Upcoming Dates
May 31
Paydate for May
June 21
Last day of school
June 24-26
Waiver Day forms due*
*see article for specific dates
June 28
Paydate for June
June 30
Deadline for Personal Day Forms
and Vacation Buy Back Submissions
August 1
Deadline for Supp. Days Forms
2018-19 Payroll Calendar
| Today is Payday!
To view or print your paycheck stub, please log into Employee Online using your 5-digit Employee ID number and password. Problems? Contact the help desk at https://everettsd.service-now.com/ (only works through the Chrome browser). Shared Leave To view the eligible list of employees qualified for shared leave donations, click here . Retirement Corner The benefits for a VEBA account are not limited to retirement. VEBA stands for “Voluntary Employees’ Beneficiary Association” and administers a Health Reimbursement Arrangement (HRA) program for public employees. If you are currently enrolled in either the Navia Flex Benefit account or the Health Savings Account in conjunction with your Aetna Saver medical plan, then you already know the benefits of having money tucked away – tax free – for your health expenses. Funds collected and invested while you are still working can be used for your out-of-pocket medical care expenses at any time. And unlike the Flex Benefit account, VEBA funds do not expire and they can be passed along to a beneficiary of your choosing. Most employees nearing retirement are looking for ways to cover medical costs, which now, more than ever, is one of the biggest expenses during retirement. VEBA funds provide an important benefit making transition to a worry-free retirement possible. New this year, a OneBridge Visa® Benefits Card, issued by The Bancorp Bank, will be mailed later this month to any currently active VEBA Plan participants with active My Care Cards, issued by UMB. No participant account information will be changing. Same great benefits—just a new card and number, and it’s still free! The new cards will be good for five years instead of just three years. This time of year the district is soliciting votes from all of our employee groups (represented and non-represented) for annually-elected VEBA benefits. Annual voting is a necessity to adhere to group membership requirements. Voting to elect funding into a VEBA account for your group, results in automatic enrollment for you when the account is first funded. Funding can happen in a variety of ways; the most typical means of funding by our employee groups are in cases of sick leave and/or vacation cash outs. Your group can elect to vote on any qualified funding option, or none at all. If you are unsure about the details of your VEBA ballot item, please ask for clarification from your representative, or contact the Payroll office. |
| Contact Information
Compensation & Certification – Certificated (425) 385-4107 cmercer@everettsd.org (425) 385-4120 snorth@everettsd.org Compensation & Certification – Classified (425) 385-4121 jcarrell@everettsd.org (425) 385-4105 dwisniewski@everettsd.org HR Benefits (425) 385-4115 benefits@everettsd.org Payroll (425) 385-4160 payroll@everettsd.org Everett Public Schools does not discriminate in any programs or activities on the basis of sex, race, creed, religion, color, national origin, age, veteran or military status, sexual orientation, gender expression or identity, disability, or the use of a trained dog guide or service animal and provides equal access to the Boy Scouts and other designated youth groups. The following employees have been designated to handle questions and complaints of alleged discrimination: Title IX/Civil Rights Compliance Officer – Mary O’Brien , 425 -3 85-410 6, mo’brien@everettsd.org Section 504 Coordinator – Becky Ballbach, 425 - 385-4063 rballbach@everettsd.org ADA Coordinator – Randi Seaberg, 425 - 385-4104, rseaberg@everettsd.org Address: PO Box 2098, Everett, WA 98213 |
An online newsletter for the staff of Everett Public Schools
|
Human Resources and Payroll Monthly Message
May 2019
| With the upcoming dissolution of the Everett School Employee Benefit Trust (Trust), there will be a number of changes that will affect our employees. As noted in this newsletter, starting January 1, 2020, the School Employees Benefits Board (SEBB) Program will administer health insurance and other benefits to all K-12 school districts, educational service districts, and charter schools in Washington. Since 2008 the Trust has financed the wellness coordinator position. The wellness coordinator oversees the employee wellbeing program for district employees. With the disbanding of the Trust, the wellness coordinator position will be eliminated on June 30, 2019. Beginning with Dr. Gail Buquicchio, Ricki Lee Marker-Hoffman and presently Shelly Henderson, the Wellbeing program has stayed true to its mission of creating a culture of wellness by engaging staff in opportunities to enhance their overall health and quality of life. From district-wide flu vaccine clinics, to mindfulness in the classroom, to group exercise classes at school sites and the annual wellbeing fair, the Wellbeing program has offered a menu of options to all district employees.
Thank you to Shelly Henderson for living and promoting with a smile the Wellbeing program vision that every employee realizes their optimal health potential!
