Business Services / Payroll & Benefits
PAYROLL & BENEFITS
Payroll
2021-2022 PAYROLL SCHEDULE DEADLINES
| 2021-2022_csea_pay_schedule.pdf |
Permanent Employee (Extra Work)
Pay period is from the 16th of previous month to the 15th of the current month. Time sheets are due every 15th of the current month (will be paid end of the current month). Must complete and submit a P-20 time sheet . For extra work done outside of your normal work hours, the Principal/Secretary must submit an F-12 prior to the employee being allowed to work the extra hours. Hours and description on the time sheets must match the F-12. Failure to complete the F-12 will delay the payment processing. Payroll is unaware of employee's extra work hours. Therefore, it is the employee's responsibility to track all of his/her extra work hours and ensure with the Principal Secretary that all required paperwork has been completed and submitted to Payroll on time for payment.
F-12 Current MUSD Employee Agreement for Additional Services must be completed prior to beginning extra work.
P-20 Monthly time sheet for permanent employees for extra work done.
F-12 Current MUSD Employee Agreement for Additional Services must be completed prior to beginning extra work.
P-20 Monthly time sheet for permanent employees for extra work done.
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Substitute Teachers & Classified Employees
TIME SHEET DEADLINES:
Substitutes Teachers - The pay period is from the 26th of previous month to the 25th of the current month. Substitutes must complete a P-65 time sheet, which is due on the 25th of the current month and will be paid the following month on the tenth. Payroll is unaware of who works as a substitute. Therefore, it is the substitute's responsibility to track all of his/her work days/hours and ensure with the Principal/Secretary that all required paperwork has been completed and submitted to Payroll on time for payment.
For short-term, temporary employment, the site must submit a P-16 (temporary employment service contract) prior to allowing employee to work. A P-16 is required for short term, temporary employment. The individual must submit a P-15 time sheet monthly to Payroll to receive payment. Pay period ( from the 26th of previous month to the 25th of the current month). Due every 25th of the current month and will be paid the following month on the tenth.
Substitutes Teachers - The pay period is from the 26th of previous month to the 25th of the current month. Substitutes must complete a P-65 time sheet, which is due on the 25th of the current month and will be paid the following month on the tenth. Payroll is unaware of who works as a substitute. Therefore, it is the substitute's responsibility to track all of his/her work days/hours and ensure with the Principal/Secretary that all required paperwork has been completed and submitted to Payroll on time for payment.
For short-term, temporary employment, the site must submit a P-16 (temporary employment service contract) prior to allowing employee to work. A P-16 is required for short term, temporary employment. The individual must submit a P-15 time sheet monthly to Payroll to receive payment. Pay period ( from the 26th of previous month to the 25th of the current month). Due every 25th of the current month and will be paid the following month on the tenth.
> Extra Pay (extra work, in addition to your normal job), working outside of your normal job:
Any additional work must be pre-approved with an F-12 and must be submitted with a P-20 time sheet; ensure that the extra work is indicated on the time sheet accurately, write down completed extra work from the 16th of the previous month through the 15th of the current month. Extra hours will be paid at the end of the same month when they are received on the 15th of that same month. For example, use the month of August 16th to Sept 15th. You work from August 16th to Sept 15th. The time sheet is due on Sept 15th and will be paid at the end of Sept.
PLEASE REFER TO MUSD 2021-22 PAYROLL SCHEDULE DEADLINES FOR EXTRA WORK DURING THE MONTHS OF NOVEMBER, DECEMBER AND JANUARY DUE TO THE HOLIDAYS.
Any additional work must be pre-approved with an F-12 and must be submitted with a P-20 time sheet; ensure that the extra work is indicated on the time sheet accurately, write down completed extra work from the 16th of the previous month through the 15th of the current month. Extra hours will be paid at the end of the same month when they are received on the 15th of that same month. For example, use the month of August 16th to Sept 15th. You work from August 16th to Sept 15th. The time sheet is due on Sept 15th and will be paid at the end of Sept.
