2011
Payroll Employee Handbook
Payroll…working for you
Payroll Services Department
Chicago Public Schools
9/1/2011
All information provided in this handbook is consonant with School Board Policy.
Payroll Services Department Employee Handbook
2 of 17
Payroll Services Department............................................................................................................................................. 4
General Payroll Information .............................................................................................................................................. 5
Email Communication..................................................................................................................................................... 5
Network Access................................................................................................................................................................ 5
Help Desk .......................................................................................................................................................................... 5
Employee Self-Service Portal ....................................................................................................................................... 5
Reporting Personal Changes ......................................................................................................................................... 6
Employee Identification Number ................................................................................................................................. 6
Payroll Processing ............................................................................................................................................................... 6
Payroll Calendar .............................................................................................................................................................. 6
Payroll Deductions .......................................................................................................................................................... 7
Pension .................................................................................................................................................................................. 7
Administrators / ESP and PSRP / Support Staff ....................................................................................................... 7
Certificated Administrators / Teachers / Substitute Teachers .............................................................................. 8
Federal Tax Withholding ............................................................................................................................................ 8
State Tax Withholding ............................................................................................................................................... 8
CTA/RTA and Metra Transit ...................................................................................................................................... 8
Union Dues ................................................................................................................................................................... 9
Payroll Deduction Changes ....................................................................................................................................... 9
Direct Deposit .................................................................................................................................................................. 9
Savings Bonds................................................................................................................................................................ 10
Payroll Check Delivery ................................................................................................................................................. 10
Annual Tax Forms ......................................................................................................................................................... 10
Attendance and Attendance Reporting ......................................................................................................................... 11
Video Link for Swiping In And Out ............................................................................................................................ 11
Employee KRONOS Timecard ..................................................................................................................................... 11
Employee Timecard Edits ........................................................................................................................................ 11
Schedule.......................................................................................................................................................................... 11
Employee Benefits ............................................................................................................................................................. 11
Health .............................................................................................................................................................................. 11
Paid Time Off .................................................................................................................................................................. 12
Earning Leave ............................................................................................................................................................ 12
Sick Leave .................................................................................................................................................................. 12
Personal Business Leave ......................................................................................................................................... 13
Vacation ...................................................................................................................................................................... 13
Jury Duty .................................................................................................................................................................... 14
Bereavement.............................................................................................................................................................. 14
Other Plans ......................................................................................................................................................................... 15
Pension Plan ................................................................................................................................................................... 15
Deferred Pay Program .................................................................................................................................................. 15
Reference Information ..................................................................................................................................................... 16
Review Personal KRONOS Timecard ......................................................................................................................... 16
2011 Payroll Calendar .................................................................................................................................................. 17
Payroll Services Department Employee Handbook
3 of 17
Payroll Services Department
The Chicago Public Schools (CPS) Payroll Services Department (PSD) is a team of dedicated and certified
payroll professionals committed to providing all CPS employees with state of the art payroll services. PSD
strives to support all employees by ensuring they receive accurate and timely payments in an efficient and cost
effective manner, in compliance with CPS compensation, benefits and reporting policies, and with federal and
state laws.
Every day we apply complex school, state, and federal policies to process our employees’ pay. Those policies
range from current tax, financial, and contracts rules and regulations to the latest legislative directives regarding
pension and retirement fund deductions.
In everything we do, we have our employees’ interests in mind. We work to ensure their payroll information is
safe, accurate, updated, and easily accessible. We design ways of facilitate our employees’ have interactive
control over their own payroll processes and records. We strive to provide the best customer service mindful of
the respect and empathy all employees who contact us expect and are entitled to receive. We are also open to
input and feedback in our daily quest to do the best job we can for CPS.
In all of our work there are six values that form the foundation of PSD’s daily approach. Those values guide us
and are represent our commitment to all CPS employees:
Trust (Honesty/Integrity/Accountability) - We are truthful in all we say and do. We will always behave
in a manner that deserves your trust and your respect. We are consistent in our application of policies
and procedures for individual employees. And we will always strive to find the best way of serving and
supporting the best interests of the CPS family.
Individuality/empathy - We understand that each employee is unique and makes a distinct contribution
to CPS. We will always begin by first trying to understand your concerns from your point of view.
Accuracy/Timeliness - We pay all employees the amount they are due on the schedule they are due to be
paid. If a mistake occurs, regardless of the source of the problem, we will make the employee whole
forthwith or within a reasonable time under the circumstances of the case.
Confidentiality - We will always respect your privacy and that of your personal information. In those
situations where we are legally bound to divulge your personal information, we will limit the release of
your data to that which is covered by the rules of compliance.
