Business Services / Payroll & Benefits
PAYROLL & BENEFITS
PAYROLL
EMPLOYEE INFORMATION
2023-2024 Payroll Schedule Deadline and Information
Direct Deposit Agreement Form
Federal Income Tax Withholding (IRS): https://www.irs.gov/pub/irs-pdf/fw4.pdf
California Tax Withholding (EDD D-4): https://www.edd.ca.gov/pdf_pub_ctr/de4.pdf
Deferred Pay (Optional)
State Disability Insurance (SDI) Acknowledgement
Payroll Warrant Beneficiary Designation (P-9)
Permanent Employee (Extra Work)
Extra pay for extra work, which is done outside of an employee's normal work schedule:
Any additional work done outside of your normal work schedule must be pre-approved. An F-12 must be completed and submitted to the District Office for approval. A P-20 time sheet must be completed and sent to Payroll. Ensure that the extra work is indicated on the time sheet accurately, write down completed extra work from the 16th of the previous month through the 15th of the current month. Extra hours will be paid at the end of the same month when the time sheet is received by Payroll on the 15th of that same month. (For example, if you work from August 16th to Sept 15th. The time sheet is due on Sept 15th to Payroll and will be paid at the end of Sept. Time sheets received after the 15th will be paid the following month.) Hours and description on the time sheets must match the F-12. Failure to complete the F-12 will delay processing of the payment. Payroll is unaware of employee's extra work hours. Therefore, it is the employee's responsibility to track all of his/her extra work hours and ensure with the Principal Secretary that all required paperwork has been completed and submitted to Payroll on time for payment.
F-12 Current MUSD Employee Agreement for Additional Services must be completed prior to beginning extra work.
P-20 Monthly Time Sheet for Permanent Employees for extra work done.
Budget Calculation Form for Certificated Employees (Use this with the F-12 for Certificated Personnel)
Budget Calculation Form for Classified Employees (Use this with the F-12 for Classified Personnel)
Any additional work done outside of your normal work schedule must be pre-approved. An F-12 must be completed and submitted to the District Office for approval. A P-20 time sheet must be completed and sent to Payroll. Ensure that the extra work is indicated on the time sheet accurately, write down completed extra work from the 16th of the previous month through the 15th of the current month. Extra hours will be paid at the end of the same month when the time sheet is received by Payroll on the 15th of that same month. (For example, if you work from August 16th to Sept 15th. The time sheet is due on Sept 15th to Payroll and will be paid at the end of Sept. Time sheets received after the 15th will be paid the following month.) Hours and description on the time sheets must match the F-12. Failure to complete the F-12 will delay processing of the payment. Payroll is unaware of employee's extra work hours. Therefore, it is the employee's responsibility to track all of his/her extra work hours and ensure with the Principal Secretary that all required paperwork has been completed and submitted to Payroll on time for payment.
F-12 Current MUSD Employee Agreement for Additional Services must be completed prior to beginning extra work.
P-20 Monthly Time Sheet for Permanent Employees for extra work done.
Budget Calculation Form for Certificated Employees (Use this with the F-12 for Certificated Personnel)
Budget Calculation Form for Classified Employees (Use this with the F-12 for Classified Personnel)
Substitute Teachers & Classified Employees
TIME SHEET DEADLINES:
Substitutes Teachers - The pay period is from the 26th of the previous month to the 25th of the current month. Substitutes must complete a P-65 time sheet, which is due on the 25th of the current month to Payroll and will be paid the following month on the tenth. Payroll is unaware of who works as a substitute. Therefore, it is the substitute's responsibility to track all of his/her work days/hours and ensure with the Principal/Secretary that all required paperwork has been completed and submitted to Payroll on time for payment.
P-65 Substitute Teaching Service Record & Claim Form
For short-term, temporary employment, the site must submit a P-16 (temporary employment service contract) prior to allowing a temporary employee to work. A P-16 is required for short term, temporary employment. The individual must submit a P-15 time sheet monthly to Payroll to receive payment. The pay period is from the 26th of the previous month to the 25th of the current month. Due every 25th of the current month to Payroll and will be paid the following month on the tenth.
P-16 Temporary Employment Service Contract
Budget Calculation Form for Certificated Employees (Use this with the P-16 for Certificated Personnel)
Budget Calculation Form for Classified Employees (Use this with the P-16 for Classified Personnel)
P-15 Monthly Time Sheet - Substitute/Hourly Employees
Substitutes Teachers - The pay period is from the 26th of the previous month to the 25th of the current month. Substitutes must complete a P-65 time sheet, which is due on the 25th of the current month to Payroll and will be paid the following month on the tenth. Payroll is unaware of who works as a substitute. Therefore, it is the substitute's responsibility to track all of his/her work days/hours and ensure with the Principal/Secretary that all required paperwork has been completed and submitted to Payroll on time for payment.
P-65 Substitute Teaching Service Record & Claim Form
For short-term, temporary employment, the site must submit a P-16 (temporary employment service contract) prior to allowing a temporary employee to work. A P-16 is required for short term, temporary employment. The individual must submit a P-15 time sheet monthly to Payroll to receive payment. The pay period is from the 26th of the previous month to the 25th of the current month. Due every 25th of the current month to Payroll and will be paid the following month on the tenth.
