Payroll Information - Ector County Independent School District

Welcome to Ector County Independent School District where we
pride ourselves on our outstanding people and our commitment
to providing exceptional instructional and extracurricular
programs.
The enclosed information is designed to serve as information to
the ECISD hiring process and provide resources that will help you
as you start your employment with ECISD.
The mission of the ECISD Community, as a passionate, unified,
world class leader in education, is to develop world ready, lifelong learners who discover their unique gifts, achieve personal
success, and fuel their community by building unified,
comprehensive community support and participation that fosters
a standard of excellence; serving as advocate and steward for all
students; ensuring relevant teaching, engaged learning, and
dynamic innovation; and maximizing all available resources.
To view more information about ECISD go to our web page
@ www.ectorcountyisd.org
For assistance contact
Human Resources:
432-456-9359
Thank you and Congratulations on your employment with ECISD
“World Class Leader in Education”
The information you will find in this packet
is listed below:
 Welcome Page
 Packet Items List
 Employee Checklist
 Benefits and Risk Management Orientation Information
 Folder Requirements
 Start Date Information
 Other ECISD Contacts
 Payroll Information
 Absent from Duty Information
 ECISD School Calendar
 Gale Pond Alamo Year Round Calendar
 Contacts for Teacher Retirement
 ECISD Employee Access System Instructions
Employee Checklist
This page will serve as your checklist. It list all items to be completed in your new hire packet as well as informing you on other documents
HR will need for your personnel file.
Please bring all required forms to Human Resources, room 141 at 802 N. Sam Houston to begin the hiring process. All paperwork must be
hand signed by you. No appointment necessary to bring in these forms.
Please complete/bring the following documents:












Driver’s License - Copy to be made for your personnel file
Social Security Card - Copy needed for payroll purposes
Signature Page for “Forms for Your Information”
Acceptance Letter
Drug Test Information and Consent – Do not sign or date
this form until you are in Human Resources
DPS CCH Verification
Consent to Perform Criminal History Background Check
Employed in Another District Questionnaire
TEA Ethnicity & Race Data Questionnaire
Employee Verification Form
Form SSA-1945
Employee Handbook Receipt - Choose whether you
prefer to view the Employee Handbook on our web page
in an electronic format or hard copy. If a hard copy is
requested it will be inter-office mailed to you at a later
date






Employee Agreement for Acceptable use of the Electronic
Communications System
ECISD Direct Deposit - Bring a voided check or have your
bank fill out the lower section of this form. A bank
representative must sign the form. If your bank supplies
you with a print-out of your direct deposit information
this direct deposit form must still be taken to HR to be
submitted to payroll with all of your documents
Form W-4 (Employee’s Withholding Allowance
Certificate) – You are not required to complete the
“worksheet” at the top or page two for form W-4 but may
do so if you wish. Fill in the lower section of form W-4
Form I-9 (Employment Eligibility Verification) – Please
view list of acceptable documents when submitting form
I-9. Complete page one; ECISD will complete page two
Badge Form
Personnel Records Request (if applicable)
Other information HR will need during your final appointment will include the following:




Current Texas State Board of Educators Certificate (SBEC) –if applicable
 If you are in an Alternative Certification Program a Statement of Eligibility form will need to be supplied to your HR
representative
Current License if a license is required for your position
Official transcripts of all college course work
 Faxes or copies are not accepted
 Official transcripts must be received by HR in a sealed envelope
Original service records for previous education experience is required for salary credit to be given
 For Texas experience, you are responsible for requesting your Texas original service record. Contact your previous
district to request your original service records. HR will not accept a fax or a copy of the service record. Once
received, forward them to the attention of your Human Resources representative.
 For experience outside of Texas, in a public school, a private school or a College or University a TEA Service Record
form and an Accreditation Status form are required. These forms are available on the ECISD website under “Forms”
“Personnel Records Request”. Print the appropriate request and bring it to your HR representative to be filled out. All
Out of State requests are mailed by ECISD and it is asked that the original be returned to the attention of your Human
Resources representative.
 For experience Out of the Country a Verification of Accreditation Status is required. These forms are available on the
ECISD website under “Forms” “Personnel Records Request”. Print the appropriate request and bring it to your HR
representative to be filled out. All Out of the Country requests are mailed by ECISD and it is asked that the original be
returned to the attention of your Human Resources representative.
FAILURE TO COMPLETE ALL PAYROLL AND
INSURANCE FORMS, WILL AFFECT THE RECEIPT OF YOUR FIRST PAYCHECK!
Director of Benefits and Risk Management: Donna Ziriax
Manager of Benefits and Risk Management: Estela Vejil
Health Benefits Specialist: Maria Melendez
Secretary:
432-456-9789 – Office Phone
432-456-7988 – Fax
Web-site: http://www.ectorcountyisd.org/Page/17078
Benefits Orientation
 Please plan to attend the benefits orientation meeting.
During this meeting, you
will enroll in medical coverage. You will learn important information about the
ECISD Employee Benefit Health Plan and will be able to enroll in Dental, Vision and
Group Life.

