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STUDENTS PARENTS EMPLOYEES COMMUNITY
 

 
Frequently Asked Questions

 
My pay rate is not correct. Am I getting paid for my Master’s degree? What supplements am I receiving?
I did not get paid for certain day(s)/hours that I worked. What should I do?
How do I access my Advice Statement (check stub)?
My paycheck was lost, washed or stolen, what should I do?
I am a 10 month employee and wish to have my paychecks spread over 12 months, what should I do?
What determines if I am eligible for holiday/recess pay?
How do I accrue leave time (sick/personal/vacation) ?
How many vacation days will I accrue each fiscal year?
How do I change my federal tax status and/or allowances?
If I claim “exempt” from tax withholding, does that withholding status remain in effect until I make another change?
What deductions are exempt from Federal Taxes?
How are Federal Taxes calculated?
What are the percentages for Social Security, Medicare, and Florida Retirement System?
What deductions are exempt from Social Security Taxes and Medicare Taxes?
I lost my W-2, how can I obtain a replacement copy?
My W-2 doesn’t reflect my income or salary?
I started work, but I haven’t received a paycheck. What should I do?
Where will my paycheck/advice be sent?
Questions regarding direct deposit and/or deductions, check FAQ for Deduction Control.
How do I change my address and/or telephone number?
Who do I call for verification of employment?
How can I cancel my Defer Pay Plan option?
Who do I call for questions regarding tuition reimbursement?
What is direct deposit?
Do I have more than one direct deposit option?
What are the options and how do I sign up?
How do I make changes to my direct deposit?
How do I cancel my union/association membership (dues)?
How do I change or cancel my Trustmark /ING /AFLAC /UNUM deduction?
Who do I contact if I have questions about my Benefits deductions, such as, medical, dental, vision, etc.?
How do I change my TSA/403b deductions?
How do I change my 401k deduction?
Which deductions are tax-exempt?

I am in the defer payment option, will there be deductions from my defer paychecks?

How many scheduled benefit deductions are there during the year?

What is the current mileage reimbursement rate?
What expenses are considered as "incidental"?
Can I rent a vehicle during or for my out-of-county travel?
What is per diem?
I am not using the per diem option. What is the current meal allowance?
Can I still be reimbursed for official travel expenses if I lost my receipts?
There was no official agenda issued. What is the proper procedure?
I was issued an electronic airline ticket. Is this acceptable?
What is the current mileage reimbursement rate?
What is “daily commute”?

I frequently travel to various locations, other than my base of operations in one day, and each trip is less than my daily commute, however, the total number of miles traveled in a day is more than my daily commute. How do I report this?

On occasion, I travel to locations other than my base of operations, and the trip is less than my daily commute, however, I incur additional expenses, such as parking, tolls, etc. How do I report this?
Why is it necessary to indicate complete addresses for non-M-DCPS locations visited on in-county travel?
How can I find out when the travel I submitted is being paid?
How can I expedite my travel payment?
Is there a minimum on reimbursement of in-county travel?
Can I be reimbursed for in-county travel expenses incurred several years ago?
Payroll
My pay rate is not correct. Am I getting paid for my Master’s degree? What supplements am I receiving?
For all questions regarding your salary or pay rate, please point your browser to salary.dadeschools.net. There you will find an Electronic Salary Inquiry Form which you can submit. This is the fastest way to have your question answered. If you do not have Internet access, you may call 305-995-7040.
I did not get paid for certain day(s)/hours that I worked. What should I do?
The Payroll Department does not have the authority to report time worked. Only the school/work site where the work was performed has that authority. Contact the Time Specialist responsible for the Payroll at your location.
 
How do I access my Advice Statement (check stub)?
The new employee portal contains payroll information, such as, your advice statement (check stub), etc.  Login to the employee portal, click on “SAP ERP”, “Employee Self Service”, “Payroll”, and then “Pay Statement”.
 
