SUBSTITUTE NEW HIRE CHECK LIST
Must be completed and brought to new hire orientation.
***BRING YOUR ORIG IDs AND COPIES OF THE IDs TO ORIENTATION TO SUPPORT YOUR I-9***
DESCRIPTION
ITEM
TRANSCRIPTS
FINGERPRINTS
REFERENCES
STEDI
NEW HIRE PACKET
MATERIALS
EMPLOYEE DATA SHEET
DRUG FREE WORKPLACE
POLICY
ACCEPTABLE USE AND
INTERNET SAFETY
AGREEMENT
SUBSTITUTE PAY
REASONABLE
ASSURANCE
CONFIDENTIALITY
W-4 FORM
DIRECT DEPOSIT FORM
W-2 CONSENT FORM
EMP ELIGIBILITY I-9
FORM
RISK MANAGEMENT
CHECK LIST
I have made copies of all Official Transcripts conferring all earned degrees and will bring
them with me to orientation.
I have registered or have been fingerprinted in order to run my background check. I
understand fingerprints older than 3 months will need to be done again. I will bring the
receipt to orientation with me.
I have sent the following link to at least 2 references. http://www.wcs.edu/careers/subtituteteaching/substitute-reference-form/. Note: HR does not send this link for you.
I have completed or signed up to take the STEDI (Substitute Training Course) and will bring
a copy of my Sub Diploma with me to Orientation. If I am exempt from taking the STEDI, I
will bring copies of my exemption verification with me to orientation. (See website for
exemptions.)
COMPLETE AND BRING PACKET TO SUBSTITUTE ORIENTATION
DIGITAL SIGNATURES ARE NOT ACCEPTABLE
***PLEASE PRINT SINGLE SIDED***
Enter contact information, SS#, DOB, and mark all 4 Gender and EEO & DOE requests Please also select if you have retired in the state of TN and from where.
Review, sign, and date
Review, sign, and date (Please keep pages 1-4)
Review, sign, and date
Review, sign, and date
Review, print name, sign, and date
Enter address, social security #, marital status in line #3, deductions in line #5, sign,
and date
Fill out bank name, routing, account number, sign, and date. Attach voided check.
Choose only 1 option, sign, and date
Fill out section 1 using legal name, citizenship status, sign and date
Review the link before signing and dating this form. This will also be reviewed at
Orientation. http://www.williamsoncounty-tn.gov/DocumentCenter/Home/View/690
Complete all items on check list and bring your completed packet to substitute
orientation in order to be considered for hire.
Items to bring to orientation:






Completed New Hire Packet, printed single sided
Voided Check
Copies of Official Transcripts, conferring degrees
STEDI SubDiploma (or copies of exemption verification)
Fingerprinting Receipt
Original IDs and Copies of IDs
***I understand that I must have all required documentation submitted in order to be
considered for hire. I will have 30 days from my orientation date to submit required
documentation. If the required documentation is not submitted by this date, I will have to
start the hiring process over***
COMPLETED –
PLEASE INITIAL
SUBSTITUTE TEACHER
BACKGROUND CHECK
REGISTRATION INSTRUCTIONS
Please visit the MorphoTrust USA website (formerly L-1 Identity
Solutions) (http://www.l1enrollment.com/)
or by calling 1-855-226-2937.
STEP 1: Select the state where you want to be fingerprinted.
STEP 2: Click on “Online Scheduling”
STEP 3: Click on the line for English or Spanish
STEP 4: Welcome page appears; enter your first and last name; click “GO”
STEP 5: Application Details page appears; under Agency Name select, State
Schools/Colleges – click “GO”
STEP 6: Application Details – Please select the type of your application – SELECT
SUBSTITUTE TEACHERS– click “GO
STEP 7: Please enter the Williamson County Schools ORI number – TN930890Z –
click “GO”
STEP 8: You have selected to be fingerprinted for WILLIAMSON COUNTY BOARD
OF EDUCATION – Is this correct? CLICK ON YES
STEP 9: Appointment Details – enter your zip code to determine the closest
fingerprinting location.
STEP 10: Appointment Details – select the date/time and location where you would
like to schedule your appointment to be fingerprinted. Once you have selected this
information the Applicant Information page appears. You will enter your personal
information and continue through to pay for your fingerprinting.
STEP 11: Once you have had your fingerprints completed at the location you selected,
you will be given a receipt by the individual who printed you. Please bring your receipt
to orientation.
SUBSTITUTE DATA SHEET
FIRST NAME: ___________________ MIDDLE INITIAL: ___ LAST NAME: ____________________
MAIDEN NAME: ___________________ (if applicable)
SOCIAL SECURITY NUMBER: ______________________
DATE OF BIRTH (MM/DD/YYYY): ______________________
STREET ADDRESS: ___________________________________________
CITY: _______________________
GENDER
MALE
FEMALE
STATE: ___________________
EEO INFORMATION (selection required)
A - Asian
B – Black or African America
H - Hispanic
I – American Indian or Alaskan Native
M – Two or More Races (Mark in next column)
O – Other Race
P – Hawaiian or Pacific Isle
W - Caucasian
ZIP: _____________
DOE RACE (selection required)
American Indian or Alaska Native
Asian
Black or African American
Native Hawaiian or other Pacific Islander
White
PLEASE SELECT ONE BELOW:
Yes, Hispanic or Latino
No, not Hispanic or Latino
PHONE NUMBER: _______________________________
E-MAIL ADDRESS: _______________________________
Have you retired from an organization within the state of Tennessee? YES NO
If yes, from what organization did you retire?
__________________________________________________________________
Date of Retirement: _________________________________________________
1320 West Main Street, Suite 202
Franklin, Tennessee 37064-3700
(615) 595-4700
(615) 595-4740 fax
DRUG-FREE WORKPLACE POLICY
The Williamson County Board of Education adopted the following drug-free workplace in compliance with the DrugFree Workplace Act:
No employee shall unlawfully manufacture, distribute, dispense, possess or use any narcotic drug,
hallucinogenic drug, amphetamine, barbiturate, marijuana, alcohol, or any other controlled substance, as
defined in federal law.
As a condition of employment, each employee shall notify his/her supervisor of his/her conviction of any
criminal drug statute no later than five (5) days after conviction.
Any employee who violates the terms of this policy shall be suspended and shall be subject to dismissal.
Employees who are required to drive any school-owned or school-leased vehicle during the performance
of their duties are prohibited from using, possessing, distributing, dispensing, manufacturing, or having
controlled substances, abused prescription drugs or any other mind altering or intoxicating substances
present in their system while at work or on duty. Any employee who violates this provision of the policy
shall be discharged.
Employees who are required to drive any school-owned or school-leased vehicle during the performance
of their duties shall be tested for specific substances in the following instances: pre-employment;
reasonable cause situations; randomly; post-accident; and recertification. Any employee who fails to report
an accident or submit to substance screening where required by law or this policy shall be discharged.
All other employees will be drug tested for “reasonable suspicion” at a standard set by Williamson County
Schools. Reasonable suspicion is a belief based on objective factors either physical, behavioral, or work
performance related that are sufficient to lead a reasonable and prudent supervisor to suspect that an
employee is using a prohibited drug, alcohol, or substance.
The Superintendent of Schools shall be responsible for providing a copy of this policy to all school
system employees.
If discipline results from this policy it will follow the same procedure as with all other discipline
established by policy.