When: Wednesdays at 4:30 p.m. – You must sign up for the session you plan

to attend

for location)
Where: Administration Building (Check with the ladies at the Switchboard
Bring: Social Security number(s) for dependents and beneficiaries
 Many other benefits, including disability, cancer, and life insurance coverage are
available through the Cafeteria Plan Administrator, First Financial Group of
America. Supplemental Life Benefits are available through Standard Life Insurance.
 Cody Harris, First Financial, Office 432-456-9783 / Cell 432-556-1901
 Questions regarding orientation may be directed to Maria Melendez, Health Benefits
Specialist, at 432-456-9780
YOU WILL NOT RECEIVE A PAYCHECK UNLESS YOU ATTEND THE BENEFITS ORIENTATION AND
COMPLETE APPROPRIATE PAPERWORK!
Please sign up for the Benefits Orientation with your Human Resources representative
To:
All New Professional Employees
From:
Director of Human Resources
Subject:
Folder Requirements
___________________________________________________________________________________________________
The Texas Education Agency requires that all public schools in Texas maintain certain official school
records. It is also necessary to have specific documents on file as a part of your personnel folder before
your pay scale can be officially established.
Listed below are the required documents that must be submitted to this department to be
maintained in your personnel folder:
1.
An official application form
3.
An official college transcript showing the following:
 degree and date granted
 signature of the college registrar
 seal of the college
2.
4.
5.
6.
A valid SBEC Certificate (Teachers) or required License for the position (Professionals)
If you are not eligible at this time to be issued a regular Texas teaching certificate and you
will be applying for a One Year Certificate (out-of-state teachers only), an ADDITIONAL
transcript will be required. The additional transcript will be submitted along with the
application to the Texas Education Agency for processing. The Certification Officer will
assist you in filing for the One Year Certificate and the Provisional Life Certificate.
The Certification Officer will process all permits. If a teacher is assigned to teach in an area
for which he/she does not hold certification, or does not have a teaching certificate, an
appointment will need to be arranged with the Certification Officer to complete the
necessary forms.
An original and signed service record documenting all service which must be sent by
previous employing school district. These records need to be request by you. If your service has
been in another state, please forward the addresses of all former school districts to our office.
This department will request all out-of-state service documentation.
Please mail to: Ector County ISD
Human Resources
P.O. Box 3912
Odessa, TX. 79760-3912
EMPLOYEE ID# __________________________________________________________(required for registration for Staff Development)
PLEASE FORWARD REQUESTED INFORMATION WITHIN 30 DAYS
Start Date Information
Start date
 Your HR representative will e-mail the campus principal/department supervisor and
secretary with your employee ID, start date & the date you will attend the Benefits
Orientation
 Report Time: Please call the campus/department in advance to find out what time you need
to report on your first day as every campus is different
 ID Badge: Please wear your employee ID when you report to the campus/department. All
ECISD employees are required to wear their ID on every campus/department
 Dress Code: Visit with the campus/department secretary for questions about the
campus/department dress code or view the dress code in the ECISD Employee Handbook
via ECISD web-site
Time Frames for computer/e-mail log-on
 It takes approximately 2 days (48 hours) for our systems to update your information
 Things you may not be able to do during this time
 Log-on to your computer with your log-on information
 Log-on to your e-mail
 If after two days (48 hours) you are still not able to do any of the things listed above, please
contact the Help Desk @ 432-456-8649
Other Information
 The campus principal/department supervisor or secretary will give you additional
information about trainings that need to be completed
 Professional Development – Please refer to Professional Development on the ECISD web
page for Professional Development
information: http://www.ectorcountyisd.org/site/Default.aspx?PageID=1099
 Henri L. Lewis – Director of Title II
 432-456-8509 – Office
 To view the ECISD Employee Handbook on-line go to: www.ectorcountyisd.org
 Put your curser on “Employment” on the top bar
 Drop down menu appears click “Employee Handbook”
Other ECISD Contacts
Technology Services
Web-site: http://www.ectorcountyisd.org//Domain/75
 Chief Technology Officer: Kellie Wilks

