Department of Payroll and Benefits

Marie Quarberg, Director of Payroll and Benefits
Brenda O'Brien, Assistant Director of Payroll
Lucy Maddy, Assistant Director of Benefits

Payroll Processing

Paydays
Policy and Regs –  4704, 4704R


All employees are paid monthly. Personnel who begin employment after the 15^th of the month will have a one and one-half month lag before receiving their first paycheck.

• Contracted employees will receive one-twelfth of their annual salary on a regular monthly basis.
• Employees on a 10-month contract will receive their first installment on October 1^st.
• Employees on an 11-month contract will receive their first installment on September 1^st.
• Employees on a 12-month contract will receive their first installment on August 1^st.
• If a person terminates employment before completing the contract period, their final pay will be prorated on a per diem basis.

Direct Deposit
Policy and Regs – 5108

Direct deposit for payroll checks is a condition of employment with Stafford County Public Schools. Payroll deposits will be made monthly to one bank account, either checking or savings, as specified by the employee.

Work Days/Hours of Employment
Policy and Regs – 4203, 4203R

A full time employee is defined as an individual working at least 37.5 hours/week, although the total number of weekly hours is designated by the position and job title. A part-time employee is defined as an individual working less than 37.5 hours/week but greater than 18.75 hours/week. 

The work days for employees will be based on the calendar established by the Superintendent on an annual basis. The per diem rates for 10-, 11- and 12-month employees are based on the following:

10-month employees – 200 days
11-month employees – 220 days
12-month employees – 240 days

Overtime and Compensatory Time Off
Policy - 4403


Eligible employees are defined by the Fair Labor Standards Act of 1933 (FLSA) as non-exempt employees.

• The work period for determining overtime compensation is based on a regular work week (Saturday 12 midnight through 11:59 pm on the following Saturday).
• Overtime hours are defined as those hours actually worked (excluding a duty free meal break) which exceed 40 hours during a seven day work week.
• All non-exempt service employees are required to record the number of hours worked per day (including overtime/compensatory time) on time cards or time sheets.
• Employees must receive prior approval from their supervisor to perform overtime work.
• Overtime compensation at the time and a half rate will be based on hours actually worked. Examples of non-working hours which would be excluded from overtime computation include: vacation leave, sick leave, jury/witness leave, holiday leave, and suspension.
• Overtime of less than one quarter hour on a regular work day will not be compensated. Overtime work of over one quarter of an hour will be compensated to the nearest half hour.
• Employees who have accrued compensatory time off shall take such time within a reasonable period after making the request with approval from direct supervisor.
• Employees may not accrue more than 240 hours of compensatory time (160 overtime hours) for overtime worked.

Payroll Processing Deadlines

• All employee leave slips and time sheets are due to the leave entry representative at the individual’s base location no later than the 10^th of each month for processing on that month’s payroll. Leave slips must be correctly completed and signed prior to being submitted.
• All payroll deduction changes and direct deposit change requests must be submitted to the Payroll and Benefits Department no later than the 15^th of each month for processing on that month’s payroll.

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Information Provided by:  Payroll and Benefits
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Updated:  06/26/07