Welcome to Prince William County Public Schools (PWCS)! This webpage provides information on PWCS payroll forms. New employees may find this information helpful during their transition to PWCS.
All employees must complete a direct deposit form, federal withholding form (W-4), and state withholding form (VA-4).
| Form | Purpose |
|---|---|
| Direct Deposit Authorization |
Required by Policy 384, "Direct Deposit of Payroll." Takes up to 30 days to go into effect. Live paper checks are mailed during verification. Employees hired at the beginning of the school year should ensure their address is updated by August 31 to avoid delays in delivery. |
| Federal W-4 |
To update federal withholding, otherwise withholding will be at the highest rate. Links to assist in filling out the form can be found on the Payroll Forms webpage. |
| VA State VA-4 |
To update state withholding, otherwise withholding will be at the highest rate. |
Please contact [email protected] if you have any questions.
Employee Self Service
The Employee Self Service (ESS) system allows employees to securely access pay stubs and tax information, and update tax withholding forms and address changes. Access ESS.
Time For School
Time For School is the time and leave system utilized by PWCS:
Each location has a designated time and leave team member who can assist with inquiries on how to use Time For School.
The Internal Revenue Service (IRS) released a new version of Form W-4, Employee's Withholding Certificate, in 2020.
Employees are not required to submit a new W-4 if there's an existing W-4 on file; however, employees are encouraged to review their withholdings by using the IRS's Tax Withholding Estimator. It is helpful to have your most recent pay stub and income tax return when using the tool.
Please note that the Payroll office is unable to provide tax advice.
Follow these instructions to access your paystub in ESS:
| Contract Period Includes all employee categories unless noted |
First Pay | Last Pay |
|---|---|---|
| 250 Day | July 15 | June 30 |
| 236 Day | July 15 | June 30 |
| 223 Day Year-Round | July 15 | June 30 |
| 223 Day | August 15 | July 31 |
| 214 Day Year-Round | July 15 | June 30 |
| 214 Day | August 15 | July 31 |
| 209 Day | August 15 | July 31 |
| 200 Day - Instructional | August 31 | August 15 |
| 200 Day - Classified | August 31 | August 15 |
| 195 Day - Instructional | September 15 | August 31 |
| 195 Day - Classified | September 15 | August 31 |
| 192 Day | September 15 | August 31 |
| 188 Day | September 15 | August 31 |
| 182 Day | September 15 | June 30 |
| 180 Day | September 15 | June 30 |
The following is a guide for temporary employment pay dates. If the expected pay date falls on a weekend or holiday, the pay is distributed on the previous workday.
| Dates Worked | Expected Pay Date |
|---|---|
| September 1 - September 15 | September 30 |
| September 16 - September 30 | October 15 |
| October 1 - October 15 | October 31 |
| October 16 - October 31 | November 15 |
| November 1 - November 15 | November 30 |
| November 16 - November 30 | December 15 |
| December 1 - December 15 | December 31 |
| December 16 - December 31 | January 15 |
| January 1 - January 15 | January 31 |
| January 16 - January 31 | February 15 |
| February 1 - February 15 | February 28 |
| February 16 - February 28 | March 15 |
| March 1 - March 15 | March 31 |
| March 16 -March 31 | April 15 |
| April 1 - April 15 | April 30 |
| April 16 - April 30 | May 15 |
| May 1 - May 15 | May 31 |
| May 16 - May 31 | June 15 |
| June 1 - June 15 | June 30 |
| June 16 - June 30 | July 15 |
| July 1 - July 15 | July 31 |
| July 16 - July 31 | August 15 |
| August 1 - August 15 | August 31 |
| August 16 - August 31 | September 15 |
Learn how to request form 1095-C from the Benefits and Compensation Department.
Employees who don't work over the summer months may notice that Virginia Retirement System (VRS) Retirement and Group Life Insurance Fringe Benefits does not appear on their summer pay statements. PWCS will have already reported your entire salary for this school year to VRS. Also, employee contributions for VRS are suspended over the summer for 10- and 11-month employees, Bus Drivers and Bus Attendants, and Food Service workers paid from September through June. All benefits payable to VRS will be paid with our June report to that agency. Your VRS fringe benefits and employee contributions for the new fiscal year will start again when you return to work for the new school year. Please contact the Benefits and Compensation Department at [email protected] or the Payroll Office [email protected] if you have questions.