E-mail: [email protected]
 Secretary: Crysta Cervantes

E-mail: [email protected]
Information Technology – Help Desk
 Director of Information Technology: Toby Lefevers
 Secretary: Kimberly Stephenson


432-456-8644 – Office
432-456-8648 – Fax
 Logging into your computer for the 1st time use the information below
 Your user id will be
 firstname.lastname (example – jane.dow)
 Your password will be
 Password1 (this is case sensitive)
 Logging into your e-mail for the 1st time
 Same as above
 You will be able to access your e-mail on your work computer, home computer or other
computer that has internet access
 If you are unable to log in to your computer or e-mail please call the
Help Desk @ 432-456-8649
Information Systems
 Director of Information Systems: Pam Harper
 Secretary: Melinda Compton


432-456-9729 – Office
432-456-9728 – Fax
Instructional Technology
 Director of Instructional Technology (Interim): Molly Brinkley
 Secretary: Sheila McDonald


432-456-8486 – Office
432-456-8488 - Fax
Payroll Information
Director of Payroll: Armando Nunez
432-456-9769 – Office Phone
432-456-9769 – Fax
Web-site: http://www.ectorcountyisd.org/Page/659
 Direct Deposit



It is requested that all ECISD employees have direct deposit. If you do not have a bank
you may go to the West Texas Educators Credit Union to open an account
If you do not turn in your direct deposit form in enough time to get your 1st pay check
deposited, you will receive an e-mail from a Payroll representative giving you
instructions on where to pick up your 1st pay check
For other options pertaining to direct deposit, please contact Payroll at the number
above
 Pay Day


Pay day is once a month, on the last day of the month. If the last day of the month falls
on a Saturday or Sunday payday will be the Friday before. All ECISD employees are paid
on a 12 month schedule
To view the pay dates calendar please go to the Payroll web page and click on calendars.
 http://www.ectorcountyisd.org/Page/659
 Pay Stubs

Please see the form entitled “ECISD Employee Access System” to view instructions on
where to go and how to set up “Your Account” to print/view your monthly pay stubs or
click on the following link: http://www.ectorcountyisd.org/domain/108
 Schedule of Payments

Your campus/department secretary will receive your “Schedule of Payments” for the
entire year. If you do not receive it on your 1st pay day, please ask the
campus/department secretary for the form before you call payroll to request a copy
 Pro-rated salary (if applicable)