PLEASE REFER TO MUSD 2021-22 PAYROLL SCHEDULE DEADLINES FOR EXTRA WORK DURING THE MONTHS OF NOVEMBER, DECEMBER AND JANUARY DUE TO THE HOLIDAYS.
| P-16_Temporary Employment Service Contract_Form |
P-65 Form - Time sheet for Substitute Teaching Service Record & Claim (use if you are a permanent teacher substituting for another teacher or if you are a regular substitute teacher)
P-15 Form - Time sheet for Substitute/Hourly Employees and for those on a P-16 contract.
P-15 Form - Time sheet for Substitute/Hourly Employees and for those on a P-16 contract.
PLEASE REFER TO THE MUSD 21-22 PAYROLL SCHEDULE DEADLINES FOR EXTRA WORK DONE DURING THE MONTHS OF NOVEMBER, DECEMBER AND JANUARY.
Employee Self Service (ESS)
To access copies of your Milpitas USD Payroll Records, go to Employee Self Service (ESS).
If you need any help, click here to view the Instructions.
If you need any help, click here to view the Instructions.
Supplemental Retirement Account (Optional - Employee Only Contribution)
403(b)/457: https://tdsplans.org/
- MUSD 403(b)/457 Plan ID for brand new account set up: 50618
- Tax Deferred Solutions (TDS) is Milpitas USD's Third Party Administrator (TPA). They are in compliance with the IRS 403(b) and 457 regulations. They handle all transactions on behalf of MUSD (reviews, signs, and approves all current/previous employee's transaction request regarding rollover, transfer, withdraw or borrowing of funds. Send all requests to them. They will verify your employment period with MUSD. https://www.tdsplans.org/forms_PD.aspx?orgID=5841
- MUSD Federal Identification Number (FIN): 77-0289955
- IRS YEARLY CONTRIBUTION LIMIT: https://www.irs.gov/retirement-plans/plan-participant-employee/retirement-topics-403b-contribution-limits
| F-14 Employee Payroll Vol Deduction Changes |
| Direct Deposit Agreement |
Federal Income Tax Withholding (IRS): https://www.irs.gov/pub/irs-pdf/fw4.pdf
California Tax Withholding (EDD D-4): https://www.edd.ca.gov/pdf_pub_ctr/de4.pdf
| Deferred Pay (Optional) |
| State Disability Ins (SDI) Acknowledgement |
| Payroll Warrant Beneficiary Designation (P-9) |
Social Security Windfall Elimination (WEP):
| Form_SSA-1945_5-2004 WEP |
Medicare
- Medicare Mandatory both employer/employee contribution (no form needed)
- Employee MUST enroll with Medicare Parts A & B and/or Part A only within 90 days of his/her 65th birthday. It's your choice.
- MUSD will continue your medical coverage as long as you are an active employee (in paid status). Contact the Social Security Agency local office, or go online to sign up for Parts A & B. If you do not sign up when eligible you may be fined the late enrollment lifetime penalty!
- https://www.medicare.gov/sign-up-change-plans/how-do-i-get-parts-a-b/part-a-part-b-sign-up-periods
CalPERS:
| CalPERS Beneficiary Designation_form_send to CalPERS |
| CalPERS_Notice-exclusion (for non-eligible employees) |
| CalPERS Reciprocity Self-certification (info from previous employer) |
CalSTRS:
| CalSTRS CalPERS RetirementSystemElection (for brand new hire teacher and a current CalPERS member) must choose one system |
| CalSTRS Permissive Election Form-es0350_for certificated substitute employees waiving membership |
| CalSTRS Express Benefit Report (HR Dept completes this form for retiring employees) |
Public Alternative Retirement Systems (PARS)
- Permanent Classified CSEA employees with less than .50% FTE work hours per week
- Certificated Substitute (on-call basis employees) waiving CalSTRS Membership Election
| Public Alternative Retirement System (PARS) Designation of Beneficiary - Complete Form If waiving CalSTRS membership election |
Benefits
Open Enrollment Information Coming Soon
Certificated Payroll Forms - New Hire
| 21-22_new_hire_payroll_benefits_presentation |
Benefits Enrollment
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Health/Medical, Dental, and Vision Online Enrollment and Changes, go to https://www.workterra.net
Enrollment must be completed within 30 days of hire date/increase in work hours (permanent employees from <.50% to >.50+%FTE) or a qualifying (life changing) event outside the Open Enrollment month (e-mail notification from workterra Administrator@ebsbenefits.com).
