Payroll Services FAQs
Absence Management – Leave of Absence (LOA)
What is Leave of Absence (LOA)?
A leave of absence is an extended time allowed away from work to cover unusual circumstances occurring in an employee’s life.
Who is eligible for an LOA?
Only full-time and part-time employees in positions with authorized workdays qualify for an LOA after completing the required probationary period. Temporary and substitute employees do not qualify for LOAs.
What circumstances can an LOA be requested for?
LOA is provided for specific reasons as defined by the employee’s negotiated agreement.
How do I apply for an LOA?
You must complete a Certification of Health Care Provider for
Employee’s Serious Health Condition under the Family and Medical Leave Act.
When can I apply for an LOA?
After you have completed your probationary period (6 months) and when you have been out of work for more than ten (10) days if you are a PGCEA, ASASP, Confidential, & Executive employee or more than fifteen (15) days if you are Local 2250 or Local 400 employee.
Who approves my leave for the first ten (10) days if I am a PGCEA, ASASP, Confidential, & Executive employee or more than fifteen (15) days if I am a Local 2250 or Local 400 employee?
Your leave granting authority (Supervisor) must approve your leave.
Where do I submit my completed forms?
All completed forms must be sent to Absence Management ten (10) days prior to the start of the leave request. Forms can be scanned or emailed to absence.mgmt@pgcps.org.
Why does my supervisor have to sign my LOA request?
All LOA requests must be signed by the immediate supervisor (Leave Granting Authority). Supervisors Leave Granting Authority must account for all employee absences to ensure they have adequate coverage within their department(s). Their signature is an acknowledgment that you are requesting an LOA. Your medical forms or information should not be disclosed to your supervisor. Always obtain the supervisor’s signature prior to having your physician complete your form.
Do I submit the same form if I am caring for my family member?
No. You need to complete the Certification of Health Care Provider for
Family Member’s Serious Health Condition under the Family and Medical Leave Act.
What information is required on the Certification Forms?
All forms must be completed in their entirety to avoid being denied. Any incomplete or altered forms will be returned with a denial letter.
What happens if I receive a denial letter?
You will be on unapproved leave status. You must follow the instructions based on the denial reasons. You can resubmit your request for reconsideration if the denial reason allows.
How will I know if my LOA request has been approved or denied?
You will receive a letter to your home address on record in Oracle. To ensure we have the most current address on record, please update your address using Oracle Self-Service. A copy of the letter will also be sent your supervisor, Human Resources, Payroll, Benefits, and other appropriate departments. A copy of the letter will also be placed in your permanent HR file.
Will my health benefits be canceled while on an LOA?
Health benefits are canceled when an employee is charged unpaid leave for more than 10 days or when they are placed on a Leave without Pay (LWOP) status in Oracle. To continue health benefits when charged unpaid leave or in an LWOP status, you must pay 100% out-of-pocket costs for health insurance. 100% out-of-pocket costs are the employer’s and the employee’s cost. You can find the health insurance rates on the Benefits website.
How can I keep my Health benefits from being canceled?
To prevent health benefits from being canceled, you must be in an active or leave with pay (LWP) status. Health benefits are maintained only if an employee has ample leave to cover their leave request. Health benefits are canceled when an employee is charged unpaid leave for more than 10 days or when they are placed on a Leave without Pay (LWOP) status in Oracle.
How long can I be on an LOA?
LOA request is based on the negotiated agreement or doctor’s recommended dates.
What is the difference between intermittent leave and continuous leave?
Intermittent leave is when an employee continues to work but takes time off for appointments or follow up care. Continuous leave is when an employee is incapable of returning to work to perform required duties.
What must I do to go back to work?
Prior to returning to work, a Certificate of Medical Release must be submitted to Absence Management ten (10) days prior to indicated return to work date. If the employee is out for medical reasons, the Certificate of Medical Release form must be completed. If the employee is out for non-medical reasons, a Request to Return to Work form must be completed ten (10) days prior to the requested return to work date.
It is important to note, an employee cannot return to work prior to receiving the Eligibility to Return to Work notice from Absence Management. If this occurs, you will be asked to return home until the return to work process has been completed.
Can my LOA request be extended?
Yes. If an employee needs to extend their LOA, the Extension Request Form must be completed and submitted to Absence Management 10 days prior to ending of the currently approved leave of absence.
What happens if I do not return or extend my LOA?
