Pay

Pay Day

ESD employees are paid once per month, on the last working day of the month. Direct deposit is preferred. To set up direct deposit, complete the Direct Deposit form and submit it, along with a voided check, to the payroll office.

Reporting Time

Hourly employees use True Time on Employee Access to submit their time. The submission date varies from month to month. Check the calendar to be sure that you are submitting on time.

Check with your supervisor to see if you are required to report time using ClickTime. Contact Debbie Otos in the Business Office if you need help with ClickTime.

Withholding

Use the IRS calculator to guide your withholding decisions. To change the amount being withheld from your check, complete a W4 form and submit it to the payroll office.

Change of AdDress

Log in to Employee Access to request a change of address. The payroll office will then process the request.

Authorization of Overtime

All overtime work must be pre-approved. Submit the Authorization to Work Overtime form to your supervisor for their signature, then submit it to the Business Office. You may elect to be paid for the overtime or to take compensatory time at one-and-a-half times your base rate.

Optional Contributions

ESD employees have the option of using payroll deductions to contribute to several funds that benefit others:

  • Building Events Fund
  • Flower Fund
  • Sustainability Committee Fund

Contributions are voluntary. Download the Optional Contributions Funds form and submit it to the payroll office.

Benefits

ALL STAFF

Flexible Spending Accounts

Eligible employees may participate in Medical and Dependent Care Flexible Spending Account (FSA) plans administered through Navia Benefits. This calendar-year plan allows employees to set aside pre-tax dollars to pay for out-of-pocket medical and daycare expenses. This is a “use it or lose it” Internal Revenue Code–governed plan.  Employees may set aside between $240 and $2,500 per calendar year.

VEBA

The Voluntary Employees Beneficiary Association (VEBA) plan is a pre-retirement and post-retirement health reimbursement plan. The VEBA plan enables employees to deposit funds that would otherwise be lost in unused sick-leave hours into a tax-free trust account.

Retirement

Eligible employees may participate in a retirement plan through the State of Washington's Department of Retirement Systems. Both the ESD and the employee contribute monthly to the retirement plan. The percentage of contribution depends upon the plan selected.

Deferred Compensation Plan

Employees may participate in the State’s Deferred Compensation plan.  This 457 plan allows an employee to set aside additional pretax earnings for retirement savings.

ALL STAFF — EXCEPT EARLY LEARNING

Medical/Vision

ESD 113's health benefits are negotiated through the State of Washington Health Care Authority.  Eligible employees may choose a preferred provider plan or a managed care plan. Coverage begins on the first day of the month following your start date. If you start work on the first working day of the month, coverage begins that day. Employees pay a portion of their medical care cost through monthly payroll deduction. All employee health insurance plans and premiums include vision benefits. Hardware (glasses, contact lenses) coverage and the frequency of eye exams vary per type of plan selected. Employees do not pay a separate premium for vision coverage.

Dental

Eligible employees have a choice of dental plans. Options include a preferred provider dental plan and two managed care plans. The coverage options vary based on plan selection. Employees do not pay a separate premium for dental insurance.

Life Insurance

Eligible employees enjoy $25,000 in basic life insurance and $5,000 basic Accidental Death and Dismemberment (AD&D) insurance at no cost to the employee.  Employees may also enroll in low-cost optional life insurance benefits for themselves, their spouse, and their dependents. Upon retirement, employees may apply for conversion of their term life insurance into a whole life policy.

Long-Term Disability Insurance

Benefit eligible employees enjoy a basic long term disability plan at no cost to them.  This plan pays a benefit between $50 and $240 per month 90 days after disability certification or the period of accumulated sick leave, whichever is longer.  Employees may also participate in an optional long-term disability plan that provides 60% of the first $10,000 of monthly pre-disability earnings, reduced by any deductible income.  This is an after-tax benefit; therefore, any benefits received from this plan are tax-free.

EARLY LEARNING STAFF Only

Medical

Capital Region ESD 113 Sound to Harbor Early Learning Programs offers two plans. Kaiser Permanente HMO is a managed health plan that requires the selection of a contracted personal care physician and referrals for most specialty needs. Kaiser Permanente Access PPO is a Preferred Provider (PPO) medical plan through Kaiser Permanente. This plan allows you to use any provider and hospital you choose. The level of benefits depends on whether you choose an in-network or out-of-network provider. You receive a higher level of benefit when you obtain services from an in-network provider.