My paycheck was lost, washed or stolen, what should I do?
Call the Payroll Department at 305-995-1642 (select 1, select 2, select 2), to initiate the stop payment and replacement process. If you find the check once the Stop Payment process has been started you must call the Payroll Department for instructions. Do not cash the check since a stop payment has been placed, you will be responsible for any bank charges.
I am a 10 month employee and wish to have my paychecks spread over 12 months, what should I do?
Election/cancellations of the Defer Pay Plan will be available during the specified enrollment/cancellation period on the Employee Portal. The enrollment/cancellation period is after the last workday of the current school year and prior to the first workday of the subsequent school year. Please note that this is the only opportunity to make changes as your election is irrevocable during the school year.
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What determines if I am eligible for holiday/recess pay?

HOLIDAY/RECESS PAY  ENTITLEMENT  GUIDELINES  (FULL-TIME EMPLOYEES)

1. ACTIVE STATUS - An employee must be in pay status (including paid absences) for at least one (1) day in the ten (10) day period preceding the holiday/recess and for at least one (1) day in the ten (10) day period following the holiday/recess to be eligible for holiday/recess pay.

2. BOARD APPROVED LEAVE  STATUS  - If the  Board-approved  leave effective date is prior to the holiday/recess,  the employee is not entitled to   holiday/recess  pay. If the leave effective  date is the first day after the holiday/recess,  or   if the employee is in pay status (including paid absences) for at least one (1) day in the  ten (10) day period following the holiday/recess, then the employee is entitled to holiday/recess  pay.

3. TERMINATED EMPLOYEES

a. Terminations (other than Retirement) - An employee must be in pay status (including paid absences) for at least one (1) day in the ten  (10) day period preceding  the holiday/recess and for at least one (1) day in the ten (10) day period following the holiday/recess to be eligible for  holiday/recess  pay. If the employee  is NOT in pay  status (including paid absences)  after the holiday/recess, then  he/she must be terminated effective the last work day prior to the holiday/recess, and is not entitled to holiday/recess  pay.

b. Retired Status - An employee must be in pay status (including paid absences) for at least one (1) day in the ten (10) day period preceding the holiday/recess and for at least one (1) day in the ten (10) day period following the holiday/recess to be eligible for holiday/recess pay. The employee's retirement date shall NOT be changed.

4. In the event an employee has been reported for pay for a holiday/recess period and it is determined that he/she is not eligible, the cost center must input and approve a payroll correction (time transaction) to reverse the days paid.

How do I accrue leave time (sick/personal/vacation)?
To be eligible for the accrual, the employee must be in pay status 11 days in the month. At the beginning of every fiscal year (July) each full-time employee is credited with four (4) sick days. Teachers and paraprofessionals receive their four (4) sick days at the beginning of July, the remainder of full-time employees are credited the four (4) sick days with their first accrual of the fiscal year. The four sick days credited in the beginning of the fiscal year are actually earned in March, April, May and June. If you terminate prior to June, the Payroll Department will adjust your sick leave balance for the unearned sick days. You are only entitled to one sick day per month of paid employment. Each employee is entitled to six (6) personal days every fiscal year, if you use a personal day it is also deducted from your available sick leave. Personal days are reset to six days in July.

Sick days earned will be posted at the end of each month. 12-month employees will earn vacation once per month (12 times per year at the end of each month.)

How many vacation days will I accrue each fiscal year?
Only twelve month employees accrue vacation leave. The amount of leave you accrue depends on what is stated in your labor union contract. Once you determine the number of vacation days you accrue each fiscal year, divide the amount by 12 and that is the number of days you will accrue with each leave accrual. See above “How do I accrue leave time (sick/personal/vacation)?”
How do I change my federal tax status and/or allowances ?
Login to the employee portal, click on “SAP ERP”, “Employee Self Service”, “Payroll”, and then “W-4 Tax Withholding”.  Follow the on-line instructions.  You may also complete a W-4 form and fax it to 305-995-7211 or call 305-995-7888.
 