Going forward staff and student wellness programming will be overseen by the Director of Multi-tiered system of supports (MTSS) & Wellness. Please read below for continued messaging around the SEBB administered benefits as more information becomes available to us. Your Human Resource and Payroll Staff |
ABSENCE MANAGEMENT MIGRATION FROM SMARTFIND TO FRONTLINE
Frontline Education solutions has one more software for Everett Public Schools to introduce to you. In this past year we have moved the applicant tracking system to Recruiting and Hiring, the professional development course registration system to Professional Growth, and are using Frontline’s employee evaluation tools. The Frontline solutions have had a very positive impact on our human resource systems and its users, so we are planning for a smooth transition to the absence and substitute management system.
** No absences can be reported in SmartFind that occur after June 30, 2019. **
Beginning of the school year operational practices, such as employee specific work calendars, account code changes, personal leave balance calculations, etc., prevent us from being able to open the system to all employees. Therefore, absences occurring September 2019 through June 2020 cannot be reported until August 12 (tentative) for all employees .
Full Year Employees will report absences occurring between July 1– August 31 in Frontline Absence Management. Absences occurring September 2019 through June 2020 cannot be reported until after August 12 ( tentative ).
School Year Employees can begin reporting absences occurring between September 1 - June 2020 after August 12 ( tentative ).
Many training opportunities will be available to you in June and through the summer via email and the district website. If you do not have access to a computer during the summer, please check with Human Resources at x 4127 or x 4114, or your department or school office manager for more assistance.
Having trouble logging into Frontline?
Frontline for Employees
Frontline for Substitutes
IMPORTANT NOTICE REGARDING SICK LEAVE ACCUMULATION
Washington State law (RCW 28A.400.300), sets forth specific limits on sick leave accumulation by school district employees. By law, sick leave can only accumulate from year to year up to a maximum of one hundred eighty days for the purposes of the employee incentive program (RCW 28A.400.210), and for leave purposes only up to a maximum of the number of contract days agreed to in a given contract (i.e. 185 days for Everett Education Association member, 191 days for supervisory paraeducators, etc.), but not greater than one year . Employees working 260 days/year have already had a limit in place and are already in compliance with the RCW.
The district is working with employee bargaining groups to notify affected individuals whose balance exceeds the legal limit, and is working toward minimizing impact prior to a reduction to ensure a smooth transition. Employees have the option to donate sick leave to eligible employees and certificated non-supervisory employees may donate to the shared leave pool. To donate sick leave, please complete the Shared Leave Donation Form ( for employees who accrue vacation , for employees who do NOT accrue vacation ) and submit it to the payroll office.
Employees may check their sick leave balance through Employee Online . If you have any questions regarding your sick leave balance and these requirements, please contact payroll at (425) 385-4160.
EEA CERTIFICATED PERSONAL DAY CASH OUT / CARRY OVER and
ADMINISTRATOR / 260-DAY PROFESSIONAL TECHNICAL VACATION BUY BACK
Earlier this month, EEA staff who still carry a personal day balance were emailed notification of the option to carry over up to two (2) unused days into the next contract year (2019-20). Please refer to Section 7.02 of the EEA Collective Bargaining Agreement for details. Any balance remaining on the books after the June payroll will be cashed out unless you choose to carry over those days indicated in your completion of the EEA Personal Day Carry Over Form and the form is received in the Payroll office no later than June 30 .
Likewise, certificated and classified administrators and 260-day professional technical staff were notified of the annual opportunity for vacation buy backs. Submission for these buy back days is collected through Timecard Online only, and is due no later than June 30. Vacation hours elected for buy back will be reduced and the payment will be included on your July 31 paycheck.
SUPPLEMENTAL DAYS/EXTENDED WORK YEAR VERIFICATION FORMS
(applicable to Counselors, Librarians, Psychologists, Student Advisors, Athletic Directors and CTE Instructors)
If you hold a supplemental contract for additional days or hours worked, you may submit the verification form of your completed hours to the Human Resource office at any time before August 1, 2019. Forms were sent earlier this year to eligible employees. Equal installments for the supplemental and extended day pay have been included in your monthly payroll warrant. Failure to complete and return this verification form by August 1, 2019, can result in a payroll deduction for the undocumented hours. If you have misplaced your form, please contact Cheryl Mercer or Stephanie North in Human Resources.
WAIVER DAY LOGS DUE IN HUMAN RESOURCES SOON
Waiver day logs must be completed by all staff who are assigned less than 260 work days to indicate the work that was completed as a snow make-up day. For auditing purposes, these logs must be on record in the human resources office. Please make sure that you have submitted your logs to your supervisor for signature and then send them to human resources.
