Payroll Information for

Employee Orientation

Substitute

Department of Accounting Services

Suite A-323

Direct Deposit is Mandatory for all new Employees!

Once your user ID and password have been established, you will be able to access the features of employee self-service. Employees should enroll in direct deposit and update their tax information (W-4) once access is established. Please follow the directions provided to sign up for direct deposit and to update your tax information on-line. This will be done through Employee Self Service. Self Service is also the feature that will enable you to view/print your paystubs and consent to receive W-2’s on line.

Your tax status (IRS Form W-4) will automatically be established as ‘Single With Zero Exemptions’; you will be required to update your tax filing status using the W-4 Tax Information section in Self Service. Upon submission, you will receive an email confirming your filing status.

If you do not have a checking or savings account at this time you will be given a grace period of two (2) pay days to acquire such an account. During this period, paper checks will be issued and mailed to the home address on record. After two (2) pay days have passed, employees electing not to establish electronic direct deposit will be paid by an alternative method determined by the School District.

Employees must remain on direct deposit, but you may change accounts as needed. Should you change accounts in the future, a wait period will occur while we validate your information with your bank. During this period, which is a minimum of one pay period, paper checks will be issued and mailed to the home address on record.

How to get into Employee Self Service - QUICK GUIDE

1. If you are using a District operated computer, your browser will default to the District’s portal page. Click on the ‘Oracle/PeopleSoft’ icon.

2. If you are using a non-District operated computer, please go to the District website at www.palmbeachschools.org and on the home page click the ‘Sign In’ as shown below: This will direct you to the District’s portal page log in screen; log in using your network userID and password.

3. This will link you to the PeopleSoft Home page.

4. Click on the My Payroll and Compensation icon.

Additional Information and Job Aids for Employee Self Service can be found

on the Payroll website.

Employees will use Employee Self Service to enter and receive information about

payroll.

For more detailed information on the subjects below, refer to the ‘Self Service

Directions and Information’ section on our Payroll website:

Enroll or Change Direct Deposit

Important Instructions for Direct Deposit

View/Print Paycheck

Update Your W-4 Tax Information

View/Print W-2/W-2c Forms

View Reported Time and Payable Time

One Giving Campaign

Any questions regarding Employee Self Service features should be directed to the

EPaygroup@palmbeachschools.org or via phone at 561-434-8944 Option #0.

What you need to know about Paydays and Your Paycheck

When are paydays? Employees are paid Fridays on a biweekly basis. Employees are paid for the two week period ending on the Friday just before pay day. A current year Pay Calendar is published on the Payroll website and should be posted at most work locations.

The current Pay Calendar can be found in the ‘Resources’ area in the Payroll section of the District website.

Payment Information - On your first few checks, we recommend that you verify your personal information for accuracy. Review your name, address, deduction information, etc. Maintaining accurate address information is crucial. If your address is incorrect or you need to change your address, please go to the Employee Self Service to make the changes on-line. If you require assistance contact Human Resources at ASKHR@PalmBeachSchools.org or you may call the HR Customer Care center at 561-434-8777 or toll free at 1-877-477-3722.

Payroll Contact – At all schools and departments there is a Payroll Contact. At schools this is usually the Head Secretary. The Payroll Contacts generally enter the hours worked by substitutes at their locations or oversee those who do. If there are questions regarding hours not reported or reported incorrectly, contact the Head Secretary for action. Please be mindful that hours not reported timely may experience a delay in payment.

Hourly Employees – Hourly employees, such as substitutes, are paid for hours worked in the pay period,

one week in arrears.

Voluntary & Involuntary Deductions - The District processes two types of deductions. Voluntary deductions are deductions that you initiate and authorize to have deducted from your pay. There are limited offerings for substitutes. Substitute teachers will be enrolled in the 401a Alternate FICA plan with Bencor Administrative Services. This is in lieu of paying social security tax. Participation in the plan is mandatory for employees of the District who are not eligible for the Florida Retirement System.