Professionalism – We will always strive to be on the cutting edge of the payroll profession, updating
our skills, training our staff, using state of the art technology, and applying best practices and your
feedback to enhance our work.
Teamwork - We will always work together, as a team, to support the needs of the employee, the
department, the division, and each other. Our efforts will always support the District’s initiatives to
achieve its mission and objectives. Our goal is to make things easier for you by…working with you.
Payroll Services Department Employee Handbook
4 of 17
General Payroll Information
Email Communication
Chicago Public Schools (CPS) primarily utilizes e-mail and the Clerk Website as the two preferred methods
of communication. E-mail provides instant communication which allows for quicker awareness and response
from recipients and quicker turnaround from us on responses to their concerns. Email messages also provide
the recipient with an electronic record of both the single communication or a string of communications about
the same topic. In this manner the entire record of the conversation is available for all parties to review.
Furthermore, email allows us to provide instant support to our message recipients in the form of step-by-step
guidance that can be referred to at the recipient’s convenience and we can also provide links to further
information the recipient can access the moment the email is received.
All CPS employees are given access to an email account through FirstClass or CPSMail. Both systems can
be accessed remotely via https://cpsmail.cps.k12.il.us.
If you want to verify if you have a CPSMail or FirstClass e-mail account…After resetting your password
at the Password Management Site (http://password.cps.k12.il.us), your username is displayed on the last
screen. If it ends in @cps.k12.il.us, you have a CPSMail account; if it ends in @cps.edu, you have a
FirstClass account.
Payroll News – All payroll news is posted on the Clerk Web site which can be accessed through
CPS@Work Portal (https://cpsatworkprod.cps.k12.il.us/). To access this portal you must have a CPS Network ID.
Network Access
Unit Coordinators will request access to the CPS Network and any other relevant system applications on
behalf of new employees. This request will result in employees receiving a Network ID (USER NAME) and
once online you will be prompted to select a PASSWORD. Your user ID and Password will allow you access
to the internal network and to many CPS Applications.
If you forgot your username or password
Visit the Password Management Site at http://password.cps.k12.il.us and view
https://password.cps.k12.il.us/Documents/PASSWORDHELP.pdf for details on how to navigate the site.
Many applications are hosted inside CPS firewall. In order to access these applications, users must connect
through Remote Access using their Network ID and Password. Employees may also access the internal
network via Remote Access. The Web site address to connect to Remote Access is http://connect.cps.edu.
Help Desk
The 3 EXCL service desk is responsible for helping you with all of your technology issues, including:
setting up programs (such as Outlook), network problems and resetting web site passwords.
Employee Self-Service Portal
All employees of Chicago Public Schools automatically receive access to the CPS@Work portal which is the
doorway to Employee Self-Service. Employee Self-Service is designed to empower employees to view and
update their personal information.
The CPS@Work portal (https://cpsatworkprod.cps.k12.il.us/) can be accessed using your assigned Network
ID and password. Click here for step by step navigation instructions.
Payroll Services Department Employee Handbook
5 of 17
Reporting Personal Changes
Changes that may need your personal attention, such as a marital status change, or address change, may also
require that you review your tax withholding or direct deposit information. Employees should use the
Employee Self-Service Portal to update address, withholding, and direct deposit instructions. Changes that
affect benefits (health, life, dental) should be reported to Employee Services at 773-553-1142 for further
instructions.
Employee Identification Number
As a new hire, your Employee ID (EMP ID) will not be assigned until your employment has been entered into our system of
record. You will receive a temporary card with your EMP ID from an Employee Service Representative; please use this
identification number in all your CPS written and verbal communication.
We are committed to ensuring that all personal information of CPS employees, students, and parents of students, collected and held
under the auspices of Payroll Services, remains confidential and is treated in an ethical and legally responsible manner.
Employee Identification Number
Employees can find their employee identification number on their pay stub. (See example below).
Payroll Processing
Payroll Calendar
CPS processes payroll for over 50,000 employees on bi-weekly schedule, or 26 pay periods per year. The Payroll Services
Department has established processing schedules in order to meet the demands of processing this large volume of transactions each
week. It is critical that Payroll Clerks manage time and attendance entries following the processing schedule to ensure employees
are paid correctly and in a timely manner.
If time and attendance is not properly recorded during the regular payroll cycle, Payroll Clerks must submit an historical edit
using KRONOS. Examples of errors might include missed swipes, absences, or hours that are not reported against the proper
bucket. The correction will be paid on the Supplemental Payroll Cycle, which runs on alternate weeks to the regular payroll cycle.
