1. New Employee Orientation

2. Contracts Probationary Contract for 3 years Continuing Contract
Addendum if you change jobs
You must come in and sign your probationary contract for each new year.

3. How is my salary calculated?
Job title – See Service or Professional Employee Position Code listing in binder. This can change annually
Contract days
Educational or supplemental Additions
Pay tables – See salary schedule in binder

4. How is my paycheck calculated?
Total pay
Deductions
Automatic retirement
Employee portion of health insurance.
Other withholdings
403(b)
Additional Insurance
Child support, other garnishments
Taxes
FICA/Medicare – 7.65%
Federal & WV

5. Paycheck Example

6. How can I access my paycheck online?
Your paycheck and W-2s are available at
You must register your first time.
For each visit thereafter you can sign on with your employee number and password.
Link also on our website

7. What benefits does my employer provide?
Retirement
Employer contributes % based on retirement plan
Employee automatically contributes % based on retirement plan
PEIA insurance
Employer pays a specific amount based on the plan you choose
Employee is responsible for the premiums based on pay grade.
PEIA also offers optional life and dependent life insurance policies
AD&D
Excess Levy Health Benefit
$468 to use towards any health insurance premium or it can be put on a Flexible Spending account to use for any health related expense in the year.

8. What additional benefits are available to purchase on my own?
Similar to a 401(k) this is an additional pre-tax deduction that can be automatically deducted from your paycheck for any amount that you choose.
TSACG handles this plan for Lewis CBOE. Web site is Investment providers are listed on the web site. Any investment representative can help you pick from the investment providers included in the plan.
The money comes out of your paycheck before tax, so you pay no income taxes until you withdraw your money after age 59 ½.
You can not access this money until age 59 ½ unless you qualify for specific circumstances or pay a penalty.
Additional Insurance: Section 125 Plan options
Additional insurance is available through American Fidelity and other providers for supplemental health insurance other than your basic PEIA health insurance. Some examples would include accident (while not at work), disability, cancer or additional life policies.
If you are interested in additional insurance you can contact the payroll staff for a list of vendors.

9. Delta Dental Insurance
There is no employer portion.
There are 4 plans to choose from.
Sign up with LC Benefit Coordinator (BC).
Can use your levy benefit for premiums if you don’t have PEIA.
Premiums are deducted on the 30th Sept – June.
Changes can only be made with BC during open enrollment in April and May, or with a qualifying event.

10. PEIA Set up Procedures
Log on to My Benefits and register for an account.
If you transferred from another county, please contact your former county’s benefit coordinator to inform them you are transferring and that you are coming to Lewis County (same goes if you transfer out in the future).
You have 90 days to decide on a PEIA plan, but we recommend you do so ASAP to ensure you have time to contact American Fidelity for a flex account if you wish.

11. PEIA During Employment
PEIA premiums are deducted on the 15th of each month, September thru June. In addition to the 15th they are also deducted on the 30th of both May and June.
You can go to and click on Manage My Benefits to see your information and make changes if necessary.
Open enrollment for PEIA is in April each year.
If you have a qualifying event in the year and wish to make changes to your PEIA coverage, you may do so within 90 days of the qualifying event.
You must send in copies of birth certificates, marriage certificates, or death certificates in order for certain changes to be made in addition to the PEIA forms.
If you decide to retire, let us know what you plan to do with your health & life insurance before your last pay day (or before May 20 if retiring June 30).

12. Wish Money
In addition to your regular salary you are also entitled to $5.25 for each day you work.
For a full year this equals $1,050. (200 days)
This is paid in a lump sum on the 15 of June each year.
If you quit before the year end, you will receive what you have earned thus far.

13. W-2 Example

14. How many days of leave do I get?
Up to three of the above days are considered personal days that can be taken without cause.
4 consecutive sick days taken require a doctor’s excuse.
Only employees with contracts of 250 days or more, are eligible for vacation accrual.

