Pacific Collegiate School

Staff Resources

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

2023-2024 Employee Handbook

Covid-19 Information

This section includes information from various sources regarding the COVID-19 pandemic. If you have specific questions please contact the Business Office.

Covid testing sites which offer free tests or will bill your insurance:

OptumServe at Ramsay Park in Watsonville: https://lhi.care/covidtesting/questionnaire
Twin Lakes Church in Aptos: https://my.portal-sennecadx.com/?m=b2c
Westside Pharmacy on Mission St.: https://www.doineedacovid19test.com/SantaCruz_CA_984.html
For additional information please see the County of Santa Cruz Website: https://www.santacruzhealth.org/HSAHome/HSADivisions/PublicHealth/CommunicableDiseaseControl/CoronavirusHome/SAVELivesSantaCruzCounty/GetTested.aspx

Resources for Covid-19 information:

County of Santa Cruz Health Services Agency: https://www.santacruzhealth.org/HSAHome/HSADivisions/PublicHealth/CommunicableDiseaseControl/CoronavirusHome.aspx
California Department of Public Health: https://www.cdph.ca.gov/Programs/CID/DCDC/Pages/Immunization/ncov2019.aspx
CDC: https://www.cdc.gov/coronavirus/2019-ncov/index.html

New Hires

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.

Sick/Personal Leave

Sick/Personal Leave Request Form

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.

Payroll/Timesheets

Timesheets for July 2023 to June 2024

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 the15th of the month AND the 16th to the end of the month. All time sheets need to be turned in to the Business Office as soon as possible after the 15th AND end of the month. Occasionally, time sheets 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 or placed in your internal mailbox on the appropriate pay date.

If you need to change your banking information for your paycheck deposit then please use the "Automatic Payroll Deposit" form.

If you need to adjust your Federal or Federal and State withholding then please use the "W-4" form.

If you need to adjust your State (separate from Federal) withholding then please use the "DE-4" form.

In-house Sub Rate refers to the rate PCS pays its employees when they sub in a PCS teacher's classroom.

The Employee Change Form is used to change your name, address, etc.

Pay Schedule FY22-23 document details pay period start and end dates, when timesheets are due in the Business Office and paycheck payment dates.

If you have any questions please contact the Business Office.

Insurance

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 recieve 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.

Retirement Plans

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 and Deposits

Reimbursements

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

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.
An original receipt must accompany all reimbursements (printouts for online transactions are fine).
PCS cannot reimburse for any alcohol purchases (even wine given as a thank you gift).
PCS cannot reimburse for gift cards of any amount as the IRS views it as income to the recipient.
PCS does not reimburse for bag fees. Please remember to bring your own.
Reimbursement forms must be filled out completely, including address, because School checks are now mailed not merely placed in your internal mailbox.
Reimbursement forms must be signed by you as the requestor.
The approver must sign the reimbursement before it is submitted to the Business Office.
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. The reimbursement will be returned if this is not followed.
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.
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

Check runs occur at set times. All invoices turned in the end of the day on Tuesday will be processed and sent to the back office company that Friday. The checks will be mailed out from Southern California the following Friday. If a request is submitted on Wednesday or Thursday, we will try to get it approved and in the batch for that Friday but no guarantees. This means there is a minimum of a 10-day lead time on all payments.

Example: Check turned in by Tuesday, July 2nd will be sent to back office on Friday, July 5th. Check will not be mailed out until July 12th.

There are NO exceptions to these deadlines. We have no flexibility as to the schedule as it is dictated by the back-office company.

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.

Check and Cash Deposit Form

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 8.2019

Training

Keenan Safe Schools

Injury / Workers' Compensation

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.

Facilities

After Hours Facility Use Form (Staff/Student Use Only)

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.

Organizing/Fundraising/Logo Usage

Field Trips

Field Trip Planning Instructions & Forms

Salary Schedules

Legal Notices

SBA Notice

Staff Only