Click here to view the CPS Payroll calendar.
Payroll Services Department Employee Handbook
6 of 17
Payroll Deductions
As an employee of CPS you can expect that certain deductions will be withheld from your paycheck. Below is a table outlining
the deductions you can expect to be withheld.
Permanent - Full-time Position
(hired after April 1986)
Permanent - Full-time Position
(hired Prior to April 1986)
Federal Income Tax
Federal Income Tax
State Income Tax
State Income Tax
Medicare Tax
Pension
Pension
Union Fair Share (if applicable)
Union Fair Share (if applicable)
Substitute Teacher
Substitute ESP
Temporary Workforce
(Miscellaneous)
Federal Income Tax
Federal Income Tax
Federal Income Tax
State Income Tax
State Income Tax
State Income Tax
Medicare Tax
Social Security Tax
Union Fair Share (if applicable)
Medicare Tax
Social Security Tax
1
Medicare Tax
1
Pension
Pension
Union Fair Share (if applicable)
1
Members of Chicago Teachers’ Pension must work at least 5 days in a pay period to qualify. Upon qualification the employee is exempt
from Social Security. *Legislative changes effective 7/1/2011 were enacted retroactively which changed how contributions are taken for
participants of CTPF. Earnings for school year 2011-2012 and forward are subject to contributions withheld at the time worked; therefore
during intersession or break the earnings paid as deferred are not subject to pension withholding.
Pension
CPS is required to withhold pension on employees that are working in a permanent budget position. Click on group to get more
details of how deductions are calculated and withheld.
Group
Pension
Employee
Employer
Rate
Rate
Chicago Teachers Pension Fund (CTPF)
Teachers and Certificated
2%
7%
Administrators
Municipal Employees’ Annuity and
ESP and PSRP
2.1%
7%
Benefit Fund of Chicago (MEABF)
Support Staff
Administrators
Chicago Teachers Pension Fund (CTPF)
Provisional Substitute
9%
0%
Teachers
Chicago Teachers Pension Fund (CTPF)
Day-to-Day Substitute
2%
7%
Cadre Substitute
Chicago Teachers Pension Fund (CTPF)
Temporary (Miscellaneous)
Less than 700 hours
Temporary (Miscellaneous)
Municipal Employees’ Annuity and
Benefit Fund of Chicago (MEABF)
2%
7%
Not
Applicable
9%
Not
Applicable
0%
1200 Hours
We encourage employees to check the websites of their respective pension providers for further information and to keep abreast of
updates.
Administrators / ESP and PSRP / Support Staff
All payments for regular type earnings, up to the maximum allowable per pension code, are subject to pension deductions.
The State of Illinois passed new pension legislations that limit the salary for which an employee/employer may contribute. General
points to know about this legislation:
Payroll Services Department Employee Handbook
7 of 17
Certificated Administrators / Teachers / Substitute Teachers
All payments for regular type earnings, up to the maximum allowable per pension code, are subject to pension deductions.
*Legislative changes effective 7/1/2011 were enacted retroactively which changed how contributions are taken for participants of CTPF.
Earnings for school year 2011-2012 and forward are subject to contributions withheld at the time worked; therefore during intersession or break
the earnings paid as deferred are not subject to pension withholding
Teacher Lane
1/Step 1
New formula
Old formula
Annual
Salary
Deferred
Pay
$ 47,268.00
$
$ 47,268.00
0.00
10 Days
Worked
Deferred
Deduction
Net Gross
Pension
$ 2,328.47
$
510.47
$ 1,818.00
$
46.57
$ 1,818.00
$
0.00
$
0.00
$ 1,818.00
$
0.00
$ 47,268.00
$
$ 2,328.47
$
510.47
$ 1,818.00
$
36.36
1818.00 X 2%
$ 47,268.00
$ 1,818.00
$
$
0.00
$ 1,818.00
$
36.36
1818.00 X 2%
0.00
0.00
2328.47 X 2%
no pension withheld
Federal Tax Withholding
To ensure proper Federal tax withholding, all employees are required to complete Form W-4 via the
Employee Self-Service Portal.
The amount of tax withheld is based on marital status and the number of allowances indicated on Form W4. The employee may also indicate an amount to be withheld in addition to the required withholding.
Employees should either contact their tax advisors or use the withholding allowance calculator available
online to determine the proper number of allowances needed for their tax liability for the year.
If Form W-4 is not submitted, taxes will be withheld at the rate for the marital status of single with no
allowances. If an employee's tax status changes, a new Form W-4 must be submitted to reflect the changes.
