Payroll Management

The Office of Payroll Management processes payroll for all employees.

Changes to Leave Accrual Plans

Effective this school year, all eligible employees will receive their leave up front. Employees joining FCPS after their contract start date will receive a prorated allotment. 

Sick Leave

Each eligible employee will be allotted fourteen (14) days of sick leave at the start of each fiscal year. 

Annual Leave

Employees who earn annual leave will receive their annual leave accrual amount, based on years of service, at the start of each fiscal year. 

Additional Information about Annual Leave

The annual leave balance upon termination will be based on:

  • The balance as of 6/30
  • The part of the allotment that would have been accrued up to the termination date minus the hours used

The leave cutback limits of 240 hours for employee with fewer than ten years of service or 320 for more than ten years of service still apply.

If an overage of usage has occurred, the employee will be billed for the excess. Please see the examples below.

Employee A

  • 11 years of completed service
  • Termination date 10/31
Description Hours
Balance as of 6/30 320.00
Allotment 7/1 191.98
Usage (120.00)
Subtotal 391.98
  (127.99)
Balance as of 10/31 263.99

Employee A will be paid out the balance of annual leave.

Employee B

  • 11 years of completed service
  • Termination date 10/31
Description Hours
Balance as of 6/30  20.00
Allotment 7/1 191.98
Usage (120.00)
Subtotal 91.98
Accrual Adj. (127.74)
Balance as of 10/31 (35.76)

Employee B will be billed for the excess balance.

Starting with Fiscal Year 2025 the leave allotment will take place on 07/01.

Please see the current version of Regulations 4813 (Annual Leave) and 4819 (Sick Leave), for additional information.

Leave Donation

FCPS recognizes that employees or their immediate family member may be facing conditions that requires employees to take a significant amount of time from work which may result a substantial loss of income due to unpaid leave. To support them in times of hardship, FCPS has created a sick leave donation policy for eligible employees (Donors) may donate sick hours to another eligible employee (Recipient) if criteria are met.

Eligibility and Criteria

  • Recipient is eligible to earn sick leave.
  • Recipient must have exhausted all available leave balances.
  • Recipient is on an approved Workers’ Comp, Short term disability, and/or FMLA in coordination with the Office of  Benefits Services, Disability and Leaves section.
  • The Leave Donation Form must be submitted no later than the end of the recipient’s FMLA or end of the month of return to work, whichever is sooner.
  • Donations must be for a specific, named employee.
  • After donation, the donor retains a sick leave balance of 180 hours.

Donor is required to complete the Leave Donation Form and submit to the Disability and Leaves Section, Office of Benefit Services.

Questions

Please contact Disability and Leaves Section, Office of Benefit Services at [email protected] or 571-423-3200, option 1.

For More Information

Refer to Regulation 4819 Sick Leave.  

Pay Dates

Fiscal Year 2023-2024

Biweekly Pay Schedule

Pay Period Number Dates Worked
Saturday – Friday
Date Paid
1 06/17/23 – 06/30/23 07/14/2023
2 07/01/23 – 07/14/23 07/28/2023
3 07/15/23 – 07/28/23 08/11/2023
4 07/29/23 – 08/11/23 08/25/2023
5 08/12/23 – 08/25/23 09/8/2023
6 08/26/23 – 09/08/23 09/22/2023
7 09/09/23 – 09/22/23 10/6/2023
8 09/23/23 – 10/06/23 10/20/2023
9 10/07/23 – 10/20/23 11/3/2023
10 10/21/23 – 11/03/23 11/17/2023
11 11/04/23 – 11/17/23 12/1/2023
12 11/18/23 – 12/01/23 12/15/2023
13 12/02/23 – 12/15/23 12/29/2023
14 12/16/23 – 12/29/23 01/12/2024
15 12/30/23 – 01/12/24 01/26/2024
16 01/13/24 – 01/26/24 02/9/2024
17 01/27/24 – 02/09/24 02/23/2024
18 02/10/24 – 02/23/24 03/8/2024
19 02/24/24 – 03/08/24 03/22/2024
20 03/09/24 – 03/22/24 04/5/2024
21 03/23/24 – 04/05/24 04/19/2024
22 04/06/24 – 04/19/24 05/3/2024
23 04/20/24 – 05/03/24 05/17/2024
24 05/04/24 – 05/17/24 05/31/2024
25 05/18/24 – 05/31/24 06/14/2024
26 06/01/24 – 06/14/24 06/26/2024