An involuntary deduction is a deduction of a legal nature, such as, tax levies, child support, defaulted loans, court orders, etc. If we receive a deduction order, we will notify you by mail when the deductions from your pay are scheduled to begin and the amount of the deduction. If you should have any questions or concerns with the amount to be deducted from your pay, you should contact the entity issuing the deduction order.

You can find more information on deductions during the third paycheck of the month in the ‘Frequently

Asked Questions (FAQ)’ area in the Payroll section of the District website. Click on the link entitled:

“What Happens to Deductions When I’m Paid Three Times in one Month”.

Direct Deposit – All new employees are required to enroll in direct deposit. You must use the Employee Self Service feature on-line to complete your direct deposit information once you have access to PeopleSoft. You can direct deposit your pay to any checking or savings account with a financial institution that’s part of the Federal Reserve System. You may also deposit to one or two accounts such as one checking and one savings. With direct deposit, your net pay will be placed in your account on payday. You will be able to view/print your pay stub on-line using Employee Self Service. If a delay in enrollment occurs you will receive your pay through an alternate means.

How do I change my federal tax status and/or allowances? You must use the Employee Self Service feature on-line to complete a W-4 form for the current year once you have access to PeopleSoft. Once the form is completed on-line, the new calculations will take place on the following payroll processing cycle. You will be able to make changes to your W-4 form as needed anytime during the year using the Employee Self Service feature on-line.

Substitute Slips – It is important that you retain your substitute slips and compare to your timesheet page in PeopleSoft. The Timesheet View page in Employee Self Service displays how many hours by date were reported by the school center(s) for your job assignments. Once you have logged into PeopleSoft, click on ‘My Time’>’Timesheet. If dates have not been reported, contact the work location so that they may enter the missing hours. Schools have until Monday morning of payroll processing weeks to enter hours.

An example of a timesheet page in Self Service is shown below. During this week, Susan Substitute worked Wednesday, Thursday and Friday; however, there are no hours entered for Wednesday. She should contact the school where she worked regarding the hours not reported.

Important Numbers to Remember

The Payroll Contact at your location should be your first point of contact for assistance.

Human Resources For all questions related to Salary Inquiries, Certification, Supplements, Leaves of Absence, Sick Leave

Transfers, Retirement, Name/Address Changes, HR Policy and Procedures:

HR Help Desk at 1-877-477-3722 (PX 48777) or 561-434-8777 or via email at AskHR@PalmBeachSchools.org

Substitute Office- Linda Everline PX 48704

Risk Management-(Employee Benefits) 561-434-8580 (PX 48580)

For all questions related to:

Health, Dental and Vision deductions,

403(a), 401(a)

Wellness

Short/Long Term Disability

Life Insurance

Flexible Spending Accounts:

COBRA/TSA/TSM/403(B)

Life Insurance Claims

Health Insurance

Retiree Benefits

Worker’s Compensation Initiate Claim: 561-434-7440 (PX47440)

Payroll Processing: 561-434-8944 Option #0 Marc Leroux

13 Week Wage Statements: 561-434-8944 Option #0

Union Dues: Contact your Union directly to start/stop deduction:

Palm Beach Classroom Teachers Association (CTA) 683-4623

Association of Educational Secretaries and Office Professionals (AESOP) 965-0077

Service Employees International Unit/ Florida Public Services Unit (SEIU/FPSU) 965-0077

Palm Beach County Police Benevolent Association (PBA) 689-3745

Staff Association Email Kim.Haugen@palmbeachshools.org

Payroll For all questions related to Self Service (W-4 tax form information, W-2’s, View Paycheck, View Timesheet or

Direct Deposit) or any of the below: 561-434-8944 (PX48944) or via email at EpayGroup@palmbeachschools.org

Direct Deposit: Option #3

Stop Payments: Option #3

Self Service Inquiries: Option #4

Wage Verifications: Option #5

Garnishments: Option #6

Child Support: Option #6

Sick Leave Transfer: Option #0