Payroll Office

PAYROLL MATTERS

PLEASE READ CAREFULLY THE PAYROLL POLICIES OUTLINED FOR ALL WIHS STAFF MEMBERS.

All staff is requested to adhere to the following directions:

1. If you have a line-of-duty accident:

Any staff member who reports an alleged accident/injury is hereby notified that under Special Circular #21 (1977-78), you are required to have a medical examination by the Medical Bureau of the Department of Education and must request verification of line of duty accident from the Superintendent if you intend to claim line of duty status.

2. Questions about payroll matters, etc., that are not of an urgent matter should be directed to the Payroll Secretary and placed in her mailbox. The Payroll Secretary will make every effort to answer promptly.

3. Please note that requests for information needed for payroll purposes must be supplied promptly so that your payroll records will be kept accurate.

4. Please pick up your paycheck or paystub on the day of check distribution (1st and 16th day of each month) before 4:00 p.m. DO NOT LEAVE WITHOUT PICKING UP YOUR CHECK.

5. Each teacher is required to keep his or her personal records of Cumulative Absence Reserve (CAR).

6. One day per month, credited on the sixteenth of each month, September to June, is added to your bank of personal days.

7. A regularly appointed teacher may borrow up to twenty days. See the Payroll Secretary for the required forms and directions.

8. Special rules apply to persons serving on jury duty and receiving checks for same. These checks are not to be cashed, (see section on Jury Duty listed below).

9. Attendance at Conferences: Requests to attend professional conferences, with or without pay, must be submitted to the Executive Principal for approval and then to our Superintendent at least two weeks in advance. Once approval has been granted, please notify the Payroll Secretary of the dates of your anticipated absence.

JURY DUTY REPORTING

Although jury duty is a civic duty, an employee is required to notify and present the jury duty notification to the Business Manager. The Business Manager along with the Executive Principal will determine whether the employee’s absence for jury duty service will disrupt essential services. If so, the Executive Principal may request by letter that the court defer the service. The employee reports to court with this request. The Department of Education grants, without loss of pay, sufficient time (up to a maximum of three hours) to request a jury duty service deferment. An OP201 must be submitted to the Payroll Secretary for approval for such excuse.

The Department of Education’ Standard Operating Procedures on Jury Duty clearly states:

Personnel who refuse the Principal’s/Administrator’s efforts to obtain a deferment where there is a demonstrable disruption of essential services may not be eligible for Department of Education compensation.

The Principal/Administrator should advise the employee in writing that his/her refusal to see a Principal/Administrator-sponsored deferment may result in his/her loss of pay for the time served on jury duty.

The written determination of the court as to whether the juror must service is final.

Please be advised that in New York City, applications for deferment will not be heard on the due date of the summons. This is why you must show your notification to the Business Manager as soon as you receive it in the mail.

ATTENDANCE, ABSENCES, AND LATENESS

1.       If you expect to be absent from school, please call the school at (212) 777-8975. Do not call any later than 6:30 a.m. on the date of your absence or we will have difficulty obtaining a substitute teacher. If there is an emergency and you find you must call after 6:30 a.m., you may call the switchboard at (212) 674-5000.

2.      Teacher Lateness: If an emergency occurs, call the school immediately to inform the Coverage Facilitator or your Assistant Principal – Supervision that you will be late.

3.      Paraprofessionals, aides, secretaries, et al, are to report absences by calling (212) 777-8975. prior to 6:30 a.m. on the date of the absence. If you are going to be late, call the school immediately.

4.      If you know in advance that you may be absent or late the following day, please see the Coverage Facilitator in the Main Office (Room 111) before 12 noon on the day before so proper coverage of classes can be arranged.

5.      Staff members who are late are required to immediately report to the Main Office upon their arrival and sign for their lateness.

6.      Be sure to stop into the Payroll Office the day after an absence to sign for that absence so that payroll deductions may be avoided.

7.      If an unusual situation requires your leaving the building early on any day (except in extreme emergency or illness), please file your request to leave the building early with your Assistant Principal – Supervision at least two days before expected absence. The form is available in the Payroll Secretary’s office. Your Assistant Principal – Supervision, the Executive Principal, and the Business Manager must sign his or her approval in the order indicated. Your completion of this form does not guarantee that permission will be given or that a salary deduction will not occur.

