Name
|
Title
|
Phone
|
Contact me to:
|
Kaylee Bolt
|
Director of Human Resources
|
544-5777 |
- Learn more about your employee calendar
- Answer questions about Frontline Central
|
Carol Trahan
|
Payroll Specialist |
544-5716 |
- Help completing or submitting your Time & Effort Form or Time Sheets
- Answer questions about your paycheck and/or deductions
|
| Adelina Munguia |
Payroll Specialist |
544-5779 |
|
Important Forms
Time & Effort
Employees working under multiple, variable budget codes or as required by program funding must submit a Time & Effort each month.
Get the Time & Effort form here.
Time & Efforts are due
by the 5th of each month.
Timesheets
Employees working on a temporary employment agreement or extra hours must submit weekly timesheets. Be sure to fill out the entire timesheet. Timesheets without dates, names, and/or hours will NOT be accepted. Timesheets can be submitted weekly or monthly based on the employee’s preference. All approved timesheets submitted to Payroll by the 15th of the month will be paid at the end of that month.
Get the timesheet form here.
Timesheets are due
by the 15th of each month. Cut-off dates for timesheet approval by supervisors are listed below.
Frontline Time & Attendance
ECEAP and 21st Century staff: check with your supervisor to see if you are required to report time using Frontline Absence Management and Time & Attendance.
Timesheets through Frontline are processed twice a month. Timesheets should be entered, reviewed, and ready for approval
by the 15th and last day of each month. Cut-off dates for timesheet approval by supervisors are listed below.
Login to Frontline Time & Attendance here. Contact Carol Trahan for questions on using
Frontline.
Timesheet Approval Cut-Off Dates for 2024-2025
- Timesheet approval includes leave requests.
- All new employees should have all their new hire documentation submitted and approved within 1-3 days of start date.
- Checks are processed once a month with pay day being on the last working day of the month.
Pay Period
|
Cut-Off Date (by 5 PM)
|
Payment Month
|
9/1/2024 - 9/15/2024
|
September 18, 2024
|
September 2024 |
9/16/2024 – 9/30/2024
|
October 3, 2024 |
October 2024 |
10/1/2024 – 10/15/2024
|
October 18, 2024 |
October 2024 |
| 10/16/2024 – 10/31/2024 |
November 5, 2024 |
November 2024 |
| 11/1/2024 – 11/15/2024 |
November 20, 2024 |
November 2024 |
| 11/16/2024 – 11/30/2024 |
December 4, 2024 |
December 2024 |
| 12/1/2024 – 12/15/2024 |
December 18, 2024 |
December 2024 |
| 12/16/2024 – 12/31/2024 |
January 6, 2025 |
January 2025 |
| 1/1/2025 – 1/15/2025 |
January 20, 2025 |
January 2025 |
| 1/16/2025 – 1/31/2025 |
February 5, 2025 |
February 2025 |
| 2/1/2025 – 2/15/2025 |
February 19, 2025 |
February 2025 |
| 2/16/2025 – 2/28/2025 |
March 5, 2025 |
March 2025 |
| 3/1/2025 – 3/15/2025 |
March 19, 2025 |
March 2025 |
| 3/16/2025 – 3/31/2025 |
April 3, 2025 |
April 2025 |
| 4/1/2025 – 4/15/2025 |
April 18, 2025 |
April 2025 |
| 4/16/2025 – 4/30/2025 |
May 5, 2025 |
May 2025 |
| 5/1/2025 – 5/15/2025 |
May 20, 2025 |
May 2025 |
| 5/16/2025 – 5/31/2025 |
June 4, 2025 |
June 2025 |
| 6/1/2025 – 6/15/2025 |
June 18, 2025 |
June 2025 |
| 6/16/2025 – 6/30/2025 |
July 3, 2025 |
July 2025 |
| 7/1/2025 – 7/15/2025 |
July 18, 2025 |
July 2025 |
| 7/16/2025 – 7/31/2025 |
August 5, 2025 |
August 2025 |
| 8/1/2025 – 8/15/2025 |
August 20, 2025 |
August 2025 |
| 8/16/2025 – 8/30/2025 |
September 5, 2025 |
September 2025 |
Employment Contracts & Calendars
See
Policy 5050 – Employment Contracts for more information.
