Faculty Hub FAQs

New Hires

New Hire Compliance FAQ

Is the HR Orientation mandatory?

While orientation with Human Resources is not required, we highly recommend all new hires attend orientation to ensure we provide you with adequate time to complete mandatory new hire paperwork, discuss Impact's benefits plans and enrollment instruction, review key policies regarding safety, health, PTO, etc., discuss compliance regarding fingerprints, certifications, training and more.

What documents/information will need to be completed by my start date?

Where can I find Impact HR policies?

If I am hired into an instructional position (Teaching Fellow, Lead Teacher, Learning Specialist) that requires a teaching certification and don’t have one, what are my next steps?

If you were hired into an instructional position that requires a teaching certification and you currently do not possess one, please click here and follow the instructions on how to apply for a conditional teaching certification.

Additional information on how to transfer an out-of-state certification can be found by clicking the link above as well. Should you have any questions or concerns, please reach out to hr@impactps.org

Do I have to provide my academic transcript?

Do I have to complete the SafeSchools training?

Yes, SafeSchools training is required for all Impact employees to ensure we are fostering a safe and inclusive working and learning environment for our students and employees, and to be in compliance with State and Federal Compliance safety mandates. Impact Public Schools employees are required to complete 13 trainings that cover instructions and guidelines to help identify hazards and potential threats, as well as proper procedures on how to report and deal with these types of incidents.

All modules must be completed within 1 week of your hire date with the exception of the Child Abuse: Mandatory Reporting & Washington State Civil Rights training. Those two must be completed within 3 days of your hire date. Click here for more information and next steps.

Do I have to complete a food handler's permit training?

Does Impact offer financial assistance for the fingerprinting and background check process?

Yes, Impact can cover the fingerprinting and background check fee for you initially. Once you receive your first paycheck, the fee will then be deducted from that pay period. Please make an appointment and fill out this form in order for Impact to cover your fingerprinting and background check fee initially. You will have the option to book your appointment at the Bellevue, Bothell, or Tacoma locations.

When will I receive my first paycheck?

If you start before the 16th of the month, you will receive your first paycheck close to or on the last business day of the month. If you start after the 16th of the month, you will receive your first paycheck close to or on the last business day of the next month. All payments will be made through direct deposit. Your first or last check will be prorated in months of partial employment (in other words, if you begin working for IPS after the first day of the month or end your employment with IPS prior to the last day of the month).

What are some valuable payroll terms to know?

Deductions: Wages withheld from an employee's earnings for the purpose of paying taxes, benefits and other mandatory items (e.g., garnishments) or voluntary contributions (e.g., charitable donations)
Gross pay: Total pay before taxes and deductions
Net pay: Take-home pay after taxes and deductions are subtracted from earnings
Compensation: All monetary and non-monetary payments, including the value of benefits, received by an employee
Pay stub: A summary document that demonstrates the factors – number of hours worked, the rates paid for those hours, deductions for taxes and benefits, etc. – that were used to calculate an employee’s pay for a designated period of time

How do I read my pay statement?

What are the taxes that are withheld on my paycheck?

Federal income tax

Federal income and FICA (Federal Insurance Contribution Act) taxes are unavoidable

State tax

Washington state does not impose a state income tax

Social Security

6.2% of each employee's taxable income to pay for Social Security Tax is deducted from their gross pay, until they've earned $160,200 for the year.

Medicare

1.45% of all wages is taken out for Medicare for an employee.

Family Leave Insurance

Paid Family and Medical Leave is funded through premiums paid by both employees and employers. The premium rate is 0.8% of each employee's gross wages, not including tips, up to the 2023 Social Security cap ($160,200). Of this, employers with 50+ employees will pay up to 27.24% and employees will pay 72.76%.

Medical Leave Insurance

Starting January of 2022, the mandatory premium deduction will be 0.6% of gross wages. Premiums are split between employer (26.78%) and employee (73.22%) for most employers.

Cares Tax

Starting on July 1st, 2023, Washington employers must withhold 0.58% of employees’ gross earnings as contributions to the state’s WA Cares Fund, which provides long-term disability insurance to eligible Washington workers. Employers are not required to pay a share toward WA Cares Fund premiums.

Can I get a copy of my background check info?

How do I obtain employment verification?

For verification of employment (for mortgage loans, loan forgiveness, transferring to other districts, etc.) or retrieval of Paylocity information (pay stubs, tax information) please follow the instructions below:

Loan applications

Complete the employee verification section on the form you were given > email hr@impactps.org the form to complete the employer section. Please allow up to three business days for processing.

If a loan officer would like to speak with HR directly, please email hr@impactps.org to give notice and request a call back number to share.

Loan forgiveness

Complete the employee verification section on the form you were given > email hr@impactps.org the form to complete the employer section. Please allow up to three business days for processing.