Monthly Pay Schedule

Pay Period Number Dates Worked Date Paid
1 07/01/23 – 07/31/23 07/31/2023
2 08/01/23 – 08/31/23 08/31/2023
3 09/01/23 – 09/30/23 09/29/2023
4 10/01/23 – 10/31/23 10/31/2023
5 11/01/23 – 11/30/23 11/30/2023
6 12/01/23 – 12/31/23 12/15/2023
7 01/01/24 – 01/31/24 01/31/2024
8 02/01/24 – 02/29/24 02/29/2024
9 03/01/24 – 03/31/24 03/29/2024
10 04/01/24 – 04/30/24 04/30/2024
11 05/01/24 – 05/31/24 05/31/2024
12 06/01/24 – 06/30/24 06/28/2024

Monthly Pay

Monthly-paid employees are paid "current month" for regular duties and pay day is the last business day of the month. Please be aware that the last business day of the month may not be the same as the last school day in the month. The only exception to this schedule is December when the payday is the last school day prior to the winter holiday.

Below is an example of how monthly pay is calculated:

For a 195-day teacher who is working 7.5 hours daily with an annual salary of $54,913, paid a monthly gross amount of $4,992.09 for eleven months (from August to June).

To pay the desired level monthly gross amount each month, $4,992 is divided by the workdays in that pay period and divided by the daily scheduled hours. This results in a fluctuating hourly rate each month.

Any adjustment to pay is calculated using the same method.  

Month Work Days Fluctuating
Hourly Rate
Daily Rate Monthly Gross
Pay
Aug 14 47.54 356.58 4,992.09
Sep 18 36.98 277.34 4,992.09
Oct 22 30.26 226.91 4,992.09
Nov 19 35.03 262.74 4,992.09
Dec 11 60.51 453.83 4,992.09
Jan 21 31.70 237.72 4,992.09
Feb 20 33.28 249.6 4,992.09
Mar 16 41.60 312.01 4,992.09
Apr 21 31.70 237.72 4,992.09
May 22 30.26 226.91 4,992.09
Jun 11 60.51 453.83 4,992.09
Total 195     $54,913.00

Extra Work

Pay for any additional duty positions/jobs such as curriculum development, test proctoring, etc. are paid one month in arrears and in a separate payment. For example, if an employee has worked additional duties during the month of September, their time must be entered in MyTime by October 1 to receive payment for that additional work on the last business day in October. 

Leave Taken

All leave taken must be entered in MyTime by the designated deadlines and will be processed one month in arrears. For example, leave taken in September will be processed and reflected on the October paystub.

Leave Transfer Timeline

Employees transferring leave from another Virginia division should expect to see the updated balance via UConnect two months following their start date after the previous school division has submitted the leave transfer record.

Please see the current versions of

Tax Withholding Reminder

Please remember that an additional amount of tax withholding will be deducted from all payments including additional payment for working additional or hourly duties outside of the regular contracted position.

Biweekly Pay

Biweekly paid employees are paid on a biweekly basis every other Friday, two weeks in arrears. Each work week begins on a Saturday and ends the following Friday with two work weeks comprise each biweekly pay period. For example, a two week pay period beginning on Saturday the 1st and ending on Friday the 14th will be paid on Friday the 28th.

Pay for biweekly employees reflects the hourly rate multiplied by the number of compensable hours during the pay period. Retirement deductions are taken from all regular pay. For all other deductions such as health, dental, flexible spending are taken over 20 pay periods (usually pay periods 7-26).

Extra Work

Pay for any additional time such as overbase or shift is also paid two weeks in arrears, on the same pay dates as regular pay. For example, overbase worked during a two week pay period beginning on Saturday the 1st and ending on Friday the 14th, is paid on Friday the 28th. 

Pay Advices

All employees receive their pay advices electronically via their FCPS email account three days prior to payday.