• SUBSTITUTE SERVICES
  • Pay and Payroll  

     

    Please use the links below to navigate to various topics regarding substitute employee pay: 

      Paystubs

      • Paystubs  

         

        Employees can access their paystubs online in the Employee Self Service Portal. Employees can always access the Employee Self Service Portal from the Pittsburgh Public Schools Staff Page.   

        You will need the following:  

         

        Employee ID (EMPLID)*: 4 or 5-digit number (no leading zeroes) 
        If you have never logged in before, your password should be the last 4 digits of your SSN.  

         

        *If you do not know your employee ID, please submit a support request via Let's Talk. You may also email support@pghschools.org or call 412-529-HELP (4357) during business hours: Monday-Friday 6:30a.m.-4:30p.m. 

         

        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. Building Substitutes should review the Day-to-Day sample.  

         

      Payroll Schedule

      • 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.  

         

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        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:   

        1. Your salary as a Full-Time Substitute for October 16-October 31 
        2. 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.   

         

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        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 Substituteat 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.   

         

        1. 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.  
        2. 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. 

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        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; 

        1. Pay the amount that was overpaid back  
        2. 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.  

         

         

      Pay Corrections

      • 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:  

        1. Check the Frontline Absence Management system to see if your days worked were recorded correctly. 
        2. 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.
        3. 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.  
        4. 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.   

        pay corrections

      W-2

      • W-2   

         

        You can access your W2 by visiting the Pittsburgh Public Schools Staff Webpage and clicking on the “W2 Copy” button under the “Employee Resources (HR, Payroll)” section.  

         

        This service is available to employees who signed up to receive W2's online from the third-party organization that prints W2's each year.  

      Day-to-Day Substitute Pay Rates & Eligibility

      • Day-to-Day Substitute Pay Rates & Eligibility   

         

        Please review the chart below regarding Day-to-Day Substitute pay rates.  

         

         
         
         
         
         
         

        SUBSTITUTE TITLE 

         
         
         
         

        2023-2024 PAY RATE 

         
         
         
         

        PAY DESCRIPTION 

         
         
         
         

        ELIGIBILITY 

         
         
         
         

        Day-to-Day Substitute  Professional  

        (Teachers, Counselors, Social Workers) 

         

         
         

        Step 1: $120/day 

         
         

        Rate when working during the absence of a school-based professional or paraprofessional in any school 

         
         

        CAN acquire Full-Time Substitute status working in professional assignment** 

         

        CAN work in a substitute paraprofessional assignment and earn the Day-to-Day Substitute Professional pay rate 

         

        CAN work in a substitute paraprofessional assignment, but CANNOT acquire the status of “Full-Time” Substitute while working a paraprofessional assignment 

         

        CANNOT work in Day-to-Day Substitute assignments for Nurses and Certified Licensed Practical Nurse Instructors assignments 

          

         
         

        Step 2: $136/day 

         
         

        Rate after working at least (40) days during (2) consecutive semesters for the absence of a school-based professional or paraprofessional in any school. * 

         

        Once achieved, this rate will become effective the following semester and will be retained for the duration of employment as an active substitute. 

         
         

        Additional 2.5% on top of daily rate 

         
         

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

         
         
         
         

        Building Substitute 

         
         

        $150/day 

         
         

        Rate when serving as a building substitute in any school 

         
         

        Additional 2.5% on top of daily rate 

         
         

        Additional rate when serving as a building substitute in extended-day schools. 

         
         
         
         

        Day-to-Day Substitute Paraprofessional 

         
         

        $15/hour 

         
         

        Rate when working in the absence of a paraprofessional in any school 

         
         

        CANNOT acquire Full-Time Substitute status 

         

        ONLY permitted to work in paraprofessional assignments 

         
         

        $15/hour 

         
         

        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 

         
         

        Rate when working during the absence of a school-based nurse. 

         
         

        CAN work in all other substitute assignments and earn the Day-to-Day Substitute Nurses and Certified Licensed Practical Nurse Instructor rate 

        *For the 2022-2023 and 2023-2024 school years, Pittsburgh Public Schools and The Pittsburgh Federation of Teachers entered a Memorandum of Understanding (MOU) to allow day-to-day substitutes to move to and remain at step 2 ($136/day) after working at least forty days in one preceding semester. 

