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Staff Only

Staff Only

Welcome to the Staff zone. Please refer to the below menu for forms and instructions. 

Ensuring the health and safety of the PCS school community remains a priority. PCS continues to follow Santa Cruz COE and CalOSHA guidelines.  Updated school guidelines can be accessed here and through the staff-covid flowchart . If you have specific questions, please reach out to the PCS Business Office. 

Resources for Covid-19 information:

Welcome to PCS!

Please see below for various new hire forms.  For information on the PCS 403(b) plan, please see the Retirement Plan section of this website.  Also, do not use staples on any forms. Tape is acceptable.

Please contact the Business Office with any questions.

Please log into your Inova account to request any absences Inova

Please fill out the above form for ANY absence. The form should be filled out as far in advance as possible. The information will be forwarded to Maria for approval. Absences due to sickness should be filled out as soon as you are able. Please note that the union contract states, "For pre-scheduled use of sick leave, such as for personal necessity leave, unit members must request leave at least three (3) work days in advance."

Even if your absence is being covered "in-house" you still need to fill out the form. It's very important that the front office is aware of which teachers are teaching in which classrooms.

If you are contacting a substitute directly (i.e. a former PCS teacher who is now subbing) you still need to fill out the form. The front office needs to know who is covering your class(es).

If you need a substitute then you will also need to go to Frontline to request a sub.  If you've never requested a sub then the front office can show you how.

If you have any questions please contact the Business Office.

Please log into your Inova account to record time: Inova

Employees are paid twice a month on the 25th and the 10th of the month (or the preceding work day if the regular pay date falls on a weekend or holiday).  Please note that the payroll period is from the 1st to the 15th of the month AND the 16th to the end of the month.  All timesheets need to be turned in to the Business Office as soon as possible after the 15th AND end of the month.  Occasionally, timesheets will need to be turned in early if it's a "short" month i.e. December.

If you use direct deposit then your paycheck will be deposited on the appropriate pay date.  If you receive a "live" check then it will be mailed by the appropriate pay date.

If you need to change any payroll information (address, Federal or state withholding, direct deposit, etc.), you can do that through your Inova account.  

If you have any questions, please contact the Business Office.

Cal Choice Website: https://www.calchoice.com/ where you can register to view your medical/vision insurance plans.

This page details the various medical plans available to PCS employees.  To receive the full PCS contribution rates, an employee must work at least 30 hours per week (.75 FTE).  Below this threshold (part-time employment of .74 FTE and less) partial PCS contribution may be available. See the Business Office for details.

  • Dental plan - PCS contribution available for employee only.  Dependent coverage paid by employee.
  • Medical plan - PCS contribution available for employee and dependents (certain limitations apply).
  • Vision plan - No PCS contribution available.  Employee and dependent coverage paid by employee.

PCS contribution rates vary by plan and number of persons covered.

Please contact the Business Office for additional information.

If you are renting / using any facilities other than PCS for a function (sports fields, dance locations, etc.) then you will need to fill out a request for a certificate of insurance (COI).  Most outside facility agreements will state that a certificate of insurance is needed before the space can be utilized.  You can use either the pdf or the Word document, whichever you are most comfortable using.  Please provide the Business Office with the completed form, either by hard copy or via scan.  The Business Office will then send it to PCS’s insurance provider.  Processing time averages one to three days so please plan accordingly.

To access your CALSTRS (teachers) account please go to: https://my.calstrs.com/MyCalSTRSWebUI/Root/Pages/Login.aspx  (select Register Now to set up)

To access your CALPERS (non teachers) account please go to: https://my.calpers.ca.gov/web/ept/public/systemaccess/eptLogin.html (select Register Now to set up)

Envoy TPA Information - https://envoy.tsacg.com/index.php?e=3881

Reimbursements

Please use the Reimbursement Form to submit expenses for reimbursement to yourself.  Please note the following:

  1. Reimbursement forms must be turned in monthly. Any reimbursement turned in more than 60 days after expenditure will be added to your W-2 taxable income.
  2. An original receipt must accompany all reimbursements (printouts for online transactions are fine).
  3. PCS cannot reimburse for any alcohol purchases (even wine given as a thank you gift).
  4. PCS cannot reimburse for gift cards of any amount as the IRS views it as income to the recipient.  
  5. Reimbursement forms must be filled out completely, including address, because School checks are mailed not merely placed in your internal mailbox.
  6. Reimbursement forms must be signed by you as the requestor.
  7. The approver must sign the reimbursement before it is submitted to the Business Office.
  8. Any receipt smaller than an 8 1/2 x 11 sheet of paper must be taped to an 8 1/2 x 11 sheet of paper because we have to now scan in all receipts to send to our outside processor for payment. 
  9. If you are missing an original receipt, you must include a Missing Receipt Declaration form with your bundle. It must be filled out completely with an explanation as to what happened to the receipt.
  10. Reimbursements must be separated by School, Club/Sport or PVA. If you have expenses for a combination of these then they must be on separate forms.

