Summary Information NLSLA... · Work / PTO Summary - Manual Process into PayChex EE NAME Date of...
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Summary Information Revenue Budget: $15 million Personnel Budget: $10 million Staff Size: 115 Employees Union: 60% Union / 40% Non-Union Attorneys/Fellows – 55 Paralegals – 20 Secretary / Reception– 20 Social Workers – 2 Admin - 18 o Salary - Exempt o Salary – Non-Exempt o Hourly – Summer Students/Temps CMS / Timekeeping: LegalServer Accounting: MIP Fund Accounting Payroll & HR: PayChex Funding Sources: 56 Federal - 3 (LSC Funded) State – 11 County / City - 19 Foundations – 11 Restricted Donations – 4 Unrestricted – 1 Plant Fund - 7
Transcript of Summary Information NLSLA... · Work / PTO Summary - Manual Process into PayChex EE NAME Date of...
Summary
Information
Revenue Budget: $15 million
Personnel Budget: $10 million
Staff Size: 115 Employees
Union: 60% Union / 40% Non-Union
Attorneys/Fellows – 55
Paralegals – 20
Secretary / Reception– 20
Social Workers – 2
Admin - 18
o Salary - Exempt
o Salary – Non-Exempt
o Hourly – Summer Students/Temps
CMS / Timekeeping: LegalServer
Accounting: MIP Fund Accounting
Payroll & HR: PayChex
Funding Sources: 56
Federal - 3 (LSC Funded)
State – 11
County / City - 19
Foundations – 11
Restricted Donations – 4
Unrestricted – 1
Plant Fund - 7
Timekeeping
Activity
Codes
(Cont’d)
CLIENT TIME – ACTIVITY CODES
Case Administration
Case Research
Case Review
Conference / Meeting
Correspondence
Court Appearance
Discovery
Document Preparation
General Research
Initial Assessment
Intake
Investigation
Negotiation
Preparation
Telephone Calls
Translation Services
SW – Case Management
SW – Individual Counseling
SW – Safety Plan
SW – Service Calls
OTHER SERVICES / OUTREACH TIME
Backup Attorney
Case Administration
Case Review
Correspondence
Develop Pro Se Materials
Document Preparation
Meeting
Mentoring
Other Outreach Time
Prepare Legal Education Material
Presentation to Clients or Group
ProBono Recruitment & Planning
ProBono Training
Referral and Intake
Research
Review Materials
Self-Help Center
Self-Help Clinic / Workshop
Telephone Call
Training / Teaching a Class
Timekeeping
Activity
Codes
(Cont’d)
NON-CLIENT / SUPPORT TIME
Administration
Board Work
Building Management
Correspondence
Development
Grant Administration
Human Resources
Meeting
New Hire Orientation
Notary
Office Management
Performance Evaluation
Prescreen and Intake
Research
Staff Meeting
Supervision
Technology Project / Support
Telephone Call
Training / Conference
Translation / Interpretation
LEAVE TIME
Bereavement
Break (Paid)
Catastrophic
Holiday
Jury Duty
Other Time Off (Not Paid)
Sick
Vacation
Voting (1 hour)
NOTES: ALL EMPLOYEES
1. Provide contemporaneous timekeeping
2. Default fund source & activity code
3. Full-time employees required to work
7 hours per day and 35 hours per week.
Overtime 8 day / 40 week.