Enrollment must be completed within 30 days of hire date/increase in work hours (permanent employees from <.50% to >.50+%FTE) or a qualifying (life changing) event outside the Open Enrollment month (e-mail notification from workterra Administrator@ebsbenefits.com).
| workterra.net Employee Self-service guide |
Matrix Rates (CSEA, MTA, MGMT)
United Health Care (UHC)
| UHC Virtual Visit Costs as of 10-1-2020 |
Medicare Coverage of Benefits (COB) Evidence of Coverage (EOC) for the PPO Plan
The COB PPO plan is for retirees with Medicare Part A and B coverage. UHC pays secondary.
The COB PPO plan is for retirees with Medicare Part A and B coverage. UHC pays secondary.
- There is no COB plan for HMO participants. However, on the HMO, members choose a High, Medium, or Low option.
- There is no separate COB plan for HMO. Typically, if a member is on Medicare and has Part A and B and enrolled in an HMO plan, the COB rule will depend on whether the employee is actively at work. If actively at work, the employer-sponsored plan pays primary (UHC) and Medicare is secondary. If the member is retired and not actively at work, as long as the member has Medicare A and B, Medicare pays primary, UHC pays secondary.
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UHC HMO Evidence of Coverages:
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Dental & Vision
| 2021 UHC vs. KP comparison & Dental and Vision Plan Summary |
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Delta Dental In-network providers:
www.deltadentalins.com | ||
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Vision Service Plan In-network providers:
www.vsp.com | ||
Health Savings Account (HSA)
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Certificated Adult Ed (Elmwood & Ayer)
Benefits Eligibility requirement: permanent hours must be 24.50 hours per week or >.8166%FTE work hours per week ****
Certificated Adult Ed Staff Benefits Package: Kaiser Permanente with Delta Dental Rider (combined Kaiser and Delta Dental within the Kaiser plan) and Vision Service Plan. Cert Adult Ed are not eligible for a separate Delta Dental plan under CSEA/MTA/Mgmt. This is a special contract which has been established specifically for Adult Ed Certificated Staff.
Certificated Adult Ed Staff Benefits Package: Kaiser Permanente with Delta Dental Rider (combined Kaiser and Delta Dental within the Kaiser plan) and Vision Service Plan. Cert Adult Ed are not eligible for a separate Delta Dental plan under CSEA/MTA/Mgmt. This is a special contract which has been established specifically for Adult Ed Certificated Staff.
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Insurance Carriers
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United Healthcare (UHC): 888-641-9142 | www.uhc.com
Kaiser Permanente (KP): 866-454-8855 | www.kp.org Delta Dental (DD): 888-335-8227 | www.deltadentalins.com |
Vision Service Plan (VSP): 800-877-7195 | www.vsp.com
Insurance Broker Agency: JPA www.sccsig.org Broker: www.willistowerswatson.com |
Life Insurance Benefits for CSEA (permanent >.50%+FTE) Employee Only
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| Blue Shield Life Ins Policy Contract_038034 |
Employee Assistance Program (EAP) Effective 05/01/2020
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COBRA
COBRA Continuation (optional, self-pay premium) must enroll within 60 days of eligibility period. COBRA is not an automatic enrollment:
FAQs on COBRA Continuation Health Coverage for Workers
FAQs on COBRA Continuation Health Coverage for Workers
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Monthly Premium Calculation
Monthly Premium Calculation (MTA CTA, exclude MTA Adult Ed, CSEA and Management)
Work hours conversion into percentage: divide your 4 hours per day by 8 hours = 50% Full-time equivalent (FTE). This is your base to multiply from the district's medical cap (see example above), dental and vision premiums. Employee's monthly pro-rated contribution is the difference between monthly premiums minus Employer's = Employee's (see example below).