The majority of ESD 123 employees do not receive an annual contract. All certificated and classified staff who receive a contract must be approved by the Superintendent and Board of Directors and not exceed one year. In addition, an official ESD 123 calendar shall be prepared annually by the Superintendent or designee. The calendar will be presented to the Board as an informational item prior to the beginning of each year.
Employee calendars and contracts are processed in Frontline Central.
General and Admin Calendar templates are available here.
Holidays
Full-time ESD 123 staff receive 13 holidays per fiscal year which do not count against any other form of leave. Employees in leadership roles whose positions require them to work 12 months a year, but less than full-time (260 days), receive four paid holidays (those occurring on Mondays as
defined in
RCW 28A.150.050).
Break and Meal Periods
Employees who work more than 5 hours but less than 10 hours a day are required to take at least one unpaid 30-minute lunch and one 10-minute paid break for every four hours worked. Meals
periods should occur near to, or as close to the middle of your working shift as possible.
ESD 123 employees are paid once per month, on the last working day of the month. Funds are issued by direct deposit to your bank account or sent by mail.
- To see your check history and pay stubs, log in to Skyward and click on “Payroll Check History.”
- To make changes to your direct deposit, please contact Carol Trahan for a Frontline Central form.
- Remember to submit your changes by the 15th of the month for them to go into effect by the end of the month.
- In the case of an account closure, immediately inform Carol to avoid delays to your paycheck.
Mandatory Payroll Deductions
The ESD 123 complies with state and federal law pertaining to Federal Income Tax, Social Security, Medicare, Washington’s Paid Family Medical Leave, Workers Compensation, Retirement (SERS/TRS 2 or 3) and VEBA (1%).
Use the
IRS calculator to guide your withholding decisions. To change the amount being withheld from your check, complete a new W-4 form in Frontline Central.
Health Insurance & Benefits
If you are enrolled in a SEBB medical insurance plan, you will see a monthly premium deduction (dental and vision insurance is covered by ESD 123). Employees may change their medical plans ONLY during an open enrollment period (Nov/Dec) or within 90 days of a special enrollment qualifying event such as marriage/divorce or birth/adoption. In addition, you will see monthly deductions for retirement (SERS or TRS) and VEBA. Learn more about ESD 123 employee benefits here.
Voluntary Payroll Deductions
Sunshine Fund
ESD 123 employees have established a Sunshine Fund to which employees can choose to contribute money voluntarily. This fund is dedicated to be available to send flowers and/or donations to a coworker in times of illness, bereavement, and special occasions including ESD 123 staff and family events held throughout the year.
See Sunshine Fund Guidelines here.To contribute to the ESD 123 Sunshine Fund, complete and submit the
ESD 123 Sunshine Fund form in Frontline Central.
Coffee Club
Coffee services for ESD 123 employees enjoying the coffee at the ESD main campus is available for a small monthly charge of $8, which can be conveniently deducted from your paycheck. Please
contact the Payroll Specialist to join the coffee club.
Extra Hours / Stipends / Supplemental Contracts
Employees needing to work extra hours or receive a stipend must obtain preapproval from their direct supervisor. Once approved, the supervisor must submit the appropriate request form through Frontline Central to be approved by the program director, cabinet member, human resources, and superintendent, then taken to the Board as needed. All employees with an annual employment contract must request to work extra hours/days through a supplemental contract. All stipends and supplemental contracts must be approved by the Board or Directors. Once the appropriate form is approved, employees will receive an email notification through from Frontline Central.
Submit the appropriate form by division in Frontline Central, such as
Overtime/ Extra Hours Request (T&L) or
Overtime/ Extra Hours Request (Instructional Services). Employees will need to submit timesheets for any approved extra hours or supplemental contracts.
Compensation Review & Increases
To remain competitive and in alignment with school district and other educational service district staff, ESD 123 reviews staff compensation annually. Any suggested increases will go to the ESD 123 Board of Directors for approval. Increases will be announced to staff after they are approved by
email and notice in the “ESD Connected” newsletter.
Change of Address or Legal Name
In the event of a
move or mailing address change, email your new address to the Payroll Specialist and Human Resource Specialist
to make updates for payroll and benefits.
In the event of a
legal name change, please contact the Human Resources Specialist. Once contacted, they will send you the forms through Frontline Central which are required to update your name in payroll, benefits, and technology.