P-16 Temporary Employment Service Contract
Budget Calculation Form for Certificated Employees (Use this with the P-16 for Certificated Personnel)
Budget Calculation Form for Classified Employees (Use this with the P-16 for Classified Personnel)
P-15 Monthly Time Sheet - Substitute/Hourly Employees
ACCESSING PAYROLL RECORDS
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To access copies of your Milpitas USD Paystubs or W-2s, go to Employee Self Service (ESS).
If you need any help, click here to view the Instructions. |
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RETIREMENT OPTIONS
Supplemental Retirement Account (Optional - Employee Only Contribution)
403(b)/457: https://tdsplans.org/
- MUSD 403(b)/457 Plan ID for brand new account set up: 50618
- Tax Deferred Solutions (TDS) is Milpitas USD's Third Party Administrator (TPA). They are in compliance with the IRS 403(b) and 457 regulations. They handle all transactions on behalf of MUSD (reviews, signs, and approves all current/previous employee's transaction request regarding rollover, transfer, withdraw or borrowing of funds. Send all requests to them. They will verify your employment period with MUSD. https://www.tdsplans.org/forms_PD.aspx?orgID=5841
- MUSD Federal Identification Number (FIN): 77-0289955
- IRS YEARLY CONTRIBUTION LIMIT: https://www.irs.gov/retirement-plans/plan-participant-employee/retirement-topics-403b-contribution-limits
Permanent Employee (Extra Work)
| Form_SSA-1945_5-2004 WEP |
Medicare
- Medicare Mandatory both employer/employee contribution (no form needed)
- Employee MUST enroll with Medicare Parts A & B and/or Part A only within 90 days of his/her 65th birthday. It's your choice.
- MUSD will continue your medical coverage as long as you are an active employee (in paid status). Contact the Social Security Agency local office, or go online to sign up for Parts A & B. If you do not sign up when eligible you may be fined the late enrollment lifetime penalty!
- https://www.medicare.gov/sign-up-change-plans/how-do-i-get-parts-a-b/part-a-part-b-sign-up-periods
CalPERS
| CalPERS Beneficiary Designation_form_send to CalPERS |
| CalPERS_Notice-exclusion (for non-eligible employees) |
| CalPERS Reciprocity Self-certification (info from previous employer) |
CalSTRS
| CalSTRS CalPERS RetirementSystemElection (for brand new hire teacher and a current CalPERS member) must choose one system |
| CalSTRS Permissive Election Form-es0350_for certificated substitute employees waiving membership |
| CalSTRS Express Benefit Report (HR Dept completes this form for retiring employees) |
Public Alternative Retirement Systems (PARS)
- Permanent Classified CSEA employees with less than .50% FTE work hours per week
- Certificated Substitute (on-call basis employees) waiving CalSTRS Membership Election
| Public Alternative Retirement System (PARS) Designation of Beneficiary - Complete Form If waiving CalSTRS membership election |
SOCIAL SECURTY WINDFALL ELIMinaTION (WEP)
| Form_SSA-1945_5-2004 WEP |
BENEFITS
2023 NEW BENEFIT RATES (EFFECTIVE JANUARY 1, 2023)
Below are the new benefit rates effective January 1, 2023. Also, included is a handout that outlines the new enhancements effective 1/1/2023.
BENEFITS ENROLLMENT
Health/Medical, Dental, and Vision Online Enrollment and Changes, go to https://www.workterra.net
Enrollment must be completed within 30 days of hire date/increase in work hours (permanent employees from <.50% to >.50+%FTE) or a qualifying (life changing) event outside the Open Enrollment month (e-mail notification from workterra Administrator@ebsbenefits.com).
Enrollment must be completed within 30 days of hire date/increase in work hours (permanent employees from <.50% to >.50+%FTE) or a qualifying (life changing) event outside the Open Enrollment month (e-mail notification from workterra Administrator@ebsbenefits.com).
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2022 new hire benefits guide
2023 New Hire Benefits Guide
2023 New Hire Benefits Guide
United Health Care (UHC)
| UHC Virtual Visit Costs as of 10-1-2020 |
Medicare Coverage of Benefits (COB) Evidence of Coverage (EOC) for the PPO Plan
The COB PPO plan is for retirees with Medicare Part A and B coverage. UHC pays secondary.
The COB PPO plan is for retirees with Medicare Part A and B coverage. UHC pays secondary.
- There is no COB plan for HMO participants. However, on the HMO, members choose a High, Medium, or Low option.
- There is no separate COB plan for HMO. Typically, if a member is on Medicare and has Part A and B and enrolled in an HMO plan, the COB rule will depend on whether the employee is actively at work. If actively at work, the employer-sponsored plan pays primary (UHC) and Medicare is secondary. If the member is retired and not actively at work, as long as the member has Medicare A and B, Medicare pays primary, UHC pays secondary.