I hereby certify that I have read the above policy regarding the maintenance of a drug-free workplace. I realize that
the unlawful manufacture, distribution, possession or use of a controlled substance is prohibited in the workplace and
that a violation of this policy can subject me to discipline up to and including termination. I realize that as a condition
of employment, I must abide by the terms of this policy and will notify my immediate supervisor of any criminal drug
conviction for a violation occurring in the workplace no later than five (5) days after such conviction. I further realize
that federal law mandates that the employer communicate this conviction to any federal agency funding any of my
work activities, and I hereby waive any and all claims that may arise for conveying this information to the federal
agency.
SIGNATURE OF EMPLOYEE
DATE
KEEP THIS PAGE
Williamson County Board of Education
Procedures and Guidelines
Effective Date:
6/21/10; 8/15/11;
6/18/12; 5/20/13;
4/21/14;11/17/14;
4/20/15; 2/15/16
5.404p
ACCEPTABLE USE AND INTERNET SAFETY AGREEMENT
Page 1 of 5
PURPOSE
Williamson County Schools provides employee access to the Internet as a means to increase productivity.
The purpose of this contract is to assure that users recognize the procedures the district and school impose
on their use of Internet, electronic media resources, and release of student information. In addition, this
contract requires that users agree to abide by the WCS Board of Education policies, the WCS Computer
Guidelines, and stipulations of the Children’s Online Protection Act 47 USC Section 231 (COPPA), the Family
Education Rights and Privacy Act (FERPA), and the Children’s Internet Protection Act (CIPA) as well as Laws
pertaining to stalking and harassment. The policy is promulgated so as to be in compliance with the public
records laws of the State of Tennessee.
THE CONTRACT
WCS has outlined the following guidelines as required for all technology users. The district has taken
measures designed to protect students and adults from obscene information and restrict access to materials
that are harmful to minors. Failure to follow all or part of these guidelines, or any action that may expose
WCS to risks of unauthorized access to data, disclosure of information, legal liability, potential system failure,
or compromise the safety of users is prohibited and may result in disciplinary action up to and including loss
of network privileges, confiscation of computer equipment, suspension, termination of employment and/or
criminal prosecution.
1. Employee Compliance
All employees must comply with the Williamson County Board of Education policies 5.404, 4.407,
4.404, WCS Web Publishing Guidelines, Software and Online Approval Procedures, and the WCS
Computer Guidelines.
Any employee receiving a laptop from the District must sign a laptop agreement at the time the laptop is
issued (check out) and again when the laptop is returned (check in). All personnel with issued laptops must
comply with WCS Laptop Procedures. Any employee receiving an electronic tablet from the District must
comply with WCS procedures governing such electronic devices.
It is the responsibility of the employee to perform and remain current with all necessary updates to include
software and credentials on district owned tablets. District and school app purchases for tablets may not be
associated with a personal app store account.
2. Internet Safety
Internet safety is a shared responsibility between the student, the parent and the school.
a. All students will participate in Internet safety instruction integrated into the district’s instructional program in
grades K-12.
b. All teachers and administrators will participate in annual Internet safety professional development. All
teachers and administrators will participate in professional learning on the management and use of mobile
devices in the classroom.
c. Digital citizenship outreach programs to families and the community will be conducted annually in the first
semester of the school year. This agreement includes the use of an associated parent Internet safety
awareness video. Schools will use existing avenues of communication to further inform parents about Internet
safety.
d. The district Internet safety policy is reviewed annually.
3. Social Media
Williamson County Schools recognizes the importance of online social media networks as communications
and eLearning tools. Toward that end, the district provides internal password-protected social media tools
and allows use of district approved resources for eLearning focused on communication, collaboration and
creativity. These sites are limited to the educational community and are internal to WCS.
2016-2017
KEEP THIS PAGE
Williamson County Board of Education
Procedures and Guidelines
Effective Date:
6/21/10; 8/15/11;
6/18/12; 5/20/13;
4/21/14;11/17/14;
4/20/15; 2/15/16
5.404p
ACCEPTABLE USE AND INTERNET SAFETY AGREEMENT
Page 2 of 5
For external social media approved for district use additional parent/guardian permission will be requested
outside of this agreement. Two examples of social media that are approved for use but require additional
parent permission or training are TWITTER and teacher-to-student texting. Video content created by
students and staff is hosted on an educational channel under the supervision of district staff.
Employees
Professional social media should be designed to support reasonable instructional, educational or extracurricular programs under the direct supervision of building administration. WCS employees are responsible
for their own behavior and will be held accountable for the content of the communications they post on social
media sites. WCS employees who choose to engage in any type of social media should maintain a clear
distinction between personal and professional social media accounts.
 Professional Use of Social Media
WCS employees should treat professional social media and communication like a professional
workplace. The same standards expected in WCS professional settings are expected on professional
social media sites.
o The professional social media presence should utilize the WCS email address and should be
completely separate from any personal social media presence. Employees should not use
their personal email address for professional social media activities.
o All professional social media accounts will be associated with district provided and/or
managed login credentials and privacy settings.
o Users that establish a username and password for any WCS approved social media/online
subscription for use by a school or classroom shall provide their username and password to
building administration and administer the resource as any other professional social media.
o All professional social media tools must be vetted by the district prior to use by a WCS
employee and/or student.
o Employees using professional social media have no expectation of privacy with regard to
their use of social media.
o Employees are responsible for protecting confidential information. No personally identifiable
student information may be posted on professional social media sites, including student
photographs, without consent of the students’ parents/guardians.
o Employees have an individual responsibility to understand the rules of the social media being
used and act to ensure the safety of students. Employees are responsible for reporting use
of social media not adhering to this agreement to building administration.

2016-2017
Personal Use of Social Media
While the district recognizes that during non-work hours employees may participate in online social
media, employees should keep in mind that information produced, shared and retrieved by them may
be subject to district policies and is a reflection of the school community.
o The personal social media presence should utilize the employee’s personal email address
and should be completely separate from any professional social media presence. Employees
should not use their WCS email address for personal social media accounts.
o WCS employees should not communicate with students who are currently enrolled in WCS
schools on personal social media sites with the exception of a relative. If employees receive
a request from a current WCS student to connect or communicate through a personal social
media site they should refuse the request.
KEEP THIS PAGE
Williamson County Board of Education
Procedures and Guidelines
Effective Date:
6/21/10; 8/15/11;
6/18/12; 5/20/13;
4/21/14;11/17/14;
4/20/15; 2/15/16
5.404p
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o
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ACCEPTABLE USE AND INTERNET SAFETY AGREEMENT
Page 3 of 5
Employees should not tag other district employees, district volunteers, vendors or contractors
without prior permission of the individuals being tagged.
Employees should not use the district nor school logo in any posting and should not conduct
school business on personal sites without written permission from Williamson County
Schools.
Employees should not access their personal social media accounts during the workday.
Personal social media use has the potential to result in disruption in the workplace and can
be in violation of district policy and law. In this event, administration may have an obligation
to respond and take appropriate action, including but not limited to investigation and possible
discipline.
4. Security
Only users with valid WCS network accounts are authorized to use the WCS network and computer
equipment. Employees and students must only use their assigned network account. Employees and students
are prohibited from giving anyone their password account information other than to authorized personnel.
Employees may not allow another user access to use a computer while logged in.
