Hours, Pay & Performance Policies
Attendance
You are expected to adhere to the work schedule designated by the District. Predictable and regular attendance is expected. It is your responsibility to notify your immediate supervisor of any absences as far in advance of your starting time as possible. If your immediate supervisor is not available, another supervisor should be notified by phone or via email. Absences must be verbally reported by you or an immediate member of your family (only if you are physically unable to do so) no later than one hour from the beginning of your shift or normal workday. Please note that sending a text message is not an acceptable form of notification. If you fail to give such notification, you will have to explain an unexcused absence and could be subject to disciplinary action.
You are expected to adhere to the work schedule designated by the District. Predictable and regular attendance is expected. It is your responsibility to notify your immediate supervisor of any absences as far in advance of your starting time as possible. If your immediate supervisor is not available, another supervisor should be notified by phone or via email. Absences must be verbally reported by you or an immediate member of your family (only if you are physically unable to do so) no later than one hour from the beginning of your shift or normal workday. Please note that sending a text message is not an acceptable form of notification. If you fail to give such notification, you will have to explain an unexcused absence and could be subject to disciplinary action.
Management reserves the right to require documentation to substantiate any absence. If you are absent for three (3) consecutive days without giving the District notification, your absence may be considered a voluntary resignation (unless it is a medical emergency that prevents you from reporting your absence), effective the first day of the absence.
You are expected to report to work on time. Excessive absenteeism or tardiness may subject you to disciplinary action, up to and including termination of employment, unless the reason is legally protected or otherwise excused.
Direct Deposit
We encourage direct deposit for all Employees, as it is the easiest way to receive your payment. Employees are requested to provide information to initiate direct deposit within five days of their date of hire. We encourage direct deposit for all Employees, as it is the easiest way to receive your payment. Employees are requested to provide information to initiate direct deposit within five days of their date of hire.
We encourage direct deposit for all Employees, as it is the easiest way to receive your payment. Employees are requested to provide information to initiate direct deposit within five days of their date of hire. We encourage direct deposit for all Employees, as it is the easiest way to receive your payment. Employees are requested to provide information to initiate direct deposit within five days of their date of hire.
The following circumstances constitute an exception to the direct deposit practice:
• An employee’s last pay may be by check to facilitate the checkout process and ensure that Southwest Preparatory School property is returned prior to departure. The preferred method will still be by direct deposit.
Employee Recognition and Appreciation
Continuous efforts are made throughout the year to recognize employees who make an extra effort to contribute to the success of the District. Employees are recognized at board meetings and through special events and activities. This is an ongoing process. All employees are encouraged to submit recommendations on how to recognize employees and/or submit ideas about cost-saving measures.
Continuous efforts are made throughout the year to recognize employees who make an extra effort to contribute to the success of the District. Employees are recognized at board meetings and through special events and activities. This is an ongoing process. All employees are encouraged to submit recommendations on how to recognize employees and/or submit ideas about cost-saving measures.
Garnishments
We expect you to manage your financial affairs so that we will not be obligated to execute any court-ordered wage assignment/garnishment against your wages. However, whenever court-ordered deductions are to be taken from your paycheck, you will be notified, and the District will fulfill its obligations in accordance with the law. According to the Federal Wage Garnishment Act, three (3) or more Garnishments may be cause for dismissal.
We expect you to manage your financial affairs so that we will not be obligated to execute any court-ordered wage assignment/garnishment against your wages. However, whenever court-ordered deductions are to be taken from your paycheck, you will be notified, and the District will fulfill its obligations in accordance with the law. According to the Federal Wage Garnishment Act, three (3) or more Garnishments may be cause for dismissal.
Hours of Work
The campus Principal or direct supervisor will set working hours for campus employees. Daily and weekly schedules may be changed from time to time at the discretion of Southwest Preparatory School to meet varying operational demands.
The campus Principal or direct supervisor will set working hours for campus employees. Daily and weekly schedules may be changed from time to time at the discretion of Southwest Preparatory School to meet varying operational demands.