Upon your LOA expiring, you will be placed in an unapproved leave status. You will receive a No Pay Status (NPS) letter stating that your leave has expired, and you will need to select one of the following: (1) Return to Work; (2) Request Leave; (3) Resign; or (4) Retire. Failure to respond to the NPS will cause your case to be referred to Employee Labor Relations Office (ELRO).
Direct Deposit
1. How do I set up the second direct deposit?
Log in to Oracle Employee Self-Service at your PGCPS work location. Select "PGCPS Employee Self-Service" (do not select "PGCPS Employee Self-Service Limited"). Select"Direct Deposit".
Select "Add Deposit Payment".
Please follow all instructions to complete the process. Please refer to the User Guide for Updating Employee Self-Service: Direct Deposit Pay Method Options
2. I need to close my direct deposit account right away as it was compromised. What do I do?
Log into Oracle PGCPS Employee Self-Service at your PGCPS work location and go to "Direct Deposit" menu option and select "Delete" then "Submit" once the “Review” screen comes up.
3. All of the money from my pay did not go into my account. What happened to the rest of my money?
Employees have the option of having funds deposited into more than one account. Employees must indicate the dollar amount or percentage to go to each account. If there is any leftover amount, it will be put on a paper check and mailed to the employee's home address in Oracle. If you have multiple accounts, please check both accounts to ensure that the correct amount of funds was sent to the indicated account. Please login to Oracle PGCPS Employee Self-Service at your PGCPS work location to review your ePayslip.
4. How long does it take for my new direct deposit to start?
Your direct deposit will be pre-noted (zero dollars is sent to the bank account to test account numbers). A live paycheck will be mailed to the employee's home when this being done. Your funds will be deposited the next payday after a successful pre-note. This can take up to three pay cycles.
User Guide for Updating to Employee Self-Service Payroll Pay Method
User Guide for updating to Employee Self Service Payroll Pay Method
Payroll Services
- If I change my address with the Human Resources Department, do I need to do new tax forms?
Yes. Anytime there is an address change a new federal withholding certificate (W-4 Form) and a state withholding exemption certificate should be updated. If you are moving from MD to DC or VA, you need to do a form for your new resident state and a form for MD. The MD form should be filled out claiming exemption from MD withholding by filling out Question number 4. The forms can be completed using Oracle Employee Self-Service. - Why is there no federal income tax on my check?
This may be caused by the marital status and exemptions you have set up. If the number of exemptions is very high, an individual check may not contain enough taxable wages to trigger federal income tax withholding. This is because the IRS sets an amount that a check must reach in order for tax withholding to take place. For example, a person set up as Single with 2 exemptions could have a check up to $350 and not have federal income tax withholding. A person set up as Married with 2 exemptions could have a check up to $580 and not have federal income tax withholding. Check your stub to verify the number of exemptions you have. - How do I get a copy of my W-2 ?
Employees cannot access their W-2 using Oracle Self-Service Limited. To access the regular Oracle Employee Self-Service module, employees must have VPN access or be in or near a PGCPS building. Once you are able to access Oracle Employee Self-Service, select “EMPLOYEE W2” in order access the current and previous years W-2s. - Who do I need to notify that I’ve moved to a new address?
First, you should change your address in Oracle Employee Self-Service. You can do this by logging into Self Service then clicking on the "Personal Information" menu option. You will see your existing address information and a button labeled "update". Click on update to change your address.
If you have moved to a new state you should update your taxes. This can also be done in Oracle Self Service under the menu options "State Tax Form" and "Federal Tax Form". - Why does my wages on the W-2 not match my annual salary?
W-2s report wages earned (less pre-tax deductions) in a calendar year (January to December). Your annual salary is based on the school year (July to June). Also, the W-2 includes other types of pay you may have received such as overtime, bonuses, emoluments or workshops. - I have never used Oracle Employee Self-Service, how do I gain access?
If you have not previously used Oracle Employee Self Service, follow these instructions. The Oracle login screen is available at here. The password for Oracle is the same as your system login and gmail login. If you experience difficulty accessing Oracle, please contact the Helpdesk via email at helpdesk@pgcps.org or at 301-386-1549. - I just got an emolument check and the tax is very high. Is this correct?
The IRS says that any payment other than your regular salary is a supplemental wage. Examples of supplement wages are emoluments, annual bonuses, or any one-time additional payments. These supplemental wages are subject to 25% federal income tax. Other taxes apply as usual. - When will I get my W-2 each year?