- 100% Full time employee (FTE) Medical Cap eligibility is up $971 (effective 01/01/2020)
- **Part time (between 50% and 99.99%), employee Medical Cap is pro-rated. For example, if employee works 4 hours or 50%, then, the medical cap is calculated as follows: $971.00 x 50% = $485.50 monthly District medical pro-rated contribution. Employee pays the difference between the district's and the premiums. ** Adult Ed calculation is based from 24.50+/.8166+% minimum per week
- 100% Full time employee Delta Dental and Vision Service Plan, the District pays for the monthly premiums
- **Part time (between 50% and 99.99%), Delta Dental and Vision Service Plan is calculated as follows: $Premium x .50% = district's monthly contribution. Employee pays the difference between the district's and the premiums. **
- CONVERSION (from hours to percentage) based on your job title and the required minimum hours to be eligible for benefits:
- CSEA Classified permanent work hours minimum requirement = 4 hours per day; 4 hours divided by 8 = 50% FTE; Full-time is 8 hours per day
- CDC Teachers permanent work hours minimum requirement = 3.5 hours per day; 3.5 hours divided by 7 hours per day = 50% FTE; Full-time is 7 hours per day
- Regular non-CDC permanent work hours minimum requirement = 3 hours per day; 3 hours divided by 6 hours per day = .50%; Full-time is 6 hours per day
- Adult Ed Certificated permanent work hours minimum requirement = 24.50 divided by 30 hours = 81.66%; Full-time is 6 hours per day
Work hours conversion into percentage: divide your 4 hours per day by 8 hours = 50% Full-time equivalent (FTE). This is your base to multiply from the district's medical cap (see example above), dental and vision premiums. Employee's monthly pro-rated contribution is the difference between monthly premiums minus Employer's = Employee's (see example below).
See the following pro-rated sample calculation based on .50%+FTE and Kaiser Single High plan.
- Please be advised that pro-rated contribution will be deducted from your normal pay check. If you do not have normal pay, you MUST remit your monthly contributions during those months to MUSD by the 1st of that month (usually during summer months, June-Aug, July, or July-August).
(A) Insurance Carrier |
(B) No. of Coverage |
(C) Monthly Premium Based from 2021 |
(D) Employer Monthly Based from 2021 Pro-rated premium for part-time .50%+ |
(E) Employee Monthly Based from 2021 (Premium minus Employer's = Employee's) (C-D=E) Pro-rated premium for part-time .50%+ |
Kaiser High Plan with Chiro (limited visits) Co-payment |
Employee Only |
$714.01 |
$485.50 ($971 x 50%) |
$228.50 ($714.01-$485.50) |
Delta Dental PPO Premium Plan (effective 01/01/2019) -Group Active #07102-11190 -Group COBRA #07102-11191 - MTA CTA/CSEA/MGMT with .50%+FTE (20 hrs/week) (Excluding Adult Ed Ayer & Elmwood) |
Employee Only Employee+1 Employee+Fam 3+members |
$64.72 $129.43 $218.81 |
$32.36 ($64.72 x 50%) $64.72 ($129.43 x 50%) $109.41 ($218.81 x 50%) |
$32.36 ($64.72-$32.36) $64.72 ($129.43-$64.72) $109.41 ($218.81-$109.41) |
Vision Service Plan (VSP) High (effective 01/01/2019) - Group Active #2931234A - Group COBRA #2931235A - MTA CTA/CSEA/MGMT with .50%+FTE (20 hrs/week) - CTA ADULT ED with .8166%FTE (24.50 hrs/week) |
Employee Only Employee+1 Employee+Fam 3+members |
$8.53 $17.05 $32.21 |
$4.27 ($8.53 x 50%) $8.53 ($17.05-$8.53) $16.11 ($32.21-$16.11) |
$4.26 ($8.53-$4.27) $8.52 ($7.05-$8.53) $16.10 ($32.21-$16.11) |
UHC Signature Value Full Network HMO Copay |
Employee Only |
$1,115.49 |
$485.50 ($971 x 50%) |
$629.99 ($1,115.49-$485.50) |
UHC Signature Value Advantage Canopy, Limited Network , Copay |
Employee Only |
$994.50 |
$485.50 ($971 x 50%) |
$509.00 ($994.50-$485.50) |
SCCSIG Wellness Challenges
Register and earn points (rewards) for participation in qualifying wellness activities:
Santa Clara County SIG Employee Wellness Program
Questions, contact: HealthFitness Customer Service at CustomerService@hfit.com or 1-800-337-8508
Santa Clara County SIG Employee Wellness Program
Questions, contact: HealthFitness Customer Service at CustomerService@hfit.com or 1-800-337-8508