District employees' work hours are established by the needs of the District and coordinated with your supervisor.
All employees are expected to report to work when asked and work the established, scheduled hours unless previously approved by management. Failure to adhere to your given schedule may result in disciplinary action, up to and including termination of employment, unless the reason is legally protected or otherwise excused.
Exempt Employees
Exempt employees are required to work according to the work schedule set by the District. A school calendar is adopted each year, designating the work schedule for teachers required in-service days, and all school holidays.
Exempt employees are required to work according to the work schedule set by the District. A school calendar is adopted each year, designating the work schedule for teachers required in-service days, and all school holidays.
Non-Exempt
All non-exempt employees' work schedules are established by their Principal or Supervisor.
All non-exempt employees' work schedules are established by their Principal or Supervisor.
Overtime
Southwest Preparatory School’s workweek is from 12:01 a.m. Monday and ends at 12:00 Midnight Sunday.
Southwest Preparatory School’s workweek is from 12:01 a.m. Monday and ends at 12:00 Midnight Sunday.
Employees with an employment classification of “exempt” do not receive overtime. An exempt employee’s salary is compensation for all hours worked during the workweek.
Overtime for non-exempt employees is paid at 1-1/2 times the straight-time rate for hours worked in excess of forty (40) hours in a workweek or as otherwise required by applicable law.
Overtime must be authorized in writing in advance by your supervisor. Employees must contact their supervisor regarding work situations that may cause them to incur overtime and receive authorization to work overtime prior to incurring overtime. Employees who work overtime without prior approval from their supervisor may be subject to disciplinary action, up to and including termination of employment.
Payday and Paychecks
Normally paychecks are distributed by either direct deposit or personal distribution. If you are scheduled to be absent on a payday, you may make arrangements with your supervisor to have someone else pick up your paycheck. However, the person picking up the paycheck must present a written authorization signed by you giving them the authorization to pick up the check as well as a valid picture ID.
Normally paychecks are distributed by either direct deposit or personal distribution. If you are scheduled to be absent on a payday, you may make arrangements with your supervisor to have someone else pick up your paycheck. However, the person picking up the paycheck must present a written authorization signed by you giving them the authorization to pick up the check as well as a valid picture ID.
All compensation due to an employee, whether supplemental, extra, etc., will be all-inclusive and not separate. Based on the procedures of the employee's banking institution, direct payroll deposits will be available no later than the morning of each payday.
Pay Dates
Employees are encouraged to contact Carol Solis at [email protected] if they have any questions regarding specific payment dates.
Employees are encouraged to contact Carol Solis at [email protected] if they have any questions regarding specific payment dates.
Review Your Pay Stub
Southwest Preparatory School makes every effort to ensure our employees are paid correctly. Occasionally, however, inadvertent mistakes can happen. When mistakes happen and are called to our attention, we promptly will make any necessary corrections. Please review your pay stubs to make sure it is correct. If you believe a mistake has occurred or if you have any questions, please use the reporting procedure outlined below. Your paystubs are available in your Websmart Portal.
Southwest Preparatory School makes every effort to ensure our employees are paid correctly. Occasionally, however, inadvertent mistakes can happen. When mistakes happen and are called to our attention, we promptly will make any necessary corrections. Please review your pay stubs to make sure it is correct. If you believe a mistake has occurred or if you have any questions, please use the reporting procedure outlined below. Your paystubs are available in your Websmart Portal.
Non-exempt Employees
If an employee is classified as a non-exempt employee, the employee must record the all-time he or she works each day. An employee’s hours must be recorded accurately, including arrival, departure, and meal break times. These hours must be accurately recorded on a time card or the available timekeeping system. Each employee and supervisor must sign off on hours worked and verify that the reported hours worked are complete and accurate. Your time records must accurately reflect all regular and overtime hours worked, any absences, early or late arrivals, early or late departures, and meal breaks. You should submit your completed hours worked for verification and approval at the end of each pay period. When you receive each paycheck, please verify immediately that you were paid correctly for all regular and overtime hours worked each workweek.
