Payroll Forms

indicates a document in .pdf format

Certificated Monthly Absence Report

At the end of the month, the school sites will receive a summary of absences for the month, individual absence reports, and a check-off sheet. The individual absence reports should be distributed to be reviewed and approved, and returned to the office manager. The office manager uses the check-off sheet to ensure that all of the absence reports have been returned and then forwards the absence reports along with the check-off sheet to the Payroll department by the 10th of the following month. The summary of teacher absences is to be retained by the site. Note: This process does not include certificated management positions. They will be handled the same way as classified employee positions. See samples: Site Report , Individual Report , and Site Report Checkoff .

Certificated Management Absence Verification and
Classified Personal Absence Reports

The employee should fill in the appropriate form completely. The person preparing the leave report (see below) should check each one for accuracy and completeness. Each should be submitted with all required attachments. Refer to the Guidelines for Use of Absence Codes. See samples: Certificated Absence Verification , and Classified Personal Absence Report .

Leave Report

Certificated management and classified absences should be reported on separate leave reports. Names should appear in alphabetical order.

Using the absence reports/verifications, tally the total hours per employee for each code. Classified absences are reported to the nearest quarter hour; certificated to the appropriate fraction of a day. Record the time in red pen. If an employee is not listed, write in the employee's name and Employee Identification Number, and notify Payroll immediately. See samples: certificated management , classified absences .

Attach all absence reports/verifications to the appropriate leave report and submit to Payroll by the 10th of each month.

Authorization for Absence for Work-Related Business

This form must be completed whenever an employee will be away from the job site for one half day or more on school, district or bargaining unit business (ASB or BUB), such as a conference, workshop, negotiations, etc. It should be submitted to the appropriate administrator for approval ten days prior to the date of absence and attached to the leave report in place of an absence report/verification. See sample .

Time Reports

There are a variety of time reports which are used to report hours; e.g., substitute teachers , home teachers, custodial extra work, Food Services employees and one for all others (classified substitutes, regular employees working overtime or on temporary promotion, student helpers, and noon supervisors). More samples may be accessed through The Basics page. Time reports may be ordered from the Warehouse, or you can print a copy.

They are due by the 21st of each month for payment on the 10th of the following month.

Warrants

If you are asked to distribute warrants, do so personally and in accordance with school policy. Contact Payroll or Personnel when in doubt about handing out paychecks.

If an employee is no longer working, contact Payroll before releasing his or her warrant.

Form W-4 and DE4 (Federal and State Tax Withholding)

To change the number of exemptions you are claiming, or to change additional withholding amounts, please complete the federal Form W-4 and/or state Form DE4 and return to Payroll. The forms need to be received in Payroll by the 20th of the month to have the change take effect for the end-of-the-month payroll, and by the 1st of the month to have the change take effect for the 10th-of-the-month payroll.

Additional withholding, if any, will apply to every paycheck you receive (whether it is on the 10th of the month, or the end of the month, or whenever).