# CSD Payroll Demo Presentation
**City Schools of Decatur — ERP RFP 26-001**
**Demo Slot:** 12:30pm – 1:15pm (45 minutes)
**Presenter:** Network Handlers / Missio ERP

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## SLIDE 1 — Title Slide

**Missio ERP Payroll**
*Built for Georgia K-12 Districts*

City Schools of Decatur
RFP 26-001 — Enterprise Resource Planning Demonstration

Presented to: Wanda Ramirez (CFO), Belinda Boles (HR Director), Nancy Lin (Payroll Analyst)

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## SLIDE 2 — Payroll Demo Agenda (45 min)

1. **The CSD Pain Points** we're solving (5 min)
2. **Live Scenario:** Samantha Lowell — Aug 18–29, 2025 pay cycle (15 min)
3. **Benefit & Life Event** impact on payroll (5 min)
4. **Garnishments, Stipends & Substitutes** (5 min)
5. **Off-Cycle Correction** — the August 25 field trip (5 min)
6. **Quarter / Year-End & W-2 Reporting** (5 min)
7. **Q&A** (5 min)

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## SLIDE 3 — Current State Pain Points (SmartFusion today)

| Pain Point | Impact at CSD |
|---|---|
| Manual stipend entry every payroll | Nancy Lin re-keys staff dev. stipends for every school |
| Substitute hours live in a separate system (AESOP) | Double entry + reconciliation errors |
| Off-cycle corrections require paper forms | August 25 bus-monitor fix would take 3 days |
| No mobile pay-stub / W-2 access | Employees call HR for copies |
| Benefit life events don't flow to payroll automatically | Samantha's marriage ≠ automatic SHBP family-plan deduction |
| Pre-list is a manual Excel export | No variance alerts vs. prior payroll |
| Retro pay calculated by hand | Error-prone, audit exposure |
| Multi-position employees painful | Samantha (Media Specialist + Bus Monitor) = 2 records |

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## SLIDE 4 — Our Solution at a Glance

✅ **One employee, many assignments** — Samantha's salaried + hourly work in one record
✅ **Real-time HR → Payroll** — marriage on Aug 15 updates SHBP deduction instantly
✅ **Native substitute integration** — AESOP/Frontline pulls into payroll, no re-entry
✅ **Mobile ESS** — pay stubs, W-2s, leave balance on any device
✅ **Intelligent pre-list** — auto-flags variances > ±10% vs. prior run
✅ **Off-cycle in 2 clicks** — retro, reversal, or supplemental with full audit trail
✅ **Georgia-ready** — TRS (6% / 19.81%), SHBP, GA state tax, QBE-aware

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## SLIDE 5 — Meet Samantha Lowell (our demo employee)

**Hired:** May 12, 2025 · **Reports:** July 18, 2025
**Primary Role:** Decatur High School Media Specialist (salaried, PROF T5 Step 1)
**Secondary Role:** Bus Monitor (hourly, Step 0 @ $17.32/hr) — added July 31, 2025
**Supervisors:** Elba Mena (Principal) + Elliott Alexander (Transportation)

**Pay Period we'll demo:** August 18 – August 29, 2025 (bi-weekly)

**What makes this hard in legacy systems:**
- Two jobs, two supervisors, two pay rules
- Life event (married Aug 15) mid-period
- Garnishment starts Aug 1
- $500 stipend added at cutoff
- Substitute coverage hours to process same cycle

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## SLIDE 6 — Scenario Setup: Calendar Change (Script #4, #5)

**Request:** Pay Nov 24 instead of Nov 30, 2025
**Owner:** Winona Webb (HR Specialist)

**In Missio ERP:**
- Payroll Calendar editor → shift run date → workflow approval
- Auto-notification to all managers
- **Payroll blackout** engages automatically — prevents master-data edits mid-run
- Revised calendar publishes to ESS dashboards