If you have started your employment with ECISD after your position “Start Date” your
salary will be prorated for the remainder of the current school year
 Questions
 If you have any questions about your pay stub or how your monthly salary amount was
figured, please contact payroll at the number above
Absent from Duty Information
Request for Sick Leave, Personal Leave and/or (Vacation-12 month employees only)
 You are advanced Local Leave (personal or family illness) and New State Personal Leave
(personal business) for the year
 187 day (10 month) employees are advanced 5 local leave days & 5 new state personal
leave days if employment started on time at the beginning of the school year
 227 day (12 month) employees are advanced 7 local leave days & 5 new state personal
leave days if employment started on time at the beginning of the school year
 227 day (12 month) employees also accrue 1 vacation day per month up to 10 days
 Unused local and new state personal leave days carry over to the next year
 Please check with your campus principal/department supervisor or secretary to see what
procedures they require when you will be out
 i.e. Phone call, e-mail or text message and what time to call or e-mail absence in the
event of illness
 who will call for substitute- employee, secretary or principal
 do they require advance notice if taking Personal or (Vacation days -12 month
employees only) and if they do require advance notice how far in advance do you
need to submit request
 All leave request are submitted on-line
 Go to the ECISD web site and log on to the Employee Access System to complete an online leave request at: http://www.ectorcountyisd.org/domain/108
 (It is the same system you will use to print your monthly pay stub)
 When you submit your leave it will go through an approval process. When your leave is
approved, you will receive an e-mail letting you know it was approved
 If you open the e-mail approval, you can click the accept button and the system will
automatically input your leave request into your outlook calendar
 The campus/department secretary will print your leave sheets and time sheets for you to
sign before payroll is submitted for the month
Approved 3/25/14
AUGUST SEPTEMBER
S
M
T
W
T
3
10
17
4
11
5
12
6
13
7
14
24
25
26 27
F
1
8
28
29
S
2
9
16
23
30/31
S
7
14
21
28
M
1
8
15
22
29
T
2
9
16
23
30
W
3
10
17
24
OCTOBER
T
4
11
18
25
M
T
W
T
F
2
9
16
23
3
10
17
4
11
18
5
12
19
26
6
13
20
27
7
14
21
28
S
1
8
15
22
29/30
M
2
9
T
3
10
17
24
S
7
14
21
28
M
1
8
15
22
29
T
2
9
16
23
30
W
3
10
17
24
31
T
4
11
18
25
23
T
5
12
19
26
F
6
S
27
S
7
14
21
28
MAY
3
10
17
24
S
6
13
E S 20
26 27
T
4
11
18
25
W
5
12
19
26
6
13
20
27
T
7
14
21
28
F
1
8
15
S
2
9
16
23
29
30/31
6
13
20
27
S
4
11
18
25
W
1
7
8
14 15
21 22
28 29
T
2
9
16
23
30
S
1
8
15
22
29
M
2
9
16
23
30
M
T
W
12
19
26
6
13
20
27
7
14
21
28
T
1
8
15
22
29
7
14
21
28
T
3
10
17
24
31
W
4
11
18
25
T
5
12
19
26
24
S
F
9
16
23
30
S
3
10
17
24
31
F
13
E
27
S
7
14
21
28
S
M
5
12
19
26
6
13
20
27
T
W
1
7
8
14 15
21 22
28 29
T
9
16
23
30
F S
4
3
10 11
18
24 25
20 student days
JULY
M
T
W
T
1
2
3
ES
10
17
24
11
18
25
15
22
29
E
S
4
11
18
25
APRIL
16 student days
S
F
3
10
18 student days
JUNE
M
5
12
19
26
T
15 student days
19 student days
S
F
5
12
MARCH
W
4
11
18
25
M
JANUARY
15 student days
FEBRUARY
S
22 student days
DECEMBER
S
S
1
8
15
22
S
S
6
13
20
27
21 student days
5 student days
NOVEMBER
F
5
12
16
23
30
20 student days
F
S
S
M
5
12
19
26
6
13
20
27
6
12
19
26
13
20
27
T
W T F S
4
1
2
3
7
8
9 10 11
14 15 16 17 18
21 22 23 24 25
28 29 30 31
4 student days
175 Days of Instruction: Semester 1 = 78 days
Semester 2 = 97 days
/
12 Staff Development Days
LEGEND
A
Aug. 15-22, Oct 31,
March 6, June 8-9
Sept.19, Feb 13,
April 17, May 22
Staff Development
Early Release / SD
st
March 6
West TX Relays / SD
Holiday Students / Staff Dev (SD)
March 9-13
Spring Break
Holiday All Staff & Students
April 2
April Holiday / Snow Day
Holiday Students / Teachers -Work day for 227 day Professional &
Paraprofessional Staff
Holiday All Staff & Students / Bad
Weather Make Up / Snow Day
August 25
1 Day of School
September 1
Labor Day Holiday
April 3
Good Friday Holiday
November 24-28
Thanksgiving Holiday
May 25
Memorial Day Holiday
Dec. 22-Jan.2
Winter Break
June 4
Last Day of School
Begin / End of School / Semester
January 5
Records Day / SD
June 5
Records Day / SD
State Assessment Days
January 19
M. L. King Holiday
June 5 & 6
Graduation
Early Release / SD
February 16
President’s Day Holiday/Snow Day
E
S
End Elementary Grading Cycle
End Secondary Grading Cycle
Approved 4/15/14
JULY S
M
6
13
20
27
7
14
21
28
AUGUST
T
1
8
15
22
29
W
2
9
16
23
30
T
3
10
17
R
31
F
4
11
18
R
S
5
12
19
26
S
M
SEPTEMBER
T
W
T
F
S
2
9
3
10
17
24
11
12
13
14
15
16
20
27
21
28
22
29
23
25
19
26
S
7
14
21
28
30/31
M
1
8
15
22
29
T W
2
3
9 10
16 17
23 24
30
S
M
T
5
12
19
26
6
13