Dental & Vision

Capital Region ESD 113 Sound to Harbor Early Learning Program offers two dental plans managed by SunLife Financial (formerly Assurant). To receive the highest level of benefits, you will need to receive services from a SunLife provider. Find a provider near you.

Both dental plans also include discounted vision services provided by Vision Services Plan (VSP).

Leave

SICK LEAVE

See Board Procedure 5400-P10 for more complete information about sick leave.

Earning Sick Leave

  • Full-time employees earn one day of sick leave per month.
  • Part-time employees earn sick leave on a prorated basis.
  • Temporary and substitute employees earn one hour of sick leave for every 40 hours worked, and may begin using the sick leave on the 90th calendar day after their start date.


Use of Sick Leave

Sick leave may be used for illness, injury, preventative health care, family illness and family care.

Regular full-time and part-time employees may also use sick leave for emergency leave (see Procedure 5400-P4).

Sick leave may not be used before it has been earned and may not be used for or to extend vacation/annual leave or holidays. Sick leave may not be used for annual leave, but annual leave may be used for sick leave.

Sick Leave Buy-back Program

ESD 113 offers an employee attendance incentive program which allows eligible employees to convert sick leave in excess of 480 hours to a cash payout. If you qualify, the payroll office will contact you in January of each year. You must elect whether to cash out your excess sick leave or not and return the form to the payroll office. Payment is made in the February pay check.

ANNUAL LEAVE

See Board Procedure 5400-P1 for more complete information about annual leave.

The number of annual leave days earned per year depends on the number of years of employment. First-year employees earn 12 days per year, and employees who have worked here for 16 or more years earn 22 days per year. Annual leave is accrued monthly, and can be used at the beginning of the next month. The annual leave accrual schedule is listed in Board Policy 5400-P1.

Submit leave requests through Employee Access. You may also track your available leave there.

Annual leave may be used for sick leave, but sick leave may not be used for annual leave.

BEREAVEMENT LEAVE

Full-time employees are allowed up to 5 days of bereavement leave with pay for the death of an immediate family or household member. Early Learning employees are allowed 3 days of bereavement leave. Part-time employees receive prorated bereavement leave.

SHARED LEAVE

See Board Policy 5400-P9 for more information about Shared Leave.

Occasionally employees encounter serious medical or family circumstances that cause them to deplete all of their available leave. Shared leave is a program that allows ESD employees to donate unused leave to their fellow employees.

Apply for shared leave through the Human Resources (HR) department. Once the leave request is approved the HR department solicits leave donations from ESD employees. Donors may use sick leave, annual leave or personal holiday leave.

FAMILY CARE LEAVE

See Board Procedure 5400-P5 for more information about family care leave.

Family Illness

Capital Region ESD 113 employees may use accrued paid sick and annual leave to care for their child with a health condition that requires treatment or supervision; or a spouse, registered domestic partner, parent, parent-in-law, or grandparent of the employee who has a serious health condition or an emergency condition.

Family and Medical Leave Act

The Federal Family and Medical Leave Act (FMLA) entitles eligible employees to take job-protected leave for specified family and medical reasons. The HR department administers this program. Contact them for the necessary forms.

Washington State Family Leave Act

The Washington State Family Leave Act (FLA) builds on existing similar benefits provided under the FMLA by providing additional benefits for women who are pregnant and to registered domestic partners.

Paid Family and Medical Leave

Starting in 2020, Washington will be the fifth state in the nation to offer paid family and medical leave benefits to workers.

Domestic Violence Leave Act

Victims of domestic violence, sexual assault or stalking are allowed to take reasonable leave from work, intermittent leave, or leave on a reduced work schedule, with or without pay; to seek legal or law enforcement assistance, medical treatment, counseling, or for safety and relocation issues.

OTHER LEAVE

Employee Access

We use Employee Access to manage the following:

  • Leave balance
  • Leave requests
  • True Time
  • Expense Reimbursement
  • Change of address
  • Employee information
  • Check history
  • W-2 forms

When you are hired you will be given an account on Employee Access. For help, contact Debbie Leonard in the Business Office. You can also refer to the Skyward Qmlativ help section on this website.