The payroll department is responsible for the preparation and distribution of monthly, semi-monthly and substitute payroll as well as other payroll-related services.
Can the same sub work for two different teachers?
Yes. Each absence would be entered in Aesop as a ½ day, and the substitute assigned to each absence for each teacher. The substitute is only paid the full day pay, which is divided between the two entries. The substitute does not receive the half day rate for working two half days on the same day.
How is the absence entered if the employee is absent a full day, but the sub only worked a ½ day?
The absence is entered in ½ day increments - ½ day with a substitute and a ½ day without a substitute.
What if the employee is out a number of days, but the sub only works part of the days and the other days the absence was unfilled or filled by a different sub?
The absences would be separated. The days that a substitute worked would be entered separate from the absences entered without a substitute. If the absences are already entered as one entry, the absence can be split and either a different substitute assigned or no substitute needed selected.
What if you have to hire two different subs for each ½ of the day to cover a teacher?
The absence would be entered as ½ day AM and ½ day PM, assigning the appropriate sub to each ½ day.
Can I take a set number of hours in sick leave?
No; leave may only be taken in whole day (8 hours) or half day (4 hours) increments. See excerpt from DEC (Local).
How is an absence entered for an employee that is absent all day on a student early dismissal day, but the substitute only works a half day (5 hours or less)?
Since it is considered a full day absence for the employee, it must be entered in ½ day increments. A ½ day would be entered with a substitute assigned and a ½ day without a substitute.
Questions on Payroll
How do I change my address?
Enter the change through the Employee Access Center, or contact human resources
How do I change my withholdings on my W-4?
Employees can change their W-4 information either through the EAC or manually by submitting a new W-4 form.
The following are directions for an employee to change their W-4 information on the EAC.
- Login to your Employee Access Center via the NISD website.
- Click “Tax Information”.
- Click “Update”.
- Complete the appropriate fields.
- Click “Save”.
If my name changes, who do I need to contact?
You must first contact TRS before any changes can be made by human resources.
If I work extra duty, how do I report that time to get paid?
Submit a completed Extra Duty/Overtime Timesheet with your signature to your office manager or the appropriate department to be completed with the budget code and supervisor’s signature. It must be completely filled-out before being submitted to payroll to be paid. A paraprofessional should also submit a copy of their timecard.
How is overtime calculated?
Any hours physically worked over 40 hours in one week will be paid (or credited to the comp bank, for paraprofessionals) at time and one-half. Any non-work or time taken for vacation, school holiday, sick or personal is not counted as hours worked.
How do I know what budget code to use to pay employees for extra duty or a substitute for working?
This should be determined by the principal or supervisor prior to work being done. Payroll does not determine where the money is coming from but can advise whether a particular code can be used. To determine where the funds are located you will need to contact the department that approved the work.
Is my regular salary paid according to the Payroll Schedule?
No. Only maintenance employees are paid according to the Payroll Schedule. Regular salary for full-time or half-time employees is annualized, which means we take your total salary for the year and divide it by the number of pays for that employee, resulting in equal monthly payments regardless of the number of work days in a given month.
How will I receive my electronic W-2?
Your online W-2 forms for each applicable tax year are available for download via the View and Print W-2 Forms link in the Employee Access Center.
What if I still want a paper W-2 mailed to me?
If you don't change your preference, or make a selection, you will continue to receive a printed W-2.
Will I have to elect to receive an electronic W-2 each year?
No; your preference to receive a W-2 solely in electronic format is effective until you choose to change it back.
Will I receive my W-2 earlier if I select the electronic option?
Per IRS rules, NISD must furnish electronic W-2s to the employee by the same due date as printed W-2s.
Do I need any special software to view/print my electronic W-2?
Online W-2s are provided in PDF format. You will therefore need a PDF viewer, such as Adobe Reader, to view or print your W-2.
What do I do if I never received my W-2 or if I need another copy?
A copy of a W-2 can be printed from the Employee Access Center. If you require a reprint, please contact payroll for a Request for Replacement IRS – W-2 Form. Complete the form and return it to the payroll office, and it will be processed the following Friday. ***Payroll is unable to reprint a W-2 when the electronic version is selected by the employee.
Temporary/Substitute Time Sheet (Green Time Sheet)
This form is in PDF fillable format. This means you can fill the information on the form using your keyboard. The forms may be viewed and printed using Acrobat Reader.
Thank you for visiting the payroll department's Teacher Retirement System (TRS) page. Our goal is to share valuable information about your active TRS membership as well as provide guidance on the retirement process with TRS.
