Finance

Etrieve will remain available for historical data and documents. It will house all previous pay stubs, tax documents, and teacher contracts. Etrieve will not house any documents dated after January 6, 2025. 

To log into your Etrieve account, please see the link here: Etrieve Central Portal

1. Login: Open the AccessHCS environment and use Company Single Sign-On

2. Navigate to “Me tab” – top left corner of page and select tile- “Pay” 

3. Select “My Payslips”

4. On the left, select the pay period you are looking for

5. Select "Payslip Preview" 

6. Here, you can review, download, or print your pay stub. 

Your payslip includes several key sections to help you understand your earnings and deductions. Please review the breakdown of these items below:

• Period Type: This section tells if you are paid on a weekly(hourly) or a monthly(salary) basis.

• Period Start Date and Period End Date: For weekly(hourly) employees you will see the last week of the pay period.  Weekly(hourly) employees can see the payroll calendar here.  For Salary employees this will be the month in which the salary is being paid.  

• Summary: This section displays your total earnings and deductions, resulting in your net compensation for the month.

• Earnings: This includes your gross salary and any additional pay from extra assignments or job duties. Retro earning represents earnings earned outside of the Period State and End Date.  

• Hours: This section tells you how many hours you worked additionally or in overtime in your primary job plus any additional hours you worked at your additional job duty.

• Absences: This shows any time you were absent from your primary job.

• Hours: The number of hours that were earned toward additional pay or overtime pay for regular job duty and any additional job duty.  This will also reflect the number of hours used against any absence balances.

• Pre-Tax Deductions: Amounts taken from gross income before taxes are applied.  These deductions reduce your taxable income, which can lower the amount of taxes you owe.  Common pre-tax deductions include:

  • Health insurance premiums: The cost of your medical, dental, or vision insurance coverage.

  • Retirement contributions: Contributions to retirement plans like a 401(k) or pension plans (TRS, PSERS, etc.).

  • Flexible Spending Accounts (FSAs): Money set aside for healthcare or dependent care expenses.

  • Leave without Pay - LWOP: Money deducted for leave taken without available leave balance

• Tax Deductions: Amounts withheld from your earnings for various taxes. These deductions typically include:

  • Federal Income Tax(FIT Withheld): The amount withheld for federal taxes based on your income and tax elections (e.g., exemptions or filing status).

  • State (Regional) Income Tax (SIT Withheld): The amount withheld for state or regional taxes, depending on where you live and work.

  • Medicare Tax: A federal tax that helps fund the Medicare program, typically 1.45% of your wages, with an additional 0.9% on wages above a certain threshold.

  • Social Security Tax: A federal tax that funds the Social Security program, typically 6.2% of your wages up to a certain income cap.  IRS Publication 15

• Other Deductions: These are after-tax deductions amounts taken from your paycheck after taxes have been applied. These deductions do not reduce your taxable income. Common after-tax deductions include:

  • Post-Tax Retirement Contributions: Contributions to retirement accounts like Roth 401(k) or Roth 457, where contributions are made with after-tax dollars, and qualified withdrawals are tax-free.

  • Life Insurance Premiums: Premiums for certain life insurance policies may be deducted after taxes, particularly if they are voluntary benefits.

  • Disability Insurance: Premiums for certain disability insurance policies may be deducted after taxes, particularly if they are voluntary benefits.

  • Wage Garnishments: Court-ordered deductions, such as child support, alimony, or tax levies, are typically taken after taxes.

  • Dues: If you're a member of a professional organization and have dues deducted from your paycheck, this amount is usually an after-tax deduction. Example PAGE, GAE

  • Charitable Contributions: If you have set up a voluntary deduction for donations to charity, these may be after-tax deductions.

After-tax deductions are typically used for benefits that don’t provide immediate tax advantages or where the tax benefit has already been applied (like Roth accounts).