If an employee is classified as a non-exempt employee, the employee must record the all-time he or she works each day. An employee’s hours must be recorded accurately, including arrival, departure, and meal break times. These hours must be accurately recorded on a time card or the available timekeeping system. Each employee and supervisor must sign off on hours worked and verify that the reported hours worked are complete and accurate. Your time records must accurately reflect all regular and overtime hours worked, any absences, early or late arrivals, early or late departures, and meal breaks. You should submit your completed hours worked for verification and approval at the end of each pay period. When you receive each paycheck, please verify immediately that you were paid correctly for all regular and overtime hours worked each workweek.
Exempt Employees
If you are classified as an exempt, salaried employee, you will receive a salary intended to compensate you for all hours you work for the District.
If you are classified as an exempt, salaried employee, you will receive a salary intended to compensate you for all hours you work for the District.
Exempt employees will be required to use Local leave for full or partial day absences for personal reasons, sickness, or disability.
To Report Violations of This Policy, Communicate Concerns, or Obtain More Information
It violates the District’s policy for any employee to falsify time records or alter another employee’s time card or any other time record. It is also a serious violation of District policy for any employee or Supervisor to instruct another employee to incorrectly or falsely report hours worked or alter another employee’s time record to under or over-report hours worked. If any Supervisor or employee instructs you to: (1) incorrectly or falsely under or over-report your hours worked, (2) alter another employee’s time records too inaccurately or falsely report that employee’s hours worked, or (3) conceal any falsification of time records or to violate this policy, do not do so. Instead, report it immediately to the Human Resources Department.
It violates the District’s policy for any employee to falsify time records or alter another employee’s time card or any other time record. It is also a serious violation of District policy for any employee or Supervisor to instruct another employee to incorrectly or falsely report hours worked or alter another employee’s time record to under or over-report hours worked. If any Supervisor or employee instructs you to: (1) incorrectly or falsely under or over-report your hours worked, (2) alter another employee’s time records too inaccurately or falsely report that employee’s hours worked, or (3) conceal any falsification of time records or to violate this policy, do not do so. Instead, report it immediately to the Human Resources Department.
You should not work any hours outside of your scheduled workday unless your supervisor has authorized the unscheduled work in advance. Do not start work early, finish work late, work during a meal break, or perform any other extra or overtime work unless you are authorized to do so and that time is recorded on your time card or timekeeping system. Employees are prohibited from performing any “off-the-clock” work. “Off-the-clock” work means work you may perform but fail to report on your time card. Any employee who fails to report or inaccurately reports any hours worked will be subject to disciplinary action, up to and including discharge.
If you have questions about deductions from your pay, please contact the Human Resources Department immediately. If you believe your wages have been subject to any improper deductions or your pay does not accurately reflect all hours worked, you should report your concerns to a supervisor immediately. If a supervisor is unavailable or if you believe it would be inappropriate to contact that person (or if you have not received a prompt and fully acceptable reply within three business days), you should immediately contact the Human Resources Department at 210-829-8017.
Every report will be thoroughly investigated and corrective action will be taken, up to and including termination of any employee(s) who violates this policy.
In addition, the District will not allow any form of retaliation against individuals who report alleged violations of this policy or who cooperate in the District’s investigation of such reports. Retaliation is unacceptable. Any form of retaliation in violation of this policy will result in disciplinary action, up to and including termination of employment.
Payroll Deductions
Automatic payroll deductions for the Texas Teacher Retirement System (TRS) and federal income tax are required for all full-time employees. Temporary, TRS retirees and part-time employees who are not eligible for TRS membership must have their OASDI (Old age, Survivor, and Disability Insurance, commonly referred to as Social Security) and Medicare contributions deducted.