Check Request

If you are requesting a payment be sent to someone else besides yourself, you need to fill out a Check Request Form.  The process and rules are the same as for the reimbursement process above.

Timeline

There is a two week lead time on all payments.


If you have any questions please ask us in the Business Office for clarification.

Deposits

Please use the form below to record check and cash deposits to be turned in to the Business Office.

Purchasing (School Accounts only)

In order to help control purchasing and centralize it, there are changes to the purchasing process: 

  • A Purchasing Authorization form must filled out and approved by either the Head of School or the Business Office prior to anything being ordered or purchased. The form must be attached to your Reimbursement Form/Check Request Form.
  • All online ordering will now occur through the Business Office so that the school credit card can be used. Orders will be placed once the completed and approved Purchasing Authorization form has been received in the office.
  • PCS Purchasing Form

Keenan Safe Schools

This section includes general information on workers' compensation as well as the forms to be completed when an employee is injured on the job. 

Any time you are injured on the job please fill out the "Employee injury form" and return to the business office.  This is for minor injuries requiring a band aid or ice pack, etc.

Any time you are injured on the job and require medical attention or must be absent due to an injury received on the job please fill out  "Form 5020" and return it to the business office. Report to Doctors on Duty at 615 Ocean St. in Santa Cruz as soon as possible after the injury occurs and read the additional information provided here.

If you'd like to predesignate your personal physician for any future workers' compensation claims then please fill out the related form above and return to the business office.

Please direct any questions to the business office.

If you will be having any event outside of regular school hours, you must fill out an After Hours Facility Use Form so that the information gets to the proper people. 


If you are renting / using any facilities other than PCS for a function (sports fields, dance locations, etc.) then you will need to fill out a request for a certificate of insurance (COI).  Most outside facility agreements will state that a certificate of insurance is needed before the space can be utilized.  You can use either the pdf or the Word document, whichever you are most comfortable using.  Please provide the Business Office with the completed form, either by hard copy or via scan.  The Business Office will then send it to PCS’s insurance provider.  Processing time averages one to three days so please plan accordingly. 

Field Trip Planning Instructions & Forms

Clubs and activities make our school a fun place for students to connect and grow-- thank you for making time to support this important part of PCS student life. The following information will help clarify your role as club advisor and gathers key forms and resources you will need to support your club:

  1. Club Approval Form. Please be sure that the student leaders of your club have filled out this form, brought it to you for review and a signature, and submitted it before your club meets. In addition to the link here, there are paper copies of this at the front desk. When your club is approved, club leaders will be notified by email.
  2. Participating in Club Fair. While PCS clubs can form at any point during the school year, if the club is organized and approved by early September, club leaders will be invited to participate in Club Fair to recruit other members to their club. In their club approval email, club leaders should receive a link to sign up for the current year's Club Fair. The Fair typically takes place during homeroom and each club is invited to create a table-top poster or display and a sign-up sheet so they can build interest in their club. Student leaders who have signed up for Club Fair will receive details about the Fair in the days ahead of the event.
  3. Event Approval Form. If your club decides to hold an event that they are going to advertise beyond the club, please fill out this event approval form at least 2 weeks ahead of the event. When your event is approved it will be added to the school calendar and club leaders will be notified by email.
  4. After Hours Facility Use Form. If your club is hosting an event outside of normal school hours, please use this form at least 2 weeks ahead of the event date to notify our facilities manager, office staff and administration so they can be prepared to let attendees inside the building, assure that there aren't conflicts with use of certain space (student center, amphitheater, etc.) and make accommodations for set-up/clean-up. If there is an issue with your use of the facility, you will hear back-- if you don't hear anything it is safe to assume you can proceed.
  5. Fundraising and Logo Use Form. If student club leaders are interested in fundraising for club activities or using the PCS logo to produce club merchandise, please have them fill out the fundraising form and ensure that they have approval before proceeding. Important note: for most club activities, it is much easier if parents purchase materials, supplies, food, etc. directly for the club, rather than having students fundraise small amounts of money and submitting reimbursement paperwork. Please encourage student leaders to think about soliciting donations for materials, rather than organizing fundraisers.
  6. Club Advisor Role/Expectations:
    1. Help students to find space for their club to meet (could be your classroom or other on-campus space)
    2. Provide supervision for club meetings and events 
    3. Support student leaders to follow school procedures for event hosting, fundraising and PCS logo use