The due dates vary by group. Please find your group and due date below:
Certificated Non-Supervisory Staff (EEA)
due 6/24/19
Paraeducators (EAP)
due 6/24/19
Office Personnel (with less than 260 work days) (EAEOP)
due 6/25/19
Drug/Alcohol Interventionists
due 6/24/19
Music Program Assistants
due 6/24/19
Student Support Advocates
due 6/24/19
Early Learning Coaches & ECEAP Program Supervisors
due 6/24/19
Campus Security
due 6/24/19
RN/LPNs
due 6/25/19
Food & Nutrition Staff
due 6/26/19
Technicians
due 6/25/19 More Important News
LAST CALL FOR EXPIRING CERTIFICATES
Many administrative, teaching, and ESA certificates expire on June 30 of each year. Please check your certificate expiration and apply early for renewals. If you are planning on working during summer school, your certificate must be renewed and be valid before the start of summer school.
For questions regarding certification issues, contact OSPI’s certification office at (360) 725-6400 or access their recently updated website at: www.k12.wa.us/certification/default.aspx .
CATCH UP ON THE SEBB PROGRAM
Whether you’ve only recently heard about the School Employees Benefits Board (SEBB) Program or you’ve known about it for a while, it’s a big change for school employees. This fall, eligible school employees will enroll in the SEBB Program and begin receiving health and other benefits January 1, 2020. The program is managed by the Washington State Health Care Authority (HCA), which also manages the Public Employees Benefits Board (PEBB) Program.
Here’s a roundup of what’s ahead, and how you can find out more.
Introductory letter
In March, you may have received an introductory letter from the SEBB Program in the mail. Getting the letter doesn’t indicate whether or not you’re eligible. Your SEBB Program eligibility will be determined before the first annual open enrollment, October 1 through November 15, 2019.
Intercom newsletter
In early June, the SEBB Program will mail you its newsletter, Intercom . The first issue will briefly cover topics like who’s eligible, how to enroll, how to prove dependent eligibility, and the kinds of plans and benefits that will be available. Exact premiums and final health plan options will not be available at that time, but will be posted on the SEBB website on September 3 and included in the School Employees Initial Enrollment Guide mailed in mid-September.
School Employee Initial Enrollment Guide
In September, the SEBB Program will mail the School Employee Initial Enrollment Guide , which will include details on the available plan offerings, benefit comparison charts, monthly premiums, plan service areas, how to check provider networks, and additional information that will help you enroll in the SEBB Program.
Online enrollment
During the first annual open enrollment, you can enroll through the new online system, SEBB My Account . Enrollment instructions will be available online and in the School Employee Initial Enrollment Guide . You can use SEBB My Account with any online device, including tablets and smartphones. If you do not have internet access, paper enrollment forms will be available.
Virtual benefits fair
During the first annual open enrollment, October 1 through November 15, the SEBB Program will host an online virtual benefits fair — set up like a benefits fair in an exhibition hall, but with the convenience of visiting whenever and wherever you want. Use your computer, tablet, or smartphone to learn about the SEBB Program benefits available to you. Start in the “lobby,” and decide where to go within the benefits fair. Check out the insurance plan “booths” to learn more about your medical, dental, vision, and other benefits. Plans will share videos, downloadable content, and other important information.
Help choosing your plans
While you’re in the virtual benefits fair, check out ALEX, a personal and confidential online tool to help you choose which medical, dental, and vision plans are best for you. It’s all in simple, easy-to-understand language. ALEX will ask a few questions about your health care needs, like what type of medical care you might need (doctor visits, surgeries, prescriptions, etc.) and how many dependents you plan to enroll. Then, ALEX recommends the plans that make sense for you (the decision will be yours to make). You can also access ALEX through SEBB My Account.
You’ll find more details about benefits, enrolling dependents, special eligibility cases, SEBB My Account, premium surcharges, and other topics at hca.wa.gov/sebb-employee .
KINDNESS MATTERS
Thank you to everyone that placed their final order for the “Kindness Matters” t-shirts. Delivery will take place the week of June 10 to everyone that ordered them.
Don’t forget to log your points for Health Trails! We are in the last week, and every point counts! Support your team, log your points! If you could also complete the assessment for the end of the program, it only takes a minute or two, and it would be greatly appreciated! As of May 29, 2019, here are the top 10 teams:
- 1.Red Hot Facilities Steppers
- 2.Team Triage
- 3.SySTEMic
- 4.Jaguar Pride
- 5.Mission I’m-Possible
- 6.Wonder Women
- 7.Wii Fit
- 8.IKE Office
- 9.Then Northlings
- 10.NachoAverageSquad
We are fast approaching the end of the school year. The Well-Being Newsletter wraps up with the following newsletter topics:
End of Year Survival
Summer Reading List
Did you know?
Stress Less Tips
Decreasing Your Waste
Healthy Recipe
Final Farewell