4. Earn Compensatory Time Off Accrual –
Exempt staff 1 to 1; Non-Exempt 1 to 1.5
Example -
Other Services
& Outreach
Approved
Electronic
Timecard
Work / PTO
Summary -
Manual Process
into PayChex
EE NAME
Date of Hire x/x/xx LSED – x/x/xx
2016
COMPENSATORY (105 max per year) SICK VACATION
Earned Used Accrued Total Earned Used Accrued Total Earned Used Accrued Total Holiday Bereav / Jury Duty
Regular Hours
Total Hours
Forward Min Hours
52.770 21.320 35.390
15-Jan 77 10.800 2.000 8.800 61.570 3.500 3.500 21.320 4.375 4.375 39.765 7.000 75.300 87.800
31-Jan 70 18.400 1.500 16.900 78.470 3.500 3.500 24.820 4.375 4.375 44.140 7.000 79.900 88.400
15-Feb 77 6.500 3.500 3.000 81.470 3.500 3.500 28.320 4.375 4.375 48.515 7.000 73.000 83.500
28-Feb 70 13.600 1.100 12.500 93.970 3.500 3.500 31.820 4.375 4.375 52.890 82.500 83.600
15-Mar 77 25.500 1.000 24.500 118.470 3.500 3.500 35.320 4.375 4.375 57.265 101.500 102.500
Accumulated:
118.47
35.320
57.265
1,372 235.30
79.90
6.80
-
42.00
-
1,324.60
1,453.30
Work / PTO
Summary -
Manual Process
into PayChex
Staff log into PayChex
HR ONLINE to access pay
vouchers, annual W-2,
and Paid Time Off
Accruals for Sick,
Vacation and
Compensatory Time.
Budgeted FTEs
Monthly
Worksheet
SALARY ALLOCATIONS 12.31.16 12.31.16 9.30.16/17 6.30.16 8.31.16 8.31.16 8.31.16 Sample MIP Code 101 202 230 466 422 522 541 005
EMPLOYEE TITLE LSC IOLTA Shriver DV Self-Help Veterans HCC UR TOTAL
Department
Dir of Litigation 60.00% 10.00% 10.00% 10.00% 10.00% 100.00%
Supervising Attorney 10.00% 10.00% 10.00% 10.00% 60.00% 100.00%
Attorney 20.00% 10.00% 60.00% 10.00% 100.00%
Attorney 100.00% 100.00%
Attorney 100.00% 100.00%
Attorney 100.00% 100.00%
Fellow 100.00% 100.00%
Paralegal 50.00% 40.00% 10.00% 100.00%
Paralegal 100.00% 100.00%
Paralegal 100.00% 100.00%
Secretary 50.00% 30.00% 20.00% 100.00%
Receptionist 80.00% 20.00% 100.00%
Office Manager 100.00% 100.00%
Budgeted FTEs
3.70
0.30
2.10 1.50 2.00 0.50
1.90
1.00 13.00
% of time for Legislative Advocacy (not allowed under LSC)
Grant is hard coded for % of time
Actual time keeping required by funding source
Remainder is recorded to LSC Darkened Colors --
Pertains to person who can absorb excess of personnel charging to the grant
Actual Monthly
Timekeeping
Report
Actual Timekeeping - Legal Server Cross Tab Monthly Report
Staff Name
General Economic Security IOLTA Shriver DV
Self-Help Veterans HCC
General Admin Unrestricted Totals
Dir of Litigation 1 105.00 14.00 18.00 12.00 8.00 5.00 162.00
Supervising Attorney 1 35.00 13.00 7.00 5.00 98.00 158.00
Attorney 1 25.00 16.00 95.00 15.00 151.00
Attorney 2 150.00 150.00
Attorney 3 147.00 147.00
Attorney 4 160.00 160.00
Fellow 1 155.00 155.00
Paralegal 1 75.00 60.00 12.00 147.00
Paralegal 2 147.00 147.00