By law, W-2s are required to be mailed by January 31st, and they are also available online in Oracle Employee Self-Service.
Substitute Payroll
1. If I change my address with the HR department, do I need to do new tax forms?
Yes, anytime there is an address change a new federal withholding certificate (W4 Form) and a state withholding exemption certificate should be updated. If you are moving from MD to DC or VA, you need to do a form for your new resident state and a form for MD. The MD form should be filled out claiming exemption from MD withholding by filling out Question number 4. The forms can be completed using Oracle Self Service or can be printed here.
2. Why is there no federal income tax on my checks?
This may be caused by the marital status and exemptions you have set up. If the number of exemptions is very high, an individual check may not contain enough taxable wages to trigger federal income tax withholding. This is because the IRS sets an amount that a check must reach in order for tax withholding to take place. For example, a person set up as Single with 2 exemptions could have a check up to $350 and not have federal income tax withholding. A person set up as Married with 2 exemptions could have a check up to $580 and not have federal income tax withholding. First check your stub to verify the number of exemptions you have, if you have questions, call Payroll and Benefits Services at 301-952-6230.
3. How do I get a copy of my W2 form?
The quickest way to get a copy of your W2 is to go online and print it from Oracle Employee Self Service. If you have not previously used Oracle Employee Self Service, follow these instructions. The Oracle login screen is available here. The password for Oracle is the same as your system login and gmail login.
4. Who do I need to notify that I’ve moved to a new address?
First, you should change your address in Oracle Employee Self Service. You can do this by logging into Self Service then clicking on the "Personal Information" menu option. You will see your existing address information and a button labeled "update". Click on update to change your address.
If you have moved to a new state you should update your taxes. This can also be done in Oracle Self Service under the menu options "State Tax Form" and "Federal Tax Form".
5. Why don’t my wages on the W2 match my annual salary?
The W2 reports wages earned (less pre-tax deductions) in a calendar year (Jan to Dec). Your annual salary is based on the school year(July to June). Also, the W2 includes
other types of pay you may have received such as overtime, bonuses, emoluments, or workshops.
6. I am a Filipino employee, how do I request an exemption from federal income tax withholding?
Form 8233 to request an exemption from federal income tax withholding must be received by the payroll department in order for federal income tax withholding to not occur. Filipino employees are eligible for the exemption for the first two years after arrival into the United States. The exemption is not automatic and must be requested by the employee via form 8233. If the employee completes form 8233 after receiving multiple checks, the exemption will begin once the form is received. The employee should not complete form W4 as this will cause federal taxes to restart.
7. If I have never used Oracle before, how do I know how to access self-service?
If you have not previously used Oracle Employee Self Service, follow these instructions. The password for Oracle is the same as your system login and gmail login. If you experience difficulty accessing Oracle, please contact the Helpdesk via email at helpdesk@pgcps.org or at 301-386-1549.
8. I just got an emolument check and the tax is very high. Is this correct?
The IRS says that any payment other than your regular salary is a supplemental wage. Examples of supplement wages are emoluments, annual bonuses or any one-time additional payments. These supplemental wages are subject to 25% federal income tax. Other taxes apply as usual.
9. When will I get my W2 each year?
The W2 forms are required by law to be put in the mail by January 31st. This is the date by which W2s will be mailed out and the date by which they will be available to view online in the Oracle Self Service.
Wage Garnishment
What is a Wage Garnishment?
A wage garnishment(s) is a procedure through which some portion of a person’s (debtor) earnings is withheld by an employer (garnishee) for the payment of a debt to a creditor (person who is owed the money).
What Amount Can Be Garnished?
Federal law limits the amount of earnings that may be garnished to of the debtor’s disposable income. (Disposable earnings are the amount of earnings left after legally required deductions e.g., federal, state taxes, Social Security, unemployment insurance and medical insurance.)
However, for individuals earning minimum or near minimum wage, the debtor must be left with an amount equal to 30 times the federal minimum hourly wage.
Example:
Debtor earns $7.25 per hour, (minimum wage).
Weekly gross earnings = $290.00 (40 hrs. x $7.25).
Subtract deductions; disposable earnings = $232.00.
30 x $7.25 (minimum wage) = $217.50.
$232.00 - $217.50 = $14.50.