➡️ *Demo click-path: Payroll → Pay Calendars → Edit → Approve*

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## SLIDE 7 — Core Payroll Engine Features (Script #1–10, 23, 26)

| Requirement | Missio ERP |
|---|---|
| Gross-up calculation | ✅ One-click gross-up for net-target payments |
| Additional pay / allowances | ✅ Stipend codes with GL mapping |
| Cross-department splits | ✅ Salary allocated % to grants & departments |
| Garnishment stacking | ✅ Multiple garnishments with priority rules |
| Effective-dated salary changes | ✅ Full history + auto retro |
| Deduction types | ✅ Flat / Descending balance / One-time / Arrears |
| Blackout controls | ✅ Role-based lockouts during run |
| Pay/deduction code → GL mapping | ✅ Taxation flags + check visibility |

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## SLIDE 8 — Life Event Flow: Samantha's Marriage (Aug 15)

**The problem in legacy:** Nancy Lin finds out weeks later when SHBP invoice is wrong.

**In Missio ERP (Script #6, #8, #27):**

1. Samantha opens ESS on iPhone → "Life Event" → Married
2. System re-prices SHBP (Employee → Family: $143.46 → $327.15 /mo)
3. MetLife dental re-prices ($18.35 → $32.27 semi-monthly)
4. New deduction amounts **auto-effective-dated to next pay run**
5. Pre-list flags the deduction change vs. prior period

➡️ *Zero re-keying. Zero paper forms.*

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## SLIDE 9 — Garnishments (Script #9, #18)

**IRS Levy: $25 / bi-weekly, effective Aug 1, 2025**

**In Missio ERP:**
- Garnishment wizard: order type, priority, cap, start/end
- **Withholding lock** — employee cannot reduce allowances if it would impair garnishment
- Auto-generated garnishment ACH file at pay close
- Full GL posting + audit trail
- ESS shows garnishment as a line item with reference docs

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## SLIDE 10 — Stipends & Substitutes (Script #2, #11, #25, #35)

**Stipend:** Elba Mena submits $500 staff development stipend for Samantha
- Mass load via Excel template OR principal self-service
- Auto-flows to FLSA rate recalc (Script #35)

**Substitute pay (same cycle):**
- Lauren David — 2 days certified @ $175/day = $350
- Bri Matthew — 1 day paraprofessional @ $150/day = $150
- **Pulled directly from AESOP / Frontline** — no re-entry
- Principal (Elba Mena) approval gate before payroll picks up

➡️ *Time Elliott used to spend on this: ~90 min/cycle. Now: 0.*

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## SLIDE 11 — Time Capture: Bus Monitor Hours (Script #19, #20)

Samantha's Transportation hours:

| Week 1 | Mon | Tue | Wed | Thu | Fri | **Total** |
|---|---|---|---|---|---|---|
| Bus Monitor | 2.0 | 2.0 | 2.0 | 2.0 | 2.0 | **10.0** |

| Week 2 | Mon | Tue | Wed | Thu | Fri | **Total** |
|---|---|---|---|---|---|---|
| Bus Monitor | 2.0 | 2.0 | **3.5** ⚠️ | 2.0 | 2.0 | **11.5** |

- **Manager dashboard** — Elliott sees aggregate labor cost & overtime in real time
- **Exception highlight** — Aug 27 flagged (3.5 vs scheduled 2.0)
- Supervisor approves or sends back for justification

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## SLIDE 12 — Pre-List & Audit (Script #27–30)

**Nancy Lin runs the trial payroll (pre-list):**
- Compares current vs. prior period line-by-line
- **Auto-variance flags:**
  - Samantha: new SHBP family deduction (+$183.69)
  - Samantha: new IRS garnishment (-$25)
  - Samantha: new stipend (+$500)
- Adjustments captured in-system (no Excel)
- Post-payroll audit report runs automatically

➡️ *Every pre-list anomaly has a reason code and an owner.*

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## SLIDE 13 — Pay Run Execution (Script #36, #38)

**One button. Three outputs.**

1. **Paychecks** (ACH file + check PDF for non-DD)
2. **Garnishment file** → IRS, child support, etc.
3. **GL journal** → posts to Fund 100, by location, by object code