If the Internal Revenue Service (IRS) requests a copy of an employee's Form W-4, CPS is required to and
will submit the employee's form.
State Tax Withholding
To ensure proper State tax withholding, all employees are required to complete Form IL-W-4, Employee's
Illinois Withholding Allowance Certificate, or an appropriate substitute form.
The amount of tax withheld is based on the number of allowances indicated on Form IL-W-4. The
employee may also indicate a dollar amount to be withheld in addition to the required withholding.
If Form IL-W-4 is not submitted, taxes will be withheld with no allowances. If an employee's tax status
changes, a new Form IL-W-4 must be submitted to reflect the changes.
CTA/RTA and Metra Transit
Under the provisions of Internal Revenue Code (IRC) Section 132, CPS offers eligible employees the
opportunity to use pre-tax earnings to pay for certain public transportation costs through the enrolling in a
Chicago Transportation Authority (CTA) /Regional Transportation Authority (RTA) or Metra (commuter
rail) program. Employees can enroll in the programs at any time by completing the attached applications.
CTA/RTA Enrollment Application
Metra Enrollment Application
CTA Enrollment Details: CTA Applications received prior to the 15th of each month will effectively enroll
applicants the second month after the application date. (Example: Application received October 10th will be
effective December 1). If the application is received after the 15th of the month the effective enrollment date
will be three months thereafter).
Payroll Services Department Employee Handbook
8 of 17
CTA deductions are taken on the first pay date of each month. The Chicago Transit Authority distributes the
Chicago Card Plus™ (with which you may access any city rail or bus, but not Metra) to the address on the
employee's application.
Metra Enrollment Details: Metra Applications received two weeks prior to the first pay date of each
month will be processed for the following month. If the application is received after the 15th of the month,
the effective enrollment date will be two months thereafter).
Metra Vouchers are received by Payroll Services and then distributed to the employee's check location unit
(CLU) or home address if applicable. Employee's can redeem these vouchers to purchase Metra Rail Cards.
Union Dues
There are seven unions and the Chicago Principals and Administrators Association (CPAA) representing CPS
employees.
Fair Share/Union Dues
Payroll Services must deduct Union Dues or the Fair Share amount for employees represented by a union.
Fair Share deductions will automatically be activated for each employee represented by a union after 60
working days. Employees may elect to have Union Dues withheld by enrolling via their respective union.
Association Dues
Principals and Assistant Principals may elect to join the CPAA by contacting them via their phone or website
as listed on the next page. The CPAA includes both retired and active Principals, Assistant Principals, and
Area and Central Service Center Administrators assigned on their Type 75 certificate.
Question regarding union deductions should be directed to the individual unions.
Unions
Phone
Website
Chicago Teachers Union (Local 1)
(312) 329-9100
http://www.ctunet.com
Hotel Employees and Restaurant Employees Union (Local 1)
(312) 663-4373
http://www.unitehere.org
International Brotherhood of Electrical Workers (Local 134)
(312) 454-1340
http://www.local134chicago.com
International Brotherhood of Firemen and Oilers (Local 7)
(312) 372-7915
http://www.ncfo.org
International Union of Operating Engineers (Local 143)
(312) 326-1430
http://www.local143.org
Public Service Employees Union (Local 73) / Service Employees
International Union
(312) 787-5868
http://www.seiu73.org
State and Municipal Teamsters, Chauffeurs, And Helpers Union (Local 726)
(312) 666-5772
http://www.teamster.org
Chicago Principals and Administrators Association
https://www.mycpaa.org/cpaa/index.aspx
Payroll Deduction Changes
CPS offers online employee self-service to update most deductions. Instructions on how to access the portal can be found in the
Employee Self-Service Portal .
Direct Deposit
The Board of Education implemented a direct deposit policy for employees hired after July 1, 1986. CPS
encourages employees to self-enroll via the Self-Service Portal remembering to enter their personal bank’s
information. Employees who do not self-enroll will be automatically enrolled in the debit card program. This
method of payment is safe and reliable, we trust that you will participate and find this a convenient benefit.
Save the environment - Pay Statement Print Option allows employees to turn off the default print run of a
paper check. This means you are electing not to receive a paper pay stub but you will still be able to access it
Payroll Services Department Employee Handbook
9 of 17
electronically and print it if you need to. Go to Employee Self-Service Portal, My Payroll, Direct Deposit –
click on Pay Statement Print Option.
