A+ Offices will notify sites when employee may begin work.
    • Monitors, coordinates, advises, and trains A+ personnel regarding processing procedures, hiring regulations, and general employment regulations.
  4. DOE Payroll Section
    • Processes data on Casual Personnel System (CPS) for timely payroll.
    • Arranges, on the workday before each payday, for the distribution of paychecks/pay statements to appropriate school locations.
    • Arranges for the printing and distribution of Form W-2 (Statement of Earnings) at the end of each calendar year to be distributed by the following January 31.
  5. Principal or Site Coordinator
    • Maintains daily attendance records on Organizational Unit In/Out Sheet (Form BP-3).
    • Verifies Casual Time Sheet Entry screen for employee is available to enter hours/days worked.
    • Enters hours/days worked on Casual Time Sheet Entry screen to authorize payment.*
    • Saves changes when exiting Casual Payroll System.  Prints draft of Principal’s Payroll Report for Site Coordinator to verify accuracy of hours/days worked.  
    • Receives payroll rejection list through the district office (generally about three days before payday) and informs the affected employees who will not receive a paycheck.
    • Gives attention to the correction of the cause of the rejection to allow payment to be made, when an employee appears on the payroll rejection list, and he/she is not paid on the Casual Payroll Timesheet screen.
    • Receives pay checks/pay statements via courier delivery system and distributes to employees on payday.
    • Maintains list of part-time temporary employee names and mailing addresses for the later distribution of W-2 earnings statements which are sent by the Payroll Section by the following January 31.
    • Protects the privacy rights of employees by following proper procedures to ensure payroll records, which include an employee’s Social Security number and wages, remain confidential.
    • Disposes of payroll records properly after the normal retention period of six (6) years.  Shredding is an acceptable means of disposal.  (For a complete list of retention requirements, please refer to the General Records Schedule database, available on Lotus Notes under the DOE DATABASE ON LILI1 icon.
    • Is aware that the Payroll Section submits a Payroll Exception report to the State A+ Office.  Employees who are over-paid due to more than 1 unit of work on a given day are listed (e.g., 1 unit as a Group Leader and 1 unit as a Program Aide, 2 units as Group Leader, or .8 units as a Site Coordinator and .6 units as a Leader totaling 1.4 units for the day.)  Payroll claimed on a Saturday is not listed on the payroll exception report, which must be monitored by site and district.
    • Is aware districts are provided with the name of schools, employees, and the dates of over-payment, for which they will follow-up with corrective actions.  The State A+ office reports the corrective actions for each employee listed on the Payroll Exception Report to the Payroll Section.
    • Is aware, in some cases, the Payroll Section will send a letter to the employee requesting reimbursement for the over-payment.  Corrections may also be processed internally at the school level where the employee works a day but does not claim it on the casual payroll system, thereby offsetting the over-payment.

Helpful Notes for Payroll Processing:

Deadline for entering timesheet is 4:00 p.m. the workday after the end of the pay period.  For example, for the pay period July 1-15, deadline to enter timesheet is July 16, 4:00 p.m.

Leighton Heusinger

Leighton started in the healthcare field in nursing. Shortly after college he shifted to training medical and dental software in the field. After 5+ years of customized training and software development, he moved on to work at Tesla where he continued working in technology. Leighton worked for the Department of Education as an Administrative Services Assistant creating paperless workflows and helping office embrace new technologies. After the COVID-19 Pandemic he moved on to start his own technical assistance firm where he had clients like eXp Realty, National Oceanic & Atmospheric Administration, and Chipped and Faded Transformations. He continues to contract with the State of Hawaii and the Department of Education to further the use of technology.