Procedures ~ ESU #3 Substitute Teacher Program

Overview: The Substitute teacher program’s purpose is to provide a central payroll processing service for substitutes serving in one or more ESU #3 member districts.

Procedure:

  1. The district will provide ESU #3 with an annual maximum number of subs (CAP) that will be hired. The costs to operate the sub program will be charged to the participating district on the annual superintendent spreadsheet based on the CAP amount provided by the district. The districts agree not to exceed the designated CAP. The CAP number will be reviewed annually in March or April.

2.  The individual who wishes to sub must contact a participating school district. The school district will give the individual the packet of paperwork that should be completed for employment at ESU #3. The individual may obtain the employment packet on the ESU #3 website (www.esu3.org). Click on Human Resources on the left side of page, then click on Substitute Teacher Forms). The district will determine if they wish to authorize the sub for their district. The district can authorize the individual by signing the district specific employee information form. NOTE: Authorization by the district does not mean the individual will be hired by ESU #3.

The following documents and information must be submitted by the potential employee to ESU #3:

q  The district specific ESU #3 new substitute information sheet completed by the substitute which contains the district’s authorized signature.

q  Criminal Background Check Authorization

q  Nebraska Adult & Child Abuse & Neglect Register/Registry

q  IRS W-4 form

q  Special Withholding Procedures (State Withholding Form)

q  I-9 form

q  I-9 appropriate ID

q  Copy of Driver’s license (can be used as ID for the I-9 form)

q  Social security card (required for W-2 form - can be used as I-9 ID)

q  Direct Deposit Authorization (voided check or account card with bank routing and account number ~ deposit slips are not acceptable)

q  403b Non-enrollment Agreement

q  Acknowledgement form for the Drug/Sexual Harassment Policy

q  Teaching Certificate, a two page document (needs to be signed by the ESU #3 Administrator)

q  Certificate Agreement

q  Resume’

  1. The individual will attend one of the scheduled sign-up sessions to finalize paperwork and receive information about ESU #3’s payroll process. The sessions are scheduled at 9:30 am CST on the third Wednesday of the month and are held at ESU #3. The dates are:

2016 à / June 15 / July 20 / Aug 17 / September 21 / October 19 / November 6 / December 21
2017 à / January 18 / February 15 / March 15 / April 19 / May 17 / June 21 / July 19
  1. Once all of the completed enrollment information is received from the potential employee, ESU #3 will submit the background check authorization form to the background check company.
  1. The prospective employee will be required to watch the safety videos. The individual will receive an email from the Safe Schools program indicating the videos are available. The prospective employee must successfully complete the videos before the district will be notified that they are available to work.
  1. Once the favorable background check is completed, the completed paperwork has been submitted, and the videos have been successfully completed, the substitute will be established as an employee. The district agrees not to employ the sub prior to the completion of the enrollment process.
  1. If a background check is returned with unfavorable results, the superintendent will be forwarded a copy of the background check to determine if the potential sub is still eligible based on the results. If necessary the sub will be contacted to obtain further information. The sub will be notified and a copy of the unfavorable results will be mailed to the substitute. In the event the results are due to error, the individual will be given instructions how to correct the error. The background check must be corrected before the employee can be hired.
  1. ESU #3 will pay the substitutes on the last working day of the month for days worked from the 16th of the previous calendar month to the 15th of the current month. Subs will be paid via direct deposit. The pay vouchers will display in the employee access center prior to the scheduled pay date. If the last working day of the month falls on a weekend, the pay date will be the Friday before. A substitute can access payroll information by logging on to the Employee Access Center at subpay.esu3.org for data prior to July 20th ,2015 payroll and at pay.esu3.org for pay information regarding August 31, 2015 payroll.
  1. The District will compute the substitute’s pay from the 16th of the previous to the 15th of the current month. An excel file with the pay data must be submitted to ESU #3’s payroll department by the 21st of the month. The payroll information is submitted via Excel spreadsheet (supplied by ESU#3) and should be emailed to . The information must be submitted in the following format:

District: Elkhorn Month: September 16, 2015 thru October 15, 2015 Paid October 31, 2015

Last name First name, MI Social Security # District Pay Code Daily Rate # of days Compensation

Dawson John P Last 4# ELK 015 135.00 7.5 1012.50

The district can submit the substitute’s NDE assigned staffs ID, if they wish to have it print out on reports with days worked data from ESU #3.