Paralegal 3 147.00 147.00
Secretary 1 75.00 45.00 27.00 147.00
Receptionist 1 117.00 30.00 147.00
Office Manager 1 147.00 147.00
HR Director 1 156.00 156.00
Totals 579.00 43.00 315.00 219.00 294.00 67.00 293.00 156.00 155.00 2121.00
Monthly Payroll
Journal Entry
Worksheet
MONTHLY PAYROLL JOURNAL WORKSHEET - Office #1
EMPLOYEE 5/15/16 5/31/16 Vacation Payout TOTAL
Hourly Rate HOURS LSC IOLTA HRS SHRIVER HRS DV
TCE HCC TOTAL
Attorney
attorney 1 3,500 3,500 7,000 46 180
5,329 700 - 25
971 7,000
attorney 2 3,500 3,500 7,000 46 175 -
182 7,000 - 7,000
attorney 3 3,500 3,500 7,000 46 173 - 500 - -
6,500 7,000
TOTAL ATTORNEY 10,500 10,500 - 21,000 529
5,329 1,200 7,000
971
6,500 21,000
PARALEGAL
paralegal 1 2,000 2,000 4,000 26 162
3,185 33
815 4,000
paralegal 2 – term 5.31.16, with allocated vacation payout. 2,000 2,000 3,000
7,000 26 147
3,500 - -
3,500 7,000
TOTAL PARALEGAL 4,000 4,000 3,000 11,000 309
6,685 - -
815
3,500 11,000
SECRETARIES
Secretary 1 1,900 1,900 3,800 25 147
2,912 - 15
388
500 3,800
TOTAL SALARY 16,400 16,400 3,000 35,800 985
14,927 1,200 7,000
2,173
10,500 35,800
Monthly Payroll
Journal Entry
Worksheet
EMPLOYEE 5/15/16 5/31/16
Vacation Payout TOTAL
Hourly Rate HOURS LSC IOLTA HRS SHRIVER HRS DV
TCE HCC TOTAL
TOTAL SALARY 16,400 16,400 3,000 35,800 985
14,927 1,200 7,000
2,173
10,500 35,800
PERCENT OF TOTAL WAGES 42% 3% 20% 6% 29% 100%
Payroll Taxes 2,864
1,194 96 560
174
840 2,864
Payroll Benefits 8,234
3,433 276 1,610
500
2,415 8,234
Total Taxes & Benefits
11,098
4,627 372 - 2,170 -
674
3,255 11,098
Total Personnel
46,898
19,554 1,572
9,170
2,847
13,755 46,898
Monthly Payroll
Journal Entry
Worksheet
MONTHLY PAYROLL JOURNAL ENTRY - XX, 2016
Description Account # Debit Credit
Attorney - LSC 5005-101-10-10 5,329 Attorney - IOLTA 5005-202-10-10 1,200 Attorney - Shriver 5005-230-50-10 7,000 Attorney - DV 5005-466-10-10 971
Attorney - HCC 5005-541-10-10 6,500
21,000
Paralegal - LSC 5010-101-10-10 6,685 Paralegal - DV 5010-466-10-10 815
Paralegal - HCC 5010-541-10-10 3,500
11,000
Other Staff - LSC 5015-101-10-10 2,912 Other Staff - DV 5015-466-10-10 388
Other Staff - HCC 5015-541-10-10 500
3,800
35,800
Payroll Taxes - LSC 5105-101-10-10 1,194 Payroll Taxes - IOLTA 5105-202-10-10 96 Payroll Taxes - Shriver 5105-230-50-10 560 Payroll Taxes - DV 5105-466-10-10 174
Payroll Taxes - HCC 5105-541-10-10 840
2,864
Monthly Payroll
Journal Entry
Worksheet
Description Account # Debit Credit
Payroll Benefits - LSC 5125-101-10-10 3,433 Payroll Benefits - IOLTA 5125-202-10-10 276 Payroll Benefits - Shriver 5125-230-50-10 1,610 Payroll Benefits - DV 5125-466-10-10 500
Payroll Benefits - HCC 5125-541-10-10 2,415
8,234
Prepaid Payroll Benefits 1220-005
11,098.00
Medical Share of Cost 1220-005
300.00
