The Basics of Payroll

Pay Day is the last business day of each month, with the exception of December.  In December, payday is the last student day of the month. 

Pay Period: Extra hourly pay (that is turned in on a timesheet) is submitted and processed based on the pay period.  Pay periods start on the 16th of the previous month, and run through the 15th of the current month.

Example: August 16th to September 15th, is paid on September pay day.    

Teacher and Administrator contracts are divided into twelve equal monthly payments.  Timesheet hours for teachers are rare but could include after-school tutoring programs, subbing for other teachers during prep time, or teacher mentor hours.  Time is reported through RedRover Extra Duty.

Classified Staff are paid hourly.  Annual hours are calculated and divided into twelve equal monthly payments.  Changes, absences, or additional time is reported through RedRover Absence Management and Extra Duty.

Extra-Curricular and Co-Curricular contract pay is equally divided over the remaining months of the fiscal year (Sept-Aug) from the start of the advisor/coach position for existing, full-time CFSD employees.  Coaching contracts for employees who are not full-time CFSD employees are one to four months based on the length and months of the season.  

Pay Advice (pay stub) for each employee is available electronically in Employee Access in Skyward.  Employees will receive an email when payroll is processed each month.  Employee Access information includes check history, check estimator, Year-to-Date information, W-2 Information, and more. If you need assistance or have questions about your pay, contact the Payroll Office. 

Skyward Login

General Payroll Information

VEBA

VEBA is a Tax-Free Health Reimbursement Arrangement allowed by Internal Revenue Service Code Section 501(c)(9) and authorized by the Cape Flattery School District Public Schools Board of Directors. 

Tax-Free VEBA Accounts are set up on behalf of individual employees.  The funds in these accounts are tax-free when deposited and tax-free when used to reimburse qualified out-of-pocket health care expenses and premiums.

Each Union Association is required to vote on group participation annually, per RCW 28A.400.275, which limits the length of school district employee benefits contracts or agreements to one year. The IRS rules prohibit individual choice. All employees defined as eligible must participate, according to IRS rules. The District does not permit any form of individual employee choice with regard to participation or funding amounts. 

The Association must vote on behalf of each type of contribution including, but not limited to, sick leave contributions upon retirement, sick leave contributions annually, personal leave contributions upon retirement, personal leave contributions annually, mandatory employee contributions, etc. 

Funds eligible for contribution to the VEBA Plan shall not be paid to any employee as regular wages in lieu of VEBA Plan participation. This occurrence could affect the tax-exempt status of the District’s contributions on behalf of other participants. This means an arrangement that provides cash to employees for any reason other than the reimbursement of medical care expenses does not qualify for tax-favored treatment, and employer contributions and payments (reimbursements) made from the plan are subject to tax.

VEBA.org

VEBA FAQ

VEBA: Contact Us

FMLA

The Family and Medical Leave Act (FMLA) is a federal program administered by the Department of Labor.  It entitles eligible employees of covered employers to take unpaid, job-protected leave for specified family and medical reasons with continuation of group health insurance coverage under the same terms and conditions as if the employee had not taken leave.

Family and Medical Leave Act Website

FMLA: Forms

FMLA: Frequently Asked Questions

PFML

Paid Family and Medical Leave (PFML) is a required Washington State Program administered by the Washington Employment Security Department (ESD).  Employers started collecting premiums for Paid Family and Medical Leave on Jan. 1, 2019. For 2023, the premium is 0.8 percent of each employee’s gross wages up to the social security cap will be assessed to each employee. The employee is responsible for up to 72.76% of the premium.

PFML is a state program.  The Family and Medical Leave Act (FMLA) is a federal program.  Paid Family and Medical Leave does not replace FMLA.  

While there are some similarities between the programs, there are also notable differences such as: 

• The state program (Paid Family and Medical Leave) provides paid leave. FMLA is unpaid leave. 

• Paid Family and Medical Leave is based on typical workweek hours, not to exceed 12 times the typical workweek hours during the claim year. An employee may take up to 12 workweeks of leave with FMLA. 

• Paid Family and Medical Leave includes grandchildren, grandparents, sons- and daughters-in-law, siblings and those who rely on you for care as qualifying family members, in addition to parents, spouses and children.  

• Paid Family and Medical Leave is funded through premiums paid by employers and workers. 

• There is no 75-mile radius component to Paid Family and Medical Leave job protection.

Washington Paid Family & Medical Leave

Apply Now

Find out how paid leave works

Long Term Care

The WA Cares Fund is a long-term care insurance program for all working Washingtonians administered through the Washington Employment Security Department.  Beginning July 1, 2023, the District will collect premiums from employees.  The premium for 2023 is 0.58 percent of an employee’s gross wages, and will be updated annually by the Washington Employment Security Department. The District will not pay any share of WA Cares contributions for their employees.

Those who had private long-term care insurance on or before Nov. 1, 2021, were able to apply for an exemption from the WA Cares Fund from Oct. 1, 2021, until Dec. 31, 2022. This opt-out provision is no longer available.  Beginning Jan. 1, 2023, Washington workers became eligible for exemptions from WA Cares if any of these exemptions apply.   

Apply for an exemption

If your application is approved, you’ll get an exemption approval letter for ESD, at which point you’ll be required to present your exemption approval letter to the District.  Failure to present your ESD approval letter will result in the District withholding non-refundable WA Cares premiums. 

WA Cares Fund

Contact the WA Cares Fund