"Your active role in Texas public education makes dreams come true and brings lifelong success within reach for students of all ages. You share your talents in diverse ways as classroom educators, cafeteria line servers, teaching hospital care providers, administrative or support staff, and more."
Please take a moment to review the TRS Benefits Handbook to learn about eligibility requirements and benefits associated with your membership.
Your Responsibilities as a TRS Member (according to the TRS website)
Keep Your Mailing Address Current - To receive your annual statement of account, newsletters, election ballots, information brochures, and other important communications, please inform TRS of any address change. You must complete and mail to TRS a Change of Address Notification form (TRS 358) (pdf).
Notify TRS of Name Changes - TRS requires notification in writing when you change your name. The written notice must contain both your Social Security number and your signature. You must also include a copy of a court order or marriage license that authorizes your name change. There is no TRS form for submitting a name change. If you are working for a TRS-covered employer when your name changes, you must officially change your name in your employer's records to ensure that your employer's records and TRS records match.
Keep Beneficiary Designation Current - TRS mails a Designation of Beneficiary form (TRS 15) (pdf) to you after your membership begins. You should complete and return the form to TRS immediately. A completed form instructs TRS on how to distribute valuable active member death benefits, so keeping your beneficiary designation current is important. You should review your beneficiary designation when significant life events occur such as marriage, divorce, birth of a child, death of a spouse or designated beneficiary, or if the beneficiary becomes eligible for Medicaid or other "needs-based" assistance programs. A divorce does not automatically revoke your former spouse as beneficiary. Please see the topic "Beneficiary Designation by Members" in the TRS Benefits Handbook (pdf).
"It’s the reward you’ve been working toward. You shared your talents over many years or even a whole career in service to Texas public schools, universities, or health care institutions."
Please review the TRS Retirement Eligibility Requirements
Things to do Before Retirement (according to the TRS website)
If you are a member nearing retirement, you should contact TRS six months prior to your anticipated retirement date to allow yourself enough time to complete and submit all required forms. The following checklist will help you to make a smooth transition to retirement.
- Consult either the TRS Benefits Handbook or the TRS website for information on the retirement options available to you.
- You might want to attend one of several TRS retirement presentations offered throughout the state each year. They focus on a number of details on the retirement process and the forms that must be completed by members. No presentations are currently scheduled; however, check back for future availability and to register online.
- Purchase special service credit for retirement credit or transfer service credit, if applicable. Section 415 of the Internal Revenue Code limits the amount of voluntary contributions that can be made to TRS each year. Therefore, please consider purchasing any eligible special service credit well before retirement to make sure you have enough time to make the necessary contributions.
- Send TRS copies of birth records for you and your beneficiary (if you select an Option One, Option Two, or Option Five retirement plan). Print your name and Social Security number on the birth records submitted so that the records can be matched with your TRS account.
- Complete and submit a Request for Estimate of Retirement Benefits form (TRS 18). You may submit this form online if you are retiring within 12 months, or print the form from this website, complete it manually, and mail it to TRS.
- After you receive your retirement packet, follow the instructions in your packet and refer to the retirement checklist (pdf).
Do you have questions about your retirement? TRS is conducting one-on-one counseling appointments and group benefit presentations across the state to active members and those considering retirement.
Active members who have a MyTRS account may register for group presentations online. If you have not registered for MyTRS, and were a member prior to September 2017, set up an account today and you will be able to register for a presentation. If you do not have a MyTRS account, but would like to register for a group presentation, call 1-800-223-8778. Reservations will be taken on a first-come, first-served basis.
Active members may schedule one-on-one appointments by calling TRS at 1-800-223-8778. All appointments must be made by the deadlines listed on the TRS Virtual Counseling Sessions.
Retirement Benefits Session Schedules
*Individual office visits in Austin are not available for online registration. To schedule an office visit in Austin, please call 1-800-223-8778. A counselor will be happy to assist you.
Employment After Retirement (according to the TRS website)
Service retirees may work without limit for an employer not covered by TRS without losing any monthly annuity payments. Disability retirees may work an unlimited amount of time for an employer not covered by TRS but may be subject to a compensation limit. If you are retired from TRS and thinking about returning to work with an employer covered by TRS, OR if you are thinking about retirement and considering possible employment with an employer covered by TRS after you retire, the information in the Employment After Retirement booklet will help you make the decision that is right for you and avoid any unexpected loss of annuity payments.
Employment After Retirement Limits for Retirees
Please note: While current employees should log into the Employee Access Center using the online portal, former staff members will need to use the direct link below to sign in.
To reach the Northwest ISD Payroll Department, please call 817-215-0097. Specific personnel contacts can be found on the Meet Our Staff page.