Access all things Payroll, Benefits, and Tax Information

• Employee Assistance Program Brochure

Sentara Employee Assistance Program is designed to keep the whole person healthy. EAP serves to promote physical, emotional and spiritual well-being. Whether you are just looking for someone to talk with or wish to explore solutions for a particular problem in your life, services are offered in a professional, confidential setting. EAP is a confidential and personal counseling service for you and your immediate family. It is designed to help you solve personal and job related problems that could have a detrimental impact on your job performance, home, or personal life. Initial assessments and short-term counseling are provided at no cost. When additional services are needed, as determined by the individual and his/her counselor, these services may be covered by the organization’s group health insurance plan. You are allowed a number of free counseling visits per incident. 

Under the provisions in the Consolidated Omnibus Budget Reconciliation Act (COBRA), you are entitled to certain rights upon commencement of health coverage. Please be advised that terminated employees or their families who may lose coverage because of termination of employment, death, divorce, or other life events have the right to temporary continuation of coverage under COBRA. More complete information about continuation coverage and other rights under the plan is available from the plan administrator. 

Health Savings Plan (HSA)  www.healthequity.com

Poquoson City Public Schools makes a contribution to the Health Savings Account as shown below. This is only with enrollment in Sentara, Equity Plus (HDHP).

Coverage Type Initial, One-Time Contribution Annual Contribution Starting in Year Two

Employee Only $600 $200

Employee + 1 Child $900 $300

Employee + Children $1200 $400

Employee + Spouse $1200 $400

Employee + Family $1200 $400

Flexible Spending Account (FSA) www.myameriflex.com

You can be reimbursed for out-of-pocket healthcare and dependent care expenses with tax-free dollars. FSAs allow you to pay certain healthcare and dependent care expenses with pre-tax money. Employees are eligible to participate if they are part time employees working a minimum of 20 hours per week or a full time employee and do not have a Health Savings Account (HSA). 

• PCPS Benefits Contact Sheet

• Sick Leave Bank Enrollment

• Sick Leave Bank Information

• Legal Resources Information

• Minnesota Life Benefit Information

• Optima Employee Assistance Program Information

• Employee Assistance Program Brochure

All salaries and supplements paid to regular Poquoson City School employees, substitute or part-time personnel will be paid in accordance with the payment schedule approved by the School Board. The payroll office will maintain records that accurately reflect the compensation and related benefits of each employee. 

Federal and state taxes will be automatically deducted from each School Board employee’s paycheck based on the most recent withholding statement provided by the employee. In the absence of a withholding statement, deductions will be made based on federal and/or state tax regulations. A list of all voluntary deductions available to employees will be published annually and provided to all employees. Any additional voluntary deduction requests must be recommended by the division superintendent and approved by the School Board. 

Hampton Roads Educator’s Credit Union and Langley Federal Credit Union are both available under payroll deduction. Deductions can be made to savings, checking, club accounts, family accounts, or loan payments. 

• Unified Pay Plan

• 2025-2026 Pay Plan

• 2024-2025 Pay Plan

• Payroll Schedule 2025-2026

• Payroll Schedule 2026-2027

• W4 Federal Form

• W4 VA State Form

• Direct Deposit Enrollment Form

Employees hired after July 1, 2010 are required to enroll in Direct Deposit. Your paycheck will be deposited into your checking or savings account at the financial institution of your choice. You can access your “pay slip” each payday on Employee Self Service. 

Unified Leave (Policy 5-7.6) 

Unified leave will be awarded to each full-time employee at the beginning of his/her contract year. All employees will receive 1 day of unified leave per month of their contract for the purposes of sick leave and will receive an additional 3 days of unified leave per year for the purposes of personal leave. All part-time employees shall be granted unified leave on a pro-rata basis consistent with their contracted days. All full-time bus drivers shall be granted one (1) day per month of unified leave consistent with their reduced full-time contract. Part-time bus drivers shall be granted one (1) day per month of unified leave on a pro-rata basis consistent with their contract runs.

Unified leave may be used within the following guidelines: 

1. Unified leave may be used for personal illness 

2. Unified leave may be used by VRS plan 1 and VRS plan 2 employees for disability. 

3. Unified leave may be used for illness in the immediate family (not to exceed 3 consecutive days) The superintendent must approve any extenuating circumstances 

4. Unified leave may be used for religious holidays 

5. In case of death in the immediate family, 5 days of accumulated leave may be used 

6. Three (3) personal leave days of unified leave are awarded to each eligible employee annually. Personal leave must be approved in advance by the employee’s supervisor or principal. 

7. Personnel who do not use all of their personal leave days in a given year may carry over up to three (3) days of unified leave to accumulate as personal leave days; however, no employee may have an annual personal leave balance greater than six (6) days. No more than five (5) personal days may be used in any oneyear. Exceptions may be granted if extenuating circumstances exist. Requests for more than five (5) personal days must be approved by an employee’s supervisor and the superintendent/designee. 