Savings Bonds
The U.S. Department of Treasury is phasing out the issuance of paper savings bonds through traditional
employer-sponsored payroll savings plans; however, employees can electronically set up a portion of their
net check to direct deposit into the U.S. Treasury for savings bonds purchases. To obtain savings bonds:
1. You can open a TreasuryDirect account at www.treasurydirect.gov.
2. Submit an amended direct deposit form to Payroll Services (an instruction sheet is available once
you have opened an account in TreasuryDirect).
3. Payroll Services will make the direct deposit from your pay in the amount you request.
4. You can buy a savings bond after accumulating a minimum of $25 in your account. The bond is then
posted to your TreasuryDirect account. Treasury bills, notes, bonds, and Treasury Inflation-Protected
Securities (TIPS) are purchased in increments of $100.
Payroll Check Delivery
Payroll Services uses CPS mail service to deliver your statement of earnings to your work location. Below
are exceptions
School-based employees working on traditional calendar (September–June) – During summer break
pay checks and direct deposit advices are mailed to the home address of record via USPS for employees
that are not scheduled to work during summer months (school based employees). All other employees
continue to receive pay checks/advices at their unit location.
Substitute Teachers - Pay checks or advices are mailed via USPS to the employee’s address of record.
Save the environment - Pay Statement Print Option allows employees to turn off the default print run of a
paper check. This means you are electing not to receive a paper pay stub but you will still be able to access it
electronically and print it if you need to. Go to Employee Self-Service Portal, My Payroll, Direct Deposit –
click on Pay Statement Print Option.
Annual Tax Forms
Each year, CPS provides employees with a Form W-2 to use in completing their annual tax return. The Form
W-2 details taxable compensation, tax withholding amounts, and other pertinent tax information for the year.
Employees of CPS have two options for receiving their personal tax form 1) paper form delivered to school
or 2) on-line via the Self-Service Portal.
To get a W-2 electronically, employees must fill out a one-time consent form online via the Self-Service
Portal. Each January, employees who have consented to receive their W-2 Form online will receive an email
notification that their W-2 Form is available through the Self-Service Portal. Employees can save their
Electronic W-2 Form for future reference and printing.
Payroll Services Department Employee Handbook
10 of 17
Attendance and Attendance Reporting
Board Rule 4-9 requires that all employees of the CPS record their time and attendance through the Board’s
electronic timekeeping system (KRONOS) to ensure correct payroll processing.
To record time and attendance, employees must either swipe a CPS-issued ID or enter their employee
identification numbers into KRONOS clocks.
Key Points to Know: As a public employer we do have strict rules governing payroll and time and
attendance. These controls are intended to address our commitment to managing the taxpayer’s resources
Please keep in mind that the paperwork and timekeeping is very important for all.
Video Link for Swiping In And Out
Click here to watch a video of this essential activity (http://www.cps-humanresources.org/NewHire/KronosClock/Kronos-Clock-Changes.swf)
Employee KRONOS Timecard
CPS employees have the option to log into the KRONOS system and review their reported time for the
period. This is not required, but Payroll Services strongly encourages employees to review their time on a
biweekly basis.
Employees who notice discrepancies in time reporting should bring them to the attention of the clerk at their
school/unit. The school or unit is responsible for ensuring that accurate attendance records are submitted
and approved in a timely manner.
Click here to access the KRONOS web time cards instructions.
Employee Timecard Edits
Under certain circumstances, such as an absence or a missed swipe, employees must submit the appropriate
form to their clerk prior to the end of the pay period (see payroll calendar).
Absence Form – this form is used when reporting absences due to illness, personal business, bereavement,
jury duty, vacation, conference leave, religious holiday, or any unpaid days (excused without pay or
furlough).
Manual Entry Form – this form is used when an employee did not swipe or the KRONOS clock was
unavailable.
Schedule
Each employee should be instructed, at their departmental orientation, of their standard work schedule.
Employees must remember that any deviation from the schedule as communicated by the department may
result in payroll variances.
Employee Benefits
Health
Health benefits information is provided at the time of hire. Employees that are eligible for health insurance
should keep in mind that changes to their elections may impact the amount withheld on their pay checks. For
further information contact Employee Services at 773-553-1142.
Payroll Services Department Employee Handbook
11 of 17
Paid Time Off
CPS offers leave benefits to eligible employees in the form of sick days, personal business, religious holiday,
jury duty and vacation. Policy related to sick, personal leave and vacation can be found at
http://policy.cps.k12.il.us/documents/302.9.pdf. Board Rules related to all leaves can be found at
http://cps.edu/About_CPS/The_Board_of_Education/
Earning Paid Time Off
Employees earn sick and vacation leave when they are in paid status (paid regular schedule hours or leave
benefits). An employee using full or proportionate paid leave shall be considered to be in paid status. When
an employee has used more leave than he or she has earned, the district will deduct the cost of unearned
leave days from the employee’s final paycheck for the year or from the last paycheck after the employee
ceases to be employed by the district.
