Payroll Office

The Payroll Office is responsible for the final payroll process that issues payment advices via direct deposit and payroll checks (if applicable) to all regular full-time, part-time, and temporary employees of the Prince William County School Board.

All payroll is processed and paid on a semi-monthly pay period schedule. Pay dates are the last work day on or before the 15th and on or before the last day of each month. The Prince William County School Board has determined that direct deposit of payroll is the most efficient and effective means of paying employees. Therefore, all employees are required to enroll in direct deposit. Payroll checks will be issued for an employee's first scheduled payroll in order to perform an electronic test to verify the employee's bank account information. Payroll checks will also be issued when employees change bank accounts or in some unusual circumstances.

All employees, except 10-month hourly employees and temporary employees, are compensated on a semi-monthly basis in 24 equal installments. These installments are paid on a current pay period basis. Ten-month hourly employees are compensated semi-monthly in 19 equal installments. These installments are paid on a previous pay period, or pay lag, basis. All leave, additional hourly pay, overtime, and non-standard supplemental pay are paid or processed on a previous pay period, or pay lag, basis.

The Payroll Office employs Payroll Specialists who process and verify payroll, input specifications from employee W-4, VA-4, and Direct Deposit forms, input one-time and most regular payroll deductions, set up many employee fringe benefits, and determine correct payments to be made to Payroll vendors. The office is also responsible for annually issuing W-2 Forms. Requests for specific payroll records from outside sources are also processed in Payroll.

The Supervisor of Payroll is directly responsible for all the activities of the Payroll Office. The Supervisor controls the set up of most pay events, deductions, and benefit plans as they impact the payroll process.


Virginia Retirement System (VRS) Employee Contributions and Your Summer Pay Statements

Employees who don't work over the summer months may notice that VRS Retirement and Group Life Insurance Fringe Benefits will 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 ten and eleven-month employees, Bus Drivers and Bus Attendants, and Food Service workers paid 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 Office of Benefits and Retirement Services at benefits@pwcs.edu or the Payroll Office PWCSPayrollOffice@pwcs.edu if you have questions.


W-4 Calculator

The IRS has posted a helpful tool on their webpage that can assist with determining the number of withholdings to claim. Access the IRS withholding calculator.

For payroll-related inquiries, you can contact the payroll office. Please note that we are unable to provide tax advice. You will need to contact a tax accountant or refer to www.irs.gov for tax-related inquiries.


Pay Dates for Calendar Years 2021 and 2022

Pay Dates for 2021

  • January 15
  • January 31
  • February 12
  • February 26
  • March 15
  • March 31
  • April 15
  • April 30
  • May 14
  • May 28
  • June 15
  • June 30
  • July 15
  • July 30
  • August 13
  • August 31
  • September 15
  • September 30
  • October 15
  • October 29
  • November 15
  • November 30
  • December 15
  • December 30

Pay Dates for 2022

  • January 14
  • January 31
  • February 15
  • February 28
  • March 15
  • March 31
  • April 15
  • April 29
  • May 13
  • May 31
  • June 15
  • June 30
  • July 15
  • July 29
  • August 15
  • August 31
  • September 15
  • September 30
  • October 14
  • October 31
  • November 15
  • November 30
  • December 15
  • December 30

Payroll Staff

Stephanie Magee
mageesp@pwcs.edu
Supervisor
703-791-7449

Zelica Johnson
johnsozl@pwcs.edu
Payroll Administrative Coordinator
703-791-8748

Melanie Wright
wrightmk@pwcs.edu
Administrative Coordinator, Kronos
703-791-8742

Lauren Vance
vancela@pwcs.edu
Lead Payroll Specialist
703-791-8140

Kathy Huntington
huntinkl@pwcs.edu
Time and Attendance Systems Specialist
703-791-7838

Dee Dee Ayala
ayalabm@pwcs.edu
Payroll Specialist II
703-791-8749

Sasha Simmons
simmonsa@pwcs.edu
Payroll Specialist II
703-791-8747

Kelli Triplett
triplekd@pwcs.edu
Payroll Specialist I
703-791-8751

Debbie Sansone
sansondl@pwcs.edu
Payroll Specialist I (PT/A.M.)
703-791-8750


Payroll Office

For general payroll inquiries, please email the Payroll Office. To submit any forms to the Payroll Office, please email directly to PWCSPayrollOffice@pwcs.edu.

Financial Services, Office of Payroll

Prince William County Public Schools
P.O. Box 389
Manassas, VA 20108
Fax: 571-321-7394

For Employment Verification call:

Department of Human Resources
703-791-8081
Fax: 703-791-8560


Announcements

Do It Yourself With ESS

PWCS provides access for all regular employees from any School Division computer to Employee Self Service (ESS). The link to ESS is found by selecting STAFF on the left side of our homepage. Directions are provided if you are a first time user for login, navigation, and access to documents. Payroll services available include viewing and printing previously issued pay statements and W-2 forms. Please use ESS to update your address if you move so your mail arrives promptly from School Division offices.


Go Green Initiative

Prince William County Public Schools has initiated a "go green" initiative to reduce paper forms and increase the use of electronic communications. One of those initiatives is the electronic distribution of earning statements (or "e-stubs") for all regular employees required to have direct deposit.

E-stubs delivery has significantly reduced costs associated with postage, forms, and overall staff hours. All regular employees are reminded that they may access the Employee Self Service (ESS) application to verify their Outlook email addresses.