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Staff Resources: 5. Payroll Information / Fringe Benefits / Retirement

STAFF RESOURCES

5. Payroll Information / Fringe Benefits / Retirement


When You Are Paid

Classified employees compensated on a monthly basis shall be paid twice per month on the tenth (10th) and the twenty-fifth (25th) of each month. Classified employees compensated on an hourly basis shall be paid once a month on the tenth (10th) of the month. If the normal pay date falls on a Saturday, Sunday, or holiday, the paychecks shall be issued on the preceding workday. Employees may participate in the Direct Deposit Plan. Direct deposit automatically deposits your check into your bank account. Use the direct deposit form to set up direct deposit. If you have questions about your payroll reach out to payroll@elcamino.edu.

Article 6, Section 6

 

Payroll Deductions

Classified employees, by law, become contributing members of the California Public Employees’ Retirement System (CalPERS) and of the Old Age Survivors and Disability Insurance Fund (Social Security) and Medicare. Deductions as required by the State and Federal governments are made monthly. Federal and State income tax deductions are made monthly as are other authorized voluntary deductions.

Article 6, Section 7

 

Pay Days and Explanation Of Pay Warrant Stub

Full-time Classified employees are issued a pay warrant on the 25th of the pay period month and the 10th of the following month. The pay warrant on the 25th of the month is an ESA (Earned Salary Advance – approximately one-half of the employee’s net pay for the month). The pay warrant on the 10th of the following month is the final pay warrant for the pay period, and it includes a total summary of reductions, deductions and taxes for the month and year-to-date totals.


Pay Warrant Stub

Section A: Employee’s name, school district, social security number, W-4 filing status/# of exemptions, pay location, pay cycle and District number.

Section B: Type of earnings, pay period end date, salary rate, unit/amounts or days paid and total amount earned.

Section C Reductions: amounts reduced before taxes from gross pay. Reduction codes:

  • TSA = Tax Sheltered Annuities
  • PERS RED = CalPERS Retirement

Section D Taxes: Taxes (state, federal, social security, and Medicare) deducted from gross pay. Common tax codes:

  • OASDI DED = Social Security
  • MEDICAR DED = Medicare
  • FWT = Federal Withholding Tax
  • SWT = State Withholding Tax
  • ADD FWT and/or SWT = Additional Taxes Withholdings 

Section E: Issue Date, and Totals (Gross Pay, Reduction, Taxes, Deductions & Net Pay). Leave Balances not available through the payroll system; each division receives a monthly Absence Record Tally Sheet listing each employee’s vacation, sick leave and sub-difference balances.

Section F Deduction: all employee deductions or amounts deducted from gross pay. Deduction Codes:

  • ESA = Earned Salary Advance (amount paid to employee on the 25th of the month)
  • DELTA 12 = Delta Dental Premiums 

Section G Contribution: District contributions paid on behalf of the employee. Contribution Codes:

  • OASDI CON = Social Security
  • MEDCAR CON = Medicare
  • SUI = State Unemployment Insurance
  • WORK COMP = Workers’ Compensation
  • DELTA - 12 = Delta Dental Insurance
  • VSP = Vision Service Plan Insurance
  • KS 12 CON = Kaiser Medical Insurance (KS is a sample for this form only, code changes with medical plan selected)

Section H Year-To-Date: Gross Earnings for OASDI and PERS Retirement, taxable earnings for OASDI and PERS, Year-to-date totals for Federal and state taxes paid by the employee, and Medicare totals for employee deductions and District contributions.

Section I includes District address and pay warrant number.

Any Questions regarding your pay warrant should be directed to the Payroll Department.


Fringe Benefits

Vacation

An employee shall be entitled to a vacation allowance for each calendar month, based on years of service in which the employee is in a paid status. All vacation requests must be submitted in advance to the dean, director, manager, or supervisor. Approval of a specific vacation request shall be subject to the staffing needs of the division. When a designated holiday falls during the scheduled vacation of any unit employee, such holiday will not be counted as a vacation day. Holiday pay will be received for each holiday falling within the vacation period.

Article 13

 

Holidays

The District provides paid holidays to all employees. To be eligible for holiday pay, employees must be in a paid status at least a portion of the workday immediately preceding or succeeding the holiday. The District holidays are as follows:

  • New Year's Day 
  • Martin Luther King Day
  • Lincoln's Day
  • President's Day
  • Caesar Chavez Day (if approved by the Board of Trustees and added to the College Calendar for any year covered by this Agreement)
  • Memorial Day
  • Independence Day
  • Labor Day
  • Veteran's Day
  • Thanksgiving Day
  • Day after Thanksgiving
  • Christmas Day

The District shall provide two (2) additional holidays each year during or in conjunction with the winter recess, and an additional three (3) holidays. Also, the college is closed for eight (8) Fridays during summer school. 

