Payroll

Payday is the 25th of each month.  All required deductions, such as federal, state, and social security taxes, Public Employees Retirement System (PERS), and all authorized voluntary deductions, will be withheld from the employee’s paycheck.

Paychecks to be mailed will be sent out the day before payday.

Paychecks to be picked up will be available on payday after 8:00 a.m. at the employee’s work site.  If sick or out of town on payday, the employee will call his/her building secretary by noon on payday to let them know what should be done with the paycheck.  Any special arrangements for your paycheck should be directed to the appropriate building secretary.

Direct deposit is available.

In the event a payroll check is lost or stolen, the Business Services office should be notified immediately.

Classified Staff

10-month full-time employee — Salary will be paid in 12 checks for both 10 month and 12-month employees.  An employee will receive his/her first paycheck of the year on the last workday of August.  For those employees starting later in the school year, the first paycheck will be determined by the “start date.”  June and July paychecks will be available at “check out” time in June.

Licensed Staff

Contract amount will be paid in 12 checks.  The first paycheck of the year will be available on the last workday of August.  For those employees starting later in the school year, the first paycheck will  be determined by the “start date.”  June and July paychecks will be available at “check out” time in June.

EXCEPTION:

Year-round employees, both Licensed and Classified, will receive his/her paycheck on the 25th of each month.

Confidential/Management Staff

Contract amount will be paid in 12 checks.  Paychecks will be available on the 25th of each month.

Payroll Draws

Employees are authorized one draw per pay period.

A Salary Advance Request must be in the Business Services office by the 10th of the month.  A draw for the same amount each month may be made or occasionally during the year.  Requests are reviewed to be sure that they are no more than the employee’s net earnings at the date the check is to be issued.

Draw checks will be issued on the 15th of each month.  They may be issued at other times on an emergency basis with approval of the Business Manager.

Overtime (Classified Employees Only)

Overtime situations should occur rarely and will be allowed only with prior authorization from the employee’s director or supervisor.

If overtime is earned by a part-time employee, the time will be paid.

If overtime is earned by a full-time employee, the time will be accrued as compensatory time.  (In special circumstances, overtime may be paid.)  Any employee terminating employment with the district for any reason is entitled to payment for all accrued, unused compensatory time.  This time will be paid on the employee’s final payroll check at the employee’s overtime rate of pay at the time of separation.

Time Reporting

Time worked and time off will be recorded daily on the employee’s Attendance Report (AR).  The reporting period is from the 16th calendar day of one month through the 15th calendar day of the following month.  ARs must be submitted to the Business Services office every week.  There are times during the school year when you are asked to turn this form in earlier.

Holiday Pay

For part-time Classified employees, holiday pay will be prorated and paid at the employee’s regular rate of pay.

For part-time licensed and all full-time employees, holiday pay will be prorated and paid at the employee’s regular rate of pay for days specified in the appropriate collective bargaining agreement and district board policy.

Leave Without Pay

Granting of leave without pay needs the supervisor/director’s prior approval.  Leave without pay will be deducted from an employee’s salary.

Mandatory Payroll Deductions

Social Security Tax (FICA)

Federal law requires employers to withhold social security tax from wages paid to an employee.  The tax rate consists of percentage components (withheld at current IRS rate) for old age, survivors, and disability insurance (OASDI) as well as for hospital insurance (HI).

Federal and State Income Tax

Federal and state income taxes are required by law to be withheld on every paycheck.  The amount of the employee’s withholding is calculated on the employee’s gross salary, marital status and number of exemptions claimed on form W-4.

The marital status and number of exemptions claimed in a pay period are stated on the employee’s monthly remittance statement.  Any employee wishing to change either of these categories may obtain a new W-4 from the Business Office.  The form must be completed and submitted to the Business Office on the 15th of the month prior to the payday to be effective on that paycheck’s calculations.

Workers’ Compensation

Workers’ compensation insurance is required for all employees.  This insurance pays employee medical expenses and partial salary continuation in case of work-related accident or illness.  Partial salary payments are provided beginning the fourth consecutive day of absence from work.  Accrued sick leave, and other available paid leave, may be used to pay for the portion of the employee’s regular salary not paid by the insurance.

All work-related accidents or illnesses must be reported immediately to the employee’s supervisor.  An employee’s failure to follow this procedure may result in the appropriate worker’s compensation report not being filed in accordance with the law.  This, in turn, may jeopardize employee rights to benefits in connection with the injury or illness.

Public Employees Retirement System

Following an initial six-month waiting period, employees in qualifying positions become members of the Oregon Public Employees Retirement System (PERS).  Members of the system contribute 6% of their salary (pre-tax) to the system.  The 6% is deducted from the member’s paycheck with an additional 12.73% contributed by the district and sent to PERS.

 

Voluntary Payroll Deductions

Voluntary payroll deductions are available to employees.  Request forms must be submitted to the Business Services office on the 15th of the month for deductions to be included in the paycheck.

Tax-Sheltered Annuity

A tax-sheltered annuity, pursuant to Section 403(b) of the Internal Revenue Code, allows employees to contribute part of their gross salary to an annuity on a pre-tax basis.  The contribution limit for an employee is dependent on gross salary, years of service with the district, and the employee’s contribution amount to other tax deferral plans.  Contact the Business Services office for a list of current plans available.

Credit Union

As an employee of School District 9 you are eligible to belong to the Coos Educators Federal Credit Union.  You may have deductions from your paycheck deposited to your savings account there.  Funds are usually deposited by the 3rd of the month.  Deduction forms are available in the Business Services office.

Cancer Insurance

The Family Cancer Plan Insurance Company (through AFLAC) and American Fidelity Assurance is supplemental insurance for cancer above and beyond regular health insurance.

Accidental Death & Dismemberment

This insurance is available through the Oregon School Board Association in increments of $10,000 to a maximum of $500,000.  Application forms are available in the Personnel office.

Bay Area Athletic Club

You may join the BAAC and receive group rates on the monthly membership fees.  Application forms are available at the club.

United Way

The school district participates in the United Way campaign.  Payroll deduction is available through the Business Services office.