HR Portal

What is the Hiring Toolkit?

Submitting a Hiring Toolkit is the official request for work at The Ed Fund. Instructions for submitting the form can be found here. In order to comply with labor codes, we still need to make an Employee or Contractor Determination based on your Hiring Toolkit entries. A thorough Job Description or Scope of Work that outlines the nature of the work to be performed will help your work request move along quicker through the pipeline. Make sure you have all the relevant details related to the work including the work dates and details, the worker’s contact information, and other details of the work to be performed.

Employee or Contractor?

A Twenty-Factor Test is provided by the IRS to determine whether an individual is an employee or a contractor. California has also passed state laws that tighten restrictions on who can be classified as a contractor. More information about the California ABC Test for Contractor Determination can be found here.

Visit our Contracts Process FAQ for more information regarding contracting with The Ed Fund.

Before performing work and beginning to invoice for payment, a contractor may need to complete the pre-contract contingencies listed in this page.

Hiring Agreement

If you receive a Hiring Agreement from the Oakland Public Education Fund, you have been classified as an employee. The HR Team will inform/email you instructions in order to be hired and begin getting paid. You’ll receive a hiring letter through DocuSign that will detail your hiring terms – please review carefully, and sign it if there are no issues.

Criminal Background Check

Since, employees located on an Oakland Unified School District school site, will be in contact with children at some point in their employment, they are required to obtain a criminal background check through LiveScan Fingerprinting with our vendor, Red Tomatoes (instructions can be found here). You do not need to schedule an appointment, but you must fill out this specific Request for LiveScan Service Form. Once complete, we will be informed directly of your result. There is no cost to you personally – Red Tomatoes will bill our account.

Tuberculosis Screening

If you have received a TB screening in the last four years, you may provide the documentation to us as clearance. If you have not had a screening in the last four years, you will need to be screened again and provide that documentation of a negative result. Results will sometimes give false-positives but if your doctor provides written clearance based on X-Rays or observation then we can also accept this as clearance. Please note that TB Testing usually involves initial administering, and then a reading of results 2 days later. Please submit your test results to hr@oaklandedfund.org.

I9 Documents

As part of your orientation, the law requires we verify your employment eligibility. As such you’ll be required to scan and email hr@oaklandedfund.org specific document(s) based on this guide sheet. Please make sure these documents are not expired and are a scan of the real documents.

Paycom Onboarding

Paycom is our HR & payroll provider. You will be completing your onboarding paperwork electronically. Please check your inbox for an email titled “Welcome To Paycom”. Here you will be prompted to provide information necessary for us to pay you and prompts to review and sign our handbook and submit your Covid 19 vaccination record card.

COVID 19 Vaccination Requirement

Employees are required to submit proof of being fully vaccinated against COVID-19. 100% Remote workers do not need to submit proof of vaccination but your hiring agreement must state your status as a 100% remote worker in order to waive this clearance.

The submitted documentation must be an official hardcopy or electronic copy of an unaltered CDC COVID-19 Vaccination Record Card submitted via upload to Paycom during the Paycom onboarding.

Orientation

You will be oriented by us through a video conference. After signing your hiring agreement, completing your background check, submitting your TB test results, submitting your I-9 documents, and completing Paycom onboarding, please contact hr@oaklandedfund.org to schedule your orientation. We are open M-F from 8-5pm. Orientation takes no longer than 1 hour, please plan accordingly.

How Does Payroll Work at the Ed Fund?

Hourly employees should ideally be entering their hours at the end of their work shift. Timesheets and time off requests are due every Sunday before 11:59 PM. Supervisors review and approve timesheets and time off requests every Monday. The Ed Funds need to meet a process deadline the morning of at least three days before payday. For further information, please read over the Payroll Guide.

What is Paycom?

Paycom is our all-in-one HR system that is primarily used for payroll. Hourly employees can access their timesheets, pay stubs, w2 tax forms, and request time off.

How do I Self-Onboard on Paycom?

Once you have received an email titled “Welcome to Paycom” from Paycom, click on the green “Start” box and complete all of the steps indicated.

When is Payday, and What Am I Being Paid For?

Payday is every 15th and end of the month. If payday lands on a holiday or a weekend the Ed Fund will process payroll the day before. The payroll calendar lets you know when payday is and for what dates you are being paid for, as well as holidays. If you do not have access to the calendar please reach out to hr@oaklandedfund.org.