No alternative network shall be created or used by any staff or student unless approved by the IT
Department. “Alternative network” is defined as any wired or wireless network or sub-network located on or
accessible from any WCS property that is not part of the primary network managed by the IT Department. All
network equipment must be installed and/or approved by IT Department staff.
For the protection and security of WCS data, all computers attached to the WCS network must be the
property of WCS. A computer that is not property of WCS may not be attached to the network without first
receiving approval from IT Department management.
Use of software designed to gain passwords or access beyond the rights assigned to a user or computer is
strictly prohibited. Use of such programs risk the security of the network and is considered "hacking". Such
unauthorized access is a violation of Tennessee and federal law. Should an employee discover passwords
or any other measure used to obtain unauthorized access, they must report that discovery to his or her
supervisor.
No user shall or attempt to hide files or folders stored on a network server or local workstation unless
approved by the IT Department administrative staff.
All accounts may be monitored to protect the rights and property of WCS and to ensure quality of service,
and may be searched upon the reasonable suspicion of a violation of law, board policy, standard operating
procedure, or breach of this agreement.
WCS has implemented methods to ensure that online service providers that are approved for use can access
only student records in which they have a legitimate educational interest. The service providers are under
the direct control of the district with regard to the use and maintenance of the records, and the provider must
use FERPA-protected information only for the purposes for which the disclosure was made. Disclosure to
other parties without authorization is prohibited.
2016-2017
KEEP THIS PAGE
Williamson County Board of Education
Procedures and Guidelines
Effective Date:
6/21/10; 8/15/11;
6/18/12; 5/20/13;
4/21/14;11/17/14;
4/20/15; 2/15/16
5.404p
ACCEPTABLE USE AND INTERNET SAFETY AGREEMENT
Page 4 of 5
5. Workstation/Computer Use
All employees and students are prohibited from installing any software on any district-owned computer or
device unless authorized.
All employees are prohibited from using any WCS computer for illegal, obscene, pornographic, personal
profit, or commercial, political or religious activity. District-owned computers or device and devices are
intended only for legitimate and valid WCS work related activities.
Changing or tampering with any computer's system configuration is strictly prohibited.
Any attempt to bypass the internet content filtering by use of a proxy or other means is strictly prohibited
unless authorized by the IT Department. Content is filtered for all users accessing the Internet through the
WCS network.
6. Viruses and Virus Protection
WCS will install and maintain all virus protection and related software for all district-owned equipment.
The intentional spreading of messages or files containing damaging or destructive programs or data is
against federal law. Violators will be prosecuted. Contact the IT Department immediately to report a computer
that may contain a virus or malware.
There are many virus hoaxes. Never delete system files from a computer in order to remove a potential virus
without first checking with the IT Department to make sure the virus is valid and not a hoax.
No employee is allowed remote access (access from outside the WCS network) to any WCS network
resource from a non-WCS computer without first obtaining a working and updated virus protection program.
7. Copyright Policy
All employees will comply with all applicable copyright laws in the use of all media and materials. All
employees will model legal and ethical practice related to technology use as established in Williamson
County Board of Education policy 4.404.
8. E-mail
The WCS e-mail system has been provided for the internal and external communication of employees and
board members. The e-mail system may not be used for personal gain or political or religious views or in any
illegal, offensive or unethical manner. The e-mail system is intended only for valid and legitimate WCS related
communication.
Pursuant to the Tennessee Public Records Act, T.C.A. § 10-7-503, all email communications in the WCS email system made or received pursuant to law or in the transaction of official WCS business are open to
public inspection by any citizen of Tennessee. All confidential information contained in those email
communications will be redacted prior to public inspection. Examples of confidential information that will not
be shared with the public include student educational and health-related information made confidential by the
Family Educational Rights and Privacy Act (“FERPA”), employee health information made confidential by the
Health Insurance Portability and Accountability Act (“HIPAA”), information designated as confidential by the
Tennessee Public Records Act, or any other state or federal rule, regulation, or law.
WCS does reserve the right to access any e-mail for any business purpose, and also for inspection for
disciplinary or legal actions.
2016-2017
Williamson County Board of Education
Procedures and Guidelines
Effective Date:
6/21/10; 8/15/11;
6/18/12; 5/20/13;
4/21/14;11/17/14;
4/20/15; 2/15/16
5.404p
ACCEPTABLE USE AND INTERNET SAFETY AGREEMENT
Page 5 of 5
9. Electronic Communication
All communication conducted electronically between a WCS employee and a student shall be for the purpose
of official business of WCS. WCS employees may only initiate texts to students only with the permission of
the parent/guardian upon approval of the school principal. Text messages should be generated by the
teacher from a WCS email account. WCS employees must complete WCS training before using TWITTER to
communicate with students.
Email communication from a WCS employee to a student shall only be through the teacher’s WCS email
account and the WCS student email account.
ACCEPTANCE OF TERMS AND CONDITIONS:
These terms and conditions reflect the entire agreement of the parties and supersede all prior oral and written
agreements and understandings of the parties.
I understand that should I fail to honor all the terms of this contract, future Internet and other electronic
media accessibility may be denied, including loss of the privilege of bringing an electronic device to school,
and the school administration will consider it a major disciplinary offense.
Employee Name (Please Print)
Employee Signature
2016-2017
Date
PART TIME HOURS LIMITATION: As a part time employee of Williamson County Schools you cannot
exceed 126 hours per calendar month. If you hold multiple part time positions with WCS your total hours
combined for your positions cannot exceed 126 per calendar month.
LONG TERM SUB ASSIGNMENTS: According to the federal guidelines No Child Left Behind Act, requires
that every sub who subs for 20 days or more in one position must be Highly Qualified for that position. In order
to be Highly Qualified, the substitute must show that they have met this status by any one of four ways. This
ruling only affects subs that are certified in the discipline and will be considered long term--20 days or
more for the same teacher.
1. Must have passed the Praxis in that particular core teaching area, or
2. Must have completed at least 24 semester hours in that particular core teaching area, or
3. Must have a letter from another school district clearly showing that the NCLB requirement has been met
in that particular core teaching area, or
4. Must have National Board Certified (Can only be used for grades 7-12. Cannot be used for elementary grades)
If you are Highly Qualified and would like to note this status to your record, please provide the appropriate
documentation to Human Resources.
SPECIAL EDUCATION SUPPLEMENTAL PAY: Williamson County Schools recognizes the importance
of having devoted substitute teachers working with students to provide a caring, positive and motivating
environment. To work toward supporting the Special Ed needs in our schools, when a substitute teacher works
in a Special Ed assignment the pay rate will increase $10 per full day and $5 per half day. This change will be
effective for any work as a substitute in a Special Education assignment starting October 28th, 2013.
Williamson County Schools
Substitute Teachers Pay Plan, Effective January 1, 2016
Showing Daily Rates:
Type of Sub
Base Pay - 20 or less days
21-49 days
50 or more days
Certified Substitute – (Active TN certification)
$90.00
$95.00
$100.00
Uncertified Substitute – Bachelor’s or higher
$85.00
$90.00
$95.00
Uncertified Substitute – 2 year college
$75.00
$80.00
$85.00
Uncertified Substitute – HS diploma
$70.00
$75.00
$80.00
Notes:
All substitutes will start the school year earning the base rate. After subbing for at least 20 full days (7.5 hours = 1 full
day), the substitute will earn $5.00 more per day for the remainder of the school year. The pay rate increases an
additional $5.00 per day after 50 days. Time spent in long-term sub positions will count towards the days needed to go to
the next interval. If the substitute is earning the higher State rate, the pay will not be increased while earning days spent
subbing. The rate for Special Education positions will increase your base pay by $10 for full day or $5 for ½ day
assignments.