If I claim “exempt” from tax withholding, does that withholding status remain in effect until I make another change?
A W-4 claiming “exempt” from tax withholding will expire if a new form is not completed before February 15 of the following year. In the absence of a new form, the IRS stipulates that federal taxes must be calculated as single with zero exemptions.
What deductions are exempt from Federal Taxes?
Retirement Supplemental Plans (403b, 401k, 457, and 401a), Florida Retirement System (FRS) deductions, and Benefit deductions (medical, dental, vision, and other “pre-tax” selected benefits). You do have the option of “post-tax” for benefit deductions.
How are Federal Taxes calculated?
Federal taxes are calculated based upon your W-4 information (single/married and number of exemptions) and the IRS Witholding tables. Gross earnings minus deductions exempt from federal taxes, minus the biweekly “withholding allowance” for each exemption claimed on the W-4 is your taxable federal income.
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What are the percentages for Social Security, Medicare, and Florida Retirement System?
Social Security – Taxed at 6.2%, there is a maximum set by IRS every year. See Hot News for limits.
Medicare – Taxed at 1.45% on all earnings, there is no maximum.
Florida Retirement System - 3% of FRS eligible wages.
What deductions are exempt from Social Security Taxes and Medicare Taxes?
Benefit deductions (medical, dental, vision, and other pre-tax selected benefits) are exempt from Social Security and Medicare Taxes.
I lost my W-2, how can I obtain a replacement copy?
If the W-2 is for the prior year, then call the Payroll Department at 305-995-1642 (select 1, select 2, select 1). For any other years you must contact the IRS at 1-800-829-1040, they will provide you with a list of all information reported for you.
My W-2 doesn’t reflect my income or salary?
Your salary is based on the fiscal year (July through June), your W-2 and year to date information on your pay stub/advice is based on the calendar year (January through December).
Box 1 of the W-2 is your taxable Federal Wages which does not include your 401a, 401k, 403b, 457, Florida Retirement System (FRS) deductions and your benefit deductions.
Box 3 of the W-2 is your taxable Social Security Wages and Box 5 of the W-2 is your taxable Medicare Wages which does not include your Benefit deductions. See the back of your W-2 for explanation of boxes and codes.
I started work, but I haven’t received a paycheck. What should I do ?
First, have your location/department verify that you have been setup in the computer. Next, using the Payroll Processing Schedule determine the pay period based on your first day of work and if you are not paid by the scheduled pay date for the pay period, see the Time Specialist at your work location.
Where will my paycheck/advice be sent?
The District has implemented a mandatory direct deposit initiative. In the event that a paper check is necessary due to late reporting, cancellation of direct deposit, identity theft, etc., your check/advice is delivered based on your employment status: full-time, to the full-time work location, (part-time to the location where most hours are worked.) Only employees that are separated, retired, on leave, or substituting are eligible to have their check sent to their home address. Mail is delivered on a weekly basis, so please allow adequate time for delivery.
Questions regarding direct deposit and/or deductions, check FAQ for Deduction Control.
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How do I change my address and/or telephone number?
If you are an active employee, login to the employee portal, click on “SAP ERP”, “Employee Self Service”, “Personal Information”, and then “Addresses”.  Retirees and/or inactive employees must contact the Office of Personnel Operations at 305-995-7186, or you may fax your request to 305-995-7211.

Who do I call for verification of employment?
Verification of Employment is handled by Personnel Records: 
- employment verification, 305-995–7212
- teaching experience verification, 305-995–7207
- salary/income verifications, call THE WORK NUMBER at 1-800-367-2884 or www.theworknumber.com
  (Company Code: 10299)
- for other personnel records inquiries, 305-995-7212

How can I cancel my Defer Pay Plan option?
The election is irrevocable and cannot be cancelled during the school year. Once an employee elects the Defer Pay Plan option, the election will remain in effect until the employee cancels via ESS for the subsequent school year.
 
