Business Services / Payroll & Benefits
PAYROLL & BENEFITS
PAYROLL
EMPLOYEE INFORMATION
2021-2022 Payroll Schedule Deadline
Permanent Employee (Extra Work)
Extra pay for extra work, which is done outside of an employee's normal work schedule:
Any additional work done outside of your normal work schedule must be pre-approved. An F-12 must be completed and submitted to the District Office for approval. A P-20 time sheet must be completed and sent to Payroll. 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 the time sheet is received by Payroll on the 15th of that same month. (For example, if you work from August 16th to Sept 15th. The time sheet is due on Sept 15th to Payroll and will be paid at the end of Sept. Time sheets received after the 15th will be paid the following month.) Hours and description on the time sheets must match the F-12. Failure to complete the F-12 will delay processing of the payment. 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.
Budget Calculation Form for Certificated Employees (Use this with the F-12 for Certificated Personnel)
Budget Calculation Form for Classified Employees (Use this with the F-12 for Classified Personnel)
Any additional work done outside of your normal work schedule must be pre-approved. An F-12 must be completed and submitted to the District Office for approval. A P-20 time sheet must be completed and sent to Payroll. 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 the time sheet is received by Payroll on the 15th of that same month. (For example, if you work from August 16th to Sept 15th. The time sheet is due on Sept 15th to Payroll and will be paid at the end of Sept. Time sheets received after the 15th will be paid the following month.) Hours and description on the time sheets must match the F-12. Failure to complete the F-12 will delay processing of the payment. 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.
Budget Calculation Form for Certificated Employees (Use this with the F-12 for Certificated Personnel)
Budget Calculation Form for Classified Employees (Use this with the F-12 for Classified Personnel)
Substitute Teachers & Classified Employees
TIME SHEET DEADLINES:
Substitutes Teachers - The pay period is from the 26th of the 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 to Payroll 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.
P-65 Substitute Teaching Service Record & Claim Form
For short-term, temporary employment, the site must submit a P-16 (temporary employment service contract) prior to allowing a temporary 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. The pay period is from the 26th of the previous month to the 25th of the current month. Due every 25th of the current month to Payroll and will be paid the following month on the tenth.
P-16 Temporary Employment Service Contract
Budget Calculation Form for Certificated Employees (Use this with the P-16 for Certificated Personnel)
Budget Calculation Form for Classified Employees (Use this with the P-16 for Classified Personnel)
P-15 Monthly Time Sheet - Substitute/Hourly Employees
Substitutes Teachers - The pay period is from the 26th of the 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 to Payroll 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.
P-65 Substitute Teaching Service Record & Claim Form
For short-term, temporary employment, the site must submit a P-16 (temporary employment service contract) prior to allowing a temporary 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. The pay period is from the 26th of the previous month to the 25th of the current month. Due every 25th of the current month to Payroll and will be paid the following month on the tenth.
P-16 Temporary Employment Service Contract
Budget Calculation Form for Certificated Employees (Use this with the P-16 for Certificated Personnel)
Budget Calculation Form for Classified Employees (Use this with the P-16 for Classified Personnel)
P-15 Monthly Time Sheet - Substitute/Hourly Employees
PLEASE REFER TO MUSD 2021-22 PAYROLL SCHEDULE DEADLINES FOR EXTRA WORK DURING THE MONTHS OF NOVEMBER, DECEMBER AND JANUARY DUE TO THE HOLIDAYS.
Direct Deposit Agreement Form
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
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) |
ACCESSING PAYROLL RECORDS
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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. |
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RETIREMENT OPTIONS
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
Permanent Employee (Extra Work)
| 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 |
SOCIAL SECURTY WINDFALL ELIMinaTION (WEP)
| Form_SSA-1945_5-2004 WEP |
BENEFITS
2022 BENEFIT OPEN ENROLLMENT (IS NOW CLOSED)
The Benefits Open Enrollment period is from October 1st through November 15th (NO EXTENTIONS, NO EXCEPTIONS). This allows employees to make changes to their medical plans and/or enroll themselves, eligible spouses, and/or children into the medical/dental/vision who were not previously covered. All changes will be effective January 1, 2022. Beginning Friday, October 1, 2021 and no later than November 15, 2021, log onto www.workterra.net if you wish to make changes during this Open Enrollment period.