*The substitute will revert to the base rate at the beginning of each school year.*
SUBSTITUTE SIGNATURE: _____________________________________________________ DATE: ______________________
1320 West Main Street, Suite 202
Franklin, Tennessee 37064-3700
615-472-4000
Fax 615-472-4190
SUBSTITUTE EMPLOYEE
NEW HIRE LETTER OF REASONABLE ASSURANCE
This letter provides notice of reasonable assurance of continued employment with the
district when each school term resumes after a school break. This assurance is
contingent on continued school operations and will not apply in the event of any
disruption that is beyond the control of the district (e.g., lack of school funding,
natural disasters, court orders, public insurrections, war, other force majeure, etc.)
You may not be eligible for unemployment compensation benefits drawn on school
district wages during any scheduled school breaks including, but not limited to the
summer, winter and spring breaks, etc.
In order to remain on our active substitute list you will need to complete a minimum
of 1 (one) full day (or 2 half day) assignment per semester.
Your services on behalf of the children of the district are appreciated, and we hope
that you will be able to continue your association with the district.
Sincerely,
Rebecca W. Owens
Asst. Superintendent for Human Resources
Please complete the following information and return to the Human Resources
representative before leaving this orientation session.
____________________
Name (Print)
____________________
Date
____________________
Signature
____________________
Social Security Number
WILLIAMSON COUNTY SCHOOLS CONFIDENTIALITY AND ACCESS POLICY
As a participant in the Williamson County Schools (WCS) community you may have access to “confidential
information.” The purpose of this agreement is to help you understand your duty regarding confidential information.
Members of the WCS community include but are not limited to faculty, nurses, other staff, volunteers, contractors,
observers, students and vendors.
Measures must be taken so that all information captured, maintained, or used by WCS can only be accessed by
authorized users. WCS has a legal and ethical responsibility to safeguard the privacy of all students and employees
and to protect the confidentiality of their health information and all other types of confidential information. These
confidential records and information are governed by FERPA, HIPAA, ADA, §504 of the Rehabilitation Act, the
Tennessee Open Records Act, and other laws and regulations.
WILLIAMSON COUNTY SCHOOLS CONFIDENTIALITY AGREEMENT
As a condition of and in consideration of my use, access, and/or disclosure of confidential information,
I, __________________________________________ understand and agree to the security requirements outlined in
this Agreement. I understand that these security requirements and my responsibility to protect confidential
information also apply to when I’m working from home or off-campus.
1.
I will access, use, and disclose confidential information only as necessary to perform my job functions. This
means, among other things, that:
a)
I will only access, use, and disclose confidential information which I have authorization to access, use, and
disclose and which is required to perform my responsibilities;
b) I will not in any way access, use, divulge, copy, release, sell, loan, review, alter, or destroy any confidential
information except as properly and clearly authorized within the scope of my job and as in accordance with
all applicable WCS policies and procedures and with all applicable laws;
c)
I will report to my supervisor or to the appropriate office any individual’s or entity’s activities that I suspect
may compromise the confidentiality of confidential information.
2.
I will abide by all WCS Board policies and procedures, including all WCS Human Resource policies that
specifically address the handling of confidential information and misconduct that warrants immediate discharge.
3.
I understand that any fraudulent application, violation of confidentiality or any violation of the above provisions
may result in disciplinary action, including loss of system and information access privileges, as well as other
appropriate disciplinary measures up to and including termination of my affiliation with WCS and/or civil action
for such disclosure.
My signature below indicates that I have read, accept, and agree to abide by all of the
terms and conditions of this Agreement and agree to be bound by it.
Signature: _______________________________ Date: _______________________
Printed Name: __________________________________________________________
Department/School:
SUBSTITUTE
Form W-4 ( 2017)
The exceptions don't apply to supplemental wages
greater than $1 ,000,000.
Basic instructions. If you aren't exempt, complete
the Personal Allowances Worksheet below. The
worksheets on page 2 further adjust your
withholding allowances based on itemized
deductions, certain credits, adjustments to income,
or two-earners/multiple jobs situations.
Complete all worksheets that apply. However, you
may claim fewer (or zero) allowances. For regular
wages, withholding must be based on allowances
you claimed and may not be a flat amount or
percentage of wages.
Head of household. Generally, you can claim head
of household filing status on your tax return only if
you are unmarried and pay more than 50% of the
costs of keeping up a home for yourself and your
dependent(s) or other qualifying individuals. See
Pub. 501 , Exemptions, Standard Deduction, and
Filing Information, for information.
Tax credits. You can take projected tax credits into
account in figuring your allowable number of
withholding allowances. Credits for child or dependent
care expenses and the child tax credit may be claimed
using the Personal Allowances Worksheet below.
See Pub. 505 for information on converting your other
credits into withholding allowances.
Purpose. Complete Form W-4 so that your
employer can withhold the correct federal income
tax from your pay. Consider completing a new Form
W-4 each year and when your personal or financial
situation changes.
Exemption from withholding. If you are exempt,
complete only lines 1, 2, 3, 4, and 7 and sign the
form to validate it. Your exemption for 2017 expires
February 15,2018. See Pub. 505, Tax Withholding
and Estimated Tax .
Note: If another person can claim you as a dependent
on his or her tax return, you can't claim exemption
from withholding if your total income exceeds $1 ,050
and includes more than $350 of unearned income (for
example, interest and dividends).
Exceptions. An employee may be able to claim
exemption from withholding even if the employee is
a dependent, if the employee:
• Is age 65 or older,
• Is blind, or
• Will claim adjustments to income; tax credits; or
itemized deductions, on his or her tax return.
Nonwage income. If you have a large amount of
nonwage income, such as interest or dividends,
consider making estimated tax payments using Form
1040-ES, Estimated Tax for Individuals. Otherwise,
you may owe additional tax. If you have pension or
annuity income, see Pub. 505 to find out if you should
adjust your withholding on Form W-4 or W-4P.
Two earners or multiple jobs. If you have a
working spouse or more than one job, figure the
total number of allowances you are entitled to claim
on all jobs using worksheets from only one Form
W-4. Your withholding usually will be most accurate
when all allowances are claimed on the Form W-4
for the highest paying job and zero allowances are
claimed on the others. See Pub. 505 for details.
Nonresident alien. If you are a nonresident alien, see
Notice 1392, Supplemental Form W-41nstructions for
Nonresident Aliens, before completing this form.
Check your withholding. After your Form W-4 takes
effect, use Pub. 505 to see how the amount you are
having withheld compares to your projected total tax
for 2017. See Pub. 505, especially if your earnings
exceed $130,000 (Single) or $180,000 (Married).
Future developments. Information about any future
developments affecting Form W-4 (such as
legislation enacted after we release it) w11l be posted
at www.irs.gov/w4.
Personal Allowances Worksheet (Keep for your records.)
A
Enter "1" for yourself if no one else can claim you as a dependent .
A
• You're single and have only one job; or
}
B
B
Enter "1" if:
c
• Your wages from a second job or your spouse's wages (or the total of both) are $1 ,500 or less.