         

        **subject to the guidelines of Article 91 of the PFT Collective Bargaining Agreementregarding Full-Time Substitute eligibility and active Memorandums of Understanding regarding the Building Substitute Model 

         

        Day-to-Day Substitute Professionals Pay Rate (Teachers, Counselors, Social Workers)   

        As a new Day-to-Day Substitute Professional, you will be paid at Step 1, $120/day, when working in the absence of a school-based professional or paraprofessional in any school. After you have worked at least (40) days for each of two consecutive semesters, your pay rate will change to Step 2, $136/day, at the start of the third semester. *   

         

        You will see the pay rate change in your first paystub of the third semester. Sometimes, this rate is not reflected until the third pay period of the 3rd semester due to payroll cut off dates. However, if your new pay rate is reflected later than the rate increase date, you will receive retroactive payment.   

         

        After reaching Step 2, $136/day, you will continue to receive the Step 2 rate as long as you are an active substitute.   

         

        *For the 2022-2023 and 2023-2024 school years, Pittsburgh Public Schools and The Pittsburgh Federation of Teachers entered a Memorandum of Understanding (MOU) to allow day-to-day substitutes to move to and remain at step 2 ($136/day) after working at least forty days in one preceding semester. 

         

        Building Substitute  

        As a building substitute, you will be paid $150/day to cover various assignments in one school. Please see the Building Subsitute Model webpage for more information.

         

        Day-to-Day Substitute Paraprofessional  

        As a Day-to-Day Substitute Paraprofessional, you will be paid $15/hour working in the absence of any paraprofessional in any school.   

         

        Day-to-Day Substitute Nurses and Certified Licensed Practical Nurse Instructors Pay  

        As a Day-to-Day Substitute Nurse or Certified Licensed Practical Nurse, you will be paid $137.50/day when working in the absence of a school-based nurse. 

         

        Extended Day Schools 

        If you work in an Extended Day School, you will receive an additional 2.5% of your Step 1 or Step 2 pay rate. Extended Day Schools are listed below:   

        • Arlington PreK-8  
        • Colfax K-8  
        • King PreK-8   
        • Science and Technology Academy 
        • Weil PreK-5  

         

         

         

         

         
         
         
         
         

        DAY TO DAY SUBSTITUTE STEP 

         
         
         
         

        REGULAR AMOUNT 

         
         
         
         

        EXTENDED DAY AMOUNT 

         
         
         
         

        Day to Day, Step 1 

         
         

        $120/day 

         
         

        $123/day 

         
         
         
         

        Day to Day, Step 2 

         
         

        $136/day  

         
         

        $139.40/day 

         
         
         
         

        Building Substitute 

         
         

        $150/day 

         
         

        $153.75/day 

         

        Half Days and Cancelled Assignments  

        If the school cancels the assignment before you report to the school, you will not be paid for that assignment.  

         

        If you report to a school for an assignment and the school informs you that the assignment is no longer available, you will receive half-day payment for that assignment.   

         

        If you work a half-day or if you substitute for a part-time employee, you will receive a half-day payment for that assignment.   

      Full-Time Substitute Pay Rate, Eligibility, and Promotion Process

      • Full-Time Substitute Pay Rate & Eligibility 

         

        Please review the chart below regarding Full-Time Substitute pay rates. A more in-depth description of Full-Time Substitute Pay can be found in the PFT Collective Bargaining Agreement, Article 91.  

         

         
         
         
         
         
         

        SUBSTITUTE TITLE 

         
         
         
         

        2023-2024 PAY RATE 

         
         
         
         

        PAY DESCRIPTION 

         
         
         
         

        Full-Time Substitute Professional 

        (Teachers, Counselors, Social Workers) 

         
         

        Step 1: $4248.60/month 

         
         

        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, social workers) 

         
         

        Step 2: $4,328.30/month 

         
         

        Rate after working ten (10) nonconsecutive months as a Full-Time Substitute on Step 1.  

         
         

        Step 3: $4,778.60/month 

         
         

        Rate after working ten (10) nonconsecutive months as a Full-Time Substitute on Step 2. 

         

        Full-Time Substitute Step Placement  

        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.  

         

        Please see the PFT Collective Bargaining Agreement, Article 91 for more information regarding Full-Time Substitute Step Placement. 

         

        Please see the Full-Time Substitute webpage for more information. 

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