FILE:  DJC

Cf:  DJA, GBA, GBAA

 

PAYROLL PROCEDURES

 

 

All employees shall be paid according to a salary schedule formulated by the Vermillion Parish School Board. Such a schedule shall take into consideration skill level and years of experience.

 

PAYDAY SCHEDULES

 

The salaries of all permanent employees shall be distributed over twelve (12) months, regardless of employment period.  The pay period for regular employees shall be the first working day of each calendar month to the last day of the calendar month.  Payroll shall be issued in twelve (12) equal installments, and distributed on the last banking day of the month.  Employees who join the school system during the school year shall have their salaries pro-rated accordingly.  The official payday shall be the last banking day of each calendar month.

 

All regular employees shall have their payroll check direct deposited on the scheduled payday. Employees shall provide all necessary deposit information, including a voided check, to the payroll department.  The employee shall be responsible to notify the payroll department immediately of any changes in account status.  Only checking or savings accounts from approved financial institutions shall be accepted for direct deposit.

 

The pay date for substitute employees is the fifteenth (15th) day of each calendar month.

 

When an employee’s pay must be adjusted for absences, leave or other factors, and the employee has not resigned, retired or been dismissed, and such deduction would result in his/her removal from the payroll due to insufficient pay, the following may occur:

 

  1. The employee may request that his/her monthly salary be adjusted to extend his/her pay for up to two (2) extra pay periods.

  2. The payroll accountant may adjust an employee’s pay to retain the employee on payroll for up to three (3) pay periods, when deemed in the best interest of the employee or the School Board.

  3. The Superintendent may grant an additional extension in the case of extenuating circumstances or emergency situations for one more month to a total of four (4) months, provided sufficient pay is due.

 

Payroll

 

The cut-off date for payroll changes for salaried employees is the fifteenth (15th) day of each month. All payroll changes concerning salary deductions for federal taxes, local taxes, group insurance and other miscellaneous payroll deductions must be received by the payroll accounting department by the payroll cut-off date to be effective for that monthly pay date.  After the payroll cut-off date, cash payment for increase in coverages shall not be accepted by the Vermilion Parish School Board, (except in the case of health insurance premiums when acceptance or cancellation is mandatory due to insurance guidelines.)

 

Changes in taxes or payroll deductions must be on the appropriate form and must be received by the payroll section to change the amount being deducted.  Cancellations in payroll deductions shall only be by written notification to the payroll section.  Changes sent directly to insurance companies shall not be effective until the change notification is received by the payroll department.

 

The payroll cut-off date for submission of substitute or part-time employees paperwork shall be the third work day of the month following the month in which the substitute worked.  Changes or reports received after the third work day shall be effective on the next regular or substitute payroll.

 

No check shall be issued for any regular or substitute employee until the personnel department receives the minimum information of:  name, address, fingerprints and social security number.  If no W-4 form is received for federal and local taxes, the taxes to be withheld shall be at the single rate with no dependents.

 

Lost Checks/Incorrect Deposit Instructions

 

If a check was lost as a result of the employee failing to notify the central office of a change of address or other employee negligence, or lost by a postal system, the employee shall receive a replacement check after the next five (5) working days.  If there was an administrative error, the employee shall receive an immediate replacement check.

 

TEACHERS SEPARATING

 

Teachers separating from the Vermilion Parish schools at the close of the school session may request in writing that they receive full payment for their services.  Otherwise, they shall continue to receive their payment on a monthly basis during June, July, and August.

 

Teachers separating from the school system during the school year shall receive payment in full for their services at the time of termination of services or within fifteen (15) days following the date of termination.

 

Adopted:  July 20, 2016

 

 

Ref:    La. Rev. Stat. Ann. §§17:81, 23:631

Board minutes, 5-2-85, 3-15-01, 5-17-07, 5-22-14, 7-20-16

 

Vermilion Parish School Board