Enter "1" for your spouse. But, you may choose to enter "-0-" if you are married and have either a working spouse or more
than one job. (Entering "-0-" may help you avoid having too little tax withheld.) .
D
E
{
• You're married, have only one job, and your spouse doesn't work; or
Enter "1" if you will file as head of household on your tax return (see conditions under Head of household above)
F
c
D
E
F
Enter number of dependents (other than your spouse or yourself) you will claim on your tax return .
Enter "1" if you have at least $2,000 of child or dependent care expenses for which you plan to claim a credit
(Note: Do not include child support payments. See Pub. 503, Child and Dependent Care Expenses, for details.)
Child Tax Credit (including additional child tax credit). See Pub.
G
972, Child Tax Credit, for more information.
• If your total income will be less than $70,000 ($1 00,000 if married), enter "2" for each eligible child; then less "1" if you
have two to four eligible children or less "2" if you have five or more eligible children.
•
l
• If your total income will be between $70,000 and $84,000 ($1 00,000 and $119,000 if married), enter "1" for each eligible child .
H
G
Add lines A through G and enter total here. (Note: This may be different from the number of exemptions you claim on your tax return.) ..,. H
For accuracy,
complete all
worksheets
that apply.
If you plan to itemize or claim adjustments to income and want to reduce your withholding, see the Deductions
and Adjustments Worksheet on page 2.
• If you are single and have more than one job or are married and you and your spouse both work and the combined
earnmgs from all jobs exceed $50,000 ($20,000 if married), see the Two-Earners/Multiple Jobs Worksheet on page 2
to avoid having too little tax withheld .
• If neither of the above situations applies, stop here and enter the number from line H on line 5 of Form W-4 below.
---------------------------------- Separate here and give Form W-4 to your employer. Keep the top part for your records. ----------------------------------
Form
W-4
Employee's Withholding Allowance Certificate
OMS No. 1545-0074
~@17
..,. Whether you are entitled to claim a certain number of allowances or exemption from withholding is
subject to review by the IRS. Your employer may be required to send a copy of this form to the IRS.
Your social security number
Last name
Your first name and middle initial
12
Department of the Treasury
Internal Revenue Se/Vice
1
I
D
D
D
Home address (number and street or rural route)
3
Single
Married
Married, but withhold at higher Single rate.
Note: If married, but legally separated, or spouse is a nonresident alien, check the "Single" box.
City or town, state, and ZIP code
4 If your last name differs from that shown on your social security card,
check here. You must call1-800-772-1213 for a replacement card . ..,.
Total number of allowances you are claiming (from line H above or from the applicable worksheet on page 2)
7
I claim exemption from withholding for 2017, and I certify that I meet both of the following conditions for exemption.
Additional amount, if any, you want withheld from each paycheck
D
5
6 $
5
6
• Last year I had a right to a refund of all federal income tax withheld because I had no tax liability, and
• This year 1 expect a refund of all federal income tax withheld because I expect to have no tax liability .
If you meet both conditions, write "Exempt" here.
..
Under penalties of perJury, I declare that I have exam1ned th1s cert1f1cate and, to the best of my knowledge and belief, 1t
IS
Employee's signature
(This form is not valid unless you sign it.) .,.
8
Employer's name and address (Employer: Complete lines 8 and 10 only if sending to the IRS.)
9 Office code (optional)
Employer identification number {EIN)
For Privacy Act and Paperwork Reduction Act Notice, see page 2.
Cat. No. 102200
... r11
true, correct, and complete .
Date.,.
10
Form W-4 (2017)
WILLIAMSON COUNTY SCHOOLS
1320 West Main St., Suite #202
Franklin, TN 37064-3706
AUTHORIZATION AGREEMENT FOR DIRECT DEPOSITS/WITHDRAWLS
(ACH CREDITS / ACH DEBITS)
I hereby authorize Williamson County Schools, hereinafter called SCHOOL SYSTEM, to initiate credit or
debit entries (through the Automated Clearing House) to my account(s) indicated below, at the bank(s) below,
hereinafter called the Depository Financial Institution.
1) Bank one is for net amount of check:
DFI (Bank Name):
________________________________________________________________
Routing Number:
___| ___|___| ___| ___| ___| ___| ___| ___|
(Number in far left corner of check)
Account Number:
Account Type:
___|___|___|___|___|___|___|___|___|___|___|___|___|___|___|___|___|
Check only one
(
) Checking
(
) Savings
2) Bank two is for set dollar amount only (optional):
DFI (Bank Name):
________________________________________________________________
Routing Number:
___| ___|___| ___| ___| ___| ___| ___| ___|
(Number in far left corner of check)
Account Number:
Account Type:
___|___|___|___|___|___|___|___|___|___|___|___|___|___|___|___|___|
Check only one
(
) Checking
(
) Savings
DOLLAR AMOUNT $
(Do not include cents)
I understand that ALL earned salary issued by the SCHOOL SYSTEM will be handled in this manner.
This authorization is to remain in full force and effect until the SCHOOL SYSTEM has received written
notification from me of its termination in such time and in such manner as to afford the SCHOOL SYSTEM
AND DFI (BANK) a reasonable opportunity to act on it.
*PLEASE NOTE: This process may take up to two weeks before it becomes effective.
Name
School/Depart.
Signature
Revised 04/2016
SS#
SYSTEM WIDE
Employee #
Assignment
SUBSTITUTE
Date:
Williamson County Schools
Form W-2 Consent for E-Mail Delivery
Return completed form to:
Williamson County School
Finance Department - Payroll
1320 West Main Street Suite 202
Franklin, TN 37064
Telephone: (615) 472-4164
Fax: (615) 472-5766
E-mail: [email protected]
 Consent to receive Form W-2 as an attachment to an e-mail
 Consent to receive Form W-2 as a paper copy
Please choose
only one box
PLEASE PRINT CLEARLY
Employee Name: _________________________________ Employee ID # ___________
Department:
SUBSTITUTE
Your W-2 will be sent to the same email as your Payroll Direct Deposit Advice e-mail.
The last four digits of your SSN is the password to open the attachment.
Note: This W-2 form will be a Portable Document Format (PDF) that requires Adobe Acrobat
Reader. If you do not already have it installed, you may download a copy free from the following
address: http://www.adobe.com/products/acrobat/readstep2.html
IMPORTANT DISCLOSURE INFORMATION





If this form is not signed and returned to the payroll department for consent to receive a W-2 via email, the employee will receive a paper Form W-2.
The only requirement to open the PDF attachment will be a copy of Adobe Acrobat Reader. Your
e-mail service provider must accept password protected attachments.
This consent will remain in effect until the employee notifies payroll either in writing or by email
that they no longer want their W-2 emailed. This will release Williamson County Schools’ payroll
to return to sending the employee their Form W-2 as a printed copy. This change of consent will
only apply to future Form W-2 forms and does not apply to the previously issued Forms W-2
At any time, an employee may request an official printed Form W-2 from the Williamson County
Schools payroll department located in the Finance Department. That request will not change the
consent to receive future Form W2 forms electronically by e-mail.
When an employee either retires or resigns W-2 will be printed and mailed by payroll department.
Signature________________________________Date_______________________________
For office use: Received by: ___________________________ Date Received ____________
USCIS
Form I-9
Employment Eligibility Verification
Department of Homeland Security
U.S. Citizenship and Immigration Services
OMB No. 1615-0047
Expires 08/31/2019
►START HERE: Read instructions carefully before completing this form. The instructions must be available, either in paper or electronically,
during completion of this form. Employers are liable for errors in the completion of this form.