Sick Leave
Sick leave benefit policies can be found at http://policy.cps.k12.il.us/documents/302.9.pdf.
CPS grants sick days for the current year (available for use) at the beginning of each fiscal year for all
eligible employees. It is recommended that managers/principals not approve paid leave for more workdays
than have been accumulated in prior years plus those to be earned during the current year. Any absences
beyond available paid leave can result in deductions from the employee’s pay.
Employee Group
38.6 week
10 Month Teacher
10 Month Teacher on Step 13 as of July 1st and at least 13 years of service
10 Month Teacher on Step 14 as of July 1st and at least 18 years of service
10 Month ESP/PSRP
10 Month ESP/PSRP Step 6 as of July 1st and at least 13 years of service
10 Month ESP/PSRP Step 7 as of July 1st and at least 18 years of service
Employee Group
42.6 week
11 month Teacher
11 Month Teacher on Step 13 as of July 1st and at least 13 years of service
11 Month Teacher on Step 14 as of July 1st and at least 18 years of service
Employee Group
46.6 week
12 month Teacher
12 Month Teacher on Step 13 as of July 1st and at least 13 years of service
12 Month Teacher on Step 14 as of July 1st and at least 18 years of service
Employee Group
52 week
52 Week Certificated Administrators, ESP and PSRP
Maximum
Number of Days
10
10
10
10
10
10
Maximum
Number of Days
11
11
11
Maximum
Number of Days
12
12
12
Maximum
Number of Days
12
Longevity
-1
2
-1
2
Longevity
-1
2
Longevity
-1
2
Longevity
--
Key points:
Departmental or School Clerks are responsible for entering employee leave in KRONOS
Employees on leave of absence and in pay status will be granted their accrued days retroactively
upon their return from leave.
Employees on leave but not in pay status will receive a prorated amount of leave days upon their
return.
o Sick leave reporting is automatic for employees on Family and Medical Leave Act or Medical
Leave
Payroll Services Department Employee Handbook
12 of 17
Personal Business Leave
CPS grants personal business days (PB days) at the beginning of the first pay period of each calendar year for
all eligible employees. Any unused personal business days as of the last pay period of each calendar year
will be converted to sick leave benefit days.
Below are the proration rules for employees hired after the first payroll of each calendar year.
Hire Date Between
January 1st and March 31st
April 1st and September 30th
October 1st and November 30th
December 1st and December 31st
Earn Prorated Personal Business Days
3
2
1
Key points:
Departmental or School Clerks are responsible for entering employee leave in KRONOS
Employees may not use three (3) personal leave benefit days in succession
Employees may not use personal leave benefit days during their first sixty (60) work days of
employment except for religious holidays occurring during their first sixty (60) work days of
employment.
Employees may not use personal leave benefit days during the first or last week of school
Employees may not use personal leave benefit on the day before or the day after a school holiday,
except: 1) to attend the graduation exercise of a child or spouse; 2) for a religious holiday; or, 3) to
attend to an emergency, proof of which is to be filed with the employee’s supervisor immediately
upon return from the leave.
Unused personal business leave days at the end of pay period 26 of each year will be converted to sick
leave benefits days. Note: Pay period 1 of the subsequent year may have December dates; however
the pay period defines what year the benefit is being considered.
Vacation
Employees accrue vacation based on the rates established in policy can be found at
http://policy.cps.k12.il.us/documents/302.9.pdf.
52 Week Educational Support Personnel Rate
.058
.077
Maximum Annual Days Earned
3 weeks of 15 vacation days
4 weeks or 20 vacation days
.097
5 weeks or 25 vacation days
Years of Service
Less than 10 years of service
At least 11 years of service but less than 21
years of service inclusive
With 21 or more years of service
All Officers, General Counsel, and the Board Secretary .097
5 weeks or 25 vacation days
With 21 or more years of service
Payroll Services Department Employee Handbook
13 of 17
Employees Employed for less than 52-weeks
Employees employed for less than 52- weeks, including appointed and temporarily assigned teachers, shall
receive up to ten (10) days of paid regular vacation per year, five during the Winter Recess and five during
the Spring Recess as designated in the Academic Calendar. Vacation benefit days under this section shall be
used and shall not accumulate.