NOTE: The District will be responsible for creating the entry to record the monthly substitute pay into the District’s financial records. ESU #3 will supply the worker’s compensation rate to aid you in allocation of this cost.

Substitutes with questions regarding pay amount and/or number of days worked should contact the school district.

The School District will give ESU#3 the staff contact name and phone number for any questions that may arise.

  1. ESU #3 will pay applicable FICA, Retirement, Health/Dental premium if applicable, Federal and State withholding taxes, worker’s compensation premiums, and criminal background check fees for each sub employee. ESU #3 will bill the District on a monthly basis for the total cost of the District’s payroll. The billing will be summarized as total salary, FICA, Retirement, and Workers Compensation Premiums for the monthly payroll. Background check fees will be invoiced separately from the payroll. The district(s) that the individual has authorization from at the initial enrollment will be charged for the background check fee.
  1. ESU #3 will file required reporting such as the annual W-2 form, quarterly 941 reports, New Hire Reporting, etc.
  1. If an unemployment claim arises, the District will be billed for the cost of the unemployment claim. ESU#3 does not pay quarterly unemployment insurance premiums as we are billed when a claim is paid by the state. The liability for the district will extend beyond the term of the annual contract as long as the claim is for the period the employee worked for the district.
  1. The substitute employee will fall under ESU #3’s liability policy as well as the District’s liability policy. Any additional cost to ESU #3 for a liability claim will be billed to the District.
  1. All substitute employees will be required to watch the safety training videos annually in June.
  1. Employees that did not work for one school year or did not complete the required tasks by the deadline will be terminated from ESU #3 employment. Employees can be rehired.

q  Employees who have not worked for a year or more, the payroll information must be updated and a new authorization must be obtained from the district. All requirements must be completed before the employee can be rehired. A list of subs falling into this category will be accumulated in May each year.

q  Employees who do not complete the required tasks by the deadline must complete the Rehire for terminated subs form. This requires the individual to go to the district for rehire authorization. The employee is allowed to be rehired twice due to untimely completion of requirements. Any occurrences after that will be final termination and the sub will be ineligible to be rehired due to failure to complete duties as assigned.

  1. Districts will be notified via email of the employees that will be terminated. Employees will be notified via School Messenger with phone call, email, and text message depending on the contact information provided by the employee.
  1. ESU #3 will provide monthly reports to participating member districts listing all subs and the number of days worked for each participating member district.
  1. Worker’s Compensation Claim - In the event an ESU #3 substitute teacher has an accident while on duty, the following procedures should be followed:

·  The work comp packet is located on the ESU #3 webpage at www.esu3.org. Tolocate the forms on the website, please proceed to the left side of the screen and click on "Human Resources". The pdf file can be found under the title "Workmen's Compensation Packet".The formmay be printed from the website.

·  The packet must be thoroughly completed. Forms that do not have the employee address completed, wage completed, job title, marital status, number of employee dependents, etc.will be sent back to the employee to complete all of the necessary boxes. This may delay a reimbursement that is due to the employee for prescriptions, etc that have been paid by the employee at the time of treatment.

·  The employee must complete the form at the time of accidentREGARDLESS ofwhether the employee sought medical treatment or not. There have beenseveral instances where a small injuryhas developed into a more serious injury over time.Completing the forms at the time of injurycatches the employeewhen their memory of the incident detailsis fresh.If the injury starts to cause problems two months from the date of injury and a work comp report has not been completed, the details become sketchy andlack of accurate detailscould causethe employee to be denied work comp coverage for the injury. We want to ensure that our employees are able to use the insurance coverage available to them in a work accident situation.

·  Direct the employee NOT to submit the medical expenses, when visiting a physician for a work comp claim, on their personal insurance coverage. When the item is submitted under the employee's personal coverage, the claim must be reversed by the vendor so that the work comp insurance carrier can pay the claim. This also leads to delays in processing the work comp claims.

July 20

Page 2 of 4 Sub program procedures revised June 2015