ANTI-DISCRIMINATION NOTICE: It is illegal to discriminate against work-authorized individuals. Employers CANNOT specify which
document(s) an employee may present to establish employment authorization and identity. The refusal to hire or continue to employ
an individual because the documentation presented has a future expiration date may also constitute illegal discrimination.
Section 1. Employee Information and Attestation (Employees must complete and sign Section 1 of Form I-9 no later
than the first day of employment, but not before accepting a job offer.)
Last Name (Family Name)
Apt. Number
Address (Street Number and Name)
Date of Birth (mm/dd/yyyy)
Middle Initial
First Name (Given Name)
U.S. Social Security Number
-
Other Last Names Used (if any)
State
City or Town
ZIP Code
Employee's Telephone Number
Employee's E-mail Address
-
I am aware that federal law provides for imprisonment and/or fines for false statements or use of false documents in
connection with the completion of this form.
I attest, under penalty of perjury, that I am (check one of the following boxes):
1. A citizen of the United States
2. A noncitizen national of the United States (See instructions)
3. A lawful permanent resident
(Alien Registration Number/USCIS Number):
4. An alien authorized to work
until (expiration date, if applicable, mm/dd/yyyy):
Some aliens may write "N/A" in the expiration date field. (See instructions)
QR Code - Section 1
Do Not Write In This Space
Aliens authorized to work must provide only one of the following document numbers to complete Form I-9:
An Alien Registration Number/USCIS Number OR Form I-94 Admission Number OR Foreign Passport Number.
1. Alien Registration Number/USCIS Number:
OR
2. Form I-94 Admission Number:
OR
3. Foreign Passport Number:
Country of Issuance:
Signature of Employee
Today's Date (mm/dd/yyyy)
Preparer and/or Translator Certification (check one):
I did not use a preparer or translator.
A preparer(s) and/or translator(s) assisted the employee in completing Section 1.
(Fields below must be completed and signed when preparers and/or translators assist an employee in completing Section 1.)
I attest, under penalty of perjury, that I have assisted in the completion of Section 1 of this form and that to the best of my
knowledge the information is true and correct.
Today's Date (mm/dd/yyyy)
Signature of Preparer or Translator
Last Name (Family Name)
Address (Street Number and Name)
First Name (Given Name)
City or Town
State
ZIP Code
Employer Completes Next Page
Form I-9 11/14/2016 N
Page 1 of 3
BRING ORIGINALS AND COPIES
LISTS OF ACCEPTABLE DOCUMENTS
All documents must be UNEXPIRED
Employees may present one selection from List A
or a combination of one selection from List B and one selection from List C.
LIST A
Documents that Establish
Both Identity and
Employment Authorization
1. U.S. Passport or U.S. Passport Card
2. Permanent Resident Card or Alien
Registration Receipt Card (Form I-551)
3. Foreign passport that contains a
temporary I-551 stamp or temporary
I-551 printed notation on a machinereadable immigrant visa
4. Employment Authorization Document
that contains a photograph (Form
I-766)
5. For a nonimmigrant alien authorized
to work for a specific employer
because of his or her status:
a. Foreign passport; and
b. Form I-94 or Form I-94A that has
the following:
(1) The same name as the passport;
and
(2) An endorsement of the alien's
nonimmigrant status as long as
that period of endorsement has
not yet expired and the
proposed employment is not in
conflict with any restrictions or
limitations identified on the form.
6. Passport from the Federated States of
Micronesia (FSM) or the Republic of
the Marshall Islands (RMI) with Form
I-94 or Form I-94A indicating
nonimmigrant admission under the
Compact of Free Association Between
the United States and the FSM or RMI
LIST B
LIST C
Documents that Establish
Employment Authorization
Documents that Establish
Identity
OR
AND
1. Driver's license or ID card issued by a
State or outlying possession of the
United States provided it contains a
photograph or information such as
name, date of birth, gender, height, eye
color, and address
2. ID card issued by federal, state or local
government agencies or entities,
provided it contains a photograph or
information such as name, date of birth,
gender, height, eye color, and address
3. School ID card with a photograph
4. Voter's registration card
5. U.S. Military card or draft record
1. A Social Security Account Number
card, unless the card includes one of
the following restrictions:
(1) NOT VALID FOR EMPLOYMENT
(2) VALID FOR WORK ONLY WITH
INS AUTHORIZATION
(3) VALID FOR WORK ONLY WITH
DHS AUTHORIZATION
2. Certification of Birth Abroad issued
by the Department of State (Form
FS-545)
3. Certification of Report of Birth
issued by the Department of State
(Form DS-1350)
7. U.S. Coast Guard Merchant Mariner
Card
4. Original or certified copy of birth
certificate issued by a State,
county, municipal authority, or
territory of the United States
bearing an official seal
8. Native American tribal document
5. Native American tribal document
9. Driver's license issued by a Canadian
government authority
6. U.S. Citizen ID Card (Form I-197)
6. Military dependent's ID card
For persons under age 18 who are
unable to present a document
listed above:
10. School record or report card
11. Clinic, doctor, or hospital record
7. Identification Card for Use of
Resident Citizen in the United
States (Form I-179)
8. Employment authorization
document issued by the
Department of Homeland Security
12. Day-care or nursery school record
Examples of many of these documents appear in Part 8 of the Handbook for Employers (M-274).
Refer to the instructions for more information about acceptable receipts.
Form I-9 11/14/2016 N
Page 3 of 3
Workers’ Compensation Guidelines
And
Workers’ Compensation Anti-Fraud Plan
Employee Acceptance Form
It is mandatory that this form be signed, dated and returned to the employee’s
immediate supervisor to be forwarded to Risk Management.
A copy of this signed form is to be kept at the location of employment.
I have read or had read to me the Workers’ Compensation Guidelines for Williamson
County Government, Williamson County School System and Williamson County
Volunteer Firefighters.
I have read or had read to me the Williamson County, Tennessee Workers’
Compensation Anti-Fraud Plan.
I understand that it is a crime to provide false, incomplete or misleading information to
any party to a workers compensation transaction for the purpose of committing fraud.
Penalties include imprisonment, fines and denial of insurance benefits.
I understand that if possible I should notify my supervisor immediately in the event of a
job related injury or illness. Work related injuries or illness must be reported within 15
days. I understand that I must sign all appropriate forms.
I understand that I must choose one of the authorized physicians or seek medical
treatment at the named medical facility in the event I am injured or contract an illness
due to a work related incident.
I further understand the importance of an injury or illness as a result of a job related
incident and understand that if I seek medical treatment or attention from any
physician or facility other than those authorized, and/or do not follow the treatment
prescribed by said physician and/or physical therapist I will become responsible for the
payment of my own medical bills.
________________________________________________
Employee Name Printed
________________________________________________
Employee Name Signed
________________________________________________
Location / Department
________________________
Date
KEEP THIS PAGE
EMPLOYEE SELF SERVICE WEBSITE (ESS)
When you access Employee Self Service Website you will discover just how easy it is to view and update your personal
information. You can access Employee Self Service by following the next steps:
1) Refer to the Employee Self Service Guide at http://www.wcs.edu/district/Manuals/manuals.htm
2) Access the link in your internet browser window by typing https://selfservice.wcs.edu/MSS/login.aspx
3) Click the login button
4) Enter your User Name and Password
a. User Name is the first letter of your first name followed by your last name and employee number.