Article 14, Section 1

 

Health Benefits

NOTE: Employees who are employed for less than 50% of the time are not eligible for any of the health benefits that are outlined below.

Medical Insurance

As a full-time employee, you are eligible for medical coverage for you and your dependents. The District offers a variety of Health Maintenance Organizations (HMO) and Preferred Providers Organizations (PPO) plans. The employee contributions will be the premium rate minus the negotiated District contribution amount.  Benefit cost, District contributions and employee contributions rates can be found in the Human Resources website under Benefits.  

Article 15, Section 1

 

Dental Insurance

The District provides two (2) dental plans to all full-time employees and their dependents. We currently offer Delta Care (PMI) at no cost to the employee for family coverage. The second plan, Delta Dental, does have a shared cost to the employee for dependent coverage.

Article 15, Section 2

 

Vision Insurance

The District provides to all full-time employees and their dependents a Vision Service Plan (VSP). Doctors across the country can verify eligibility, process claims and place optical orders with VSP’s Laboratories through the VSP Web site. You can access the website at www.vsp.com. The Vision Services Plan does have a shared cost to the employee for dependent coverage.

Article 15, Section 2

 

Life Insurance

If you are a full-time employee, the District provides $50,000 coverage and pays for group life insurance and $50,000 accidental death and dismemberment coverage in the event of your death. During your benefit enrollment you may elect to cover eligible dependents with the available $1,500 life insurance.  Failure to elect dependent coverage will forfeit coverage for all eligible dependents.  Additional optional life insurance for the employee only is available by contacting the Human Resources Office. If you work less than 50%, you are not entitled to this benefit.

Article 15, Section 4

 

COBRA Coverage

Consolidated Omnibus Budget Reconciliation Act, or COBRA, is a law that requires an employer or its health plan administrator to provide employees and certain dependents the opportunity to continue their group health coverage upon cancellation under specific qualifying events. This law is quite complex; consequently, any questions you might have should be directed to the benefits staff in the Human Resources Office. This benefit is offered only to employees who are separating from the District or dependents who are no longer eligible for coverage under the group plan or upon an employee’s death.

 

Section 125 Flexible Benefit Program

Section 125 is an Internal Revenue Service Plan which allows pre-tax dollars to be used for designated medical reimbursement, dependent care and payment of premiums for medical, dental, vision and cancer. For further information and material regarding the plan, contact American Fidelity.

 

Voluntary Salary Continuance / Disability Plans

The District does not participate in the State Disability Insurance (SDI) program. Disability insurance is available through American Fidelity.  The employee pays premiums through payroll deductions. For information email the Human Resources Office via hr@elcamino.edu.

 

TSA (Tax-Sheltered Annuity)

A 403(b) Plan, sometimes referred to as a tax-sheltered annuity (TSA) or certain tax-deferred accounts (TDA), is a retirement plan paid for by the employee through payroll deductions. TSA vendors and agents must complete all TSA forms, which may be obtained from SchoolsFirst at www.schoolsfirstfcu.org.

Article 15, Section 7

 

457(B)

A deferred compensation plan that allows you to save pre-tax dollars for retirement. It is paid for by the employee through payroll deductions. The forms may be obtained from either SchoolsFirst at www.schoolsfirstfcu.org or Tax Deferred Services.

 

Resignation/Retirement

The employee shall notify the District of his/her termination date as early as possible.  Complete the Resignation and Retirement form and include a letter indicating your reason for separation.  The employee must turn in keys, tools, and/or any other materials/property belonging to the District.

Classified employees who are under CalPERS Retirement must be age 50 with five (5) years of service in order to retire under CalPERS rules. Pre-retirement estimates and forms are available directly via their website. 

Classified employees under CalSTRS may go to the website for Pre-retirement estimates, forms and information.  

In order to receive District-paid health benefits up to age 65 (employees only), you must be at least age 55 and have ten (10) years of full-time service with the District.

Article 16
Article 17

 

Deductions

If eligible for CalPERS retirement, the employee contributes 8% of his/her salary. The District also contributes to your retirement. 

 

Beneficiary Upon Death

To designate your beneficiary for your CalPERS benefits, request the form in the Human Resources Office. If no beneficiary is designated, your spouse will automatically be designated as your beneficiary.

 

Transfer of Retirement Account

Your CalPERS account will automatically follow you from educational institution to educational institution. Make sure you check to see that your paperwork is in order if you leave El Camino College.

 

What To Do

When your decision to retire is made, your next step is to schedule an exit interview in the Human Resources Office with the Employee Relations Specialist. During the exit interview, you will be given all paperwork necessary to ensure a smooth transition into retirement.

 

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