PAYROLL

Timesheets

Submit your payroll time-sheets to the proper person at your site for signature and processing by the last day of each month to assure they are signed and forwarded to the Payroll Office by the due date listed below. Please do not hold time-sheets for any reason.

Reimbursements

Conference reimbursement and mileage forms are to be submitted to the Business Office monthly. Please do not hold onto the reimbursements. The forms should be completed and submitted in a timely manner in order for the business department to process. Contact the Business department with any questions.

Reporting Absences

Report of Absence forms must be signed and returned to your school office immediately. If you have been absent it is your responsibility to submit the forms. Please indicate the actual number of hours you were absent. Do not include your lunch break/hour in the hours submitted. Example: if you are a 6.25 hour employee and are gone all day, do not write all day. For “hours absent” write 6.25 hours.

Do not mark “Other” as Reason for Absence on the Report of Absence without explaining on the adjacent line. Many of the Report of Absences with “Other” submitted are actually Leave Requests which require an approved Leave Request form as well as a Report of Absence.

Substitute teachers are paid from the teacher’s Report of Absence. Please submit immediately with the number of hours you were absent. Substitute teachers will be paid for a full day for any time over 3.5 hours.

Please use your legal name as submitted to the Personnel Office as shown on your paycheck and on all documents submitted so we can process your timesheets and other documents.

Open Enrollment

Open enrollment for health and welfare benefits is from September 1 through September 15 with the new plans starting October 1. A Health and Welfare informational meeting will be held August 23th and September 1st at the Amador County Building on Court Street. Any and all changes to your insurance must be submitted to MYCVT or in the Business Office by September 15. Due to time constraints, late submissions will not be accepted.

Payroll Check Key

Your payroll check contains several abbreviations which are described below.

Payroll Dates

Payroll dates and due dates are listed for both End of Month and Supplemental Payrolls below. To help us process your paperwork in a timely manner, please review these guidelines.  Time sheets are due into the District Office on the cut off date.

*End of month payroll checks will be mailed in June, July, and December. All other end of month payroll checks will be sent to the employee’s worksite. All supplemental payroll checks will be mailed to the home address on file with the Personnel Office.

• 2020-2021 Payroll Dates – PDF
• 2019-2020 Payroll Dates – PDF
• 2018-2019 Payroll Dates – PDF
• 2018-2019 Payroll Reminders – PDF

W-4s, 403b sign-ups, timesheets and any other information received in the Payroll Department after the above cut-off dates will not be processed until the following month.

Tax Forms

• 2022 Federal W4 – PDF
• 2022 State W4 – PDF

Beginning January 1, 2020, both Federal and State forms must be completed in order to change your deductions per the IRS.

If no changes are needed, you do not need to fill out any forms.

OMNI Documents & Forms

• 2020 OMNI 4th Quarter Update – PDF
• 2020 OMNI 2nd Quarter Update – PDF
• 2020 OMNI 1st Quarter Update – PDF
• OMNI 2nd Quarter 2019 Update – PDF
• 2019 OMNI Annual Notice 3rd Party Administrator Information – PDF

• OMNI 403b Salary Reduction Form – PDF

Trust for Retirees of Associated California Schools (TRACS)

• 2021 TRACS Summary Plan Description – PDF

TDS: Tax Deferred Solutions

• TDS Contacts for TSA 457 – PDF

Other Payroll Related Documents & Forms

• Benefit Waiver – PDF*
• CalPERS Military Service Credit Guide – PDF
• Direct Deposit Form – PDF
• Conference/Meal Reimbursements – PDF
• Summer Deferred Election form – PDF

*1 FTE (100% full time) employees can not waive benefits