Current Employees

Please refer to the district's Extra Duty Schedule to determine which of the following time tracking methods to utilize to record your time and request payment.

Employee Portal (Employee HR/Payroll Database)

The district uses Ascender (via ESC Region 11) for finance and HR services. The system includes the Employee Portal, which provides employees secure access to personal information, including address, phone number, email, wage and earnings statements, W-2 forms, and other HR records.

Employees must create and maintain an Employee Portal account after all required employment documents have been submitted to HR. To register, you will need your Social Security Number, date of birth, and the zip code on file with the district.

To reset a password, select “Forgot Password” on the portal login page and enter your SSN, DOB, and zip code. You will then answer your security question. If the answer is entered incorrectly after three attempts, the account will be locked. In that case, contact Payroll to have the account reset so a new one can be created. Clearing your browser cache may be required before re-registration.

Avoid Tax Withholding Surprises

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.

Changes: Address and Direct Deposits

Address Changes

Address changes should be made in a timely manner through the 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 Employee Portal.

W-2

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 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 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.

Supplemental Pay

The superintendent or designee may assign non-contractual supplemental duties to FLSA-exempt employees as needed (see DK(LOCAL)). Non-exempt employees may also be assigned supplemental duties outside their regular responsibilities. All supplemental assignments will be compensated in accordance with the district compensation plan.

Frontline Time and Attendance is the district’s preferred system for tracking extra-duty hours. Access must be requested by the employee’s campus or department. The system uses Single Sign-On (SSO) with district Google credentials. A link is available on the payroll webpage.

Employees may clock in/out using one of the following methods:

Barcode scan at designated campus or department locations. Barcodes are issued by the campus or department.
Desktop or laptop computer
Personal device (optional)

Supplemental Pay Request forms must be completed by the employee and submitted to the supervising campus or department. Required information includes: employee name, ID number, date of service, hours/dates worked, type of service, payment amount, employee signature/date, and supervisor approval.

Once approved, the campus or department administrator submits the Supplemental Pay Request and the Supplemental Pay Summary form to Payroll according to the Payroll Dates Schedule. Payments are issued based on this schedule.

Wage and Earning Statement (WES)

Form W-4 Changes

Employment Verifications

Annual Salary Review

Timekeeping

Timekeeping Procedures

Non-exempt employees are required to track all hours worked in the district’s timekeeping system, Frontline Time and Attendance . Access is granted by Human Resources after all onboarding requirements are completed. The district uses Single Sign-On (SSO) with Frontline products. A link to Frontline Time and Attendance is available on the payroll webpage. Login credentials match the employee’s district Google account.

Employees may clock in/out using one of the following methods:

Barcode scan at designated campus or department locations. Barcodes are issued by the campus or department.
Desktop or laptop computer
Personal device (optional)

Employees are responsible for ensuring accurate time tracking and timely submission of hours. Non-exempt employees must clock in and out each workday. Failure to do so may result in unpaid, unverified work time. Employees must follow their assigned work schedules. All overtime (hours worked over 40 in a workweek) must be pre-approved by the immediate supervisor.

Timekeeper Role

Each campus or department must designate an administrator (principal, assistant principal, director, or above) to serve as the timekeeper. The assignment must be communicated to Payroll to ensure proper access and permissions.

Timekeepers are responsible for ensuring staff time cards are correctly associated with their approver profile. They must review and approve all assigned staff time cards every Tuesday.