• Absence Accruals: Displays your accrued sick leave, vacation days (if applicable), and other types of leave in hours.

• Net Pay Distribution: This section shows how your net pay is being distributed to you.

  • Check or Deposit: This includes your paper check number or direct deposit number, along with the bank name, account number, and payment amount.

• Tax Withholding Information: This section displays how much money has been deducted from your paycheck for various taxes based on your earnings, filing status, and other tax elections.  

If you have any questions or need further clarification about your payslip, please contact the payroll department @PayrollStaff@henry.k12.ga.us.

1. Login: Open the AccessHCS environment and use single sign-on

2. Navigate to “Me tab” – top left corner of page and select tile- “Pay” 

3. Select “Tax Withholding” 

4. Select the Federal Tab to display W-4 information or the Regional tab for G-4 information.    

5. Select the hyperlink for Federal or Regional forms.  

This will open a new window displaying the current tax withholdings.

6. The pencil icon will allow employees to make changes to their W-4 and G-4 forms. 

7. Select “Submit” once all relevant sections have been updated.  

Note: Tax withholding updates will be effective on the next check, if updated 5 business days prior to payday. 

For a more detailed step-by-step tutorial, select the link below. 

How To Picture Guide: Tax Withholdings

How To Video Guide: Tax Withholdings

1. Login: Open the AccessHCS environment and use single sign-on

2. Navigate to “Me tab” – top left corner of page and select tile- “Pay” 

3. Select “Payment Methods” 

4. Select the “Add”.  

This function will allow employees to add a new account or view the details of an existing account. 

5. Enter the information for the new direct deposit account. 

6. Select “Create”

Note: If your direct deposit information has been entered correctly you will receive a paper check the first month, after that your payment should be a direct deposit unless you have been contacted by the Payroll Department with an error. The prenoting of your bank account will be listed in the Net Pay Distribution section of your payslip.  

For a more detailed step-by-step tutorial, select the link below. 

How To Picture Guide: Change/View Direct Deposits

How To Video Guide: Change/View Direct Deposits

1. Login: Open the Access HCS environment and select single sign-on 

2. Navigate to “Me tab” – top left corner of page and select tile- “Pay” 

3. Select the card, "Year-End Documents"

For a more detailed step-by-step tutorial, select one of the links below. 

How To Picture Guide: View W-2 Documents

How To Video Guide: View W-2 Documents

If you didn’t get paid for an additional assignment, follow these steps:

• Check your timecard: Make sure you clocked in under the correct Extra Job Duties (dropdown) for the additional assignment.

• Contact your administrator and timekeeper: If you don’t have the correct dropdown for the assignment, reach out to your administrator and timekeeper to have them contact HR to add the proper option for you.

• Resubmit your time: Once the correct dropdown is available, your timekeeper will need to resubmit your clocked time with the extra assignment applied to the correct hours.

• Payment processing: The resubmitted time will be processed in the next pay period as a retroactive payment.

Please note that extra assignments are paid according to the payroll calendar, which is available here.

If you are missing the drop down within Webclock for an extra job duty- or if you’re missing pay related to an additional assignment that is within your Webclock drop down, please reach out to your immediate supervisor so that they can contact the HR or Payroll Departments.

• Athletics Supplements: Paid based on submission from your school’s athletic director. Please consult your athletic director for more details.

• Academic Supplements: Supplements over $1,100 are paid monthly from September to August. 

• All other academic supplements are paid in two installments: ½ in January and ½ in May.

You can view your stipend in the Earnings section of your payslip.

Hourly employees should clock in selecting the appropriate “Extra Job Duties” from the drop down for their position and will be paid the hourly rate for hours worked during the payroll period.  Employees are paid based on timecards that are approved and submitted to payroll.

 Payroll periods for hourly employees are based on the payroll calendar found at the bottom of the page here in Accounting Services.  

Salaries are set in compensation and payable at the end of each month based on the payroll calendar found at the bottom of the page here in Accounting Services.

