FILE:  GAK-R

Cf:  GAK

 

PERSONNEL RECORDS

EMPLOYMENT INFORMATION

 

                       

It shall be the responsibility of the individual employee to obtain from the Business Office, fill out and return as directed, the various forms and data listed below.  The individual shall be responsible for keeping such data up to date.

 

  1. Form W-4

    This is the employee's withholding exemption form.  Every employee is required to complete a form upon employment.  Previously employed persons must notify the Business Office of any changes in exemption by completing a new form as needed.  A new form need not be completed every year.
     

  2. Retirement and Social Security

    Newly employed persons may be eligible for membership in any one of three retirement systems, the Teacher Retirement System of Louisiana, the Louisiana School Employees Retirement System, or the School Lunch Employees Retirement System.  Any regular full-time employee not eligible for coverage under any of the above retirement systems shall be placed under Supplemental Lunch Retirement Coverage.  Enrollment in any retirement system, if eligible, is a condition of employment.

    Persons transferring into the St. Martin Parish school system who were previously members of one of the above retirement systems, and who have not withdrawn their retirement contributions must complete a transfer form transferring them into St. Martin Parish.

    An employee who gets married during the scope of employment should notify the Business Office of any name-change and withholding exemption change.  Also, change of beneficiary forms for the various retirement systems should be completed.  Insurance policies should also be reviewed to make certain that new dependents are added and new beneficiaries are named.
     

  3. Any person wishing to avail himself/herself of insurance available through the Board should see the insurance clerk in the business office for the necessary application forms.  Application for insurance coverage should be made within (30) calendar days of employment to avoid the possibility of non-acceptance by the insurance companies.  Types of insurance available to employees include hospitalization, cancer, disability, life, accident and annuities.  Part-time employees are not eligible for the health insurance provided under the St. Martin Parish School Board.  Coverage for accident, health, and life insurance under the school system shall become effective on the first of the month coinciding with or next following the completion of one calendar month's employment.

    A waiver statement shall be required of employees who wish to participate in the health plan, which shall be maintained in the personnel file.
     

  4. Direct Deposit for Payroll Checks

    For the convenience of interested employees, payroll checks are sent directly to any bank of the employee's choice within St. Martin Parish on pay day for immediate deposit.  Any employee wishing to make use of this service should notify the Business Office.
     

  5. Physical Examination

    Every new School Board employee is required to take a physical examination.  New employees are to take a tuberculosis test such as a PPD Test or chest X-Ray.  A non-professional employee will present a completed physical examination form to the Personnel Department before reporting to work.
     

  6. Teacher Certificates

    All teaching personnel must have their original teaching certificates on file in the Personnel Office and copy in the principal's office.
     

  7. College Transcripts

    All newly employed teachers, and all those earning advanced degrees afterwards shall be required to file an official transcript of their college credits with the Department of Personnel in order to receive credit for pay purposes due to a higher degree. The information needs to be presented to the Personnel Office by September 10, for the first semester and by January 15, for the second semester.  Official transcripts are to be brought in on a timely basis in order to meet certification requirements (TAT: Temporary Authority to Teach; OFAT:  Out of Field Authority to Teach)
     

  8. Military Records

    All newly employed teachers with military service shall file a record of their military service with the head of the Department of Personnel.

 

The School Board reserves the right to hold an employee's paycheck if any of the above conditions are not met within a reasonable length of time.

 

 

Ref:     Board minutes, 11-87

 

St. Martin Parish School Board