Payroll Frequently Asked Questions

Direct Deposit

Why do I have to sign up for direct deposit?: 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 [email protected] 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 [email protected] 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 [email protected]. 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 Human Resources Department 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 Human Resources Department.
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 Human Resources Department 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 Administrative Assistant or Finance Specialist 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 Human Resources Department. 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, [email protected].
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.