New Hire Information

Welcome to Prince William County Public Schools (PWCS)! The purpose of this page is to help guide new employees during their transition to PWCS.

All employees must complete a direct deposit form, federal withholding form (W-4), and state withholding form (VA-4). All forms must be turned in electronically from your personal PWCS account and emailed to

Forms to complete:

View links to all payroll forms

Form Name/Link to location Purpose
Direct Deposit Authorization Form

Required per School Board Policy 384

Takes up to 30 days to go into effect

Live paper checks mailed during verification; please ensure address updated by August 31 to avoid delay in delivery

Federal W-4

To update Federal withholding, otherwise withholding will be at highest rate

Links to assist 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 highest rate.

Once completed, please send all forms to from your PWCS email account

Additional Important Information

  1. Employee Self Service

    The IT Department supports the Employee Self Service system, which is where employees can update personal information. Please use this feature to access paystubs, tax information, and update any address changes. Access ESS.

  2. Kronos

    Kronos is the time and leave system utilized by PWCS:

    • All non-exempt (classified) employees should use Kronos to clock in and out daily. Timecard approvals are due at the end of the pay period (15th and last day of the month).
    • Exempt employees are not required to clock in and out daily.
    • All employees must utilize Kronos to record leave requested and taken.

      View instructional videos on how to use Kronos. Each location has a designated time and leave team member that can further assist with Kronos-related inquiries and guidance on how to use Kronos.

  3. Additional information

    The Payroll Site contains useful information such as pay dates, payroll specialist contact information, and FAQs.