Automatic payroll deductions for the Texas Teacher Retirement System (TRS) and federal income tax are required for all full-time employees. Temporary, TRS retirees and part-time employees who are not eligible for TRS membership must have their OASDI (Old age, Survivor, and Disability Insurance, commonly referred to as Social Security) and Medicare contributions deducted.
Other payroll deductions employees may elect to include deductions for the employee’s dependent health, voluntary insurance through our 125 Cafeteria Plan, and 403(b) retirement plan. Salary deductions are automatically made for unauthorized or Leave without Pay.
An accounting of all District property will be conducted at the end of each semester or school year or when the employee leaves employment. The replacement cost of any property, i.e., textbooks, computers, etc not satisfactorily accounted for may be deducted from the employees' pay.
All employees are required to sign the WAGE DEDUCTION AUTHORIZATION indicating their understanding that all receipts from expenses incurred on a District credit card (Pcard) should be submitted to the Accounts Payable Department within the allowable time frame. Any balance not cleared may be deducted from the employee's pay.
Performance Appraisals
Evaluation of an employee’s job performance should be a continual process that focuses on improvement. Performance evaluations are based on an employee’s assigned job duties and o t h e r job-related criteria. All employees will participate in the evaluation process with their assigned supervisor each year and Principals/Supervisors may in cooperation with the employee develop a Professional Growth and Development Plan. The Plan can assist the employee in developing professional goals and objectives and provide the Principal a way to gauge the progress of the employee during the school year and will assist in developing performance-based evaluations.
Evaluation of an employee’s job performance should be a continual process that focuses on improvement. Performance evaluations are based on an employee’s assigned job duties and o t h e r job-related criteria. All employees will participate in the evaluation process with their assigned supervisor each year and Principals/Supervisors may in cooperation with the employee develop a Professional Growth and Development Plan. The Plan can assist the employee in developing professional goals and objectives and provide the Principal a way to gauge the progress of the employee during the school year and will assist in developing performance-based evaluations.
Principals/Supervisors will provide the Employee with a copy of the employee’s evaluation form at the beginning of each evaluation period. The employee will initial the original form indicating the employee’s understanding of expectations. Written evaluations will be completed on forms approved by the District. Reports, correspondence, and memoranda can also be used to document performance information. An employee must be provided a copy of any information placed in his/her personnel file. All employees will receive a copy of their written evaluation, have a performance conference with their supervisor, and have the opportunity to respond to the evaluation.
Performance Recognition
Each Campus Principal is encouraged to acknowledge publicly the performance of employees whose accomplishments are noteworthy.
Each Campus Principal is encouraged to acknowledge publicly the performance of employees whose accomplishments are noteworthy.
Salary & Wage Administration
Salaries and wages are determined in accordance with the Southwest Preparatory School Employee Staff Pay schedule. Most salary increases are determined by an employee’s annual performance evaluation, however, the Superintendent has the authority to make adjustments as deemed appropriate in special situations. While Southwest Preparatory School is a merit-based school, adjustments are determined by the availability of funds.
Salaries and wages are determined in accordance with the Southwest Preparatory School Employee Staff Pay schedule. Most salary increases are determined by an employee’s annual performance evaluation, however, the Superintendent has the authority to make adjustments as deemed appropriate in special situations. While Southwest Preparatory School is a merit-based school, adjustments are determined by the availability of funds.
Special Education Assistants may be required to pass a competency exam within 90 days of their hire date. Individuals will be allowed two attempts to pass the competency exam. Employees who successfully pass the exam may be eligible for an increase in pay the month after successful completion.
Your compensation may be reviewed periodically. The key factors to be considered in recommending an adjustment to your compensation include but are not limited to, the quality and quantity of your work performance, your performance in relation to others, your attendance, new and added responsibilities that you have assumed or will assume, salaries in the local area for similar positions and the economic position of the District. A positive performance review is not a guarantee of a salary increase or even continued employment. All employees remain employed at will.
Termination
In the event you wish to voluntarily resign your employment with the District, you are expected to give the District a 30-day notice of your intentions.