8.      All teachers leaving the building before the end of the day must sign the Early Excuse Book for faculty. See Gail Plagainos (the Secretary to the Business Manager) in Room 111.

9.      Lateness (Fractional Absence): Personnel are fractionally absent when they report to school after their schedule arrival time and class is in session.

Example: Mr. Smith is scheduled for 8:35 a.m. to 3:15 p.m. Period 2 begins at 8:49 a.m. If Mr. Smith arrives at 8:51, then he is fractionally absent 16 minutes.

Subject to the discretion of the Executive Principal, fractional absences aggregating 30 minutes or less during a school year will not result in an actual deduction from salary, but, when the aggregate is greater than 30 minutes within a school year, a salary deduction will result.

10.   Requests for absence for personal business must be submitted in writing to the Executive Principal at least two days in advance of the planned absence.

11.    SPECIAL NOTE: Attendance and lateness figures are checked when considering a person for tenure, compensatory time assignment, special teaching program, per session, or any additional school postings.

COVERAGES

A few reminders regarding coverages:

According to the contract, teachers may be given coverages during their professional and preparation periods.
The preparation, professional and lunch periods must be designated as such in the teacher’s program.
The first coverage for the Fall and Spring term is unpaid.
Coverages are temporary assignments; therefore, a teacher may not refuse a coverage.
Coverages may be given during a teacher’s lunch period under the SBO if the teacher has indicated an interest.
Staff members with compensatory time positions will get paid for a coverage only if it is on the day and period for their prep. If a staff member with a compensatory time position is given a coverage during a non-prep period, he or she will not be paid. Only emergency coverages would be given in this type of situation.
Except in an emergency, a coverage cannot be given to a person if it would create a situation in which he or she would have to teach four classes in a row.
Coverages will be given to:

a)      Volunteers available in the license area.

b)      Volunteers available regardless of license.

c)      Compensatory time teachers.

d)      Those teaching five classes.

Coverages cannot be assigned before the start of your workday or after the workday ends.

Notes :

* There may be a need for coverages during one period more than another. For example, if Ms. Doe received five coverages during the month and Mr. Doe received two, it may be due to a greater need during Ms. Doe’s prep period.

* If you are to do a coverage on a given day, you will find that your timecard is missing, and that means that you should see the Business Manager for your coverage assignment. Make sure you verify which house the absent teacher is in so that you know which assistant principal to see about emergency lesson plans.

