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STUDENTS PARENTS EMPLOYEES COMMUNITY
 

Frequently Asked Questions
 
1. My pay rate is not correct. Am I getting paid for my Master’s degree? What supplements am I receiving?
2. I did not get paid for certain day(s)/hours that I worked. What should I do?
3. I lost my check stub or advice statement, can I get a replacement?
4. My paycheck was lost, washed or stolen, what should I do?
5. I am a 10 month employee and wish to have my paychecks spread over 12 months, what should I do?
6. I am in the Defer Payment Option and wish to cancel, what should I do?
7. What determines if I am eligible for holiday/recess pay?
8. How do I accrue leave time (sick/personal/vacation) ?
9. How many vacation days will I accrue each fiscal year?
10. Why doesn’t my check/advice reflect my actual total of vacation days available?
11. How do I change my federal tax status and/or allowances?
12. If I claim “exempt” from tax withholding, does that withholding status remain in effect until I make another change?
13. What deductions are exempt from Federal Taxes?
14. How are Federal Taxes calculated?
15. What are the percentages for Social Security and Medicare?
16. What deductions are exempt from Social Security Taxes and Medicare Taxes?
17. I lost my W-2, how can I obtain a replacement copy?
18.. My W-2 doesn’t reflect my income or salary?
19. I started work, but I haven’t received a paycheck. What should I do?
20. Where will my paycheck/advice be sent?
21. How do I change where my paycheck/advice is sent?
22. Questions regarding direct deposit and/or deductions, check FAQ for Deduction Control?
23. How do I change my address and/or telephone number?
24. Who do I call for verification of employment ?
25. Who do I call for questions regarding tuition reimbursement?
26. How do I sign up for direct deposit?
27. How do I cancel my direct deposit?
28. How do I cancel my union/association membership (dues)?
29. How do I change or cancel my Trustmark deduction?
30. What are the VISTA pre tax and VISTA post tax descriptions displayed in my check/advice statements?
31. Which deductions are tax-exempt?
32.

I am in the defer payment option, will there be deductions from my defer paychecks?
33.

How many scheduled benefit deductions are there during the year?
34. What is the current mileage reimbursement rate?
35. What expenses are considered as "incidental"?
36. What is per diem?
37. I am not using the per diem option. What is the current meal allowance?
38. Can I still be reimbursed for official travel expenses if I lost my receipts?
39. There was no official agenda issued. What is the proper procedure?
40. I was issued an electronic airline ticket. Is this acceptable?
41. What is the current mileage reimbursement rate?
42. What is “daily commute”?
43.

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?
44. 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?
45. Why is it necessary to indicate complete addresses for non-M-DCPS locations visited on in-county travel?
46. How can I find out when the travel I submitted is being paid?
47. How can I expedite my travel payment?
48. Is there a minimum on reimbursement of in-county travel?
49. 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.
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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 secretary/payroll clerk responsible for the Payroll at your location.
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I lost my check stub or advice statement, can I get a replacement?
The new employee portal contains payroll information, such as, your check stub/advice statements, etc.
Go to: http://www2.dadeschools.net/employees/employees.htm - Click on the red/green bar - "Login to Portal" and enter logon information - Click on "HR Info" tab and select desired check stub/advice statement.
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My paycheck was lost, washed or stolen, what should I do?
Call the Payroll Department at 305-995-1642 (select 1 and 1 again), 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.
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I am a 10 month employee and wish to have my paychecks spread over 12 months, what should I do?
There is a form called Request for 12-Month Pay Plan Option, complete the form and give it to the work location secretary for processing.
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I am in the Defer Payment Option and wish to cancel, what should I do?
There is a form called Request for 12-Month Pay Plan Option, complete the form and give it to the work location secretary for processing. If it is an emergency, the work location administrator must sign it and fax it to Payroll Department at 305-995-2077.
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What determines if I am eligible for holiday/recess pay?
1) Active Status – An employee must be in pay status (present, sick, personal, vacation, etc.) for at least one (1) day in the ten (10) day period preceding and following the holiday/recess.
2) On-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, then the employee is entitled to holiday/recess pay.
3) Terminate Status – If the employee is not returning after the holiday/recess, he/she must be terminated effective the last work day prior to the holiday/recess, and is not entitled to holiday/recess pay.
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How do I accrue leave time (sick/personal/vacation) ?
The Payroll Processing Schedule contains a column called “LV ACC” which stands for “leave accrual”. After every two (2) pay periods as designated on the payroll schedule, each employee’s earnings record are reviewed to see if they are eligible for an accrual. To be eligible for the accrual, the employee must be in pay status 11 days or more between the designated two pay periods. The leave balance is not updated until after the payroll has been completed (see column “Payrolls processed by ITS”). Therefore the balances on your paystub/advice will not include the accrual. You may view your actual balance in the computer: M-DCPS Intranet or if you have a CICS logon through CICS, PERS, Employee Leave Information System (ELIS). 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 for 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.
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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 13 (See the payroll processing schedule column “LV ACC”) 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)?”
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Why doesn’t my check/advice reflect my actual total of vacation days available?
Since you can only use vacation days in half-day and full-day increments, fractions of half-days are not reflected on your check/advice.
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How do I change my federal tax status and/or allowances ?
You must complete a W-4 form, you can fax it to 305-995-7215 or call 305-995-7294. Once the form is processed in the computer, the new calculations will take place on the following payroll process.
 