In the event you wish to voluntarily resign your employment with the District, you are expected to give the District a 30-day notice of your intentions.
Failure to provide such notice, in writing to your supervisor, may result in the employee not being eligible for rehire and not receiving accrued, unused paid time off (as allowed under applicable state and local law). You will be considered to have resigned your employment if you leave the District because of these additional reasons unless the reasons for failure to return are legally protected: failure to return from any paid or unpaid leave of absence without prior approval, unauthorized absence in excess of three (3) working days, retirement or death.
The District retains the right to be an “at-will” employer and may terminate your employment with the District at any time, with or without cause. Terminations may be reviewed to ensure compliance with federal, state and local law as otherwise described in this Handbook.
Causes for the termination of an employee include, but are not limited to:
• Falsifying employment information or other District records;
• Poor work performance;
• Reduction in the workforce (layoff);
• Violation of District and/or office guidelines, anti-harassment, anti-discrimination
and anti-retaliation policies, and rules of conduct;
• Failure to respond to disciplinary procedures;
• Failure to comply with management’s directions regarding job duties;
• Unexcused, excessive absenteeism or tardiness, unless the underlying reason is
legally protected;
• Theft, misappropriation of District property, dishonesty, malfeasance;
• Acts endangering the safety of others;
• Soliciting or accepting gratuities from clients;
• Reporting to work intoxicated or under the influence of non-prescribed drugs;
• Engaging in the illegal manufacture, possession, use, sale, distribution or
transportation of drugs;
• Bringing or using alcoholic beverages on District property or while engaged in
District business at the client or other locations, except where authorized;
• Physical fighting or using obscene, abusive, or threatening language or gestures;
• Theft of property from the District or its clients, suppliers or employees;
• Unauthorized possession of a firearm on District premises (other than as allowed
by law) or while on District business;
• Disregarding safety or security regulations;
• Failure to maintain the confidentiality of District business or client
information; and
• Conduct that jeopardizes the life or property of another, intentional violation of a
law or violation of a policy or rule adopted to ensure the safety of employees).
• Poor work performance;
• Reduction in the workforce (layoff);
• Violation of District and/or office guidelines, anti-harassment, anti-discrimination
and anti-retaliation policies, and rules of conduct;
• Failure to respond to disciplinary procedures;
• Failure to comply with management’s directions regarding job duties;
• Unexcused, excessive absenteeism or tardiness, unless the underlying reason is
legally protected;
• Theft, misappropriation of District property, dishonesty, malfeasance;
• Acts endangering the safety of others;
• Soliciting or accepting gratuities from clients;
• Reporting to work intoxicated or under the influence of non-prescribed drugs;
• Engaging in the illegal manufacture, possession, use, sale, distribution or
transportation of drugs;
• Bringing or using alcoholic beverages on District property or while engaged in
District business at the client or other locations, except where authorized;
• Physical fighting or using obscene, abusive, or threatening language or gestures;
• Theft of property from the District or its clients, suppliers or employees;
• Unauthorized possession of a firearm on District premises (other than as allowed
by law) or while on District business;
• Disregarding safety or security regulations;
• Failure to maintain the confidentiality of District business or client
information; and
• Conduct that jeopardizes the life or property of another, intentional violation of a
law or violation of a policy or rule adopted to ensure the safety of employees).
Reporting Time/Timesheets
Employees are responsible for ensuring their time records are accurate and complete. Falsification of time records will result in disciplinary action, up to and including termination of employment. Employees are not to wait until the end of the pay period to complete their timesheets. The individual Employee and the employee’s immediate supervisor will sign all timesheets. Timesheets delinquent, missing signatures, inaccurate or improperly completed will be returned and may result in a delayed paycheck.
Each pay period requires an approved timesheet. It is your responsibility to complete your timesheet accurately, print it, have it approved by your supervisor, and submit it to the Payroll Specialist for processing. Any printed or scanned timesheet CANNOT have any whiteouts on it. If an error, mark it out with a line and initial the mark out.