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UHC HMO Evidence of Coverages:
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CERTIFICATED ADULT ED (ELMWOOD & AYER)
Benefits Eligibility requirement: permanent hours must be 24.50 hours per week or >.8166%FTE work hours per week ****
Certificated Adult Ed Staff Benefits Package: Kaiser Permanente with Delta Dental Rider (combined Kaiser and Delta Dental within the Kaiser plan) and Vision Service Plan. Cert Adult Ed are not eligible for a separate Delta Dental plan under CSEA/MTA/Mgmt. This is a special contract which has been established specifically for Adult Ed Certificated Staff.
delta_dental_ben_ffs_e1000_adult_ed_dental_plan_1.pdf
2023_musd_matrix_rates-_mta_cta_adult_education.pdf
Certificated Adult Ed Staff Benefits Package: Kaiser Permanente with Delta Dental Rider (combined Kaiser and Delta Dental within the Kaiser plan) and Vision Service Plan. Cert Adult Ed are not eligible for a separate Delta Dental plan under CSEA/MTA/Mgmt. This is a special contract which has been established specifically for Adult Ed Certificated Staff.
delta_dental_ben_ffs_e1000_adult_ed_dental_plan_1.pdf
2023_musd_matrix_rates-_mta_cta_adult_education.pdf
INSURANCE CARRIERS
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United Healthcare (UHC): 888-641-9142 | www.uhc.com
Kaiser Permanente (KP): 866-454-8855 | www.kp.org Delta Dental (DD): 888-335-8227 | www.deltadentalins.com Vision Service Plan (VSP): 800-877-7195 | www.vsp.com |
LIFE INSURANCE
Life Insurance Benefits is for CSEA (permanent >.50%+FTE) employees only.
Enrollment Form
| Metlife Enrollment/Change Form - CSEA |
| Life Insurance Conversion Form - MUSD Group Life Insurance to Personal Life Insurance |
EMPLOYEE ASSISTANCE PROGRAM (EAP) -Effective 05/01/2020
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COBRA
COBRA Continuation (optional, self-pay premium) must enroll within 60 days of eligibility period. COBRA is not an automatic enrollment:
FAQs on COBRA Continuation Health Coverage for Workers
FAQs on COBRA Continuation Health Coverage for Workers
EMPLOYEE BARGAINING UNITS
Certificated Employees
- Milpitas USD Certificated President: Clarissa Isbell @ CIsbell@musd.org
- Milpitas Teacher Association (MTA)/California Teacher Association (CTA)
- Dues form: https://ctago.org/wp-content/uploads/2018/01/CTA-Certificated-Enrollment-FormK-12.pdf
| MTA_SY 20/21_Membership_dues |
Classified Employees
- Milpitas USD CSEA President: Suzette Bromagem @ sbromage@musd.org
Management
- Milpitas Management Association President: Deanna Elzey @ dsainten@musd.org
- Milpitas Management Association (MMA)
AFFORDABLE CARE ACT (ACA) OFFER
Affordable Care Act (ACA) Offer (130 average hours per month)- Substitute, non-permanent and less than 50% permanent employees - must meet the 130 average hours per month during measurement period):
MARKETPLACE INSURANCE (Unaffiliated with MUSD)
- Health Insurance Through Covered California: Questions about Covered California, contact them directly here. Milpitas USD disclaimer: Individual enrollment and coverage, if applied, is directly with the chosen carrier, not with Milpitas USD. We do NOT have insurance plans with the Covered California.
- New Health Insurance Marketplace Coverage Options and Your Health Coverage for employers who offer a health plan to some or all employees
- New Health Insurance Marketplace Coverage Options and Your Health Coverage for employers who do not offer a health plan
Payroll & Benefits Contacts |
Human Relations Contacts |
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Tel: 408-635-2600 x6012 | Fax: 408-635-2621
Send Payroll / Benefits inquiries to: payroll@musd.org Alicia Aldama, x6029, aaldama@musd.org Sherry Ames, x6027, sames@musd.org Uyen Dao, x6021, udao@musd.org Employment Verification Requests for Loan Applications Email the employment verification request and employee's authorization page to Payroll@musd.org, or they may be faxed to (408) 635-2621. Please include email address on your request. Documents will be completed and emailed or faxed back within three business days from date of receipt. Employee's salary information will not be released via phone. |
Human Relations
Tel. 408-635-2600 x6001 | Fax: 408-635-2617 Employment Status Verification, Hire Date, Status, and Job Title Dept. Email (District email users only): HumanResources@musd.org Personnel Analysts Katherine Amaya, x6078, kamaya@musd.org Virginia Cisneros-Lopez, x6079, vcisneroslopez@musd.org Maria Elena Montoya x6076, mmontoya@musd.org Keerthy Muraleedharan, x6075, kmuraleedharan@musd.org Executive Secretary Lori Porter, x6077, lporter@musd.org Systems Supervisor Heather Forsyth-Cano, x6073, hforsyth@musd.org Director TBD Assistant Superintendent Damon James, djames@musd.org Absence Tracking employee access: http://ars.sccoe.org/ |
