Annual Personal Leave Cash Out Opportunity

It’s that time of year again when you may have the opportunity to cash out some of your unused Personal Leave.

 

There are 3 applications attached. Since there are different rules for each group, please choose the one that applies to you:

o   Administrator

o   Certificated

o   Classified/Non-Rep

 

Remember you can check your leave balances in Skyward QMLATIV Employee Access.

 

If you are eligible, and you choose to take advantage of this benefit, please sign and return the Annual Personal Leave Cash out Application to the Payroll Dept by the appropriate due date:

o   If you are a School Year Employee (working 10 months), please have these forms turned into Payroll by June 18, 2024.

o   If you are a Year-Round Employee, please have these forms turned into Payroll by August 30, 2024.

o   If you are an Administrator, please have these forms turned into Payroll by June 28, 2024.

Vacation Leave Cash Out (Administrators and Non-Represented Classified staff)

It’s that time of year again when you may have the opportunity to cash out some of your unused Vacation Leave.

 

There are 2 applications attached. Please check your Contract to see your Cash Out Options:

o   Administrator

o   Non-Rep

 

Remember you can check your leave balances in Skyward QMLATIV Employee Access.

 

If you are eligible, and you choose to take advantage of this benefit, please sign and return the Vacation Leave Cash out Application to the Payroll Dept by the appropriate due date:

o   If you are a Non-Rep Employee, please have these forms turned into Payroll by August 30, 2024. These cash outs will be on your end of September paycheck.

o   If you are an Administrator, please have these forms turned into Payroll by June 28, 2024. These cash outs will be on your end of July paycheck.

PAYROLL NEWS - DIRECT DEPOSITS AND PAYROLL BANK/CREDIT UNION DEDUCTIONS

 Direct Deposits

If you have a banking change that affects your payroll or expense reimbursements through Accounts Payable (A/P), please be sure to update your information with Payroll as soon as possible. When funds are rejected from the bank, we will not be able to process a replacement check until the funds have been received back in our bank account. This could delay your payment by days, or weeks.

To update your Direct Deposit information, we will need the following from you:

• Signed Direct Deposit form (attached).

• A voided check (not deposit slip) or a printout from your bank with your Name, Bank Name, Routing number, Account number, and noting if it is a checking or savings account.

• The form must be received in Payroll by the 13th of the month to be effective that month.

• If the account has been closed, and you turn in the Direct Deposit form after the 13th of the month, you will receive a paper check that month.

• Please do not email this information to Payroll. You can either drop it off at the District Office, or send it through the District Courier.

• If this information is not handed directly to Payroll, you will receive a phone call to verify that this change is legitimate, and not a scam.

• You will receive an email letting you know there has been a change to your direct deposit once it is entered into the Payroll system.

Payroll Bank/Credit Union Deductions

We have updated some of our processes as far as Payroll Bank/Credit Union Deductions are concerned.

We can now process a monthly deduction from your paycheck to any bank account:

• We can do up to 2 banking deductions per employee.

• This can not be a percentage, but must be a specific dollar amount.

• It can be started or stopped any month, as long as we receive the form by the 13th of the month.

What we will need from you to setup these deductions:

• The signed Payroll Banking Deduction Form (attached).

• You must specify an amount to be deducted each month, not a percentage.

• Is this a new/starting deduction, changed, or are you canceling a deduction?

• A voided check (not deposit slip) or a printout from your bank with your Name, Bank Name, Routing number, Account number, and noting if it is a checking or savings account.

• Must be received in Payroll by the 13th of the month to be effective that month.

• Please do not email this information to Payroll. You can either drop it off at the District Office, or send it through the District Courier.

• If this information is not handed directly to Payroll, you will receive a phone call to verify that this change is legitimate, and not a scam.

• You will receive an email letting you know there has been a change to your direct deposit information once it is entered into the payroll system.

Donation-Payroll Deductions

Also as a reminder, we are able to send a monthly, or one time donation to the Washougal Schools Foundation or the Camas/Washougal Community Chest:

• Form is attached for your convenience

Feel free to contact Cyndi Barbur in Payroll with any questions 360-954-3007

cyndi.barbur@washougalsd.org

Did you have and Flex Spending account in 2023?

Submit all 2023 Medical or Limited Purpose FSA Claims by March 31, 2024

If you have a Medical Flexible Spending Arrangement (FSA) or Limited Purpose FSA, you must submit all eligible 2023 claims for reimbursement to Navia Benefit Solutions by March 31, 2024. Expenses must have occurred between January 1 and December 31, 2023 to qualify for the 2023 plan year. The IRS requires any unused funds in your account be forfeited after March 31, unless you are eligible for carryover (see below). Forfeited funds are returned to the plan administrator, Health Care Authority. Once returned, you cannot reclaim those funds.

How to submit claims and supporting documentation

Online: Log in to your Navia account

Email: claims@naviabenefits.com

Mail: Navia Benefit Solutions, PO Box 53250, Bellevue, WA 98015-3250

Fax: 1-425-451-7002 or toll-free 1-866-535-9227

Do you qualify for carryover?