8. If an employee needs an additional day of personal leave during the course of the year, the employee may convert one day of unified sick leave to an additional day of personal leave annually; however, no employee may have an annual personal leave balance of greater than six (6) days. 

9. Employees may use two days per year for unavoidable absences of an emergency nature (Emergency Leave) provided the emergency circumstances are communicated to the employee’s principal or supervisor and the superintendent approves the emergency leave 

12-month employees, 12 unified days for sick leave, 3 unified days for personal leave, 15 total 

11-month employees, 11 unified days for sick leave, 3 unified days for personal leave, 14 total 

10-month employees, 10 unified days for sick leave, 3 unified days for personal leave, 13 total 

Annual Leave (Policy 5-7.6) 

Twelve month classified licensed and non-licensed personnel shall be granted annual leave at the rate of one (1) day per month during the first three (3) years of employment; 1 1/4 days per month from the beginning of year four (4) through year ten (10); and 1 1/2 days at the beginning of year eleven (11). 

Professional Leave (Policy 5-7.6) 

School personnel may be permitted to utilize professional leave to attend meetings, conferences, seminars, or other professional growth activities, without loss of time or pay. The building principal must give recommended approval of such leave with final approval by the superintendent. Professional leave is not subtracted from either your annual or unified leave days. 

Family Medical Leave Act (FMLA) (Policy 5-7.7) 

A Family and Medical Leave Act equivalent leave of absence, without pay, may be granted to employees of the Division who have a life-threatening illness or injury and who are not eligible for Family Medical Leave. Employees with a debilitating or life-threatening injury or illness who are entitled to leave under this policy may take up to 12 weeks unpaid leave during their first year of employment with the Division. During this period of leave, group health and dental benefits which were in place prior to the leave will continue and the employee will be responsible for paying his or her portion of group health insurance and dental insurance premiums. 

An employee who is unable to work because of personal illness or injury and who has exhausted all available sick leave and/or Family Medical Leave and/or FMLA equivalent leave, as described above, may be granted long-term medical leave. Any long-term leave granted pursuant to this section shall be for a period not to exceed one calendar year. 

The Division Superintendent may require medical certification to document the debilitating or life-threatening injury or illness affecting the employee. Such certification shall include a summary of the health condition, the date the health condition began or became known to the employee, the probable duration of the health condition and any other appropriate medical information the employee and his or her medical provider believe is necessary for the school division to consider. 

During the employee’s absence for long-term medical leave as authorized by this section, the employee shall not accrue unified leave or annual leave benefits. However, for the first 12 weeks of the long-term medical leave, the School Board shall continue to pay the employer’s contribution of the group health insurance coverage maintained by the employee at the time the leave period began. The employee shall be responsible for ensuring that the employee’s portion of the group health insurance coverage is paid. 

For the remaining duration of long-term medical leave, the employee shall be responsible for ensuring that the employer and employee portions of the group health insurance coverage are paid. 

Before the School Board permits the employee to return to work following a period of long-term medical leave pursuant to this section, the employee shall present a written statement from his or her medical provider stating that the employee can resume his or her employment and perform all regularly assigned duties on a specified date. 

Leave of Absence (Policy 5-7.6) 

Leaves of absence may be considered for professional personnel under contract with the School Board under certain circumstances; however, in all cases such leave shall be without pay. In the granting of such leave, the School Board can only assure that every reasonable effort will be made to return a professional to his original position, or as nearly as possible to a position that is mutually satisfactory. The School Board makes no guarantee that any individual will be returned to a specific position. 

A teacher on leave of absence is not automatically offered reappointment and must assume the responsibility for notifying the division superintendent in writing not later 30 than April 15 of the year preceding the school year in which the teacher will become available for reappointment. A teacher may be granted a leave of absence for short duration to complete work on a baccalaureate degree or master’s degree provided such a degree is essential to the position, which the teacher holds. The Division Superintendent shall determine the length of leave allowed. 

Military Leave (Policy 5-7.6) 

Military leave shall be granted for all school employees entitled to such leave consistent with applicable law. All employees on military leave will receive up to fifteen (15) days paid leave per federally funded tour of duty. 

In addition, Poquoson City School Board employees whose active duty service with the regular armed forces of the United States or the National Guard or other reserve component has required their absence from their fulltime employment shall receive supplemental pay as determined by and from the School Board if the military compensation of such employee is less than the regular salary paid to such employee by the School Board. Except, as outlined herein, military leave is unpaid. 

The employee, if he so desires, may continue to participate in the School Board’s group health plan for up to twenty-four (24) months while the employee is on military leave. Employees who elect to continue on the School Board’s health plan will be responsible for payments as authorized by applicable federal law. 