7
14


NOVEMBER
W
1
8
15


T
2
9
16


F
G
10
17

S
4
11
18
25
S
M
S
M
T
W
T
F
2
9
16
23
3
10
17
4
11
18
5
12
19
26
6
13
20
27
7
14
21
28
4
11
18
25
12
19
26
W
T
1
F
S
3
6
7
8
9
10
13
20
27
S
1
8
15
22
S
7
14
21
28
29/30
14
21
28
15
22
29
16
23
30
17
24
31
M
T
5
12
19
26
6
13
20

7
14
21

W
1
8
15
22

T
9
16
23

F
3
10
24
S
4
11
18
25
S
1
8
15
22
M
2
9
23
T
3
10
17
24
W
4
11
18
25
T
5
12
19
26
F
6
S
7
14
21
28
20
27
S
1
8
15
22
29
M
9
16
23
30
T W T
  
10 11 12
17 18 19
24 25 26
31
19 student days
F
5
12
G
26
S
6
13
20
27
F

13
20
G
S
7
14
21
28
12 student days
JUNE
S
M
T
W
T
3
10
17
24

11
18
25

12
19
26

13
20
27

14
21
28
16 student days
Days of Instruction: 175
W T
4
3
10 11
17 18
24 25
31
15 student days
MAY
S
T
2
9
16
23
30
MARCH
18 student days
APRIL
M
1
8
15
22
29
15 student days
FEBRUARY
T
26
S
6
13
20
27
DECEMBER
13 student days
JANUARY
F
5
12
21 student days
14 student days
OCTOBER
T
4
11
18
25
F


15
S
2
9
16
23
29
30/31
S
7
14
M
1
8
15
21
22
T W T F S
2
3
4
5
6
9 10 11 12 13
16 17 18 19 20
23 G
27
28
29
30
14 student days
Semester 1 = 78 days
Semester 2 = 97 days
18 student days
/
12 Staff Development Days
LEGEND
A
August 1-8
Staff Development
January 19
M. L. King Holiday
Holiday Students / Staff Dev (SD)
August 11
1st Day of School
February 16
President’s Day Holiday/Snow Day
Holiday All Staff & Students
August 18
Staff Development / Convocation
March 2
Staff Development
Holiday Students / Teachers -Work day for 227 day Professional &
Paraprofessional Staff
Holiday All Staff & Students / Bad
Weather Make Up / Snow Day
September 1
Labor Day Holiday
March 2-6
Intersession Week 3
Sept.19, Feb. 13,
April 17, May 22
Early Release / SD
March 9-13
Spring Break
October 20-31
Intersession Weeks 1 & 2
April 2
April Holiday / Snow Day
October 31
Staff Development
April 3
Good Friday Holiday
State Assessment Days
November 24-28
Thanksgiving Holiday
April 27–May 8
Intersession Weeks 4 & 5
Early Release / SD
Dec. 22-Jan. 2
Winter Break
May 25
Memorial Day Holiday
January 5
Records Day / SD
Begin / End School / Semester