Days Worked
1 – 10 days
11 – 20 days
21 – 40 days
41 – 60 days
61 – 80 days
81 days or more
Vacation Days Earned
0
1
2
3
4
5
Key points:
Departmental or School Clerks are responsible for entering employee vacation leave in KRONOS for
all 52 week employees.
All 52 week employees must submit an absence form to report this leave for approval/timekeeping
Employees that work less than 52 weeks per year are paid vacation according the academic calendar
for Spring and Winter Recess.
Jury Duty
CPS offer paid leave to employees summoned for jury duty per Board Rules. The amount of jury duty pay
shall be deducted from each day absent.
Key points:
Employees must submit an absence form to report this leave for timekeeping.
Employees keep the checks provided by the courts.
Bereavement
CPS offers paid leave to employees in the event of the death of an eligible employee’s relative, per Board
Rules.
Key points:
Employees must submit an absence form to report this leave for timekeeping
Departmental or School Clerks are responsible for entering employee leave in KRONOS.
Bereavement leave is effective the date of decedents death.
Bereavement leave is applicable during regular schedule work days immediately following the death
of eligible family member or partner.
Overpayments
Overpayments may occur due to administrative error, or sick days used in excess of those accrued, or data entry
or time reporting errors during the time of entry. Employees overpaid, the school or unit, and the Payroll
Services Department all have the responsibility to resolve overpayment situations pursuant to CPS Policy, labor
law, and/or Internal Revenue Code (Publication 15).
Payroll Services Department Employee Handbook
14 of 17
If an employee receives a payment in error (an overpayment) that employee must report the error to his payroll
clerk immediately, preferably in writing and with a copy to the Payroll Services Department, 125 S. Clark, 14th
Floor, Attention Compliance Team, Chicago, IL 60603. The Payroll Services Department will work with the
employee to correct the error in a timely way and ensure that her payroll and tax records are correct.
Please note: If an overpayment is identified prior to a pay date, the funds overpaid may be reversed (taken out
of) your bank account. The Payroll Services Department will notify you via email should this unfortunate event
occur.
Other Plans
Pension Plan
Each Pension Board governs eligibility for its members. Below are the withholding rates. We encourage employees to check the
websites of their respective pension providers for further information and to keep abreast of updates.
Group
Teachers and Certificated
Administrators
ESP and PSRP
Support Staff
Provisional Substitute Teachers
Day-to-Day Substitute
Cadre Substitute
Temporary (Miscellaneous)
Temporary (Miscellaneous)
Pension
Chicago Teachers Pension
Fund (CTPF)
Municipal Employees’ Annuity
and Benefit Fund of Chicago
(MEABF)
Chicago Teachers Pension
Fund (CTPF)
Chicago Teachers Pension
Fund (CTPF)
Chicago Teachers Pension
Fund (CTPF)
Less than 700 hours
1200 Hours
Employee Rate
2%
Employer Rate
7%
2.1%
7%
9%
0%
2%
7%
2%
7%
Not Applicable
9%
Not Applicable
0%
Legislative changes effective 7/1/2011 were enacted retroactively which changed how contributions are taken for participants of CTPF. Earnings
for school year 2011-2012 and forward are subject to contributions withheld at the time worked; therefore during intersession or break the
earnings paid as deferred are not subject to pension withholding.
Deferred Pay Program
Pursuant Board Policy, Rules, and Union Contracts all non-52 week employees’ salaries are prorated over 26
bi-weekly payments.
Following is an example of deferred program as it appears on an employee’s pay check:
A
B
38.6 Week Position
Annual Salary
Daily Rate (A / 203*)
$51,073.99
$ 251.596
C
Earned Bi-weekly Rate(B X 10)
$ 2,515.96
D
E
Deferred Pay
(C * .219228)
Earned Bi-weekly Rate less Deferred Pay =
Regular Bi-weekly Salary
-
551.57
$ 1,964.39
This example does not take into account employees that are absent with no pay or employees with start dates after the beginning of the school
year. Please see page 6 for an explanation about how deductions are calculated after the legislative changes effective 7/1/2001. *203 days
represent the number of days in the current school year. Employees earn salary as they work, but a portion is deferred for future payment. In this
example the employee will receive $1964.39 every two weeks for 26 pay periods which will total $51073.99.
Payroll Services Department Employee Handbook
15 of 17
Reference Information
Review Personal KRONOS Timecard
Reviewing Time with Web Timecard when Onsite
To review reported time while onsite (at work location or working physically within the CPS system):
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
Navigate to the CPS@Work homepage https://cpsatworkprod.cps.k12.il.us.
Enter CPS Net ID (all uppercase) and Password (case sensitive).
Click “Sign In”.
Click the “My Personal Information” link.