TSA Payable 2200-005
250.00
Flex Plan Payable 2225-005
250.00
Union Dues Payable 2230-005
300.00
Loan 2240-005
-
Cash 1025-005
34,700.00 OFFSETS
Total
46,898.00
46,898.00
Grantor Billing
Fee for Service -
Attorney Hours
Only
Attorney 1 Attorney 2 Attorney 3 Attorney 4 Attorney 5 Attorney 6 Attorney 7 Attorney 8 Attorney 9 Attorney 10
Include time summary
and approved time
cards with monthly
invoice
Grantor LSC –
Legislative
Advocacy
Worksheet
NLSLA CASE
NUMBER
DPSS CASE
NUMBER INTAKE DATE
ASSMT. & DEVT. OF SERVICE
PLAN FAMILY LAW RESTRAINING
ORDER IMMIGRATION
LAW
BENEFITS ACCESS
ASSISTANCE/ ADVOCACY TOTAL
# of Service Units/Para Professional Rate
# $200.00
#
$20.00 per 15 min
#
$20.00 per 15
min #
$20.00 per 15 min
#
$20.00 per 15 min
# of Service Units/Attorney Rate $200.00 $32.50 per
15 min
$32.50 per 15
min $32.50 per
15 min $32.50 per
15 min
16-0005 KD9QQN3 4/1/2016
Para-Professional
4 $80.00 $ - 12 $240.00 $ - $320.00
Licensed Attorney 1 200.00
4 $130.00 $ - 22 $715.00 $ - $1,045.00
16-0009 FSLJ90D 4/4/2016
Para-Professional $ - 8 $160.00
$ - $ - $160.00
Licensed Attorney 1 $200.00 $ - 11
$ 357.50
$ - $ - $557.50
16-0052 8FJHWJ3 4/20/2016
Para-Professional 1 $ 200.00 $ - $ - $ - 12 $240.00 $440.00
Licensed Attorney $ - $ - $ - 2 $65.00 $65.00
TOTALS 3 $ 600.00
8 $210.00
19 $517.50
34 $955.00
14 $305.00 $ 2,587.50
Grantor LSC –
Legislative
Advocacy
Worksheet NLSLA - Legislative Advocacy Summary
Reporting Period - 1/1/16 to 6/30/16
Status Date Opened Name Staff Time / Hours
NEW 6/1/2016 Legislative Advocacy #1 Attorney 1, Paralegal 1, Supervising Attorney 1
19.00
NEW 5/15/2016 Legislative Advocacy #2 Attorney 2, Dir of Litigation 1
52.00
NEW 4/30/2016 Legislative Advocacy #3 Attorney 3, Attorney 4
35.00
NEW 3/12/2016 Legislative Advocacy #4 Attorney 1, Supervising Attorney 4
11.00
NEW 3/1/2016 Legislative Advocacy #5 Attorney 5
46.00
NEW 2/29/2016 Legislative Advocacy #6 Attorney 6
28.00
Continuing 12/22/2015 Legislative Advocacy #7 Attorney 1, 2, 3;
159.00
Continuing 8/1/2015 Legislative Advocacy #8 Attorney 3, 4, 5
44.00
Timekeeping and
Attorney Fee
Allocations
Attorney Fees Allocation Worksheet
Case No: 15-00432 Date Opened: 2/1/2015 NLSLA Award: $ 50,000
Hours Per Payroll Allocation Worksheet Charged to the GL
Staff HOURS by Employee
Per Timekeeping
Grant A (ended 12.31.15) Grant B (LSC)
Total Hours
Dir of Litigation 1 100
75 25 100
Supervising Attorney 1 35
25 10 35
Attorney 1 85
65 20 85
Paralegal 1 65
45 20 65
Legal Secretary 1 33
20 13 33
318
230 88 318
72% 28% 100%
Fund Sources HOURS by Fund Source
Per Timekeeping
Attorney Fee Award Allocation
Grant A - ended 12.31.15 250
Unrestricted 72% 36,164
Grant B - LSC 68
LSC 28% 13,836
318
Total Attorney Fee $ 50,000
Timekeeping for
Private Attorney