An employee reemployed after military leave will be treated as not having incurred a break in service. The period of military leave will be considered services to the school division for purposes of vesting and benefit accrual. The school division is responsible for its pension plan-funding obligation. The school division is not required to make its contribution until the employee is reemployed. The employer and employee contribution shall be calculated on the rate of pay the employee would have received but for the absence to serve military duty. 

Jury Duty (Policy 5-7.6) 

Leave of absence designated as civil leave with full pay shall be granted employees to serve on a jury, to attend court as a plaintiff or defendant (except as a criminal defendant), or as a witness under subpoena. Employees shall provide documentation of the required jury duty or court appearance to their supervisor prior to the date(s) of the jury duty or court appearance. The employee may not accept compensation from both jury duty and their regular day job. Since the daily rate of their regular employment is greater than the compensation paid for jury duty they must endorse their jury duty payment to the School Board 

Sick Leave Bank (Policy 5-7.6) 

The School Board of Poquoson agrees to maintain a Sick Leave Bank for the use of eligible employees. Participating members may utilize the service whenever they or their immediate family members (spouse, parent, child) are incapacitated by long-term personal illness or injury. An eligible member is a full-time employee who is not participating in the VRS Hybrid Pension Plan and Local Disability Program. . The membership period is open enrollment or the first 30 days of employment. The first 25 consecutive working days missed due to illness or disability must be covered by the individual employee’s accumulated leave or receive leave without pay. Exceptions to the policy will be considered on an as need basis by having the employee apply to the Sick Leave Advisory Committee. Any participating member may utilize a maximum of 40 days from the bank for each school year. Contact Human Resources for enrollment application. You will not be enrolled until you receive confirmation from the Human Resources Department. 

The United Way Fund Drive is conducted in the fall of the year. If you designate your donation as a payroll deduction it will be taken from your salary beginning January of the next year. 

• ​​​​​​Your Gift Helps Alice

• 2020-2021 United Way Smart Card

VRS Retirement (Policy 5-7.3)

The Poquoson City School Board participates in the Virginia Retirement System (VRS) and recognizes VRS requirements as approved and updated by the Virginia General Assembly and the Virginia Retirement System Board. 

• My VRS

• VRS Plan Information and Enrollment

• VRS Frequently Asked Questions

• VRS Hybrid Defined Contribution Deferral Changes

VRS Insurance (Policy 5-7.2)

This is a term insurance payable upon the death of the employee. A fulltime employee is covered on the first day of employment. No medical examination is required. The plan carries a conversion privilege upon termination of employment. Poquoson City Public Schools pays the full premium. In the event of accidental death, the insurance is double the natural death benefit. For example, if a member has a salary of $30,000, the member is insured for $60,000 in the event of natural death and $120,000 in the event of accidental death. 

Upon retirement the amount of life insurance will begin to reduce by 25 percent on the January 1 following one calendar year of retirement. It will continue to reduce by 25 percent each January 1 until it reaches 25 percent of its original value. Life insurance coverage stops at retirement if the member has less than five (5) continuous years of service. The accidental death and dismemberment benefit ceases at retirement. 

As stated in Section 79 of the Internal Revenue Code, the cost of group-term life insurance, to the extent that the insurance exceeds $50,000, must be reported as income. The School Board office will be computing this amount determined by the uniform premium table method. Please note that the rates are set by the General Assembly and do change from year to year.  

Optional Life Insurance Program 

The Optional Life Insurance Program with the Virginia Retirement System is available to all full-time employees who are enrolled in the VRS system. This gives you the opportunity to purchase optional life and accidental death & dismemberment insurance to supplement your basic VRS group insurance coverage at low group rates on yourself and, if desired, your family. A variety of coverage options are available. Coverage is guaranteed if you enroll in the Optional Group Life Insurance Program within 31 days from your employment date. Information and application can be found on VRS website at varetire.org. 

VRS Disability Retirement 

Regular disability means an illness for which you are unable to perform your duties as stated in your contract. One example would be cancer. You would be eligible to draw VRS regular disability after you have been vested in the plan for a 5-year period. VRS members hired before July 1, 2010, are covered under the VRS Plan 1. Members hired on or after July 1, 2010, are covered under the VRS Plan 2. Members hired after January 1, 2014 are covered under the VRS Hybrid Plan. Please refer to the VRS Handbook for specific details on plan benefits. A copy can be obtained electronically at www.varetire.org. There is an employer benefit paid on each of the following policies: health insurance, dental insurance OR disability insurance if you are not a VRS Hybrid Plan Member. You may choose ONE of the plans listed below 

Workers’ Compensation (Policy 5-7.2) 

The School Board honors the requirements of Virginia’s Worker’s Compensation laws. 

When a School Board employee is involved in an accident at work, it is very important that all details be reported to the principal of the school or to an immediate supervisor and the school nurse within 24 hours of the accident or as promptly thereafter as is practicable under the circumstances. CompCare On-Call should be telephoned (1-877-234-0898) immediately to report the incident and receive further instructions.