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Payroll Schedule
To determine pay dates for all substitute roles, please review the 2023-2024 Non-Administrator Semi-Monthly Pay Schedule.
The “PAY DATE” column reflects the dates on which all substitute employees can expect to receive a paycheck.
The “TIMEKEEPER ENTRY & HR PROCESSING PERIOD” column is the period of time that the timekeepers/secretaries and the HR department use to submit absences, attendance, and other payments to be included in the pay date. This is also the date range for which Day-to-Day Substitutes will be paid on each pay date.
Day-to-Day Substitute Payroll Schedule
As a Day-to-Day Substitute or a Building Substitute, you will be paid for the workdays within the Timekeeper Entry & HR Processing Period.
Below is a sample of a Non-Administrator Semi-Monthly Pay Schedule. For example, on the October 13 Pay Date, a Day-to-Day Substitute will be paid for the days that they worked in the date range to the left of the pay date: September 22 - October 5.
At the end of the school year, any days worked after the final payroll cutoff will be paid on the last day of June. In this example, any days from June 6 through the last day of school will be paid on June 28.
Full-Time Substitute Payroll Schedule
As a Full-Time Substitute, your pay dates are listed on the Non-Administrator Semi-Monthly Pay Schedule. You are paid a salary for the 1st of the month through the 15th, paid on the workday closest to the 15th, and for the 16th to the last day of the month, paid on the workday closest to the last day of the month.
For example, on the September 15 Pay Date, you will be paid a salary for September 1-September 15. Since October 15 is a Sunday, you get paid on Friday, October 13 instead.
Promotion to Full-Time Substitute Payroll Schedule
Once you complete 40 days in an assignment, your 41st day is considered your “promotion date.” Your promotion date is the date that your pay changes from your Day-to-Day Substitute rate to your Full-Time Substitute salary.
When you are promoted from your Day-to-Day rate to your Full-Time salary, you will want to review the Day-to-Day Substitute Payroll Schedule and the Full-Time Substitute Payroll Schedule carefully to understand which days are included in each pay date.
If you are a Day-to-Day Substitute and have reached Full-Time Substitute status, your first paycheck as a Full-Time Substitute will reflect your Full-Time Substitute salary and your retroactive payment for the days that you were paid as a Day-to-Day Substitute.
For example, if your promotion date (your 41st day) falls on October 9, your Full-Time Substitute salary will first appear in your October 31st paycheck. Your paycheck could include the following:
- Your salary as a Full-Time Substitute for October 16-October 31
- Your retroactive payment for the difference between your day-to-day rate and your full-time salary for the days between your professional experience date (the first day in the assignment) and October 15. Please note that your retroactive payment may take 1-2 pay dates to process.
See the “Full-Time Substitutes” webpage for more information about Full-Time Substitute eligibility.
See the section, “Pay Corrections” above for where to direct questions about your pay.
Demotion to Day-to-Day Substitute or Building Substitute Payroll Schedule
If you are a Full-Time Substitute being demoted to a Day-to-Day Substitute or Building Substitute at the end of an assignment, your “demotion date” is the day after your last day in the assignment.
When you transition from your Full-Time salary to your Day-to-Day rate, you will want to review the Day-to-Day Substitute Payroll Schedule and the Full-Time Substitute Payroll Schedule carefully to understand which days are included in each pay date.
Your full-time substitute salary will be prorated for the days you worked as a Full-Time Substitute in the payroll period (the 1st through the 15th, or the 16th through the end of the month).
Then, you will receive your Day-to-Day Substitute rate for the days you worked as a Day-to-Day Substitute in the Timekeeper Entry and HR Processing period.
For example, if your last day as a Full-Time Substitute is October 8, your demotion date is October 9.
- Your October 14 paycheck will be your last paycheck that uses the Full-Time Substitute Payroll Schedule guidelines. Your October 14 paycheck will include the days that you worked as a Full-Time Substitute between October 1 and October 15. Because your demotion date is October 9, you will receive your Full-Time Substitute salary prorated for October 1-October 8.
- Then, your October 31 paycheck will be your first paycheck that uses the Day-to-Day Substitute Payroll Schedule guidelines. Your October 31 paycheck will include the days that you worked as a Day-to-Day Substitute indicated in the “TIMEKEEPER ENTRY AND HR PROCESSING PERIOD” column. On October 31, you will be paid your Day-to-Day rate for any days you worked as a Day-to-Day Substitute between October 7 and October 21.
Even as a Full-Time Substitute, it is critical that you work with your timekeeper to ensure that your Frontline assignments are up to date. To identify your demotion date and change your pay, the HR department will search for Frontline assignments that are expected to end within each pay period. The demotion must be identified and coded before the last day of the HR processing period. Last-minute changes or inaccurate reporting could result in overpayment.
If you are overpaid, there are two options that you are afforded to repay the funds;
- Pay the amount that was overpaid back
- Have the overpayment amount taken out of your future paychecks.
See the “Full-Time Substitutes” webpage for more information about Full-Time Substitute eligibility.
See the section, “Pay Corrections” above for where to direct questions about your pay.
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Pay Corrections
As a Substitute employee, it is imperative that you keep a log of your days worked and the locations you have worked. It is YOUR responsibility to regularly check your paystub and Frontline to ensure that your days worked are properly recorded to guarantee correct payments.
Review your paystub alongside the Payroll Schedule section above. If you believe that you have been paid incorrectly, please follow these steps in order:
- Check the Frontline Absence Management system to see if your days worked were recorded correctly.
- If they were not recorded correctly, contact the school secretary/timekeeper to request that your days worked are corrected in the system before the next payroll cutoff. The secretary/timekeeper must notify payroll that they have changed your days worked.
- If the school secretary/timekeeper confirms that your days worked were recorded correctly, contact the Help Desk via Let's Talk. You may also email support@pghschools.org or call 412-529-HELP (4357) during business hours: Monday-Friday 6:30-4:30. The support team will direct your questions to the payroll department.
- If your pay issue has not been solved after speaking to the school secretary/timekeeper and the payroll department, please contact Substitute Services at subservices@pghschools.org.