Transferring to another district

Submit your signed verification form to email hr@impactps.org the form to complete the employer section. Please allow up to three business days for processing.

New Hire Payroll FAQ

When will I receive my first paycheck?

What are some valuable payroll terms to know?

Deductions: Wages withheld from an employee's earnings for the purpose of paying taxes, benefits and other mandatory items (e.g., garnishments) or voluntary contributions (e.g., charitable donations)
Gross pay: Total pay before taxes and deductions
Net pay: Take-home pay after taxes and deductions are subtracted from earnings
Compensation: All monetary and non-monetary payments, including the value of benefits, received by an employee
Pay stub: A summary document that demonstrates the factors – number of hours worked, the rates paid for those hours, deductions for taxes and benefits, etc. – that were used to calculate an employee’s pay for a designated period of time

How do I read my pay statement?

What are the taxes that are withheld on my paycheck?

Federal income tax

Federal income and FICA (Federal Insurance Contribution Act) taxes are unavoidable

State tax

Washington state does not impose a state income tax

Social Security

6.2% of each employee's taxable income to pay for Social Security Tax is deducted from their gross pay, until they've earned $160,200 for the year.

Medicare

1.45% of all wages is taken out for Medicare for an employee.

Family Leave Insurance

Paid Family and Medical Leave is funded through premiums paid by both employees and employers. The premium rate is 0.8% of each employee's gross wages, not including tips, up to the 2023 Social Security cap ($160,200). Of this, employers with 50+ employees will pay up to 27.24% and employees will pay 72.76%.

Medical Leave Insurance

Starting January of 2022, the mandatory premium deduction will be 0.6% of gross wages. Premiums are split between employer (26.78%) and employee (73.22%) for most employers.

Cares Tax

Starting on July 1st, 2023, Washington employers must withhold 0.58% of employees’ gross earnings as contributions to the state’s WA Cares Fund, which provides long-term disability insurance to eligible Washington workers. Employers are not required to pay a share toward WA Cares Fund premiums.

Compensation & Benefits

SEBB FAQ

Am I eligible for SEBB benefits?

Generally, you are eligible for the employer contribution toward SEBB benefits if you work in a school district or charter school, or are a represented employee of an educational service district (ESD), and your employer anticipates you will work at least 630 hours during the school year (September 1 through August 31). Paid holidays and paid leave, such as sick, personal, and bereavement leave, count toward the required hours. If your first day of work is on or after September 1, but not later than the first day of school for the current school year as established by the SEBB organization, you are eligible for the employer contribution on the first day of work. If your first day of work is at any other time during the school year, you are eligible for the employer contribution on that day.

What happens if I don't enroll in benefits within the first 31 days?

If you do not make a plan selection within 31 days of your hire date, SEBB will automatically enroll you in the default plan:

Medical: UMP Achieve 1
Dental: Uniform Dental Plan
Vision: Metlife vision
LTD: 60%
$25 monthly tobacco charge

For more information on plans, premiums and supplemental coverage, please follow the links below.

How do I register for a SEBB account?

Visit Benefits 24/7 and click the green Log into SEBB My Account button at the top of the webpage.
You will be directed to SecureAccess Washington (SAW) to create an account. You only need to do this step one time. (Why do I need a SAW account? SAW is the state’s secure single sign-on portal for external users. A SAW account will keep your sensitive information secure. You can access multiple government services online with a single user ID and password that you create and manage yourself.)

To create a SAW account:

Click Sign up.

Enter your:

Name

Personal email address

A username

A password
(If you already have a SAW account, enter your username and password and skip to step 5.) Remember to save your username and password in a safe place so you don’t forget it the next time you log in.

Check the box to indicate you are not a robot.

Click the Submit button.

Follow the link to activate your account.

Check your email for a message from SAW.

Click on the confirmation link, then close the account-activated browser window that opens, and return to your original window.

Follow the instructions on the screen to finish creating your account.

Watch for your code. After you log in to SAW, you will be prompted to add multifactor authentication (MFA). Select how you'd like to receive a code — either email or text message. The system will send you a code.

Enter the code you received and submit.

You will be sent back to SEBB My Account.

Enter your:

Last name

Date of birth

Last four digits of your Social Security number

Click Verify my information.

If you have logged in to SEBB My Account before, you'll be directed to your dashboard.
If this is your first log in, after you click Verify my information, select your security questions and add answers. You will be directed to the SEBB My Account dashboard.

How do I enroll in SEBB benefits?

Once you log in to Benefits 24/7, you can follow the step-by-step tool at the top of the page to guide you through the enrollment process. The four steps are:

Add your dependents

Enter your dependents information. If you are not adding dependents, you can skip to step 3.