For example, Terry Teague would get the user name “tteague4789”
(Username is not case sensitive – however if your last name has a space in it you will need to enter it that way)
b. Your initial password is the last 4 digits of your social security number
Listed below are a few tips that you may want to remember:
Passwords
 When changing you password there is a field where you can enter a password hint, this hint can be emailed to
you if you forget your password.
 Your new password will be at least six characters long and it is case sensitive
 Support is just a email away - [email protected]
From work you can access ESS from the WCS intranet site homepage:
 http://intranet/ (listed under Online Services)
You can access ESS 24 hours a day 7 days a week from home or work at:
 https://selfservice.wcs.edu/mss/
 http://www.wcs.edu/ (listed under Staff Resources)
You can always view a copy of the online manual at:
 http://www.wcs.edu/district/Manuals/manuals.htm (listed under Other)
 After you login to ESS there will always be a copy available to you at your fingertips located under the Resources
tab on the right
ESS has easy to navigate viewable categories such as:





Employment Opportunities
Pay/Tax Information
Personal Information - Please review
Substitute Teaching
Time Accruals
FOR ASSISTANCE CONTACT:
and update your Demographic Information
WCS Munis Support at [email protected]
__________________________________________________________________________________________
CONNECT ED INFORMATION:
Connect Ed is an automated calling system to contact employees and students of Williamson County Schools to
relay information. The home phone number field in Munis is the number that supports Connect Ed. If you wish
to change that number to your cell phone number, please contact your HR Specialist to make that change for
you.
KEEP THIS PAGE
2016-2017 Substitute Teacher Pay Schedule
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
PAY PERIOD
7/24/16-8/13/16
8/14/16-8/27/16
8/28/16-9/10/16
9/11/16-9/24/16
9/25/16-10/8/16
10/9/16-10/22/16
10/23/16-11/5/16
11/6/16-11/26/16
11/27/16-12/10/16
12/11/16-12/24/16
12/25/16-1/14/17
1/15/17-1/28/17
1/29/17-2/11/17
2/12/17-2/25/17
2/26/17-3/11/17
3/12/17-4/1/17
4/2/17-4/15/17
4/16/17-4/29/17
4/30/17-5/13/17
5/14/17-5/27/17
PAY DAY
8/31/2016
9/15/2016
9/30/2016
10/14/2016
10/31/2016
11/15/2016
11/30/2016
12/15/2016
12/30/2016
1/13/2017
1/31/2017
2/15/2017
2/28/2017
3/15/2017
3/31/2017
4/14/2017
4/28/2017
5/15/2017
5/31/2017
6/15/2017
TOTAL DAYS
First Day 8/5/16 (1/2 day)
Last Day 5/23/17 (1/2 day)
# WORK DAYS
5.5
10
9
10
9
9
10
8
10
7.5
5
9
10
9
10
9
9
10
10
6.5
175.5
KEEP THIS PAGE
WILLIAMSON COUNTY SCHOOLS | 2016-2017 CALENDAR
YELLOW = TEACHERS USE
HOLIDAY IN-SERVICE REASON
CODE UNLESS USING SICK (SICK
POLICY 5.302)
GREEN = PD / ADMIN DAYS
RED = SUBS MIGHT EXCEED THE
LIMIT– ALWAYS USE AESOP FIRST
PURPLE = HOLIDAY / BREAKS
18.5 STUDENT DAYS
21 STUDENT DAYS
3 WARNING SUB LIMITATION
1 LABOR DAY
19 STUDENT DAYS
1 WARNING SUB LIMITATION
2 FALL BREAK
15 STUDENT DAYS
2 ELECTION DAY, VERTERANS
DAY
5 THANKSGIVING BREAK
15 STUDENT DAYS
7 WINTER BREAK
16 STUDENT DAYS
3 WINTER BREAK
1 MARTIN LUTHER KING, JR.
AUGUST 2016
S
FEBRUARY 2017
M
T
W
Th
F
S
1
2
3
4
5
6
S
M
T
W
Th
F
S
1
2
3
4
7
8
9
10
11
12
13
5
6
7
8
9
10
11
14
15
16
17
18
19
20
12
13
14
15
16
17
18
21
22
23
24
25
26
27
19
20
21
22
23
24
25
28
29
30
31
26
27
28
SEPTEMBER 2016
S
M
T
MARCH 2017
W
Th
F
S
2
9
3
10
4
5
6
7
1
8
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
29
30
S
M
M
T
W
Th
F
W
Th
F
S
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21 22
23
24
25
26
27 28
30
31
OCTOBER 2016
S
T
29
APRIL 2017
S
S
M
T
W
Th
F
1
S
1
2
3
4
5
6
7
8
2
3
4
5
6
7
8
9
10
11
12
13
14
15
9
10
11
12
13
14
15
16
17
18
19
20
21
22
16
17
18 19
20
21
22
23
24
25 26
27
28
29
23
24
25
27
28
30
31
NOVEMBER 2016
S
M
26
MAY 2017
T
W
Th
F
S
1
2
3
4
5
S
M
T
W
Th
F
S
1
2
3
4
5
6
6
7
8
9
10
11
12
7
8
9
10
11
12
13
13
14
15
16
17
18
19
14
15
16
17
18
19
20
20
21
22
23
24
25
26
21
22
23
24
25
26
27
27
28
29
30
28
29
30
31
S
M
DECEMBER 2016
S
M
T
W
JUNE 2017
Th
F
S
1
2
3
T
W
Th
F
S
1
2
3
4
5
6
7
8
9
10
4
5
6
7
8
9
10
11
12
13
14
15
16
17
11
12
13
14
15
16
17
18
19
20
21
22
23
24
18
19
20
21
22
23
24
25
26
27
28
29
30
31
25
26
27
28
29
30
S
M
T
W
Th
F
S
S
M
1
2
3
4
5
6
7
JANUARY 2017
JULY 2017
T
W
Th
F
S
1
8
9
10
11
12
13
14
2
3
4
5
6
7
8
15
16
17
18
19
20
21
9
10
11
12
13
14
15
22
23
24
25
26
27
28
16
17
18
19
20
21
22
29
30
31
23
24
25 26
27
28
29
30
31
19 STUDENT DAYS
1 WARNING SUB LIMITATION
1 SITE BASED PD
18 STUDENT DAYS
1 SITE BASED PD
5 SPRING BREAK
19 STUDENT DAYS
1 WARNING SUB LIMITATION
1 GOOD FRIDAY
17 STUDENT DAYS
1 ADMIN DAY
INFORMATION
KEEP THIS PAGE
Williamson County Schools
403(b), 401(k) and 457 Plan Employee Notice of Eligibility
Williamson County Schools (WCS) offers all employees, except student workers and
employees working only for supplements, the opportunity to participate in a voluntary 403(b),
401(k) and 457 retirement plan. A 403(b) plan is a tax-deferred retirement program made
available to school system employees pursuant to Section 403(b) of the Internal Revenue Code of
1986, as amended (the “Code”). The school system maintains a list of approved providers. This
list is located on the Intranet at “Retirement Planning” and on the WCS website at
www.wcs.edu/Careers , click on the “Information” folder and scroll down to the link for
“Retirement Planning.” A copy may also be found on the second page of this notice. Each
product provider has information on its website about the products and services it offers.