When Do I Enter Hours On My Timesheet and When are the Deadlines?

Hourly employees should ideally be entering their hours at the end of their work shift. Forgetting to enter hours may cause delays and discrepancies within your timesheet. Employee timesheets are due Sundays at 11:59 PM for each week, and supervisor’s deadline to approve timesheets are Mondays at 12 PM.

I Forgot to Enter Hours on My Timesheet, Will I Still Get Paid?

If you realize you missed any entries or if the week you’re entering hours for in Paycom is locked, you must complete a manual timesheet. Please email hr@oaklandedfund.org to get the link and credentials to submit the timesheet. The timesheet will then be circulated to your supervisor for review and signature. Once your manual timesheet is approved, the amount will be added to your next paycheck. To avoid this, make sure to just enter your timesheets before the weekly deadline.

How Can I Change My W4 Withholding/Exemptions?

You can change your number of payroll exemptions as often as you wish by logging into Paycom and selecting “Tax Setup” found under the “Payroll Box”.

How Can I Access My W2?

Go to www.paycom.com, enter your login information.  Select “Year End Tax Forms” under the Payroll box, and then select the view button next to the reporting year that you need. If you are an employee that has been terminated and are unable to login to your account please reach out to hr@oaklandedfund.org so your password can be reset.

How Can I Set Up or Change My Direct Deposit Information?

If you would like to change your direct deposit information, please log into Paycom and select “Direct Deposit” under the Payroll box. Add the bank information indicated and review to confirm that it is correct, and then click “Save”.

How Do I Access Paycom On My Phone?

Once you are registered you may start using the Paycom app. Simply look up Paycom in the Apple App Store or on your Android device. Enter your login information. You’ll be ready to enter your timesheets or request time off.

I Am Locked Out of Paycom and Don’t Remember My Password—What Do I Do?

If you have forgotten your password click the “Forgot Username” or “Password” link, located on the bottom left of the log-in screen, or contact hr@oaklandedfund.org and your password will be reset.

Will I Receive Timesheet Reminders?

Hourly employees will receive timesheet reminders every week through email. If you are not receiving any notifications please contact hr@oaklandedfund.org.

What If My Timesheet Needs Corrections?

Paycom will indicate that there is an error on your timesheet by placing red triangles with exclamation marks on the row of the hours that are incorrect. Once you’ve “approved” your own timesheet, however, you’re unable to make changes. To remove your own approval, scroll to the bottom of the page where your timesheet is located and delete the approvals under “Period Approvals”. Afterwards, return to your timesheet and select the trash can button located at the end of the row to delete the incorrect hours. Once the error codes are cleared you can proceed to re enter your hours. This can be used to fix the AM/PM issue, but can also be used to make corrections for any other reason.

What Needs to Be Done Before the Weekly Deadline?

Enter all the hours you worked for the previous Monday-to-Sunday week. Request any time off, past and future. If you’ve requested time off and your supervisor hasn’t approved it yet, consider reminding them. Review your timesheet for accuracy:

• Did you make sure to enter AMs and PMs correctly?
• Do all the hour totals add up?
• Did you make sure you got supervisor approval for any overtime you worked?
• Did you enter your hours into the correct week’s timesheets?
• Did you hit approve up to the due date?

How Do I Request Time Off for Sick and Vacation?

The first thing you see when you’re logged into the Employee Self Service Portal. This portal contains everything you’ll need to do in terms of employee functions. Under the Time-Off Requests box, under “Accruals”, you can see your sick and vacation accruals. Click on “Add Time Off-Request”. The next page will have you enter the type, date, time, and number of hours for the request. For a further detailed explanation follow this guide.

How Do I Access My Pay Stubs?

The first thing you see when you’re logged in is the Employee Self Service Portal. Under the Payroll box select “View Pay Stub”, and then click on the check number or the dropdown to view the pay stub.

What is Paycom?

Paycom is our all-in-one HR system that is primarily used for payroll. Hourly Employees can access their timesheet, pay stubs, w2 tax form, and request time off. As the supervisor you will be approving employees timesheets and approving time off requests.

How Do I Register in Paycom?