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.
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What deductions are exempt from Federal Taxes?
Retirement Supplemental Plans (403b, 401k, 457, and 401a) and Benefit deductions (medical, dental, vision, and other pre-tax selected benefits). You do have the option of post-tax for benefit deductions.
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How are Federal Taxes calculated?
Federal taxes are calculated based upon your W-4 information (single/married and number of exemptions) and the IRS 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. The IRS biweekly “Table for Percentage Method of Withholding” is used to compute the Federal Income Tax. Go to IRS website for more information.
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What are the percentages for Social Security and Medicare?
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.
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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.
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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, then 2). 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.
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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 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.
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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 payroll clerk at your work location.
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Where will my paycheck/advice be sent ?
Your check/advice is delivered based on your employment status: fulltime, to the full-time work location, part-time to the location where most hours are worked, or substitute, it will be mailed to the home address in the computer.
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How do I change where my paycheck/advice is sent ?
You can complete a Request For Check Distribution form and fax it to the Payroll Department at 305-995-2077.
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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, your work location has access to update this information through PERS option 10 (Employee Directory). Temporary Instructors (Substitutes) must call 305-995-7228. Retirees and/or inactive employees must contact the office of Personnel Operations and Network Services at 305-995-7017 or you may fax your request to 305-995-7211 or mail your request to  Personnel Operations and Network Services, 1500 Biscayne Blvd, Suite 115, Miami, Florida 33132.
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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 -7294
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Who do I call for questions regarding tuition reimbursement?
Call 305-995-7040 (Compensation Administration).
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Deduction Control
How do I sign up for direct deposit?
To sign up for direct deposit to the South Florida Educational Federal Credit Union (The Credit Union) you must visit any one of their branches. To contact them call (305) 270-5245.

For direct deposit to any other financial institution, request a form from Deduction Control at (305) 995-1655, in person at SBAB, Suite 607, or print the form from the internet (FM-4679) and mail it to Deduction Control.

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

To cancel direct deposit to any other financial institution, send your signed, written request to: Deduction Control - SBAB, Suite 607 or fax it to (305) 995-1644.

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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 Deduction Control, SBAB, Suite 607.
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How do I change or cancel my Trustmark deduction?
To make changes or cancel your Trustmark deduction, you must contact Trustmark at 1(800) 918-8877.
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What are the VISTA pre tax and VISTA post tax descriptions displayed in my check/advice statements?
Regardless of your pre or post tax selection during Open Enrollment, flexible spending accounts are always pre tax. Legal, senior advocate and long term care are always post tax. Some of the most commonly selected VISTA pre tax deductions are: short term disability upgrade, long term disability, hospital income protection, life insurance, and personal accident insurance.
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Which deductions are tax-exempt?
Supplemental retirement plans such as 403b(TSA), 401k and 457 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.
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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, garnishments/wage assignments, as required, and retirement, if applicable.
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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
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Travel (OUT-OF-COUNTY)

What is the current mileage reimbursement rate?
 Allowance for miles traveled on or after January 1, 2008 is $.505 per mile.
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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.
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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.
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I am not using the per diem option. What is the current meal allowance?
Effective July 1, 2006 the maximum meal allowances are as follows: Breakfast-$5.00, Lunch-$11.00, and Dinner- $19.00.
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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.
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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.
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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.
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Travel (IN-COUNTY)
What is the current mileage reimbursement rate?
Allowance for miles traveled on or after January 1, 2008 is $.505 per mile.
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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).
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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.
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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), but input zero (0) in the “Gross Miles Traveled” column. 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.
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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.
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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.
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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).
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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 (early part of June). At this time, reimbursement requests of any amount are accepted.
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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.
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Miami-Dade County Public Schools : 1450 NE Second Avenue : Miami, FL 33132 : Phone: (305) 995-1000 : Copyright 2008