Financial Services

Payroll Frequently Asked Questions


DIRECT DEPOSIT

Why do I have to sign up for direct deposit?
How do I sign up for direct deposit or change my account?
Why did I get a paper paycheck after I'd already signed up for direct deposit? 
Can I have my pay deposited into more than one account?
How do I stop or cancel my direct deposit?
When is my money available for my use with direct deposit?
Do I have to have a checking account for direct deposit?
Am I required to provide account documentation with my form for direct deposit?

PAYROLL TAX WITHHOLDINGS AND W-2 FORMS

How do I change my status or exemptions for federal and/or Virginia income tax withholdings?
I am not subject to income taxes in Virginia. How do I notify Payroll of my status?
Can I claim exemption from taxes as a student?
When can I get my W-2 form?


PAY STATEMENTS AND PAY CHECKS


MISCELLANEOUS PAYROLL QUESTIONS

How do I notify Payroll that I have moved?
How do I notify Payroll that I want a pay check instead of direct deposit?




DIRECT DEPOSIT

Why do I have to sign up for direct deposit?
Prince William County Public Schools requires all new employees (as of July 1, 1998) to sign up for Direct Deposit. (Regulation 384-4)

How do I sign up for direct deposit or change my account?
You can sign up or change your account by completing a Direct Deposit Authorization form and submit it to the Payroll Office. The Direct Deposit Authorization form is available at pwcs.edu (Staff/Payroll/Payroll & Tax Forms). This form should be completed and submitted to the Office of Payroll at least 30 days before you want the change to take effect. If you ar changing or closing the old account, we ask that you wait until a deposit has been made to the new account before you close the old account with your bank.

Why did I get a paper paycheck after I'd already signed up for direct deposit? 
A direct deposit process normally takes 2-3 pay cycles depending on the date the form is received in the Office of Payroll. On the first pay cycle, an electronic test, called a “pre-note”, will be sent to your bank to make sure all routing and account numbers are set up correctly. If everything is correct, your next payroll will be deposited into the new account. If you still receive a paper paycheck after three pay cycles, please contact the Office of Payroll at pwcsPayrollOffice@pwcs.edu or call any Payroll Specialist.

Can I have my pay deposited into more than one account?
You can have a flat dollar amount deposited into Apple Federal Credit Union or PWC Employee Credit Union. Your remaining net pay can be deposited into one account only. Check with your bank for online services available for automatic bill payment and account transfers currently offered by most banking institutions.

How do I stop or cancel my direct deposit?
You can stop or cancel your existing account by submitting a new Direct Deposit Authorization form to the Payroll Office. You can stop, cancel, and/or change a flat dollar deposit to Apple Federal Credit Union or PWC Employee Credit Union by completing a form at their local offices.

When is my money available for my use with direct deposit?
Your funds are available at the start of the bank’s business day coinciding with the payroll date.

Do I have to have a checking account for direct deposit?
You may have payroll deposited to a checking or savings account.

Am I required to provide account documentation with my form for direct deposit?
The Office of Payroll requires proof of your bank’s routing number and your account number. Attach a check marked “VOID,” a savings deposit slip, or other official form from your bank as verification of these numbers.

 

 

You will need to complete a new W-4 form for federal withholdings and/or a new VA-4 form for Virginia withholdings. The form and instructions are found on the Payroll Web page under Payroll and Tax Forms. Make sure you fill out all required information, sign, and date your form and send to the Office of Payroll in Financial Services. Follow the instructions carefully. Payroll staff will not make corrections or interpret your form if information is incorrect or unclear.

I am not subject to income taxes in Virginia. How do I notify Payroll of my status?

The VA-4 form (Line 3) exempts residents of certain states. Please follow the instructions provided for the VA-4 and submit your form to the Office of Payroll. Military spouses also have guidelines to claim exemption. Follow the instructions provided with the Form VA-4 for required documentation to be submitted.
 
You may claim exemption from tax withholdings depending on federal and state income and taxation guidelines only. Please review the qualifications to claim exemption. If you claim exemption from income tax withholdings, your form expires annually. Please file a new W-4 and/or VA-4 each year if you are claiming exemption. Failure to submit a new form will result in maximum tax withholdings for your payroll processing in the next calendar year.
 
The Office of Payroll processes and mails annual W-2 forms to all paid employees for each calendar year by January 31 of the following year as required by law. Forms are stored in the Employee Self Service system available from any School Division computer. The Office of Payroll reminds all employees to keep their mailing address current with the Department of Human Resources to make sure their forms are delivered on time.


PAY STATEMENTS AND PAY CHECKS

Your pay statement will be sent electronically as a regular employee with an email address in the PWCS email system. If you leave employment with PWCS, pay statements will be mailed to your address of record. If you are not receiving your pay statements via email or by mail, contact the Office of Payroll for assistance. All pay statements are stored in the Employee Self Service system available from any School Division computer.
                    
The Office of Payroll will start stop payment processes 10 business days from the mailing of any pay check reported missing, lost, or destroyed. As soon as a stop payment order is confirmed, the Office of Payroll will reissue your pay check. You may request to pick up the pay check in person. Pay checks sent to an incorrect address will not be reissued until you update your address with the Department of Human Resources.
 
No, the electronic delivery of pay statements may only be utilized by regular employees with a PWCS email address.




It is important that payroll has the most accurate address and phone number at all times.

 If you are a current PWCS employee, change your address and/or phone number in the Employee Self Service (ESS) portal available at this link Employee Self Service, which can also be found in your PWCS bookmarks. You should notify PWCS immediately of any address change. The Payroll system utilizes those records to print all statements, checks, and other required materials to be mailed to employees.

If you are a former PWCS employee and your email/login is no longer active, please call the Department of Human Resources at 703-791-8766 for instructions regarding how to change your address and/or phone number.

 

 
Direct deposit of net pay is a requirement for all regular employees of Prince William County Public Schools. Pay checks may be issued when you change accounts or terminate employment.
 
Time worked and leave taken entries are made at each work location for PWCS employees. Please check with your Time & Leave Secretary or Bookkeeper at your school or department if you have questions about these entries. If you are a regular employee and have questions about your rate of pay, please contact the Department of Human Resources. All other inquiries may be directed to Payroll Specialists listed on the Payroll Web page. There is also a general inquiries email address for the Office of Payroll, PWCSPayrollOffice@pwcs.edu.

All employees are paid on a semi-monthly schedule. Pay dates are the last work day (based on the approved administrative work calendar) on or before the 15th of each month and on or before the last day of each month. A list of annual pay dates is available at the Payroll Web page under Financial Services at pwcs.edu.