2022 NEW BENEFIT RATES (EFFECTIVE JANUARY 1, 2022)
Below are the new benefit rates effective January 1, 2022, and the medical/dental/vision plan details. Also, included is a handout that outlines the new dental plan enhancements effective 1/1/2022.
2022 Open Enrollment Memo for Insurance and IRS-IRC125* Flexible Spending
2022 Open Enrollment Adult Education
2022 MUSD Matrix Rates
2022 Medical Comparison & Dental and Vision Summaries
2022 SCCSIG Delta Dental Plan Enhancements
2022 Open Enrollment Adult Education
2022 MUSD Matrix Rates
2022 Medical Comparison & Dental and Vision Summaries
2022 SCCSIG Delta Dental Plan Enhancements
BENEFITS ENROLLMENT
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).
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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
2022 UHC vs. KP Comparison & Dental and Vision Plan Summary
DENTAL
Delta Dental In-network providers: www.deltadentalins.com
Delta Dental PPO - Premium Plan
2022 Medical Comparison & Dental and Vision Summaries
2022 Delta Dental Plan Enhancement
ENHANCED ORTHODONTIA BENEFIT
The Orthodontia benefit will be enhanced as follows:
Premium Plan
Below are some FAQ’s around the dental enhancements:
How will members who are currently in the middle of treatment be handled?
VISION
Vision Service Plan In-network providers: www.vsp.com
2021 VSP Vision Coverage
2022 VSP Vision Coverage
DENTAL
Delta Dental In-network providers: www.deltadentalins.com
Delta Dental PPO - Premium Plan
2022 Medical Comparison & Dental and Vision Summaries
2022 Delta Dental Plan Enhancement
ENHANCED ORTHODONTIA BENEFIT
The Orthodontia benefit will be enhanced as follows:
Premium Plan
- Moving from 50% Coinsurance to 100% Coinsurance Adult & Child Orthodontia Coverage
- Moving from $2,000 Lifetime Maximum to $3,000
Below are some FAQ’s around the dental enhancements:
How will members who are currently in the middle of treatment be handled?
- As long as the member is still in treatment when the new benefits are activated, the member would be eligible for the new benefits.
- Members who are still in treatment will simply need to inform their provider of the increased benefit, and the provider can contact Delta Dental requesting the additional benefit be applied.
- The additional orthodontia benefit will be prorated based on the remaining months of treatment. Dental providers are familiar with these scenarios, as benefit plans can change periodically.
- If orthodontic treatment has ended prior to the effective date of the new benefit, then there would be no additional payment issued unless Delta received a new claim for new Orthodontic treatment.
- In this case, the benefit would be the difference of what was initially paid and the new lifetime maximum.
VISION
Vision Service Plan In-network providers: www.vsp.com
2021 VSP Vision Coverage
2022 VSP Vision Coverage
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.
2022 Open Enrollment Adult Education
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.
2022 Open Enrollment Adult Education
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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 |
LIFE INSURANCE
Life Insurance Benefits is for CSEA (permanent >.50%+FTE) employees only.
Enrollment Form
| Blue Shield Life Ins of Ca Only Enrollment Form |
Beneficiary Change Request
| Blue Shield of Ca Life Ins Beneficiary Change Request |
Life Insurance Policy Contract
| 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
| 2020 COBRA SELF-PAY Premiums |
SCCSIG WELLNESS PROGRAM
EMPLOYEE BARGAINING UNITS
Certificated Employees
- Milpitas USD Certificated President: Diana Orlando @ Dorlando@musd.org
- Milpitas Teacher Association (MTA)/California Teacher Association (CTA)
- 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)
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):
MARKETPLACE INSURANCE (Unaffiliated with MUSD)
- Health Insurance Through Covered California: Questions about Covered California, contact them directly here. 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 for employers who offer a health plan to some or all employees
- New Health Insurance Marketplace Coverage Options and Your Health Coverage for employers who do not offer a health plan
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/ |
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