• SUBSTITUTE SERVICES
  • Substitute Pay and Payroll Schedule


    Substitute Pay Summary


    POSITION 

    PAY RATE 

    PAY RATE DESCRIPTION 

    ELIGIBILTY 

    Day-to-Day Substitute 

    Paraprofessional 

    $8/hour

    Receives rate when working during the absence of a paraprofessional in any school.

    Cannot acquire full-time substitute status.

    Are only permitted to work in paraprofessional assignments.

    $9/hour

    Receives rate when working in a special education classroom during the absence of a paraprofessional in any school. 

    Day-to-Day Substitute 

    Nurses and Certified Licensed Practical Nurse Instructors 

    $137.50/day

    Receives rate when workings during the absence of a school-based nurse.

    Are permitted to work in all other substitute assignments.

    Day-to-Day Substitute 

    (Teachers, Counselors and Social Workers)

    &

    Building Substitute

    $120/day

    Receives rate when working during the absence of a school-based professional or paraprofessional in any school. 

    Are permitted to work in a substitute paraprofessional assignment and earn the Day-to-Day Substitute (Teachers/Counselors/Social Workers) pay rate. 

     

    Can work in a substitute paraprofessional assignment but cannot acquire the status of “Full-Time” while working in a paraprofessional assignment. 

     

    Are not permitted to work in Day-to-Day Substitute 

    Nurses and Certified Licensed Practical Nurse Instructors assignments. 

    $136/day

    Receives the rate after working at least forty (40) days during two (2) consecutive semesters. Once achieved, this rate will become effective the following semester and will be retained for the duration of employment as an active substitute. 

    $150/day

    Receives rate when working during the absence of a school-based professional or paraprofessional in select schools, which are determined each school year. 

    Additional 2.5% on top of daily rate

    Receives this additional rate when working during the absence of a school-based professional or paraprofessional in extended-day schools. 

    Full-Time Substitute 

    (Teachers, Counselors and Social Workers) 

     Step 1 - $4,103/month

    Step 2 - $4,180/month

    Step 3 - $4,423/month

    Receives this rate after working forty (40) consecutive days for the same teacher/counselor/social worker. The assignment must be for the vacancy or absence of a school-based professional (Teachers, Counselors and Social Workers). 

    N/A 

    Para2Sub Eligible Paraprofessional Employees 

    $12/hour up to $72/day

    Please refer to the Para2Sub FAQ document in the Substitute Positions & Educational Requirements section of this webpage

    Please refer to the Para2Sub FAQ document in the Substitute Positions & Educational Requirements section of this webpage


    Payroll Schedule

    Substitutes follow the Non-Administrator semi-monthly pay schedule. The days that are paid in a paycheck are the workdays from the previous payroll cut-off date to the cut-off date of the current pay period, except for full-time substitutes. Full-time substitutes are paid a salary for the 1st through the 15th, paid on the 15th, and from the 16th to the last day of the month, paid on the last day.

    To determine pay dates, please review the 2020-21 Non-Administrator Semi-Monthly Payroll Entry Submission Schedule.

    Paystubs

    You cannot access the PNC Paystub Portal until after you receive your first paycheck. Once you receive your first paycheck, you can access your paystub online in the PNC Paystub Portal.

    You will need the following:

    PPS Employer ID: 3584.

    Employee ID (EMPLID): 9-digit number with leading zeros.

    Birth Details: Month and day entry (i.e. July 10th would be entered 0710)

    Social Security Number Details: last 3 digits of your Social Security Number

    Reading Your Paystubs

    Your paystub will look different based on whether you are a day-to-day substitute or a full-time substitute. Review the sample paystub documents for your role.

    Day-to-Day Substitute Sample Paystub

    Full-time Substitute Sample Paystub

    W-2

    How can I access my W2?

    • You can access your W2 by visiting  the Pittsburgh Public Schools Staff Webpage at https://www.pghschools.org/staff and clicking on the “W2 Copy” button under the “Employee Resources (HR, Payroll)” section.

    Substitute Pay Guidelines

    This section contains frequently asked questions and guidelines regarding substitute pay.

    Pay Rates

    How much do I get paid as a substitute?