15. What can I do with my leave upon retirement?
PEIA
RETIREMENT
Employees who began participating…
1 Month of PEIA Insurance
Defined Benefit Plan
(Retire 1 or 4)
Defined Contribution Plan (Retire 2)
Before July 1, 1988
2 Days leave = 100% for Single Premium Days Leave = 100% for Family Premium
1 Day of Leave = 2 Days of Service
Not eligible to extend service time
Between July 1, 1988 and June 30, 2001
2 Days leave = 50% for Single Premium Days Leave = 50% for Family Premium
After July 1, 2001
Not eligible to use leave for
Insurance Premiums
After July 1, 2015
Not eligible to use leave for any future benefit

17. What do each of the codes stand for and do I work that day?CD
Curriculum Development P 3
Preparation for Opening/Closing Schools CE
Continuing Professional Development TP
Teacher-Pupil-Parent Conference OS 6
Outside School Environment SE
Special or Bond Levy Election E 1
Primary/General Election H 7
Holidays ** 14
Out of Calendar Days IS 5
Instructional Support and Enhancement Days

18. November 23, Thanksgiving Day December 25, Christmas Day
2017 – 2018 Holidays
September 4, Labor Day
November 10, Veteran's Day
November 23, Thanksgiving Day
December 25, Christmas Day
January 1, New Year's Day
January 15, Martin Luther King Jr's Birthday
May 28, Memorial Day

19. Outside of Employment (OET) Days
NOT FOR 200 DAY EMPLOYEES
Typical year has 261 work days. (Monday thru Friday)
Example: 250 day employees have 11 days that are technically not paid days that you can take off any time.
This is not a docked day, because you will still work 250 days in the school year.
You must put OET on your timesheet and in Smart-Find, but you can use them any time for any reason.

20. OS days Inclement weather days
200 – 249 Day Employees
More than 250 day employees AND Principals
YOU DO NOT WORK THESE DAYS!
You should write “Snow Day” or “No School” on your timesheet for these days.
You do not need to put anything in Smart-Find for these days.
You will work any day school is in session, and CE days.
If a scheduled OS day is changed to a Make-Up day, you will work the Make-Up day as usual, and put the correct information on the days you work.
You get 6 OS days to use throughout the year for any reason.
You must put OS on your timesheet and as your leave reason in Smart-Find.
They do not carry forward to the following year.

21. “O” Days
200 Day Employees
More than 200 day employees
You do not work any double star days, UNLESS it is changed to a make-up day by the Board.
If a double star day is changed to a make-up day, it is considered that school is in session. You must report to work or use leave. Put the necessary information on your timesheet accordingly.
Must work all days unless using leave (OET, OS, VAC, SICK, FAM, PP, or LOA)

22. Leave of Absence (LOA)
Under the Family Medical Leave Act employees are permitted to take up to twelve weeks for a medical leave of absence.
Requests for a medical leave of absence must be approved by the Board on the correct form.
All available leave must be exhausted before a medical leave can be approved.
Employees must see Payroll to get the LOA packet and make arrangement for insurance premium payments.
You will not be paid for LOA days.
You must put LOA on your timesheets for any approved or unapproved days without pay.

23. Why do I have to fill out a time sheet?
Filling out a timesheet is to your benefit.
It’s a signed document that we keep in your file forever.
It’s a tool to determine your days worked for retirement calculations.
NOTE
ALWAYS TOTAL YOUR TIME.
SECRETARIES PLEASE MAKE SURE YOUR EMPLOYEES, ESPECIALLY SUBS, KNOW TO TOTAL THEIR TIME AT THE END OF EACH DAY AND WEEK.

24. TIMESHEET REQUIREMENTS
No Pencil! Ink ONLY.
Your timesheet leave information must match Smart-Find.
If you use time you don’t actually have you will get docked, and will need to fix your timesheet to say LOA.
If there is a problem with your timesheet, you and your supervisor will be notified. And you will both be required to come to the payroll office to fix it.
If there is a problem with a Misc. Timesheet it will be sent back to you.
Service employees must put start and stop times for PROF days.

25. How do I fill out my Timesheet?
Ink Only
NO PENCIL

26. What do I do if I have an extra duty contract?

28. These forms are all available on the website.
OTHER TOPICS
Travel
Request to Attend Forms are due 2 weeks prior to trip.
Out of County Travel Reimbursement Form
*Must be turned in with a copy of approved request to attend, and all receipts.
In County Travel Reimbursement Form does not
require any back up documentation.
These forms are all available on the website.
Dress Code Policy – Jeans allowed, but no shorts.

29. Sandi Thompson
Smart-FIND

30. Purchasing
Open POs have been generated for School Instructional money (Furniture, Equipment, Art, PE, Music, and Library), speak with your principal about using those funds.
Requisitions will only be used to request Technology, Student Trips, and Special Ed funds.
Those requisitions must be submitted to the principal and then to the director of those funds.

31. Any questions?
If you think of something later or have any questions throughout the year please contact the county office.

32. We are working hard to make this a valuable training
We are working hard to make this a valuable training. If you have any comments or suggestions for topics of discussion please let us know. Thanks!