Verify your dependents
HCA may audit dependent enrollment. Please make sure to keep the documents you submit.

Upload documents from your computer or mobile device to verify your dependents’ eligibility. A list of acceptable documents (like a birth or marriage certificate, or recent tax return and acceptable file types) is available through a link on the page. After you upload your documents, they must be verified by your payroll or benefits office before your dependents can enroll under your coverage.

If you are unable to upload documents online, you can provide paper documents to your payroll or benefits office.

Attest to the premium surcharges

Answer a series of on-screen questions to determine whether you will be charged the $25 tobacco use premium surcharge and, if applicable, the $50 spouse or state-registered domestic partner coverage premium surcharge in addition to your monthly medical premium.

Select your plans

When you are ready, select your plans by checking the box next to the medical, dental, and vision plans you want.
If you have other employer-based medical coverage, TRICARE, or Medicare, you can waive SEBB medical coverage

What actions can I take when I access my Benefits 24/7?

View your medical, dental, and vision coverage information
Download your statement of insurance
View your employer-paid basic life and basic AD&D insurance information (employees only)
Reduce or decline employee-paid long-term disability insurance
View your premium surcharge attestations
Make changes to your tobacco use premium surcharge attestation (if applicable)
Make changes based on qualifying events specified in SEBB Program rules

What actions can I take during open enrollment?

For school-based employees, you can make the following changes during open enrollment in October:

Make changes to your SEBB benefits
Attest to the spouse or state-registered domestic partner coverage premium surcharges (if applicable)
Waive medical coverage for yourself or return from waived status
Add dependents. You must provide proof of your dependent’s eligibility. It is recommended that you add your child to the health plans you want them enrolled on even if dependent verification is still pending.
Remove dependents
Reduce or decline employee-paid long-term disability insurance

For Home Office employees, you can make the following changes during open enrollment in September:

Make changes to your benefits
Waive medical coverage for yourself or return from waived status
Add dependents. You must provide proof of your dependent’s eligibility. It is recommended that you add your child to the health plans you want them enrolled on even if dependent verification is still pending.
Remove dependents
Reduce or decline employee-paid long-term disability insurance

Where is my insurance card?

DRS FAQ

How do I set up an online retirement account?

If you have yet to set up an online account for the Department of Retirement Services, click here!

How do I access my retirement account?

As a member or retiree in any DRS pension plan, you can securely access your retirement account online. And it takes just a few minutes to activate your account.

Employed members use online accounts to:

View account information
Update beneficiaries
Send secure messages to DRS
Review service credit balance
Estimate your retirement benefit
Retire online

Retired members use online accounts to:

Update your address information
Get copies of 1099-Rs
Send secure messages to DRS
Track your return-to-work hours
Sign up for direct deposit

What is the School Employee Retirement System (SERS)?

In general, you are automatically a member of SERS if you are hired into an eligible position. A SERS-eligible position is normally compensated for at least 70 hours of work per month for at least five months of each year and the employer is a Washington state public school district or educational service district.

Enrollment in your specific SERS plan (Plan 2 or Plan 3) depends on additional conditions, including your hire date and the plan you chose at the time you first went to work for a DRS-covered employer.

Click here for more information.

What is the Teacher Retirement System (TRS)?

In general, you are automatically a member of TRS if you are hired into an eligible teaching position. A TRS-eligible teaching position is normally compensated for at least 70 hours of work per month for at least five months between September and August.

A teacher is anyone who is certified to teach and is employed by a public school as an instructor, administrator or supervisor.

Enrollment in your specific TRS plan (Plan 2 or Plan 3) depends on additional conditions, including your hire date and the plan you chose at the time you first went to work for a DRS-covered employer. might be optional.

Click here for more information.

What are the retirement contribution rates?

Member and employer contribution rates for Washington’s retirement systems are established every two years. Rates for retirement plans are approved by the Washington State Pension Funding Council. Rates are reviewed and approved in even-numbered years so they can be incorporated into the state’s next two-year budget cycle beginning July 1 of odd-numbered years. The new rates have been established for the next two years 2023-2025. Click here for more information regarding rates.

Payroll FAQ

When will I receive my first paycheck?

If you start before the 15th of the month, you will receive your first paycheck close to or on the last business day of the month. If you start after the 15th of the month, you will receive your first paycheck close to or on the last business day of the next month. All payments will be made through direct deposit. Your first or last check will be prorated in months of partial employment (in other words, if you begin working for IPS after the first day of the month or end your employment with IPS prior to the last day of the month).

How do I change my direct deposit?

How do I complete the W-4 form?

The IRS has issued a new form W-4, Employee’s Withholding Certificate, to be used beginning Jan. 1, 2020. This change stems from the Tax Cuts and Jobs Act, which went into effect in 2018 and eliminated personal exemptions and doubled the standard deduction when filing personal taxes. This new form and accompanying Tax Withholding Estimator are meant to ensure you have the proper amount of federal tax dollars withheld from your paycheck. Click here to review more information.

