Work Hours and Compensation

Salary Guide Advancement (for EAP Only)

EAP staff members are eligible to request advancement on the salary guide upon the completion of the requisite number of graduate-level credits. Requests for salary guide advancement should be submitted to the Department of Human Resources via a completed request form with official transcripts showing all graduate credits. 

The request form is available on the District's website under Employee Resources - Graduate Course Forms  To qualify for Fall advancement, all credits must be completed by June 30th with the advancement request submitted by July 31st or to qualify for Spring advancement, all credits must be completed by December 31st with the advancement request submitted by January 31st.

Payment of Wages

It is the District’s policy that employee wages are issued exclusively by direct deposit to a U.S. financial institution designated by the employee. Paper paychecks are not issued, except where required by law or when expressly authorized by the District in limited circumstances (e.g., system outage). 

Payment Distribution Schedule

• If a published payday falls on a District-recognized holiday or a day when financial institutions are closed, payroll will be processed for deposit one workday earlier than the published schedule. Availability of funds may vary by financial institution.

• June Closing (10-Month Staff): At the close of school in June, payroll for 10-month employees will be issued on the last scheduled school day.

• Notice of Changes: If operational needs require additional adjustments, the District will provide notice via the District website and the Employee Portal.

Payroll Corrections and Lost or Missing Payments 

If a paycheck is lost, stolen, not received, or contains an error (e.g., incorrect hours, rate, or deductions), the employee must notify the Business Office in writing as soon as possible. Written notice should include the employee’s name, position, pay date(s), and a brief description of the issue.

• Direct Deposit Issues: For missing or misdirected direct deposits, employees may be asked to provide bank documentation to assist with tracing the deposit.

• Stop-Payment and Replacement (Paper Checks): In the limited circumstance that a paper check is issued, the District will place a stop-payment on the original check before issuing a replacement. A signed affidavit and identity verification may be required. Replacement will occur after the District receives confirmation that the original instrument has not cleared and has been canceled.

• Corrections to Pay: Confirmed underpayments will be corrected as soon as administratively feasible. Confirmed overpayments are subject to recovery in accordance with law, Board policy, and applicable collective bargaining agreements; the District will notify the employee in writing before initiating recovery.

• Tax and Benefit Adjustments: Any necessary tax withholdings and benefit contributions related to a correction will be adjusted in a subsequent payroll, consistent with IRS and plan rules.
  
  

All reports and questions should be directed to the Business Office/Payroll.

Payroll Tax and Demographic Changes

Employees must submit a new IRS Form W-4 to the Payroll Department whenever their marital status changes or when other factors that affect withholding change (e.g., number of qualifying dependents, multiple jobs, additional income, or adjustments, credits, and deductions).  Changes take effect on the next administratively feasible payroll after Payroll receives and verifies the updated W-4. Changes cannot be applied retroactively.

If a new W-4 is not submitted, withholding will continue under the most recent valid W-4 on file, or as otherwise required by IRS rules.

Employee Travel Reimbursement

Employees will be reimbursed for reasonable and necessary expenses incurred in connection with approved travel on behalf of the District, consistent with applicable state statute and regulation (including N.J.A.C. 6A:23A-7), Board policy (e.g., School District Travel), and District administrative procedures. 

Guiding Principles

• Travelers must seek the lowest reasonable cost that supports the business purpose and avoid any appearance of impropriety.

• When a situation is not explicitly addressed in policy, the most conservative course of action should be taken.

• Alcohol and personal expenses are not reimbursable.

Pre-Approval (Authorization) Requirements

• Advance authorization is required for all work-related travel. Employees must obtain written approval before making travel arrangements.

• Overnight and out-of-state travel and travel that exceeds established cost thresholds require central-office and/or Board approval in accordance with Board policy.

• Submit requests through the District’s designated system - Staff Reference Guide   (e.g., PD/Conference or Travel Request workflow) with agenda, location, dates, and estimated costs.

• Recommended lead times:

  • At least 15 school days before in-state, same-day travel.

  • At least 30 calendar days before overnight or out-of-state travel.

Tuition Reimbursement (for EAP Only)

EAP bargaining-unit members who complete approved graduate-level coursework are eligible to request tuition reimbursement from the Board, subject to the EAP Collective Bargaining Agreement (CBA), Board policy, annual budget allocations, and the procedures set forth below. The Board will reimburse up to nine (9) graduate credits per semester per eligible employee, consistent with the EAP Collective Bargaining Agreement.

Reimbursement is subject to a District-wide annual cap and any per-credit maximums or other limits established by the EAP CBA and District budget.

If total requests exceed available funds, reimbursements may be prorated in accordance with the CBA and Board policy.

Timeline

Tuition reimbursement is processed once annually in the Fall, subsequent to the year in which the course(s) were approved and completed. Requests must be submitted by June 15th of the fiscal year (July 1 - June 30) in which the course(s) were completed. Requests submitted after this deadline may be denied or deferred to the next cycle. 

Required Documentation

• Previously approved Graduate Course Request form(s) for each course.

• Original invoice(s) and proof of payment showing the amount paid and a zero balance.

• A transcript or official record of grade(s) verifying successful completion and number of credits.

The Tuition Reimbursement Request form is accessible via the link provided below. Incomplete or late submissions may be delayed or denied. Employees should retain copies of all documents for their records.