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Copy of Payroll & Benefits

Open Enrollment

The open enrollment period for CalPERS medical, Delta Dental, and VSP vision insurance plans will begin on Monday, September 19, 2022 and will end at the close of business on October 14, 2022.  During the open enrollment period, eligible employees may enroll, add or delete qualified family members, or change plans. 
 
If you wish to make changes to your plans, please complete the appropriate forms attached with this letter.  All forms must be submitted to the Payroll Department by the close of business on Friday, October 14, 2022.  No action is required if you do not wish to make changes to your current plans. 
 
Changes will be effective January 1, 2023.

Employee Self Service System

The Employee Self Service System (ESSS) is a secure website that allows employees direct access to their
payroll data online. ESS requires authentication during the initial registration process as well as a user
name and password every time the site is accessed.

Employees can review, print, or save their latest pay stub or annual W-2 tax form anytime. Pay
information is available for the current year plus two (2) historical years. W2 information is available for
five (5) calendar years.
 
  • All certificated employees and all substitute employees are paid on the last working day of the month.
  • Classified employees are paid semi-monthly. Pay dates are scheduled on the 15th and last working day of the month. If the 15th falls on a weekend, payroll will be scheduled on the Friday before the 15th.
  • Early release payrolls are scheduled for the months of June and December. In the month of June, all non-12 month regular classified and certificated employees are paid on the last working day of the school year. For example, if the school year ends on June 9, a payroll will be scheduled on June 9. In the month of December, all certificated and classified employees including substitutes will be paid on last working day before the winter break. For example, if the last working day before the winter break is December 22, a payroll will be scheduled on December 22.
  • District runs a supplemental payroll every month normally scheduled on the 10th of the month.
 
Regular district employees who receive less than 12 paychecks per year are eligible to sign up for DNP. DNP allows employees to set aside a percentage of their net pay to receive a check when they otherwise would not receive regular pay. When an employee signs up for DNP, a deduction is automatically taken from the employee’s paycheck. The amount deducted is determined by the take home pay amounts and the number of DNP checks needed to enable the employee to be paid over 12 months.
  • 9 month employees receive DNP checks on June, July, and August
  • 10 month employees receive DNP checks on July and August
  • 11 month employees receive a DNP check on July
 
***Classified employees receive only one DNP check.
 
Employees may cancel DNP anytime by written request, signed by the employee, and sent to the Payroll Department.
 
Please contact Human Resources to learn your rate your pay and salary placement.
 
Several situations can cause delay or non-receipt of compensation:
  • No pre-approved position control is on file.
  • Time sheet was not submitted to the Payroll office.
  • Time sheet was submitted after the due date
  • Your credential (for certificated personnel only) has expired.
  • Medical or personal unpaid leave was taken in pay period.
  • You were hired after the payroll closed.
 
No. Payroll checks are printed at the San Mateo County of Education. This is the reason why payroll cut-off is scheduled a week before the pay date.
 
Employees who wish to enroll should fill out a direct deposit form with a voided check attached and returned to the payroll department. Forms are available from Human Resources or Payroll.
 
Direct deposit can be set up with any U.S. financial institution.
 
No. You can only designate one direct deposit account. However, you may have additional payroll deductions made to Financial Partners or Provident Credit Union.
 
Depending on your financial institution, it normally takes 30-45 days.
 
A lost paycheck must have a stop payment placed on it. Fill out an affidavit form and return it to payroll. It takes at least 5-7 business days to complete and reissue the check.
 
Extra duty are hours worked in excess of your base. These are commonly referred to as over base or overtime hours. Your base hours are paid for as part of your regular work assignment each month.
 
Extra hours are paid on the end of the month the service was rendered. For example, if the extra hours/overtime were rendered from February 3 through March 3, the extra hours/overtime will be paid on March 31. Please see calendar for cut-off dates.
 
 
Timesheets are due in payroll by the 10th of each month. Holidays can cause these deadlines to shift. Always check the payroll calendar for deadline information.
 
Unless requested to be mailed, checks and direct deposit paystubs are delivered to the school sites on the pay date.
 
Paychecks may not be released prior to the pay date.
 
Discrepancies in pay, time reporting, and any issues relating to payroll should be reported immediately to payroll. After researching the issue, payroll will make the necessary corrections as needed and notify you describing the corrections.
 
Complete a new form W4 and DE-4 and submit to the payroll department. The forms can be downloaded at:
 
All scheduled time off and vacation as well as absences should be entered in Frontline (Aesop). A log on is necessary to access it. If you have forgotten your username and password, contact Robin Bortoli at (650) 877-8704 or email her at [email protected].
 
Please contact the payroll department for leave balances.
  • Classified payroll – (650) 877-8729
  • Certificated payroll – (650) 877-8728
 
Benefit deductions include but are not limited to health insurance medical or dependent care, flexible spending life insurance, and retirement deductions. Deductions are handled by payroll.
 
Amounts deducted from salary reduce taxable earnings. Examples are:
  • STRS – State Teachers’ Retirement System (Certificated Employees)
  • PERS – Public Employees Retirement Service (Classified Employees)
  • TSA – Tax Sheltered Annuities
  • Section 125 Cafeteria Plan (i.e. Medical or Flexible Spending plans)
 
Employee deductions are legally required withholdings. Examples are:
  • OASDI Deduction - Social Security Taxes (for Classified employees only)
  • MEDI – Medicare Taxes
  • FIT – Federal Income Taxes
  • SIT – State Income Taxes
  • CSEA/CTA union dues
  • CalPERS/CalSTRS contributions
  • Garnishments
  • Other voluntary deductions such as disability insurance
 
Employer contributions are non-taxable payments district makes on your behalf. Examples include:
  • CalPER/CalSTRS employer contributions
  • FICA/MEDI employer contributions
  • SUI – California Unemployment Insurance
  • Worker’s Compensation
  • Health and Welfare contributions covered by district contributions such as dental, life, and a portion of health premiums
  • OPEB – Other postemployment employee benefit
 
You need to fill out a new Salary Amendment Agreement (SAA). Forms may be obtained from the payroll department.

Benefit Information

Enrollment Forms