If you are new to the county and start on the first working day of your contract, your check will be divided and paid in 13 monthly installments. (Note: 13 monthly installments does not apply to 244 day employees.) If you start later than the first working day of your contract, you will receive a prorated salary.  

Any additional or overtime pay for salaried employees is processed based on approved timecards submitted to payroll in accordance with the payroll calendar.

Employees working additional assignments should clock in selecting the appropriate “Extra Job Duties” from the drop down for their assignment.  Employees will be paid once the timecards for hours worked are approved and submitted to payroll.  Payroll periods for additional assignments  are paid in accordance with the payroll calendar, which is available here in Accounting Services. 

Please contact the Compensation Department @ compensation@henry.k12.ga.us 

Leave Without Pay (LWOP) is an absence from work during which an employee does not receive pay. This type of leave may be used when an employee has exhausted their available paid leave (such as sick , personal or vacation days) or when taking time off for reasons that are not covered by paid leave policies.

Leave without pay is deducted at the employee’s daily rate and appears on the monthly payslip as a pretax deduction from gross earnings. Employees are encouraged to regularly monitor their absence balances. This information can be found in two places:

• On the monthly payslip under Absence Accruals, or

• Under the ME tab in the Time and Absences tile by selecting the Absence Balance card.

When entering a leave in Access HCS you will have a drop down for sick or personal leave. If your time has been exhausted, you will be given an error message that part or all of your time is leave without pay. If the time you are requesting off has been deemed leave without pay but you have sick time, please work with your location timekeeper to ensure proper coding. 

Please note: Leave is deducted live meaning: Leave is now subtracted from your balance immediately in the same month when:

• You take the leave, and

• You enter (record) leave in the system 

Leave is no longer deducted retroactively (i.e., after the month has ended or at the end of a pay period). Everything is processed in real-time.

Payroll can not provide an estimated breakdown for your leave without pay.  All leave will be utilized until exhausted and then you will go in to leave without pay.  At that point you can take your daily rate of pay (contact payroll) and multiply it by the number of days of unpaid leave and get a gross total of the amount that will be deducted from your salary.  If the amount of leave without pay exceeds your salary for a given month, amounts yet to be deducted will be withheld from subsequent month(s) pay.  

If your earnings are more than you should have received in that pay period you should contact the Payroll Department (payrollstaff@henry.k12.ga.us) immediately. Please note that recuperative actions will be taken in the next payroll period. Please note that there are certain positions that pay additional hours and overtime, as well as additional assignments you may work. You will be held responsible for overpayments that exceed monies you are due and they will be reclaimed.  

Please verify that all timecards for any additional work has been submitted and approved.  Please verify that the dropdowns are properly selected and the hours punched.  If all the statements above are true please contact the Payroll Department at payrollstaff@henry.k12.ga.us for instructions. If any of the above statements are false please resubmit the updated/corrected timecards for approval and payment will be processed in the next payroll period. 

Retro pay can show on your check for many reasons. It can be payment due from a recalculation of your salary. Payments not received in a previous time period that payroll is aware of and reimbursing you or earned time for additional work performed in prior months. If you have questions regarding retro pay on your check, please contact payrollstaff@henry.k12.ga.us 

Final pay is determined by your work calendar.  If you work through your last working day of your contract period:

• 244-day employees will receive their final paycheck in June.

• 220-day employees will receive their final paycheck in July.

• Less than 220 day employees will receive their final paycheck in August.

Upon termination of employment, the employee will receive a final payout calculation from payroll after the termination date. The representatives’ information is included on the sheet and they are available for questions or concerns. 

When in the tax calculation card, please ensure to scroll all the way to the bottom, check the box that says “I AGREE” and then hit submit.   

If you file for exemption, please clear all the information from Step 3: Dependent Credits and Step 4: Other Adjustments. 

Please note: You will still pay Social Security and Medicare taxes.