Wellness registration "How To" videos
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This is the smallest size, use for internet/website
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720p – This is medium size, use for TV/digital displays
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Employee Bargaining Units
Certificated Employees:
- Milpitas USD Certificated President: Diana Orlando @ Dorlando@musd.org
- Milpitas Teacher Association (MTA)/California Teacher Association (CTA)
- https://www.cta.org/
- Dues form: https://ctago.org/wp-content/uploads/2018/01/CTA-Certificated-Enrollment-FormK-12.pdf
| MTA_SY 20/21_Membership_dues |
Classified Employees:
- Milpitas USD CSEA President: Machelle Kessinger @ Mkessing@musd.org
- Classified School Employee Association (CSEA)
- https://www.csea.com/
Management:
- Milpitas Management Association President: Nichol Klein @ nklein@musd.org
- Milpitas Management Association (MMA)
Affordable Care Act (ACA) Offer
Affordable Care Act (ACA) Offer (130 average hours per month)- Substitute, non-permanent and less than 50% permanent employees - must meet the 130 average hours per month during measurement period):
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Marketplace Insurance(Unaffiliated with MUSD)
Health Insurance Through Covered California: https://www.coveredca.com/
Questions about Covered California, contact them directly: https://www.coveredca.com/find-help/contact/
Milpitas USD disclaimer: Individual enrollment and coverage, if applied, is directly with the chosen carrier, not with Milpitas USD. We do NOT have insurance plans with the Covered California.
Questions about Covered California, contact them directly: https://www.coveredca.com/find-help/contact/
Milpitas USD disclaimer: Individual enrollment and coverage, if applied, is directly with the chosen carrier, not with Milpitas USD. We do NOT have insurance plans with the Covered California.
New Health Insurance Marketplace Coverage Options and Your Health Coverage
www.dol.gov/sites/default/files/ebsa/laws-and-regulations/laws/affordable-care-act/for-employers-and-advisers/model-notice-for-employers-who-offer-a-health-plan-to-some-or-all-employees.pdf
New Health Insurance Marketplace Coverage Options and Your Health Coverage:
https://www.dol.gov/sites/default/files/ebsa/laws-and-regulations/laws/affordable-care-act/for-employers-and-advisers/model-notice-for-employers-who-do-not-offer-a-health-plan.pdf
www.dol.gov/sites/default/files/ebsa/laws-and-regulations/laws/affordable-care-act/for-employers-and-advisers/model-notice-for-employers-who-offer-a-health-plan-to-some-or-all-employees.pdf
New Health Insurance Marketplace Coverage Options and Your Health Coverage:
https://www.dol.gov/sites/default/files/ebsa/laws-and-regulations/laws/affordable-care-act/for-employers-and-advisers/model-notice-for-employers-who-do-not-offer-a-health-plan.pdf
Payroll & Benefits Contacts |
Human Relations Contacts |
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Tel: 408-635-2600 x6012 | Fax: 408-635-2621
Dept. Email: Payroll@musd.org Marilyn Williams, x6026, Marwilliams@musd.org (Benefits) Sherry Ames, x6027, Sames@musd.org (Payroll) Uyen Dao, x6021, Udao@musd.org (Time sheets; Employment verification for loans) Loan Application Employment verification requests must be sent via fax or e-mail (payroll@musd.org) with the employee's authorization page. Such requests will be completed within three business days from date of receipt. Requests are completed and returned back to the company via fax. Employee's salary information will not be released via phone. |
Human Relations
Tel. 408-635-2600 x6001 | Fax: 408-635-2617 Employment Status Verification, Hire Date, Status, and Job Title Dept. Email (District email users only): HumanResources@musd.org Charlotte Torres, x6075, Ctorres@musd.org Virginia Cisneros-Lopez, x6079, Vcisneroslopez@musd.org Kay Dasu, x6074, Kdasu@musd.org Maria Elena Montoya x6076, Mmontoya@musd.org Heather Forsyth-Cano, x6073, Hforsyth@musd.org Absence Tracking employee access: http://ars.sccoe.org/ |