Who do I call for questions regarding tuition reimbursement?
Call 305-995-7040 (Compensation Administration).
Deduction Control

What is direct deposit?
Direct deposit is a fast, safe, convenient, private, environmentally-friendly and inexpensive way to electronically distribute your payroll funds. 

 

Do I have more than one direct deposit option?
Yes, you have two (2) available options from which to choose.

 

What are the options and how do I sign up?
Option 1 allows you to use your current account or open a new account with any financial institution that allows electronic funds transfer.  Enroll in this option by completing form FM-4679 and mailing your completed form to:  Payroll Department, SBAB, W/L 9321, Room 614.

Option 2 allows you to sign-up for direct deposit with the South Florida Educational Federal Credit Union (The Credit Union) by visiting any one of their branches.   You may also contact the Credit Union by phone at 305-270-5245.

 

How do I make changes to my direct deposit?
To make any changes to the Credit Union, visit any one of their branches.

To change direct deposit to any other financial institution you must complete and mail form FM-4679 to: Payroll Department, SBAB, W/L 9321, Room 614. For security purposes, we can only accept ORIGINAL forms - - NO FAXES, NO E-MAILS.

How do I cancel my union/association membership (dues)?
To cancel your union/association membership dues, you must send a signed, written request to your union/association. Send a copy to Payroll Department, SBAB, W/L 9321, Room 614. NO FAXES, NO E-MAILS.
How do I change or cancel my Trustmark/ING/AFLAC/UNUM deduction?
To make changes or cancel your deduction, you must contact Trustmark at 1-800-918-8877.
ING - 1-800-537-5024, AFLAC - 305-445-9958, UNUM - 1-800-331-1538.
Who do I contact if I have questions about my Benefits deductions, such as, medical, dental, vision, etc.?
Contact Risk and Benefits Management at 305-995-7140.
How do I change my TSA/403b deductions?
To make changes contact Risk & Benefits Management at 305-995-7148.
 
How do I change my 401k deduction?
To make changes contact Vista 401(k) at 1-866-325-1278 or www.vista401k.com.
 
Which deductions are tax-exempt?
Retirement Supplemental Plans (403b, 401k, 457, and 401a) and Florida Retirement System (FRS) deductions, are exempt from federal tax. Benefit deductions, such as, medical, dental, vision (if selected as “pre-tax” during Open Enrollment) and VISTA “pre-tax” deductions, are exempt from federal tax, social security tax and medicare tax.
I am in the defer payment option, will there be deductions from my defer paychecks?
The only deductions will be federal income tax, social security/medicare taxes, FRS, garnishments, as required, retirement (if applicable), and any arrears for benefits-related deductions.
How many scheduled benefit deductions are there during the year?
The number of scheduled benefit deductions varies depending on your pay cycle:
10 month employees – 20 scheduled deductions
11 month employees – 24 scheduled deductions
12 month employees – 26 scheduled deductions
Travel (OUT-OF-COUNTY)

What is the current mileage reimbursement rate?
Effective January 1, 2018 rate is $0.545 per mile.

What expenses are considered as “incidental”?
Reasonable and necessary expenses for official business, such as telephone calls, fax, mail and other similar items shall be reimbursed when properly documented and supported by paid receipts.
Can I rent a vehicle during or for my out-of-county travel?
Yes, if a vehicle is necessary the District provides reimbursement for an economy vehicle. Written justification must be provided if other than an economy sized vehicle is needed. The District will not pay for collision insurance or other additional coverage. GPS systems are not considered a reimbursable expense.
 
