Payroll Information

Payroll Checks:

White Oak ISD employees are paid on the 25th of each month unless the 25th falls on a Saturday or Sunday.  In this event, pay checks will be distributed on the Friday prior to the 25th.  If the 25th falls on a school holiday, paychecks will be distributed on the last business day prior to the holiday.

During the school year, paychecks will be distributed by campus administration or supervisors.  During the months of June and July, paychecks and direct deposit stubs may be picked up in the WOISD Business Office before noon.  All paychecks not picked up by noon will be mailed to the address on file in the WOISD Payroll Department.  All direct deposit stubs that are not picked up will be held and forwarded to the campuses on the first business day after summer break.

Paychecks will not be released to any person other that the district employee named on the check without the employee’s written authorization.

Payroll Direct Deposit:

All WOISD employees are encouraged to participate in the payroll direct deposit program.  Direct Deposit Authorization Forms are located in all campus offices and in the business office.  Direct deposit open enrollments are held in September, December and May.  Employees who desire to utilize the direct deposit program should submit a Direct Deposit Authorization Form (with a voided check attached) to the business office by the 1st day of the enrollment month.  The employee is to notify the business office in writing in the event that the direct deposit needs to cease for any reason including a change in banks or bank accounts.  In the event a change occurs, the employee will be issued payroll checks instead of payroll direct deposit stubs until the next open enrollment and/or until the necessary forms are submitted to the business office.

Payroll Changes:

All requests for payroll changes, including both address and voluntary deduction changes, must be made in writing and are due in the business office no later than the 1st day of each payroll period.  To change marital status or exemptions for tax purposes, the employee must submit a new W-4 Form to the business office.  W-4 Forms may be obtained from all campus offices or from the business office.

Overtime Compensation:

The district compensates overtime for non-exempt employees in accordance with the Fair Labor Standards Act.  All employees are classified as exempt or non-exempt for purposes of overtime compensation.  Professional and administrative employees are ineligible for overtime compensation.  Non-exempt employees are entitled to overtime compensation.  Non-exempt employees are not authorized to work beyond their normal work schedule without advance approval from their supervisor.

Overtime Compensation Continued:

Overtime is defined as hours worked in the same workweek in excess of 40 hours.  For the purpose of calculating overtime, the WOISD workweek begins at 12:01 a.m. Sunday and ends at midnight on Saturday.    Employees who work more than 40 hours in a week will be monetarily compensated at time-and-a-half or with the equivalent time off.

All overtime work must be pre-approved by the supervisor.  Employees who work unauthorized overtime may be subject to disciplinary action.

The following information applies to non-exempt employees:

  • Monthly timesheets will be maintained and submitted to the business office with monthly payroll reports for the purpose of wage and salary administration.
  • Employees will be required to use compensatory time prior to using any other available paid leave. (state or local leave)
  • Use of compensatory time may be at the employee’s request with supervisor approval as workload permits.

Required Payroll Deductions:

  • Federal Withholding – Figured automatically by the income tax withholding percentage method according to the marital status and number of exemptions claimed on the W-4 Form.  Employees may request additional federal withholdings on the W-4 Form.
  • Medicare – 1.45% of the gross salary will be deducted each pay period for any person hired after March 31, 1986.
  • Teacher Retirement (TRS) – 6.4% of total gross salary deducted each pay period.  Deductions are on a pre-tax basis.  TRS membership is limited to employees who work a minimum 20 hour workweek or drive at least one Texas Education Agency (TEA) approved bus route.
  • Retirement Insurance through TRS – .65% of total gross salary deducted each pay period. (Applicable to TRS members only)
  • Social Security – Effective 9/1/04, contributions to social security will cease and all employees who are ineligible for TRS membership will contribute into a personal retirement savings account. (FICA Alternative Plan) Effective 9/1/05 the accounts will be managed by The Premier Advantage Plan / ING. (See brochure)
  • FICA Alternative Plan (FIA) – Effective 9/1/05, 7.5% of total gross salary deducted each pay period on a pre-tax basis.  The FIA deduction is applicable only to those employees who are not eligible for TRS.  The employee will contribute into a personal retirement savings account with The Premier Advantage Plan / ING. (See brochure)

Optional “Voluntary” Payroll Deductions:

  • Health Insurance (TRS ActiveCare) – The monthly deductions are based upon the type of plan requested and are available on a pre-tax basis.  Premiums are set annually and finalized during August of each year. (See brochure)
  • Dental Insurance (LifeRe Insurance Company) – This voluntary coverage is available on a pre-tax basis to eligible employees.  Premiums are set annually and finalized during August of each year. (See brochure)
  • Vision Insurance (LifeRe Insurance Company) – This voluntary coverage is available on a pre-tax basis to eligible employees.  Premiums are set annually and finalized during August of each year. (See brochure)
  • Disability Insurance (American Fidelity Assurance Company Insurance Company) – This voluntary coverage is available to all eligible employees.  Premiums, which are determined by the plan requested, are set annually and finalized during August of each year. (See brochure)
  • Term Life Insurance (Jefferson Pilot Insurance Company) – This voluntary coverage is available to all eligible employees.  Premiums, which are determined by the plan requested, are set annually and finalized during August of each year. (See brochure)
  • 403(b) – These amounts are deducted from each check on a pre-tax basis and serve as an additional retirement savings method for the employee.  The employee and/or the employee’s agent is responsible for supplying First Financial Administrators with the 403(b) vendor information and the voluntary contribution amount.  The WOISD Business Office may be contacted for further information.  Please note that only vendors who are approved through TRS may be used.  You may view the list of eligible vendors at www.trs.state.tx.us/ under the 403(b) Certification tab.
  • 457 Plan – The amounts are deducted from each check on a pre-tax basis and serve as an additional retirement savings method for the employee.  The employee and/or an agent from the First Financial Group of America Administrators is responsible for supplying the business office with the voluntary contribution information. (See brochure)
  • Flexible Spending Accounts (First Financial Group of America Administrators) – Health Care Reimbursement and Dependent Care Reimbursement Accounts are available on a pre-tax basis to all eligible employees. (See brochure)
  • Cancer/Intensive Care (Allstate Insurance Company) – This voluntary coverage is available on a pre-tax basis to eligible employees.  Premiums are set annually and finalized during August of each year. (See brochure)
  • Legal Insurance (Pre-Paid Legal Casualty, Inc.) – This voluntary coverage is available to all employees.  Premiums are set annually and finalized during August of each year. (See brochure)

Benefit Information

White Oak ISD provides all permanent employees who work ten (10) or more hours, including bus drivers, with a $30,000 life insurance policy administered by Jefferson Pilot Insurance Company.  Please note: The policy has a benefit reduction based on age starting at age 65.  Please refer to the Jefferson Pilot Financial Certificate of Insurance for specific details.

Leaves and Absences: See DEC (Local) and DEC (Legal) for further details

  • State Personal Leave – State leave may be earned by all employees at a rate of one-half day for every 18 days worked with a maximum of 5 days per year.  State personal leave is transferable among Texas public school districts with no limit on accumulation.
  • Local Leave – Local leave may be earned by full-time employees at a rate of one-half day for every 18 days worked with a maximum of 5 days per year.  Local leave is not transferable to other public school districts but is accumulated without limitation.
  • Extended Local Sick Leave – In accordance with Board Policy, all full-time employees who provide the business office with medical certification of inability to report for duty due to serious illness of employee or employee’s immediate family and have exhausted all available state and local leave, shall be granted as many as 20 workdays of extended local sick leave per school year.  Extended local sick leave shall not be accumulated and shall be taken with the daily rate of pay of a substitute ($55.00) deducted from the employee’s daily rate for each day used, regardless of whether a substitute is employed.
  • Family Medical Leave – The Federal Family and Medical Leave Act (FMLA) provides eligible employees who have twelve months and 1,250 hours of service with up to twelve weeks of unpaid leave for: birth of child; adoption or placement of a child; serious health condition of employee’s child, spouse or parent; or serious personal illness.  The District requires employees to use Family Medical Leave concurrently with paid leave and with temporary disability leave, if applicable.

Workers’ Compensation – The District, in accordance to state law, provides workers’ compensation benefits to all employees who suffer a work-related illness or are injured on the job.  Benefits help pay for medical treatment and make up for lost income while recovering.  Specific benefits are prescribed by law depending on the circumstances of each case.  All work-related accidents or injuries must be reported immediately to campus principal or immediate supervisor who will in turn notify the business office.  After the injury/accident is reported, the campus principal or immediate supervisor must complete a White Oak ISD Employee Accident Report and submit it to the business office within 24 hours of the incident.