Prince
William
County
Public
Schools
requires
all
new
employees
to
sign
up
for
Direct
Deposit.
(Regulation
384-4)
How
do
I
sign
up
for
direct
deposit
or
change
my
account?
You
can
sign
up
or
change
your
account
by
completing
a
Direct
Deposit
Authorization
form
and
email
it
to
the
Payroll
Office
at
PWCSPayrollOffice@pwcs.edu
from
your
PWCS
email
account.
The
Direct
Deposit
Authorization
form
is
available
on
the
Payroll
Forms
webpage.
The
form
should
be
completed
and
submitted
to
the
Office
of
Payroll
at
least
30
days
before
you
want
the
change
to
take
effect.
If
you
are
changing
or
closing
the
old
account,
we
ask
that
you
wait
until
a
deposit
has
been
made
to
the
new
account
before
you
close
the
old
bank
account.
Why
did
I
get
a
paper
paycheck
after
I'd
already
signed
up
for
direct
deposit?
A
direct
deposit
process
normally
takes
2-3
pay
cycles
depending
on
the
date
the
form
is
received
in
the
Office
of
Payroll.
On
the
first
pay
cycle,
an
electronic
test,
called
a
"pre-note",
will
be
sent
to
your
bank
to
make
sure
all
routing
and
account
numbers
are
set
up
correctly.
If
everything
is
correct,
your
next
payroll
will
be
deposited
into
the
new
account.
If
you
still
receive
a
paper
paycheck
after
three
pay
cycles,
please
contact
the
Office
of
Payroll
at
PWCSPayrollOffice@pwcs.edu
or
call
any
Payroll
Specialist.
Can
I
have
my
pay
deposited
into
more
than
one
account?
You
can
have
a
flat
dollar
amount
deposited
into
Apple
Federal
Credit
Union
or
PWC
Employee
Credit
Union.
Your
remaining
net
pay
can
be
deposited
into
one
account
only.
Check
with
your
bank
for
online
services
available
for
automatic
bill
payment
and
account
transfers
currently
offered
by
most
banking
institutions.
How
do
I
stop
or
cancel
my
direct
deposit?
You
can
stop
or
cancel
your
existing
account
by
submitting
a
new
Direct
Deposit
Authorization
form
to
the
Payroll
Office.
You
can
stop,
cancel,
and/or
change
a
flat
dollar
deposit
to
Apple
Federal
Credit
Union
or
PWC
Employee
Credit
Union
by
completing
a
form
at
their
local
offices.
When
is
my
money
available
for
my
use
with
direct
deposit?
Your
funds
are
available
at
the
start
of
the
bank's
business
day
coinciding
with
the
payroll
date.
Do
I
have
to
have
a
checking
account
for
direct
deposit?
You
may
have
payroll
deposited
to
a
checking
or
savings
account.
Am
I
required
to
provide
account
documentation
with
my
form
for
direct
deposit?
The
Office
of
Payroll
requires
proof
of
your
bank's
routing
number
and
your
account
number.
Attach
a
check
marked
"VOID,"
a
savings
deposit
slip,
or
other
official
form
from
your
bank
as
verification
of
these
numbers.
Payroll
Tax
Withholdings
and
W-2
Forms
How
do
I
change
my
status
or
exemptions
for
federal
and/or
Virginia
income
tax
withholdings?
You
will
need
to
complete
a
new
W-4
form
for
federal
withholdings
and/or
a
new
VA-4
form
for
Virginia
withholdings.
The
form
and
instructions
are
found
on
the
Payroll
webpage
under
Payroll
and
Tax
Forms.
Make
sure
you
fill
out
all
required
information,
sign,
and
date
your
form.
Once
completed
this
form
should
be
submitted
directly
to
Payroll
at
PWCSPayrollOffice@pwcs.edu.
Payroll
staff
will
not
make
corrections
or
interpret
your
form
if
information
is
incorrect
or
unclear.
I
am
not
subject
to
income
taxes
in
Virginia.
How
do
I
notify
Payroll
of
my
status?
The
VA-4
form
(Line
3)
exempts
residents
of
certain
states.
Please
follow
the
instructions
provided
for
the
VA-4
and
submit
your
form
to
the
Office
of
Payroll.
Military
spouses
also
have
guidelines
to
claim
exemption.
Follow
the
instructions
provided
with
the
Form
VA-4
for
required
documentation
to
be
submitted.
Can
I
claim
exemption
from
taxes
as
a
student?
You
can
claim
exemption
from
tax
withholdings
depending
on
federal
and
state
income
and
taxation
guidelines
only.
