PAYROLL & BENEFITS

Welcome to Madison City Schools! This presentation will guide you through essential information about your payroll, benefits, and employment resources to ensure a smooth transition as a new employee.

Payroll

NEW HIRE INFORMATION

Paycheck Calculation

Your monthly salary is calculated by:

• Number of days remaining in school year × Your daily rate

• Divided by remaining months in school year

Pay Schedule

Payday is once a month on the last working day of each month

Additional contract work (tutoring, daycare, gate worker) is paid mid-month

Payment Options

• Direct deposit (recommended)

• Check – pick up at Central Office on or after payday

First paycheck arrives the month after your first work day (except 240-day employees)

Check your scheduled work days at: madisoncity.k12.al.us > Departments > Business/Finance > Employee Resources

13-Month Paycheck Option for New Employees

Standard Schedule

Summer hires typically receive their first paycheck in September, with 12 paychecks distributed September through August.

13-Month Option

Receive your first paycheck in August with salary divided by 13. This option provides 13 paychecks from August to August.

Not available to employees transferring from other Alabama school districts.

After First Year

All employees revert to standard 12-month schedule (September through August) after first year of employment.

EMPLOYEE SELF SERVICE (ESS)

Setting Up Your ESS Account

All employees must create an ESS account to:

• View and print paychecks

• Access and print W2 forms

• Update tax forms (A4, W4)

• Manage direct deposit information

• Update personal information (name, address)

Registration Steps:

Visit https://madisoncity.smartsiteshost.com/payroll-benefits-information.k12.al.us > Departments > Business/Finance > Payroll & Benefits Information

2. Click on ESS Login > Register (top right)

3. Have your employee ID and Social Security number ready

LEAVE TYPES – SICK LEAVE

Accrual Schedule

• 9-month employees (182, 184, 187 days): September–May

• 10-month employees (202, 212 days): September–June

• 12-month employees (240 days): July–June

Transferring Sick Days

If you have accrued sick days with another Alabama school system:

1. Contact your previous employer

2. Request transfer of days to MCS

3. Have them mail to: MCS Payroll Department, 211 Celtic Dr, Madison AL 35758

For more detailed information, refer to Section V of the Policy Manual: madisoncity.k12.al.us > About Us > MCS Policies > District Policy

LEAVE TYPES – PERSONAL LEAVE

First 5 Years

All employees receive 5 personal days annually

2 days are free (no pay dock)

Remaining days result in substitute cost dock

After 5 Years

3 free personal days

2 days with substitute cost dock

After 10 Years

4 free personal days

1 day with substitute cost dock

After 15 Years

All 5 personal days free

No pay dock for any personal days

Important Note: Unused personal leave converts to sick leave on June 30th each year.

For complete details, see Section V of the Policy Manual: madisoncity.k12.al.us > About Us > MCS Policies > District Policy

LEAVE TYPES – VACATION LEAVE

Eligibility & Accrual

240-day employees only are eligible for vacation leave

1

Less than 10 years of service

10 vacation days per year (prorated by start date)

2

More than 10 years of service

15 vacation days per year (prorated by anniversary date)

Year-End Options: Unused vacation days as of June 30th will either be carried over (up to your annual allotment) or paid out.

See Section V of the Policy Manual for complete details:

madisoncity.k12.al.us > About Us > MCS Policies > District Policy

LEAVE TYPES – PARENTAL LEAVE

Eligibility Requirements

Must have been employed with a local education authority in Alabama for the previous 12 months

Duration

• 8 weeks for female employees

• 2 weeks for male employees

• 8 weeks for adoption

Important Conditions

• Runs concurrently with FMLA

• Must be used within 365 days of qualifying event

• Employee must agree in writing not to separate employment for at least 8 weeks following conclusion of leave

For complete details, see Section V of the Policy Manual:

madisoncity.k12.al.us > About Us > MCS Policies > District Policy

TES TIMECLOCK

Clock In/Out

Select Appropriate Leave for Absences

Review and Approve your Timesheets

Public Machines available at all locations

Can add the App to any school issued device

Instructions are available on the intranet under Employee Quick Find

madisoncity.k12.al.us>Sign In>Employees>Employee Quickfind

PEEHIP INSURANCE

PEEHIP Insurance Enrollment

You have 30 days from hire date to enroll in:

• Health insurance/Supplemental health

• Optional coverage plans (cancer, dental, indemnity, vision)

Getting Started

• New to school systems: Watch for enrollment packet in mail

• Previous school employees: Login and update using your PID number

Additional Benefits

VSP Vision coverage available through American Fidelity

Access all resources on the Retirement Systems of Alabama website: RSA-AL.GOV

RETIREMENT PLANNING RESOURCES

Retirement Systems of Alabama Options

Defined Benefit Plan

Traditional retirement pension based on years of service and final average salary

RSA-1 (457 Plan)

• Pre-tax contribution option

• Roth (after-tax) contribution option

Manage your accounts through Member Online Services (MOS)

Visit RSA-AL.GOV for complete information and account access

Tax-Deferred Plans and Flexible Spending Accounts

403B Retirement Plans

Madison City Schools offers tax-deferred retirement plans through American Fidelity and VALIC, allowing you to save for retirement while reducing your current taxable income.

Healthcare FSA

Set aside pre-tax dollars through American Fidelity or PEEHIP for eligible healthcare expenses for yourself and all tax dependents, including copays, prescriptions, and medical supplies.

Dependent Care FSA

Save pre-tax funds through American Fidelity or PEEHIP to cover eligible childcare and elderly parent care expenses, such as daycare, after-school programs, and elder care services.

Insurance Policies

American Fidelity offers Short & Long Term Disability Insurance as well as Cancer, Critical Illness, Accident and Life Insurance Policies

For detailed information about these benefits, visit: madisoncity.k12.al.us > Business/Finance > Payroll & Benefits

MetLife Insurance Benefits

Basic Life Insurance Coverage

Board-Provided Coverage

City Schools provides $25,000 life insurance coverage at no cost to all eligible employees through MetLife. Madison

Required Action

Complete the MetLife form in your new hire paperwork and designate at least one beneficiary to ensure proper coverage.

Additional Coverage

You have the option to purchase supplemental life insurance for yourself and eligible dependents at competitive group rates.

Payroll Department Contacts

Email PAYROLL@MADISONCITY.K12.AL.US with questions

Cheryl Davies (Supervisor): cydavies@madisoncity.k12.al.us

Macie Macklin: mtmacklin@madisoncity.k12.al.us

Alice Steele: ansteele@madisoncity.k12.al.us

Jodie Wray: jawray@madisoncity.k12.al.us

Ethics Guidelines

Basic Rule: If it benefits you personally, DO NOT DO IT.

• Never use work email for personal business

• Don't tutor your own students for compensation

• Avoid using school resources or facilities for personal use (ex. Kitchens or Gymnasiums)

• See MCS facilities use guidelines

• Never exchange favors for official actions (ex. Trash Panda tickets so son can be on the starting line up of the football team)

Complaints are filed with the Ethics Commission > Investigation > Conclusion

Violations can result in penalties ranging from misdemeanors to felonies.