    As a Day-to-Day Substitute (Teacher, Counselor, Social Worker) how does my pay increase from $120 a day to $136 a day?

    As a Day-to-Day Substitute (Teacher, Counselor, Social Worker) what are the select schools where the pay rate is $150 a day?

    • Please refer to the SubUp Schools chart below. You can also see the list of schools whenever you log into Frontline Absence Management. Please note that Early Childhood, Early Head Start, and Early Intervention locations are not considered select schools. If you work at any of these locations, you will not receive the Day-to-Day Substitute rate of $150 a day.


    2020-21 School Year - 
    SubUp Schools 


    Allegheny 6-8


    Faison K-5


    Milliones 6-12 (University Prep)


    Spring Hill K-5


    Arlington K-8


    King PeK-8


    Morrow K-8


    Sterrett 6-8


    Brashear High School


    Langley K-8


    Oliver Citywide Academy


    Westinghouse Academy


    Classical 6-8


    Manchester K-8


    Perry High School

     


    Pay Calculations & Corrections

    As a Day-to-Day Substitute (Teacher, Counselor, Social Worker) when will my pay rate change from $120 a day to $136 a day?

    • After you have worked at least forty (40) days for two consecutive semesters your pay rate will change to $136 a day at the start of the third semester. You will see the pay rate change in your paystub at the beginning of the third semester. Sometimes this rate is not reflected until the 3rd pay period of the 3rd semester due to payroll cut off dates. However, if your new pay rate of $136 is reflected in a later pay period than your rate increase date, you will be retroactively paid.

    How are the days that I work calculated in my paycheck? 

    • The days that are paid in a paycheck are the days that you worked from the previous payroll cut-off date to the cut-off date of the current pay period, except for full-time substitutes. Full-time substitutes are paid a salary for the 1st through the 15th, paid on the 15th, and from the 16th to the last day of the month, paid on the last day. To determine payroll cutoff dates, refer to the Non-Administrator Semi-Monthly Payroll Entry Submission Schedule. 

    Will I get paid if I report to a school for an assignment and the school informs me that the assignment is no longer available?

    • Yes. You will receive a half-day payment for that assignment.

    Will I get paid if the school cancels the assignment before I report to the school?

    • No.

    How do I get paid if I only work a half-day or for a part-time employee?

    • You will receive a half-day payment for that assignment. 

    How can I ensure that I am being paid correctly?

    • Keep a log of your days worked and locations in the Substitute Services Days Worked Journal. It is the responsibility of the substitute to ensure that the days worked are properly recorded in Frontline. It is imperative that your days worked are recorded in Frontline to guarantee correct payments.
    • Review the Paystubs section for directions on how to login into the PNC PayStub Portal and review your paystubs to ensure that your days worked are accounted for.

    What if my pay is incorrect, who do I talk to?

    Follow these steps in order:

    1. First, check the Frontline Absence Management system to see if your days worked were recorded correctly. Then, contact the school secretary (timekeeper) to ensure that your days worked were entered into the payroll system correctly. If your days worked were not entered into the payroll system correctly or Frontline Absence Management, please ask the secretary (timekeeper) to enter them before the next payroll cutoff.
    2. Second, if the school secretary confirms that your days worked were entered into the payroll system correctly, please contact the Help Desk at support@pghschools.org or call 412-529-HELP (4357). The support team will direct your questions to the payroll department.
    3. Third, if your pay issue is not resolved after speaking to the school secretary and the payroll department, please contact Substitute Services at subservices@pghschools.org or call 412-529-3660.

    Will I be eligible for unemployment during the summer if I am an active substitute?

    • Pittsburgh Public Schools does not determine unemployment eligibility, the Pennsylvania, Department of Labor & Industry handles unemployment benefits and determines eligibility on a case-by-case basis.

    Full-Time Substitute Pay

    How do I become a full-time substitute?

    • Please refer to the Pay Rate Description on the Substitute Pay Summary Table. Once you reach full-time status you will be required to obtain an Emergency Certification if you are not properly certified for the assignment. This is a requirement of the Pennsylvania Department of Education. Human Resources will notify you if you are required to acquire an Emergency Certification at the cost of $100. Please note that you are responsible for covering this cost.

    While working towards my forty (40) consecutive days, can I acquire full-time substitute status if I miss any days?