Click the “KRONOS Timecard” icon.
Enter your CPS Net ID (all uppercase) and Password (case sensitive).
Click the “Arrow” to enter.
From the “My Information” dropdown, click “My Timecard”.
Review your Current Timecard or Previous Timecards.
Click “Log Off” when complete.
Reviewing Time with Web Timecard when Offsite
To review reported time when offsite (from home or anywhere outside the CPS network), employees will first have to use
the Virtual Private Network (VPN) application to remotely log into the system.
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
Open internet explorer and navigate to https://portal.connect.cps.edu/Login/Login.
Enter your CPS Net ID (all uppercase) and Password (case sensitive).
Click “Sign In”.
Open another browser window and navigate to CPS@Work homepage https://cpsatworkprod.cps.k12.il.us.
Enter your CPS Net ID (all uppercase) and Password (case sensitive).
Click “Sign In”.
Click the “My Personal Information” link.
Click the “KRONOS Timecard” icon.
Enter your CPS Net ID (all uppercase) and Password (case sensitive).
Click the “Arrow” to enter.
From the “My Information” dropdown, click “My Timecard”.
Review your Current Timecard or Previous Timecards.
Click “Log Off” when complete.
Self-Service Time Entry Employees
Former Teletime users will no longer report time on the Teletime Integrated Response (IVR) system. Self-service time
entry employees will have to log into KRONOS via the internet and enter their time manually. These employees can log
into CPS University to watch a video on how to report their time. The course name for the video is “Payroll Teletime is
Now Web Timecard On-Demand Training”. The course code and activity code is “Payroll KRONOS TeletimeODT”.
Reporting Regular Time for the Period when Onsite
Self-service time entry employees will need an internet connection and web browser to report their time. To report time
while onsite (at work location or working physically within the CPS system):
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
Navigate to the CPS@Work homepage https://cpsatworkprod.cps.k12.il.us.
Enter CPS Net ID (all uppercase) and Password (case sensitive).
Click “Sign In”.
Click the “My Personal Information” link.
Click the “KRONOS Timecard” icon.
Enter your CPS Net ID (all uppercase) and Password (case sensitive).
Click the “Arrow” to enter.
From the “Time Period” dropdown, click “Current Pay Period”.
Select the day you want to enter time for.
Enter your arrival time in the “In” field.
Enter your departure time in the “Out” field.
Click the “Save” button.
Click “Log Off” when complete.
Payroll Services Department Employee Handbook
16 of 17
2011 Payroll Calendar
Travel
Pay Period
1
From
12/19/10
To
01/01/11
Pay Date
01/14/11
2
01/02/11
01/15/11
01/28/11
3
01/16/11
01/29/11
02/11/11
4
01/30/11
02/12/11
02/25/11
5
02/13/11
02/26/11
03/11/11
6
02/27/11
03/12/11
03/25/11
7
03/13/11
03/26/11
04/08/11
8
03/27/11
04/09/11
04/22/11
9
04/10/11
04/23/11
05/06/11
10
04/24/11
05/07/11
05/20/11
11
05/08/11
05/21/11
06/03/11
12
05/22/11
06/04/11
06/17/11
13
06/05/11
06/18/11
07/01/11
14
06/19/11
07/02/11
07/15/11
15
07/03/11
07/16/11
07/29/11
16
07/17/11
07/30/11
08/12/11
Dec
Jan
Feb
Mar
Apr
May
Jun
Jul
Annual
Ded (a)
1
Union
Fees
9
2
10
3
11
4
12
5
13
6
14
7
15
8
16
9
17
10
18
11
19
12
20
13
21
14
22(b)
15
23
(b)
16
24(b)
17
25
(b)
18
26(b)
17
07/31/11
08/13/11
08/26/11
18
08/14/11
08/27/11
09/09/11
19
08/28/11
09/10/11
09/23/11
19
1
20
09/11/11
09/24/11
10/07/11
20
2
21
09/25/11
10/08/11
10/21/11
21
3
22
10/09/11
10/22/11
11/04/11
22
4
23
10/23/11
11/05/11
11/18/11
23
5
24
11/06/11
11/19/11
12/02/11
24
6
25
11/20/11
12/03/11
12/16/11
25
7
26
12/04/11
12/17/11
12/30/11
26
8
Aug
Sep
Oct
Nov
CTA/
Metra
Feb
Parking
X
Mar
X
Apr
X
May
X
Jun
X
Jul
X
Aug
X
Sep
X
Oct
X
Nov
X
Dec
X
Jan
X
Payroll Services Department Employee Handbook
17 of 17