Central Business Office: Payroll Intake Form

Central Business Office

Established in 2012, the Erie 1 BOCES Central Business Office (CBO) began as a pilot initiative serving two school districts with claims auditing services, supported by a dedicated team of three employees.

Today, our office provides:

Claims auditing services for 12 school districts
Payroll services for six districts
Accounts payable services for one district

Our team has grown to eight professionals, with capacity for nine when fully staffed. While we primarily serve districts across the Western New York region, our reach extends as far as Westchester County.

We have experience with a variety of financial systems, including:

nVision
WinCap
Tyler Technologies

Successful service delivery is built on strong collaboration. We work closely with each district and require a designated point of contact to ensure smooth implementation and ongoing support.

Let's Collaborate!

Please complete the below intake form to begin your school district's journey with our CBO Payroll Service. The information you provide regarding your school district will support efficient payroll processing and collaboration with the CBO team and help tailor our service to your district's financial systems and needs.

We apologize for any inconvenience, however, there is no “Save Progress” option on this form.
Please collect all information needed to complete the form in one session to avoid losing any entered data.

CBO Payroll Intake Form

Required

District Demographics

Your Namerequired

First Name

Last Name

Email Addressrequired

Phone Numberrequired

District Namerequired

District Enrollmentrequired

Number of Employees in Districtrequired

Number of Schools/Buildingsrequired

Average Number of Payroll Checks/Direct Deposits Per Pay Periodrequired

Accounting Software (nVision, WinCap, etc.)required

Primary Contact (For Payroll Issues and Questions)required

Human Resources Contact/Entryrequired

Regional Information Center (RIC) Used for Technological Services/Needsrequired

Other Business Office Contacts (School Business Official, District Treasurer, District Clerk, etc.)required

Banking and Payroll Processing

What is the District’s lead bank for payroll and what is the direct deposit lead time?required

What is the “drop dead” day and time that the bank will accept the NACHA file for an “on-time” payroll?required

What is the pay date schedule? Please provide a payroll schedule.required

When does the pay period end compared to the check date?required

When do voluntary deductions start and end?required

Is an annual deduction schedule available?required

Timekeeping and Authorization

Does the District use time clocks/cards? If so, is it a biometric clock?required

Does the District use timesheets? If so, are timesheets handwritten or electronic?required

What authorization do pay records require? (i.e., employee only, employee & supervisor, supervisor & School Business Official, etc.)required

Estimate of how many timesheets/source documents District would be sending over in a typical payroll. Please provide us with a couple of samples.required

What is the turn-around time? When can timesheets/source documents be sent to the CBO and how much time do we have to complete the process?required

Responsibilities and Reporting

Which steps do you want to give to the CBO team? Are we expected to do the banking/transfers?required

Would you like us to enter stipends (i.e., coaches, advisors, etc.)?required

Are there reports that you would like us to run, other than the standard before & after printing reports? required

Are there internal district spreadsheets that we would be expected to work with/complete?required

Who will forward the timesheets/source documents to the CBO?required

If there isn’t a main contact person, which department(s) will we be communicating with and what are these individuals’ titles?required

Employment and Substitute Management

How are substitutes documented (i.e., sub teachers, sub custodial, sub bus drivers, etc.)?required

Does the District use annualized salaries for hourly employees? If so, what employee groups?required

Does the District use special budget codes for extra hours or OT transactions?required

Will inquiries be directed to the appropriate employee supervisor or through single contact?required

Will copies of the CBAs and individual employment contracts be made available?required

What are the Bargaining Units in the District?required

Will OT calculations include Holiday or accrual time used (sick, vacation, personal)?required

Documentation Requirements

Please Provide Payroll Schedule:required

Attach up to 1 file with a maximum size of 10MB

No file chosen

Please Provide Annual Deduction Schedule:required

Attach up to 1 file with a maximum size of 10MB

No file chosen

Please Provide Timesheet/Source Document Samplesrequired

Attach up to 5 files with a maximum size of 10MB

No file chosen

Please Provide Copies of CBAs and Individual Employment Contractsrequired

Attach up to 5 files with a maximum size of 10MB

No file chosen

CBO Contact Information

Amanda Carney, M.S.Ed.
Manager, Centralized District Management Services
Erie 1 BOCES
355 Harlem Rd.
West Seneca, New York 14224
Email: acarney@e1b.org
Phone: (716) 821-7448
Website: E1B.org/CBO

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