Amount that can be garnished: $14.50 each week.
Can an Employer Discharge an Employee because of a Garnishment?
No, an employee may not be discharged because wages are subject to garnishment for any one indebtedness within a calendar year. An employer who willfully violates this provision is guilty of a misdemeanor and subject to a fine not exceeding $1,000, imprisonment not exceeding one year, or both.
Can Wages Be Garnished for Child or Spousal Support?
Yes, but the District Court does not handle these cases. You must file in circuit court.
Can a Debtor or Garnishee Defend Against a Garnishment?
Yes. A debtor or garnishee has the right to object to garnishment at any time. To object, file an appropriate motion with the court.
Are my Summer checks (Extended Pay Option) subject to Garnishments?
Yes. The amount taken during the school year for the extended pay option is not included for tax or garnishment purposes. Taxes and garnishments are taken when these funds are paid to you over the summer.
The fax number for Wage Garnishments is 301-760-3499. Questions/inquiries should be emailed to wagegarn@pgcps.org
W-2 FAQs
1. How do I get a copy of my W-2 form?
The fastest and most convenient way for active employees to access a copy of their Form W-2 is via Oracle Employee Self Service. The login credentials are the same as your system login. Questions about your username and password should be directed to the Help Desk at 301-386-1549 or helpdesk@pgcps.org.
Inactive or Terminated Employees
Request for Duplicate W-2 (Google Form)
Request for Duplicate W-2 (Fillable PDF)
Contact:
Shontia Oliver
Payroll Analyst/Tax Compliance
payroll.taxesw2s@pgcps.org
301-952-6388
2. Who do I need to notify if I’ve moved to a new address?
- Change your address using Oracle Self-Service (watch the instructional video), or contact the HRIS office. You can do this by sending a fax to the HRIS office at 301-952-6341. The fax should include your name, phone number, social security number, employee number, old address, and new address. You may also visit them in Room 210 in the Sasscer Administration Building.
- Complete new tax forms. Complete a new W-4 Federal Withholding Certificate, a MW507 MD withholding certificate, and if your new address is in Virginia (VA 4 Form) or the District of Columbia (D4 Form). Virginia and District of Columbia residents using the MW507 Form should complete their personal information and Line 4. Do not complete the marital status or Lines 1 through 3.
3. My wages on the W-2 do not match my annual salary?
The W-2 reports wages earned (less pre-tax deductions) in a calendar year(January to December). Your annual salary is based on the school year (July to June). Also, the W-2 includes other types of pay you may have received such as overtime, bonuses, emoluments or workshops.
4. When will I get my W-2 each year?
By law, Form W-2s are required to be mailed by January 31st. W-2s will be mailed and also available to view online in Oracle Self-Service by this date.
Lunch Recess
Q. When should forms be turned in?
A. Forms should be turned in to every pay period to allow time for Payroll Services to key all forms for payment on the next payment date.
Q. When will I be paid?
A. Form received correctly completed by March 15 and for days worked Sept 4 thru Feb 1 paid on April 12. Forms received after March 15 will be included in the July 12 run. Any forms received after processing of the July 12 run has occurred will be paid at an un-named date
Q. Will payments be separate or in regular paychecks?
A. Payments for lunch recess will be April 12 and July 12. These are not regular pay dates.
Q. Will payments be by live check or direct deposit?
A. Payment will be according to whichever setup the employees has in Oracle, live check or direct deposit.
Q. Will payments be taxed at normal tax rate?
A. Payments will be taxed using employee tax setup(marital status and number of allowances)
Q. Why are forms returned for correction?
A. The Lunch recess forms are sent back if they are filled out incorrectly, unclearly or on the wrong form. Each form is supposed to have the school name and one pay period end date at the top. All dates below are supposed to be days in that pay period. There should be only one date worked per line. The amount of time paid should correspond to the start and end times. All lines should be initialed by the teacher and each forms should be signed by the principal.
Q. When forms are corrected and sent back to Payroll Services, when will they be paid?
A. Corrected forms or new forms, received by Payroll Services after March 15 will be paid on July 12.
Q. I or my school secretary sent in the Lunch Recess forms by March 15 but I did not receive any or all of my hours on April 12. Why is this?
A. Any forms for days from 9/4 to 2/1 which were not received correctly filled out by 3/15 were not keyed for Apr 12 payment. If it was not paid Apr 12, it will be paid Jul 12.