    • You can miss up to one (1) day due to an emergency and still acquire full-time substitute status. An email notification must be sent to subservices@pghschools.org by the school principal or secretary notifying Human Resources of your approved one-day absence. If you miss more than one (1) day, your forty (40) consecutive days count will be reset.

    Do School-Only Vacation Days, All PPS Holidays, District Professional Development Days, and Clerical Days count towards my forty (40) consecutive days worked?

    • Clerical and District Professional Development Days will count towards your forty (40) days since you are required to work on those days. School-Only Vacation and All PPS Holidays will not count towards your forty (40) consecutive days.

    How will I know that I’ve reached my forty (40) consecutive days and have acquired full-time substitute status?

    • Human Resources will send an email notification to you, the school secretary, and principal informing you that you have reached full-time substitute status. Your days worked for that assignment must be recorded properly in the Frontline Absence Management system in order to reach full-time substitute status and receive this email notification. If your time is not recorded correctly in the Frontline system then Human Resources is unable to determine if you have worked 40 consecutive days, which jeopardizes your ability to acquire full-time substitute status. Please note that you can only reach full-time substitute status if you have worked forty (40) consecutive days for the same vacancy or absence of a school-based professional (Teachers, Counselors and Social Workers).

    How are the days that I work calculated in my paycheck once I become a full-time substitute?

    • Full-time substitutes do not get paid for workdays. Full-time substitutes are paid a salary for the 1st through the 15th, paid on the 15th, and from the 16th to the last day of the month, paid on the last day. You will also receive a retro pay for the forty (40) consecutive days that you have worked in this assignment.

    When do I receive my retro-pay once I become a full-time substitute?

    • Once you reach a full-time substitute status, you will receive your retro pay within two pay checks from the start date of your full-time assignment.

    How is my retro-pay calculated?

    • Retro pay is calculated based on the first day worked of the forty (40) consecutive days. Payroll will review your previous payments as a day-to-day substitute and compare them to what you should have received as a salaried full-time substitute employee. You will be paid the difference between these amounts

    How is my pay affected when my full-time substitute assignment ends?

    • Your pay will be reverted to the day-to-day substitute rate once your full-time assignment ends. If your full-time substitute assignment ends and you are reverted to the day-to-day substitute rate after a payroll cutoff date, it is likely that you will be overpaid.

    Why did I get overpaid when I was reverted from a full-time substitute to a day-to-day substitute?

    • This overpayment occurs because full-time substitutes do not get paid for individual workdays. Full-time substitutes are paid a salary for the 1st through the 15th, paid on the 15th, and from the 16th to the last day of the month, paid on the last day of the month. 
    • For example, if the payroll cutoff date is the 6th of the month for the 15th pay date, and you were reverted to a day-to-day substitute on the 8th, then you would be overpaid for the 15th pay. This occurs because the pay was already finalized on the 6th and did not account for you being reverted to a day-to-day substitute for the 8th, 9th, 10th, 11th, 12th, 13th, 14th, or 15th. Once the payroll cutoff date occurs your pay has already been approved for the next pay date, which creates the overpayment. 

    What happens if I am overpaid?

    If you are overpaid, there are two options that you are afforded to repay the funds;

    1. Pay the amount that was overpaid back or
    2. Have the overpayment amount taken out of your future paychecks.

    If I am currently a full-time substitute and my assignment is ending, and I have been offered a new assignment that will lead to me becoming a full-time substitute, will I be able to maintain my full-time substitute status or must I work another forty (40) consecutive days in the new assignment in order to become a full-time substitute?

    • You will be able to maintain full-time substitute status if your new assignment starts within a week from your previous full-time substitute assignment’s end date. An email notification must be sent to subservices@pghschools.org by the school principal notifying Human Resources to confirm that you are going to pick up the new assignment that will lead to you becoming a full-time substitute.

    How do I move steps as a full-time substitute?

    • All full-time substitutes begin on step 1. In order to move to step 2, you must work as a full-time substitute for ten (10) non-consecutive months. Once you have reached step 2, in order to move to step 3, you must work as a full-time substitute for an additional ten (10) non-consecutive months.

    What else do I need to know about substitute pay?