If you were enrolled in a Medical or Limited Purpose FSA during 2023 and enrolled for 2024, you are eligible for carryover of any remaining funds up to $610. If you did not enroll for 2024 and have at least $120 remaining, you are still eligible for carryover of funds up to $610. You will see the carryover funds added to your account after February 2024.

If you enrolled in a consumer-directed health plan (CDHP) with a health savings account (HSA) for 2024 and had a Medical FSA in 2023 that is eligible for carryover, your carryover funds will be deposited into a Limited Purpose FSA, which can be used for eligible dental and vision expenses. This is because IRS rules do not allow you to have a CDHP with an HSA and a Medical FSA at the same time.

Inclement Weather and Leave

When it comes to Payroll and how we process leave for Inclement Weather, there are a lot of unknowns and rumors that float around. So, here is some information that will hopefully help clear up how we process leave if applicable.

Feel free to contact us if you have any questions.

Certified Employees

Snow Days: 

• Even if you have an absence scheduled in Aesop for a day that is Canceled due to inclement weather (or other reasons), we will not use any paid leave to cover these days. These days will be rescheduled and made up later in the year (3/8, 5/24, 6/17 & 6/18) .

• Part-time certified staff, who do not work a Monday – Friday schedule should contact HR to determine their snow make up day(s).

Late Start days (or unscheduled early release days or conference days): 

• Exempt employees are still entitled to their full salary on a late-start, a scheduled early release or an unscheduled early release day

• If you were scheduled to be off on a late-start, a scheduled early release or an unscheduled early release day using sick or personal leave, your leave balance will be charged for the full-day to cover this time.  If you were scheduled for a ½ day (or partial day) your leave balance will be deducted for a ½ day, as you were unable to perform work duties during this scheduled time off. 

School-Year Classified Employees (those who work September-June)

Snow Days:

• Even if you have an absence schedule in Aesop for a day that is Canceled due to inclement weather (or other reasons), we will not use any paid leave to cover these days. These days will be rescheduled and made up later in the year (3/8, 5/24, 6/17 & 6/18) .

Late Start days (or unscheduled early release days):

• You have some options for the time that is missed:

• Leave without pay (this pay will be deducted from your paycheck the following month).

• Use Emergency/Sick Leave if available.

• Use Personal Leave if available.

• You can arrange with your Supervisor’s to make-up the time. This make-up time cannot put you into Overtime during the week that you make it up. The make-up time should be worked as soon as possible.

• You need to indicate on your timesheet either the Paid Leave (section #4, of your Classified timesheet), or the hours you missed in the Leave Without Pay (section #3), or make a Notation in the Notes section of the timesheet if you are making up the time with permission from your Supervisor.

• If you are an Employee type that was able to come in at your normal scheduled time, and did not miss any time, please indicate that in the notes section. That way we do not have to contact you to find out which option you chose.

Year-Round Classified Employees (those who work September–August):

• If you are able to safely make it to work and home, no leave will be used.

• If you are unable to make it into work you have a few options:

• Leave without pay (this will be deducted from your paycheck the following month).

• Use Emergency/Sick Leave if available.

• Use Personal leave if available.

• Use Vacation leave if available.

• Please let us know in the Notes section of your timesheet if you were able to work the full shift. That way we do not have to contact you to find out which option you chose.

	Year-round Custodial Maintenance Year-round DO Staff	Classified staff designated by their supervisor as “essential”	All other classified	Certified	Building & District Administrators
Delayed Start	Report to work as soon as you may safely do so.	Report to work as soon as you may safely do so.	Report to work at delayed start time or your regular work time, whichever is later.	Report to work 30 minutes before students are scheduled to arrive.[1]	Report to work as soon as you may safely do so.
Closure	Report to work as soon as you may safely do so.  If you are unable to report to work, you may use emergency, personal or vacation leave.[2]	Do not report to work.  Make up days designated on the district calendar will be used to make up the time. [3]	Do not report to work.  Make up days designated on the district calendar will be used to make up the time. [4]	Do not report to work.  Make up days designated on the district calendar will be used to make up the time.	Confer with your supervisor to adjust your work year calendar, if needed.

[1] Washougal School District and Washougal Association of Educators, Collective Bargaining Agreement:  Section 3.8

[2] Washougal School District Board Policy 5231

[3] Washougal School District and Public School Employees of Washington, Washougal Chapter:  Section 7.8

[4] Washougal School District and Public School Employees of Washington, Washougal Chapter:  Section 7.8

Annual 403b Universal Availability Notice

Are you looking for an additional way to put away money for your retirement? Perhaps a 403b could be your answer.

 

Please see the flyer concerning the 403b Universal Availability Notice for helpful information.

ANNUAL SICK LEAVE CASH OUT OPPORTUNITY

It's that time of year again when you may have the opportunity to cash out your 2023 unused sick leave.

To be eligible to cash out your unused sick leave you must:

• Have a balance of at least 60 days of sick leave as of 12/31/23
• And have not used all of the sick leave that you earned in 2023

Here are some Sick Leave Cash Out Commonly Asked Questions that may be helpful in making your decision. 

If you are eligible, and choose to take advantage of this benefit, please sign and return the Annual Sick Leave Cash Out Application

This application must be received in Payroll no later than January 31, 2024.

This policy is in accordance with WAC 392-136-015.