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46 HB Fiscal Polices Et Procedures <br /> HB is responsible for ensuring that all procurement transactions for the acquisition of property or <br /> services required under a Federal award must provide full and open competition. See the <br /> competitive bidding section under Sections 3 of this manual for details. <br /> 4. Compensation: <br /> This section addresses the policies and procedures when considering compensation and fringe <br /> benefits under 2 CFR 200.430. HB employees are hired in a competitive process documented by <br /> Human Resources. The job description of each employee's title can be used to support his/her <br /> role and reflect their functions and responsibilities. Actual current compensation rates and fringe <br /> benefits as approved by the Executive Director are used to request reimbursement from Federal <br /> award agencies. In certain cases, grantors have certain limitations to employee compensation <br /> built in their grant agreements. As a grant recipient, HB has been and continues to honor and <br /> comply with limitations and conditions of a signed Federal award agreement. <br /> HB is responsible for ensuring that all personnel compensation fall under the proper guidelines and <br /> requirements as follows: <br /> A. All personnel salaries wit[ be considered reasonable based on labor market analysis <br /> performed by HR and HB Management. This will also include any incentive <br /> compensation, awards, performance-based bonuses, etc. <br /> B. HB Management and HR will review each employee and perform a labor market <br /> analysis every year during the preparation of the annual budget. HR will compare <br /> each employee's compensation with the adequate labor market analysis reports from <br /> outside agencies. <br /> C. HB uses Paychex as the system to properly record and keep the official payroll <br /> records. All internal controls between HR and Payroll processing staff will be <br /> maintained. <br /> 1. HR Staff are responsible for creating and updating personnel files and profiles <br /> in Paychex only. They will not be running payroll. <br /> 2. Payroll staff are responsible for processing payroll but do not have access to <br /> personnel files or profiles. <br /> 3. Paychex abides by state and federal employment taws and regulations. <br /> 4. Paychex will record all payroll items, job costing, and labor distributions for <br /> each employee. All hours and total compensation is imported into <br /> QuickBooks. This import clearly outlines all job cost and labor distribution <br /> allocations. <br /> D. Time and Effort Procedures: <br /> 1. In accordance with 2CFR 200.430 timesheets are utilized to track time and <br /> effort. It documents staff time spent on projects and or programs so that the <br /> correct grant/fund is charged. Staff codes their timesheet as follows: <br /> • Class Code (identifies the correct program or class in QuickBooks) <br /> • Customer Code (identifies the grant) <br /> • Account Number (identifies the account within to the grant) <br /> 2. Bi-weekly timesheets are maintained and include the time period and number <br /> of hours allocated to each account number and customer code (required for <br /> reimbursement by grantor). Staff submit their timesheets Paychex Time and <br /> Last updated September 2022 <br />