**Real-time alignment:**
- Labor hours (HR) = Pay hours (Payroll) = GL hours (Finance)
- No month-end reconciliation mystery

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## SLIDE 14 — Off-Cycle Correction (Script #31, #32, #44)

**The mistake:** Samantha admits Aug 25 should have been 3.0 hrs, not 3.5.
**Elliott updates Nancy. Nancy runs off-cycle in September.**

**In Missio ERP:**
1. Open payroll → "Correct Prior Period"
2. Enter adjustment: -0.5 hrs × $17.32
3. System calculates retro net + direct-deposit reversal IF within window
4. Workflow approval → CFO/HR
5. Labor redistribution auto-updates GL cost centers
6. Off-cycle check / ACH issues same day

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## SLIDE 15 — PTO, Accruals & Month-End (Script #16, #37, #40, #45, #46)

- **PTO accrual** flows from HR module → auto journal entry per cost center
- **Month-end liability accrual** — auto-calc after last pay period
- **Termination payout** — triggered from HR separation, nets against final check
- **PTO journal** by position for multi-assignment employees (Samantha's Media + Bus Monitor)

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## SLIDE 16 — Year-End: W-2, 1095, Quarterly (Script #39, #41)

**December 2025 — fully automated:**
- ✅ W-2 generation → PDF pushed to each employee's ESS
- ✅ W-2C corrections for amendments
- ✅ FICA / GA state tax report
- ✅ Quarterly 941 / GA DOL
- ✅ ACA 1095-C forms (ACA-hours tracking integrated)
- ✅ Multi-worksite BLS report

Belinda Boles approves → portal submission → done.

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## SLIDE 17 — Employee Self-Service (Script #21, #48, #50)

**Samantha on her iPhone:**
- View / download 2025 W-2
- View pay statement — line-by-line breakdown
- Update direct deposit (Bank of America 122898657)
- Request online check replacement (with disclaimer flow)
- See garnishment detail + IRS reference

**Manager Self-Service (Elliott):**
- Real-time team labor spend
- Approve time, PTO, stipends
- Drill into any employee's pay history

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## SLIDE 18 — New Hire Flow (Script #48, #49)

**Samantha's record built once, used everywhere:**

Talent Acquisition → Onboarding → HR → **Payroll (no re-entry)**

- Teacher Salary Schedule applied automatically (PROF T5 Step 1)
- Benefit elections flow from onboarding to payroll deductions
- TRS 6% auto-deducted
- Direct deposit validated with Bank of America on first run
- Employee history drill-down back to application date

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## SLIDE 19 — Why Missio ERP Wins for CSD Payroll

| Capability | SmartFusion (today) | Tyler/Skyward | **Missio ERP** |
|---|---|---|---|
| Multi-job employees | Painful | Partial | ✅ Native |
| Real-time HR↔Payroll | Batch | Partial | ✅ Real-time |
| Mobile ESS | Limited | Yes | ✅ Full iOS/Android |
| AESOP/Frontline integration | Manual | Add-on | ✅ Built-in |
| Georgia SHBP / TRS ready | Partial | Partial | ✅ Pre-configured |
| Off-cycle in ≤ 5 min | No | Sometimes | ✅ Always |
| Pre-list variance AI | No | No | ✅ Yes |
| Audit trail depth | Limited | Good | ✅ Field-level |

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## SLIDE 20 — Business Outcomes for CSD

Based on peer Georgia districts of similar size (~876 employees):

- **~40 hours/month** saved in payroll team (stipends, subs, corrections)
- **~85% reduction** in off-cycle manual runs
- **100%** of W-2s delivered electronically on Day 1 of January
- **Zero** year-end reconciliation surprises between HR and GL
- **DOL/IRS audit-ready** at all times — no scramble

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## SLIDE 21 — Questions & Next Steps

**Questions?**

**Next slots today:**
- 1:15 Supply Chain / Purchasing
- 1:45 Time Management
- 2:15 Employee Benefits
- 4:15 Technical Overlay (Integration, Security, Reporting)

**Thank you, CSD Evaluation Team.**

Network Handlers · Missio ERP
RFP 26-001