Intersession
R
Registration
G
End Alamo Grading Cycle
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COPYRIGHT ©2007, Teacher Retirement System of Texas
Click on the following link to log in: http://www.ectorcountyisd.org/domain/108
Click on the Log In link.
On the Login screen, enter your User Name and Password. Then click Log In.
Your User Name is your employee ID number with no leading zeroes (i.e., if employee ID equals
000009999, type 9999).
The first time you log in, your Password will be the last four digits of your social security
number. Upon first time log in, you will be asked to change your password to a new one and
create a password hint. Your new password must be a least 6 characters long and contain at
least one numeric character; it is case sensitive.
Click on Employee Self Service. The Welcome to Employee Self Service page appears. Click on
Time Off.
Page 1
The Time Off page appears, displaying your leave balance status.
Click on Request Time Off.
NOTES:
•
•
The “*This is an estimate” message is part of the Munis software and does not apply to ECISD.
The following names identifying the type of leave are different from the Employee Access software.
LEAVE TYPE NAME IN EMPLOYEE SELF SERVICE (NEW SOFTWARE)
PERSONAL
STATE SICK
LEAVE TYPE NAME IN EMPLOYEE ACCESS (PREVIOUS SOFTWARE)
NEW STATE PERS LEAVE
OLD STATE LEAVE
The Request Time Off page displays in a calendar format. Click <<Previous Month or Next
Month>> to select from other months in the calendar. Each of the four steps in the Request
Time Off process are described at the top of each page.
Step 1 of 4: Select Dates
Click on the date/s you wish to request off. The date box will highlight to yellow when selected.
(Click on the date again to deselect it.)
Step 1 in the process is to select the date/s. You will be asked on the next screen during Step 2
to select a leave type. The leave type selected will be applied to ALL dates selected in Step 1.
You cannot apply different leave types to a date range of requested days. If you plan to use
different leave types for different dates in a date range being requested, you should only select
one date at a time in Step 1.
Then click Continue.
Page 2
Step 2 of 4: Select Type
Select the leave type for the time off you are requesting.
Then click Continue.
Step 3 of 4: Partial Day Requests
Step 3 of the Request Time Off process is the verification of the amount of the day being
requested. The screen defaults to a full day (1.00).
If the amount of leave you are requesting is for only a half day, change it at this time by
highlighting the 1.00 and typing .50.
Then click Continue.
Page 3
Step 4 of 4: Additional Information
In Step 4 you will verify the details for the time being requested.
Click change to return to Step 1 to make changes to the request.
Although the comment field is not required, you can click Comment to add details or a
brief explanation to this request. If a comment is entered here, it will display with the
request to the Time Off Approver indicated at the bottom of the screen.
The comment field can be used to indicate whether the absences was taken in the am or
the pm.
No reason code will be selected.
Click Make Request to submit your leave request, or click Cancel to cancel the request and
return to Step 1.
The approver will immediately receive an e-mail with a link to your Time Off Request.
After you submit your request, the program will automatically bring you to the My Request
screen. The details of the Time Off Request will display on the screen with the Status of the
requested time.
Under the Options column, two links are available in the lower right hand corner:
Cancel will cancel this request. NOTE: Once leave is no longer pending approval, it
cannot be cancelled.
Add to Calendar will export the request to your Outlook calendar.
Page 4
When the requestor takes action on the time off request, you will receive an e-mail indicating
whether the request was approved or denied.
To log out of MSS, click on your name in the upper right hand corner of the screen.
Click on the Log Out link.
Page 5
UPDATE EMERGENCY CONTACTS
All employees must enter the emergency contact information into ESS.
Step 1: After logging into Employee Self Service, click on Personal Information
Step 2: Click on Add Emergency Contact.
Step 3: Enter the emergency contact information. Although Relationship is not a required
field, please select a relationship from the dropdown box choices of Child, Other or Spouse.
Page 6
Click Update. The program returns you to the Personal Information screen.
Step 4: Add additional contacts by following Steps 2 – 3 again.
Page 7
Munis Leave Request System (Employee Self Service)
4/1/14
The Munis software system will be utilized by all employees to request time off beginning April
2, 2014.
ENTER A REQUEST FOR TIME OFF
Go to Employee Self Service. This can be accomplished by one of the following methods:
Method A
(Method A can be used from within and from outside the ECISD network. This method will be
used by the majority of ECISD employees.)
a. Open Internet Explorer,
b. From the ECISD home page, click on For Staff,
c. Now click on Employee Access Website,
d. Click on the Employee Self Service link.
Method B
(Method B can be used from within and from outside the ECISD network.)
a. Open Internet Explorer,
b. Type or copy and paste the following URL:
https://munisew.ectorcountyisd.org/mss/
Method C
(Method C can only be used from within the ECISD network by employees who have log in access
to Munis for financial, human resource or payroll responsibilities.)
a. Open the Munis software,
b. From My Favorites on your dashboard, click on Employee Self Services
Page 8