Please
review
the
qualifications
to
claim
exemption.
If
you
claim
exemption
from
income
tax
withholdings,
your
form
expires
annually.
Please
file
a
new
W-4
and/or
VA-4
each
year
if
you
are
claiming
exemption.
Failure
to
submit
a
new
form
will
result
in
maximum
tax
withholdings
for
your
payroll
processing
in
the
next
calendar
year.
When
can
I
get
my
W-2
form?
The
Office
of
Payroll
processes
and
mails
annual
W-2
forms
to
all
paid
employees
for
each
calendar
year
by
January
31
of
the
following
year
as
required
by
law.
Forms
are
stored
in
the
Employee
Self
Service
system
available
from
any
School
Division
computer.
The
Office
of
Payroll
reminds
all
employees
to
keep
their
mailing
address
current
with
the
Department
of
Human
Resources
to
make
sure
their
forms
are
delivered
on
time.
Pay
Statements
and
Paychecks
How
will
I
receive
my
pay
statements
associated
with
my
direct
deposit
each
pay
date?
All
pay
statements
are
stored
in
and
available
for
download
from
the
Employee
Self
Service
(ESS)
system,
which
is
accessible
from
any
School
Division
computer.
If
you
leave
employment
with
PWCS,
pay
statements
will
be
mailed
to
your
address
of
record.
How
do
I
report
a
missing
or
destroyed
paycheck?
The
Office
of
Payroll
will
start
stop
payment
processes
10
business
days
from
the
mailing
of
any
paycheck
reported
missing,
lost,
or
destroyed.
As
soon
as
a
stop
payment
order
is
confirmed,
the
Office
of
Payroll
will
reissue
your
paycheck.
You
may
request
to
pick
up
the
paycheck
in
person.
Paychecks
sent
to
an
incorrect
address
will
not
be
reissued
until
you
update
your
address
with
the
Department
of
Human
Resources.
I
am
a
temporary
employee.
Can
I
have
my
statements
mailed
to
my
personal
email
address?
No,
pay
statements
are
not
emailed
to
employees.
All
pay
statements
are
stored
in
and
available
for
download
from
the
Employee
Self
Service
(ESS)
system,
which
is
accessible
from
any
School
Division
computer.
Miscellaneous
Payroll
Questions
How
do
I
notify
Payroll
that
I
have
moved?
It
is
important
that
payroll
has
the
most
accurate
address
and
phone
number
at
all
times.
If
you
are
a
current
PWCS
employee,
change
your
address
and/or
phone
number
in
the
Employee
Self
Service
(ESS)
portal
available
at
this
link
Employee
Self
Service,
which
can
also
be
found
in
your
PWCS
bookmarks.
You
should
notify
PWCS
immediately
of
any
address
change.
The
Payroll
system
utilizes
those
records
to
print
all
statements,
checks,
and
other
required
materials
to
be
mailed
to
employees.
If
you
are
a
former
PWCS
employee
and
your
email/login
is
no
longer
active,
please
call
the
Department
of
Human
Resources
at
703-791-8766
for
instructions
regarding
how
to
change
your
address
and/or
phone
number.
How
do
I
notify
Payroll
that
I
want
a
paycheck
instead
of
direct
deposit?
Direct
deposit
of
net
pay
is
a
requirement
for
all
regular
employees
of
Prince
William
County
Public
Schools.
Paychecks
may
be
issued
when
you
change
accounts
or
terminate
employment.
Who
do
I
contact
if
I
find
an
error
on
my
paycheck
or
statement?
Time
worked
and
leave
taken
entries
are
made
at
each
work
location
for
PWCS
employees.
Please
check
with
your
Time
&
Leave
Secretary
or
Bookkeeper
at
your
school
or
department
if
you
have
questions
about
these
entries.
If
you
are
a
regular
employee
and
have
questions
about
your
rate
of
pay,
please
contact
the
Department
of
Human
Resources.
All
other
inquiries
may
be
directed
to
Payroll
Specialists
listed
on
the
Payroll
webpage.
There
is
also
a
general
inquiries
email
address
for
the
Office
of
Payroll,
PWCSPayrollOffice@pwcs.edu.
When
are
pay
days
scheduled
for
the
coming
year?
All
employees
are
paid
on
a
semi-monthly
schedule.
Pay
dates
are
the
last
work
day
(based
on
the
approved
administrative
work
calendar)
on
or
before
the
15th
of
each
month
and
on
or
before
the
last
day
of
each
month.
A
list
of
annual
pay
dates
is
available
at
the
Payroll
webpage.