What is per diem?
Per diem is the maximum reimbursable amount provided by law for meals and lodging (effective July 1, 2006 $80.00). When fractions of days are involved, one-fourth of the amount ($20.00) for each quarter day, or fraction thereof, may be reported.
I am not using the per diem option. What is the current meal allowance?
Effective January 1, 2014 the maximum meal allowances are as follows:  Breakfast - $6.00, Lunch - $11.00, Dinner - $19.00.
Can I still be reimbursed for official travel expenses if I lost my receipts?
Original receipts are required, however, if the originals are misplaced or lost, a memorandum from the authorizing supervisor attesting to the fact must accompany the travel documents.
There was no official agenda issued. What is the proper procedure?
If no official agenda was issued, or if the official agenda was lost or misplaced, a memorandum from the authorizing supervisor attesting to the fact must be included. indicate what if any meals were provided.
I was issued an electronic airline ticket. Is this acceptable?
An electronic ticket is acceptable as long as it contains the following information: total cost of airline ticket, employee’s name, method of payment, and complete itinerary. If the ticket was issued electronically by Business Travel Advisors (BTA), please print and submit the e-invoice. (Boarding passes must also be submitted).
Travel (IN-COUNTY)
What is the current mileage reimbursement rate?
Effective January 1, 2018 rate is $0.545 per mile.
What is “daily commute”?
Daily commute is the travel between the employee’s home and base of operations and back. Daily commute expenses are never reimbursable (including weekends and holidays).

What is the procedure for reimbursement of business related transportation expenses? Transportation expenses between your home and your main, or normal, place of work (base of operations) and back home, are considered personal commuting expenses, and therefore, are never reimbursable (including weekends and holidays).

Employees who depart from and return to their work location may claim the total miles driven while on official business.

Miles traveled by an employee who departs from home to a business location shall not be reimbursed if the mileage traveled to the first business location is less than the mileage from home to the employee’s regular work location. However, any excess mileage on the first trip and all mileage on subsequent trips is reimbursable.

Miles traveled by an employee who returns home from a business location is not reimbursable if the mileage from the employees’s last business location to home is less than the mileage from the employee’s regular work location to home. However, any excess mileage is reimbursable.

On occasion, I travel to locations other than my base of operations, and the trip is less than my daily commute, however, I incur additional expenses, such as parking, tolls, etc. How do I report this?
You must list the trip and site visited, as you would normally do (this makes verification of other travel related expenses such as parking, tolls, etc., more feasible.) Input the amount of the expense incurred on the proper line (*Tolls, *Parking, etc.), and the on-line form will calculate the reimbursement amount. Remember to submit original receipts taped to an 8½ x 11 sheet of paper. Input gross miles traveled, and input daily commute. The net miles claimed will automatically be calculated.
Why is it necessary to indicate complete addresses for non-M-DCPS locations visited on in-county travel?
It is imperative that all non-M-DCPS locations visited are listed with their complete street address for verification and auditing purposes.
How can I find out when the travel I submitted is being paid?
Due to the high volume of payments, the Payroll Department cannot tell you when your travel will be processed. We process every travel reimbursement request as promptly as possible.
How can I expedite my travel payment?
You can expedite your travel payment by making sure all appropriate documents are submitted; that all forms are signed by you (the traveler) and by your supervisor, and by verifying that the miles being claimed are in compliance with M-DCPS policies and procedures (see Form 0148).
Is there a minimum on reimbursement of in-county travel?
Due to the high cost of processing and the large volume of payments, reimbursement requests are to be submitted only when travel amounts total over $50.00. An exception to this rule is at fiscal year end when e-mail notification is sent out. At this time, reimbursement requests of any amount are accepted.
Can I be reimbursed for in-county travel expenses incurred several years ago?
Due to the fact that it is practically impossible for administrators to certify that information, which is several years old, to be true and accurate, claims for expenses older than one (1) year will not be reimbursed.

 

M-DCPS : 1450 NE 2nd Ave. : Miami, FL 33132 : Phone: (305) 995-1000 (For Non Technical Questions Only) © 2017