Current Employees

• aThe district utilizes Ascender through ESC Region 11 as our finance and human resources administrative software.  Included with the HR application is the Eagle Employee Portal which provides web access to various data inquiries and maintenance features for our employees.  The application contains the employee’s address, phone number, email, Wage and Earning Statements, W-2, etc.  Employees are required to create and maintain an Eagle Employee Portal account.  Employees are able to create an account after all employment documents have been completed and submitted to the HR department.  Employees will need the following information to create an account:  Social Security Number, Date of Birth, and Zip Code (must be the zip code on file with the district).

  To recover your Eagle Employee Portal password, go to the portal home page and select Forgot Password.   You will be required to enter your SSN, DOB, and zip code on file with the district.  Once you’ve entered the required information, click the Retrieve button.  You will be prompted to answer the hint question that you entered when you created your user account.  You have three opportunities to answer the question correctly.  If the question is not correctly answered, the answer is protected, and you will be prompted to call the payroll department to have your user account deleted.  Once your user account is deleted, you can create a new account.   In some cases, you may need to clear your cache before you attempt to create a new account.

The Internal Revenue Service reminds taxpayers that using the IRS Tax Withholding Estimator to do a Paycheck Checkup can help them have the right amount of tax withheld and avoid surprises when filing next year.

The Tax Withholding Estimator is a tool on IRS.gov designed to help taxpayers determine how to have the right amount of tax withheld from their paychecks. It offers workers, retirees, self-employed individuals, and other taxpayers a clear, step-by-step method to help determine if there is a need to adjust their withholding and submit a new Form W-4 to their employer. The latest update of the Tax Withholding Estimator provides detailed explanations of withholding recommendations on the Results Page.

Address Changes

Address changes should be made in a timely manner through the Eagle Employee Portal.  It is important for employees to maintain a current, accurate address to ensure district communications such as W-2s are received.

Address changes should also be made directly with TRS.

Changes to Direct Deposit

Changes to your direct deposit may be made through the Eagle Employee Portal.

In accordance with federal law, the district shall furnish employees with a Form W-2, Wage and Tax Statement showing the wages paid and taxes withheld for the year.  The district offers an electronic W-2 option through the Eagle Employee Portal.  The electronic W-2 option, which allows the district to deliver an employee’s end-of-year wage and tax statement in a more cost-effective manner and in a format that can easily be accessed by the employee at any time.  Employees are required by law to consent to receive their electronic-only statement (Form W-2).   Employees may “opt in” to the electronic W-2 option by logging into their Eagle Employee portal account, navigating to the Inquiry option, clicking on W-2 Information, clicking on the W-2 consent option in the upper right-hand corner and follow the prompts.  

The superintendent or designee may assign non-contractual supplemental duties to personnel exempt under the Fair Labor Standards Act (FLSA), as needed[See DK(LOCAL)]. Non-exempt employees may also conduct supplemental duties outside the scope of their normal work duties.  The employee shall be compensated for these assignments according to the compensation plan of the district.  

Frontline Time and Attendance shall be the preferred method of tracking extra duty hours worked.  Access to the timekeeping system should be requested by the department/campus for which you are conducting the extra duty work.  The district utilizes Single Sign On (SSO) credentials with Frontline products.  A link to the Frontline Time and Attendance website can be found on the payroll webpage.  Login credentials for the Frontline applications are the same as the employee’s district Google account credentials.  The district offers the following option to clock in/out: 

 ·  Barcode Scan – barcode scanner can be found at the main entrance of each campus/department area designated by the campus/department.  Barcodes will be issued to each employee by their campus/department.

·  Computer (desktop or laptop)

·  Personal device (optional)

Supplemental Pay Request forms shall be completed by the employee and submitted to the campus/department for whom the work was conducted.  The Supplemental Pay Request form should contain the following information:  employee name, employee identification number, date of completion, dates/hours of service, type of service rendered, payment amount, employee signature/date signed, and supervisor’s signature/date signed.  The campus/department administrator shall review the request for accuracy and approve the form.  Supplemental pay forms shall be collected and submitted with the Supplemental Pay Summary form  to the payroll department based on the Payroll Dates Schedule.  Supplemental pay requests will be paid based on the Payroll Dates schedule.

Your Wage and Earning Statement (WES) can be viewed on the Eagle Employee Portal.   In addition, the WES is emailed to your district email address.  We encourage our employees to review their WES each month.

To update your tax withholding, you should complete a new Form W-4.  You can do so by contacting the payroll department.

Payroll staff is prohibited from providing guidance regarding the completion of the W-4 form.  The IRS provides a Tax Withholding Estimator on its website to assist taxpayers with this process.

Employees may verify their own employment by printing a Current Pay Information form from the Eagle Employee Portal.  All other forms of employment verification should be routed to the payroll department.

Existing employees are required to review their salary/pay annually through the Eagle Employee Portal after receipt of their first check of the school year.  This information can be found in the portal by selecting Inquiry and Current Pay Information.  Employees should review this information carefully and report any inconsistencies to the HR department.

Timekeeping Procedures

Non-exempt employees are required to track all hours worked in the district’s timekeeping system, Frontline Time and Attendance.  Access to the timekeeping system is granted by the human resources department after all onboarding requirements are completed.  The district utilizes Single Sign On (SSO) credentials with Frontline products.  A link to the Frontline Time and Attendance website can be found on the payroll webpage.  Login credentials for the Frontline applications are the same as the employee’s district Google account credentials.  The district offers the following options to clock in/out:

• Barcode Scan – barcode scanners can be found at the main entrance of each campus/department or an area designated by the campus/department. Barcodes will be issued to each employee by their campus/department.
• Computer (desktop or laptop)
• Personal device (optional)

It is the responsibility of the employee to ensure their time is tracked correctly and submitted in a timely manner.  Every non-exempt employee shall clock in and clock out each workday.  Failure to clock in or out may result in non-payment of unverified work time.  All non-exempt employees shall comply with the work schedule assigned by their respective supervisor.  All overtime work hours (defined as work hours in excess of 40 in a workweek) shall be pre-approved by the immediate campus or department supervisor.  

Timekeeper Role

The district requires each campus/department to assign an administrator (principal, assistant principal, director, or above) to serve as the campus/department timekeeper.  Assignments should be communicated to the payroll department to ensure proper access, staff visibility, and rights are created for the timekeeper.

It is the responsibility of the timekeeper to ensure all staff member time cards are associated with their approver profile.  Timekeepers are required to review and approve each of their assigned staff members’ time cards each Tuesday.