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If you have a line-of-duty accident: Any staff member who reports an alleged accident/injury is hereby notified that under Special Circular #21 (1977-78), you are required to have a medical examination by the Medical Bureau of the Department of Education and must request verification of line of duty accident from the Superintendent if you intend to claim line of duty status. 2. Questions about payroll matters, etc., that are not of an urgent matter should be directed to the Payroll Secretary and placed in her mailbox. The Payroll Secretary will make every effort to answer promptly. 3. Please note that requests for information needed for payroll purposes must be supplied promptly so that your payroll records will be kept accurate. 4. Please pick up your paycheck or paystub on the day of check distribution (1st and 16th day of each month) before 4:00 p.m. DO NOT LEAVE WITHOUT PICKING UP YOUR CHECK. 5. Each teacher is required to keep his or her personal records of Cumulative Absence Reserve (CAR). 6. One day per month, credited on the sixteenth of each month, September to June, is added to your bank of personal days. 7. A regularly appointed teacher may borrow up to twenty days. See the Payroll Secretary for the required forms and directions. 8. Special rules apply to persons serving on jury duty and receiving checks for same. These checks are not to be cashed, (see section on Jury Duty listed below). 9. Attendance at Conferences: Requests to attend professional conferences, with or without pay, must be submitted to the Executive Principal for approval and then to our Superintendent at least two weeks in advance. Once approval has been granted, please notify the Payroll Secretary of the dates of your anticipated absence. JURY DUTY REPORTING Although jury duty is a civic duty, an employee is required to notify and present the jury duty notification to the Business Manager. The Business Manager along with the Executive Principal will determine whether the employee’s absence for jury duty service will disrupt essential services. If so, the Executive Principal may request by letter that the court defer the service. The employee reports to court with this request. The Department of Education grants, without loss of pay, sufficient time (up to a maximum of three hours) to request a jury duty service deferment. An OP201 must be submitted to the Payroll Secretary for approval for such excuse. The Department of Education’ Standard Operating Procedures on Jury Duty clearly states: Personnel who refuse the Principal’s/Administrator’s efforts to obtain a deferment where there is a demonstrable disruption of essential services may not be eligible for Department of Education compensation. The Principal/Administrator should advise the employee in writing that his/her refusal to see a Principal/Administrator-sponsored deferment may result in his/her loss of pay for the time served on jury duty. The written determination of the court as to whether the juror must service is final. Please be advised that in New York City, applications for deferment will not be heard on the due date of the summons. This is why you must show your notification to the Business Manager as soon as you receive it in the mail. ATTENDANCE, ABSENCES, AND LATENESS 1. If you expect to be absent from school, please call the school at (212) 777-8975. Do not call any later than 6:30 a.m. on the date of your absence or we will have difficulty obtaining a substitute teacher. If there is an emergency and you find you must call after 6:30 a.m., you may call the switchboard at (212) 674-5000. 2. Teacher Lateness: If an emergency occurs, call the school immediately to inform the Coverage Facilitator or your Assistant Principal – Supervision that you will be late. 3. Paraprofessionals, aides, secretaries, et al, are to report absences by calling (212) 777-8975. prior to 6:30 a.m. on the date of the absence. If you are going to be late, call the school immediately. 4. If you know in advance that you may be absent or late the following day, please see the Coverage Facilitator in the Main Office (Room 111) before 12 noon on the day before so proper coverage of classes can be arranged. 5. Staff members who are late are required to immediately report to the Main Office upon their arrival and sign for their lateness. 6. Be sure to stop into the Payroll Office the day after an absence to sign for that absence so that payroll deductions may be avoided. 7. If an unusual situation requires your leaving the building early on any day (except in extreme emergency or illness), please file your request to leave the building early with your Assistant Principal – Supervision at least two days before expected absence. The form is available in the Payroll Secretary’s office. Your Assistant Principal – Supervision, the Executive Principal, and the Business Manager must sign his or her approval in the order indicated. Your completion of this form does not guarantee that permission will be given or that a salary deduction will not occur. 8. All teachers leaving the building before the end of the day must sign the Early Excuse Book for faculty. See Gail Plagainos (the Secretary to the Business Manager) in Room 111. 9. Lateness (Fractional Absence): Personnel are fractionally absent when they report to school after their schedule arrival time and class is in session. Example: Mr. Smith is scheduled for 8:35 a.m. to 3:15 p.m. Period 2 begins at 8:49 a.m. If Mr. Smith arrives at 8:51, then he is fractionally absent 16 minutes. Subject to the discretion of the Executive Principal, fractional absences aggregating 30 minutes or less during a school year will not result in an actual deduction from salary, but, when the aggregate is greater than 30 minutes within a school year, a salary deduction will result. 10. Requests for absence for personal business must be submitted in writing to the Executive Principal at least two days in advance of the planned absence. 11. SPECIAL NOTE: Attendance and lateness figures are checked when considering a person for tenure, compensatory time assignment, special teaching program, per session, or any additional school postings. COVERAGES A few reminders regarding coverages: According to the contract, teachers may be given coverages during their professional and preparation periods. The preparation, professional and lunch periods must be designated as such in the teacher’s program. The first coverage for the Fall and Spring term is unpaid. Coverages are temporary assignments; therefore, a teacher may not refuse a coverage. Coverages may be given during a teacher’s lunch period under the SBO if the teacher has indicated an interest. Staff members with compensatory time positions will get paid for a coverage only if it is on the day and period for their prep. If a staff member with a compensatory time position is given a coverage during a non-prep period, he or she will not be paid. Only emergency coverages would be given in this type of situation. Except in an emergency, a coverage cannot be given to a person if it would create a situation in which he or she would have to teach four classes in a row. Coverages will be given to: a) Volunteers available in the license area. b) Volunteers available regardless of license. c) Compensatory time teachers. d) Those teaching five classes. Coverages cannot be assigned before the start of your workday or after the workday ends. Notes : * There may be a need for coverages during one period more than another. For example, if Ms. Doe received five coverages during the month and Mr. Doe received two, it may be due to a greater need during Ms. Doe’s prep period. * If you are to do a coverage on a given day, you will find that your timecard is missing, and that means that you should see the Business Manager for your coverage assignment. Make sure you verify which house the absent teacher is in so that you know which assistant principal to see about emergency lesson plans.

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