Employee will need to contact the product provider’s representatives directly for the necessary
paperwork.
Employee will need to complete a Salary Reduction Agreement (SRA) and other required
paperwork with the provider of your choice. This deduction will continue unless a new
authorization is completed, until termination of employment, until employee’s net check is
insufficient to cover the deduction or until the beginning of a leave of absence. Return all
completed forms to your 403(b), 401(k) or 457 representative. The district has established
policies that enable employees to increase or decrease the contribution, stop your contribution or
change from one authorized product provider to another.
The Code has limits on the total contributions you may make in a year. For 2014, the limit is
$17,500. The Code also has special catch-up elections. Employees that wish to take advantage of a
catch-up election, which enable employees to contribute more than the annual basic limit, will need
to have the school system complete a Maximum Contribution Sheet to determine whether the
employee qualifies for a catch-up contribution.
How to Enroll:
1. Select a product provider from the approved list.
2. Complete the required paperwork. It must be obtained from the providers.
3. All paperwork must be submitted to Payroll. The providers will take care of this for
you.
4. Deductions may increased, decreased, or stopped at any time by completing a Salary
Reduction Agreement form which is available online at the Retirement Planning links.
Employees do not need to contact the product vendor to make changes, but must submit
the form to Payroll. Employees will need to contact a vendor to start a plan and to change
investment options.
Disclosure to employees: Williamson County Schools has no liability for the employees’ selection
of product providers. The school system does not warrant any special tax consequences to the
employee. Williamson County Schools does not give tax, legal or investment advice. The school
system recommends that employees seek the advice from professionals who specialize in these
areas.
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WCS VOLUNTARY RETIREMENT PLANS
For All Employees of Williamson County Schools
A 457 plan is a retirement plan for state, city, town and government subdivision employees. It is an employer- sponsored deferred
compensation program. It is optional and voluntary. Employee defers paying taxes on that part of the income paid into the retirement
savings. 457 plans are similar to 401(k) plans. The Williamson County School Board approved the following provider for this plan:
Lincoln Financial Group
Frances Woodall
Retirement Consultant
615.648.4198
[email protected]
A 401 (k) Plan is a defined contribution plan where an employee can make contributions from his or her paycheck either before or
after-tax, depending on the options offered in the plan. The contributions go into a 401(k) account, with the employee often choosing
the investments based on options provided under the plan. In some plans such as the TCRS Hybrid, the employer also makes
contributions. The following is the state authorized 401(k) provider:
Empower-Retirement (Great-West Financial) and RetireReadyTN
Richard C. Sims, CEBS® | Retirement Plan Counselor
545 Mainstream Drive, Suite 407
Nashville, TN 37228
Direct: 615.244.1030 | Cell: 615.922.8504 | Fax: 615.256.5280
[email protected]
www.empower-retirement.com
A 403(b) plan, also known as a tax sheltered annuity (TSA) plan, is a voluntary retirement offered to all employees of public schools.
The benefit for contributing to a 403(b) plan is that you do not pay income tax on allowable contributions. The following is our list of
authorized 403(b) providers:
Lincoln Financial Group
Frances Woodall
Retirement Consultant
615.648.4198
[email protected]
Voya effective 09/01/2014 (Formally ING)
James D. Henry, CFS
3200 West End Ave, Suite 500
Nashville, TN 37203
[email protected]
Horace Mann Insurance Company
Craig Kievit
357 Riverview Drive, Suite 235
Franklin, TN 37064
[email protected]
Office: 615.591.2681 | Cell: 615.504.3556
Julie A. Chambers
402 Royal Glen Blvd.
Murfreesboro, TN 37128
[email protected]
Office: 615.494.3659 | Cell: 615.556.6135
Morris, Smith and Hayden
7003 Chadwick Drive, Suite 320
Brentwood, TN 37027
Preston Morris, Managing Director
[email protected] | Direct: 615.376.5335
Christopher A. Hayden, Managing Director
[email protected] | Direct: 615.377.9735
Williamson County schools cannot advise you regarding voluntary retirement plans. Please consult your financial planner, tax
accountant or attorney for advice.
Revised 7/11/2016
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UNIVERSAL AVAILABILITY NOTICE
Williamson County Schools
This notice provides important information regarding the 403(b), 401(k), and 457 plans in
which you are eligible to participate (the “Plan”).
You may want to take this opportunity to either (1) begin making pre-tax 403(b), 401(k) and 457
elective deferral contributions or (2) review your current elections and decide if you want to make
changes. Before making any initial elections or changes, you should be sure to consult the
written plan and any other materials provided to you that explain the terms of the Plan.
HOW DO I ENROLL?
1.
2.
3.
4.
Select a product provider from the approved list. Complete the required paperwork. It must be obtained from the providers. All paperwork must be submitted to Payroll. The providers will take care of this for you. Deductions may be increased, decreased, or stopped at any time by completing a Salary Reduction Agreement form which is available online at the Retirement Planning links. Employees do not need to contact the product vendor to make changes, but must submit the form to Payroll. Employees will need to contact a vendor to start a plan and to change investment options. CAN I CHANGE OR STOP MY ELECTIVE DEFERRAL CONTRIBUTIONS?
You may change your elective deferral contributions per pay period during the plan year.
You are permitted to revoke your election at any time during the Plan Year. Please contact
your Payroll Department for further instructions.
WHEN ARE MY ELECTIVE DEFERRAL CONTRIBUTIONS EFFECTIVE?
After completing the enrollment requirements, your elective deferral contributions will
begin on the next pay period or as soon as administratively possible.
WHAT IS THE MAXIMUM AMOUNT THAT I CAN CONTRIBUTE?
The IRS limits the annual contributions you can make to a 403(b) or 401(k) plan and the
limits are adjusted each year. The limits are similar for 457 plans. Below are the limits for
2016:
 Elective Deferral Limit
 Age 50 Catch-up
 Special 15 years of service catch-up
$18,000
$6,000
$3,000 maximum
(If both the age 50 catch-up and the special catch-up apply, the special catch-up applies first to its
maximum extent, and then age 50 catch-up applies).
WHO DO I CONTACT FOR ADDITIONAL INFORMATION?
To learn more about 403(b), 401(k) and 457 plans, please visit http://www.irs.gov and
search for Publication 571. You may also visit the WCS Intranet and find more information.
If you have any questions about how the Plan works or your rights and obligations under
the Plan, please contact the HR Department. 6/14/2016 www.wcs.edu WILLIAMSON COUNTY SCHOOLS 615‐472‐4050 Scales Elem Brentwood Middle Grassland Elem Brentwood High Grassland Middle Westwood Elem Lipscomb Elem
Walnut Grove Elem
Fairview Elem Fairview Middle Fairview High Woodland Middle Crockett Elem Hunters Bend Elem
Sunset Elem Sunset Middle
Kenrose Elem Ravenwood High Franklin High
Centennial High
Pearre Creek Elem Edmondson Elem
Clovercroft Elem
Renaissance High Hillsboro K‐8 Trinity Elem
Winstead Elem
Oak View Elem Page Middle Page High Independence High
College Grove Elem
Heritgage Elem Heritage Middle Summit High Spring Station Middle Allendale Elem Longview Elem
Chapman’s Retreat Elem . Bethesda Elem
Nolensville Elem
Millcreek Elem (2016) Millcreek Middle (2016) Nolensville High (2016)