Payroll Management
The Office of Payroll Management processes payroll for all employees
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 |
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.
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.
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
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.
Pay Dates
Fiscal Year 2024-2025
Biweekly Pay Schedule
Pay | Dates Worked | Date Paid |
|---|---|---|
1 | 06/15/24 – 06/28/24 | 07/12/24 |
2 | 06/29/24 – 07/12/24 | 07/26/24 |
3 | 07/13/24 – 07/26/24 | 08/09/24 |
4 | 07/27/24 – 08/09/24 | 08/23/24 |
5 | 08/10/24 – 08/23/24 | 09/06/24 |
6 | 08/24/24 – 09/06/24 | 09/20/24 |
7 | 09/07/24 – 09/20/24 | 10/04/24 |
8 | 09/21/24 – 10/04/24 | 10/18/24 |
9 | 10/05/24 – 10/18/24 | 10/31/24 |
10 | 10/19/24 – 11/01/24 | 11/15/24 |
11 | 11/02/24 – 11/15/24 | 11/26/24 |
12 | 11/16/24 – 11/29/24 | 12/13/24 |
13 | 11/30/24 – 12/13/24 | 12/27/24 |
14 | 12/14/24 – 12/27/24 | 01/10/25 |
15 | 12/28/24 – 01/10/25 | 01/24/25 |
16 | 01/11/25 – 01/24/25 | 02/07/25 |
17 | 01/25/25 – 02/07/25 | 02/21/25 |
18 | 02/08/25 – 02/21/25 | 03/07/25 |
19 | 02/22/25 – 03/07/25 | 03/21/25 |
20 | 03/08/25 – 03/21/25 | 04/04/25 |
21 | 03/22/25 – 04/04/25 | 04/18/25 |
22 | 04/05/25 – 04/18/25 | 05/02/25 |
23 | 04/19/25 – 05/02/25 | 05/16/25 |
24 | 05/03/25 – 05/16/25 | 05/30/25 |
25 | 05/17/25 – 05/30/25 | 06/13/25 |
26 | 05/31/25 – 06/13/25 | 06/27/25 |
1 | 06/14/25 – 06/27/25 | 07/11/25 |
2 | 06/28/25 – 07/11/25 | 07/25/25 |
Monthly Pay Schedule
Pay | Dates Worked | Date Paid |
|---|---|---|
1 | 07/01/24 – 07/31/24 | 07/31/24 |
2 | 08/01/24 – 08/31/24 | 08/29/24 |
3 | 09/01/24 – 09/30/24 | 09/30/24 |
4 | 10/01/24 – 10/31/24 | 10/31/24 |
5 | 11/01/24 – 11/30/24 | 11/26/24 |
6 | 12/01/24 – 12/31/24 | 12/20/24 |
7 | 01/01/25 – 01/31/25 | 01/31/25 |
8 | 02/01/25 – 02/28/25 | 02/28/25 |
9 | 03/01/25 – 03/31/25 | 03/28/25 |
10 | 04/01/25 – 04/30/25 | 04/30/25 |
11 | 05/01/25 – 05/31/25 | 05/30/25 |
12 | 06/01/25 – 06/30/25 | 06/30/25 |
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.
Leave
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.
Each eligible employee will be allotted fourteen (14) days of sick leave at the start of each fiscal year.
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 July 1st.
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.
W-2 Tax Forms
Information about receiving and reviewing your Wage and Tax Statements (IRS Form W-2)
Changing Payroll Information
How to change your name, address, withholding information, and more.
Receiving Pay During Non-Contract Months
How employees on less than a 12-month contract can receive their salary over a 12 month period.
Direct Bill for Insurance
How direct bill for insurance works during a leave of absence, after retirement, and after employment.
Payroll Deductions
Understand your net pay by referencing the information on each deduction type. Learn how employees on less than a 12-month contract can receive their salary over a 12 month period.
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 |