Involvement
(PAI) Cases
NLSLA Time on PAI Case
Case ID Date of Service
Time Spent
Hourly Rate Cost Caseworker Activity Type
Funding Code
15-0077 3/1/2015 4.00 $35.00 $140.00 Attorney 1 Document Preparation - Grant A
15-0077 3/3/2015 2.00 $35.00 $70.00 Attorney 1 Correspondence - Grant A
15-0077 3/4/2015 1.00 $35.00 $35.00 Attorney 1 Case Administration - Grant A
15-0077 3/7/2015 2.00 $35.00 $70.00 Attorney 1 Telephone Calls Case - Grant A
15-0077 3/12/2015 2.00 $35.00 $70.00 Attorney 1 Discovery - Grant A
15-0077 3/25/2015 1.50 $35.00 $52.50 Attorney 1 Court Appearance - Grant A
15-0077 3/25/2015 5.00 $35.00 $175.00 Attorney 1 Correspondence - Grant A
15-0077 3/25/2015 4.00 $35.00 $140.00 Attorney 1 Case Administration - Grant A
15-0077 3/31/2015 0.50 $55.00 $27.50 Supervising Attorney 1 Case Review - Grant A
22.00
$780.00
Timekeeping for
PAI Other
Services
NLSLA Time on PAI Other Service -- Self-Help Bankruptcy Clinic
Other Service
Date of Service
Time Spent
Hourly Rate Cost Caseworker Activity Type
Funding Code
BKC 12/02/2015 3.00 $25.00 $75.00 Paralegal 1 OS - Self-Help Clinic / Workshop
Bankruptcy Grant
BKC 12/02/2015 4.00 $25.00 $100.00 Paralegal 1 OS - Self-Help Clinic / Workshop
Bankruptcy Grant
BKC 12/07/2015 6.00 $45.00 $270.00 Attorney 1 OS - Develop Pro Se Materials
Bankruptcy Grant
BKC 12/09/2015 1.50 $55.00 $82.50 Supervising Attorney 1
OS - Develop Pro Se Materials
Bankruptcy Grant
BKC 12/09/2015 3.00 $25.00 $75.00 Paralegal 1 OS - Self-Help Clinic / Workshop
Bankruptcy Grant
BKC 12/09/2015 4.00 $25.00 $100.00 Paralegal 1 OS - Self-Help Clinic / Workshop
Bankruptcy Grant
BKC 12/17/2015 3.00 $25.00 $75.00 Paralegal 1 OS - Self-Help Clinic / Workshop
Bankruptcy Grant
BKC 12/17/2015 4.00 $25.00 $100.00 Paralegal 1 OS - Self-Help Clinic / Workshop
Bankruptcy Grant
28.50
$877.50
Reporting &
Analyzing PAI
Worksheet
Case #
Legal Problem
Code
PAI Start Date
Advocate Name
2015 NLSLA Hours
2015 NLSLA
$
Private Attorney /
Fellow / Law Student
2015 PBA
Hours
Hourly Rate
2015 PBA $
# of PBAs
1 81 Immigration / Naturalization 5/30/2013 Attorney 1 20.00 $900 Private Attorney 1 80.00 $500 $40,000 1
2 51 Medicaid 8/21/2009 Attorney 2 75.00 $3,375 Law Firm 1 115.00 $600 $69,000 2
3 22 Wage Claims & Other FLSA 12/7/2009 Attorney 3 29.62 $1,333
Law School Fellow 35.00 $ 15 $525 1
4 37 Domestic Abuse 5/16/2012 Attorney 4 2.00 $90
Private Attorney - In-house Volunteer 5.00 $350 $1,750 1
5 77 Veterans Benefits 6/1/2015 Attorney 5 12.00 $540 Private Attorney 2 35.00 $400 $14,000 1
6 63 Private Landlord/Tenant 1/1/2015 Attorney 6 75.00 $3,375 Law Firm 2 145.00 $500 $72,500 3
7
61 Federally Subsidized Housing 12/1/2010 Attorney 7 32.00 $1,440 Private Attorney 3 65.00 $450 $29,250 1
245.62 $11,053 480.00 $227,025 10