To update your W-4 information, log into ADP > click on Myself > under Pay click on Tax Withholdings

What if I need to be reimbursed for my expenses?

What do I need to know about my pay if I resign or are terminated?

Who should I contact if I have questions regarding my salary?

Who should I contact if I see an issue on a paycheck?

Paid Time Off FAQ

What is paid time off?

Time off is when an employee is given permission to take time off from work using their general time off allotment. The time that’s taken is typically paid. On rare occasions, employees will take unpaid time off. No more than 5 unpaid days may be taken per year.

Human resources is not involved in the approval of general time off requests. Requests are approved at the discretion of the employee's direct supervisor.

Employees should enter a leave request in ADP after discussing the leave with their supervisor. Supervisors are responsible for ensuring that the leave request is entered into ADP and then approving the request.

General time off allotment:

Sick
Personal
Vacation
Bereavement
Jury Duty
Unpaid, extended LWOP
Reoccurring medical appointments (will require a medical note/ release form)

For a variety of reasons, certain days may not be taken as paid time off and all school-based employees are strongly encouraged to be at work. These days include the days immediately before/after a holiday, professional development days, NWEA/SBAC testing days, and the first and last month of school. Approval of time off during blackout periods is at the discretion of supervisors.

What is an extended leave of absence?

Extended leave is when an employee is given permission to take time off from work for an extended period of time by their direct supervisor. The time that is taken can either be paid, unpaid, or a combination of both, and mandatory or voluntary depending on the circumstances of the request.

Extended time off is often for:

Birth/Adoption/Foster Care
Illness/injury/incapacitation of requesting employee
Care of family member, including medical/dental/optical examination of family member, or bereavement
Care of family member with a serious health condition
Military service
Domestic violence
Recurring medical appointments

The extended leave process is as follows:

Speak with your direct supervisor about taking an extended leave of absence
Complete this form here for approval
Add time off in ADP - note, you must exhaust all of your personal, sick and vacation time before going on leave without pay

What happens to my benefits if I go on extended leave?

How do I submit time off requests in ADP?

When can I submit time off requests?

What are blackout dates?

School Based Faculty: For a variety of reasons, certain days may not be taken as PTO and all school-based employees are strongly encouraged to be at work. These days include the days immediately before/after a holiday, professional development days, NWEA/SBAC testing days, and the first and last month of school. Please see your manager for a complete list of blackout days.
Home Office Faculty: Approval of the blackout days listed above is at the discretion of the manager and depends on the employee’s level of direct service to schools.
Taking time off during blackout days may result in disciplinary action, except to the extent an employee’s leave is protected pursuant to applicable law.

Am I eligible for holiday pay?

To be eligible for pay on observed holidays, you must be a salaried employee in active status the day before and the day after a holiday (i.e., your first day of employment will not be scheduled on a holiday, nor will your last day of employment be scheduled on a holiday).
Generally, when an observed holiday falls on a Saturday, the preceding Friday is observed as the holiday. When a holiday falls on a Sunday, the following Monday is observed. For questions about holiday observances, please contact your manager.

You must receive approval from your manager prior to taking planned, unpaid time off. You are always expected to complete the job duties outlined in your job description and failure to do so will lead to a performance review and/or plan

Will I be paid over the summer?

Lead Teachers, Special Education Teachers, and Teaching Fellows who are in active status on the last day of school are eligible to receive summer pay. Active status includes both employees who report to work and those who are on approved leave, including unpaid leave. If an employee resigns or is otherwise terminated prior to the end of the school year, they are considered inactive, and do not receive summer pay.
Hourly employees are not eligible for summer pay if their agreement ends on the last day of school

Do I qualify for paid Family Medical leave?

You may qualify for Paid Family Medical Leave.

The Paid Family and Medical Leave program is a mandatory statewide insurance program that provides paid family and medical leave to eligible employees. The program is administered by the Employment Security Department (ESD). Impact is NOT involved in this process.

Should you have any questions or concerns about PFML, please contact their office to speak with them.

If you are asked on the PMFL application, Employer UBI # is 604043956

The application process is below:

Notify your employer at least 30 days before you plan to take leave (if the event is foreseeable)
Experience a qualifying event (click here to learn more about qualifying event)
Apply for leave within 30 days after your qualifying event happens
Receive a determination letter in the mail
Waiting week beings (exceptions: bonding leave or military exigency don't have a waiting week)
File weekly claims to get paid (you may have an unpaid waiting week)

Additional PMFL resources are below:

PFML Checklist
PFML Poster
PFML Benefit Guide
Are You Eligible? Click here to take the quiz.

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