Once you have received your login information from Human Resources your account has been created, go to: https://www.paycom.com/. Enter the Client Code, Username, and Temporary Password. You will be asked to change the password once you login and create security  questions.

Why Does it Always Ask Me to Answer Security Questions?

Although you may find it inconvenient to create and remember these security questions, it is very important. Having this second level of authentication is an excellent way to prevent unauthorized logins.

Once I Login, How Do I Approve Timesheets?

 Select “Timecard Search” under the Time Management tab.

1. Click on the Employee Name
   Click on the employee you want to approve timesheets for.
2. Review the Timesheet for Accuracy
   Please remember also that employees that work over 8 hours in one day will be paid overtime.
   A common error is that employees will often enter AM instead of PM and vice versa. The quickest way to remedy this is just deleting the whole row of entries and starting again for that date. We recommend you have employees do this so we can have them correct their errors and prevent it in the future.
3. Approve Timesheets
   Please approve timesheets by selecting the date dropdown on the bottom left corner of the timesheet page and adjusting it to the due date and then clicking the “Approve Date” button

How Do I Approve Vacation and Sick Time Off For an Employee?

Please select the Time Management tab and then select “Time-Off Requests” and then “Time-Off Calendar”. 

Click on the yellow request and select approve or deny, the request will include information about the employee’s request. Please do not approve the request if the employee does not have enough hours for it. 

When Do I Approve Timesheets?

Supervisor approvals are due Monday at 12 PM.

What If I Forget to Approve Timesheets?

It’s the Ed Fund HR’s number one priority to get employees paid. Even though timesheet approval deadlines are weekly, if we don’t manage to get a supervisor’s timesheet approvals by the deadline we’ll first contact them to remind them (maybe even once or twice). If it’s close to a pay period and we can’t get an approval from you, we will move forward with paying the employee out. If there were any mistakes in the timesheets that were approved (e.g. hours that were mistakenly entered) just let us know and we can correct it with a subsequent payroll correction.

Will I Receive Reminders About Approving Timesheets?

Yes, you will be receiving weekly reminders to approve timesheets and time off requests. If you are not receiving them please contact hr@oaklandedfund.org.

Why Are There No Hours on My Employee’s Timesheet(s)?

If no hours are entered on Paycom it is your responsibility to follow up with the employee as they’ve probably forgotten to enter their hours. If the payroll period has already ended, the employee needs to fill out a manual timesheet. They will need to reach out to hr@oaklandedfund.org to acquire the link. This process is completed through Docusign, and will need your signature for approval.

What is Workers Compensation?

Workers’ compensation is a type of insurance that offers employees compensation for injuries or disabilities sustained because of their employment. Oakland Public Education Fund, in accordance with state law, provides insurance coverage for employees in case of work-related injury. If you are injured or become ill either physically or mentally because of your job, including injuries resulting from a workplace crime, you may be entitled to workers’ compensation benefits which include medical care without paying out of pocket, and/or reimbursements for medical care related to the incident.

What to Do if You Have an Urgent Work-Related Injury?

1. If you need emergency care call 911 for help immediately.
2. Let HR know ASAP that you were injured at work at hr@oaklandedfund.org.
3. The next step is to make sure you receive reimbursement by filling out the DWC-1 form, (Employee Portion).
4. Provide medical records and bills so we can submit all paperwork to our Workers Comp provider all at once. If you don’t have the receipt you can provide that after-the-fact.
5. Send all paperwork to hr@oaklandedfund.org, and we’ll report everything from our end. Workers Compensation will reach out to you regarding your reimbursement.
6. If you need follow-up care, you will need to go to a clinic in our network. To help locate the nearest physician in your area, please call 888-495-8949. Our MPN Identification number is 0145. You can also find a physician online, www-sf.talispoint.com/bhhc/campn/.

What to Do if You Have a Non-Urgent Work-Related Injury?

1. If it’s a non-urgent incident, report the injury to HR by calling 510-221-6968 ext 710 (HR Manager) or 510-221-6968 ext 713 (HR & Payroll Assistant) ASAP. We will provide you with instructions for seeking medical care if needed.
2. Complete the report DWC-1 Form, and email it to hr@oaklandedfund.org.
3. Seek immediate care. We have a group of medical providers designated to provide treatment and it’s highly suggested that you go through these medical providers so that you won’t have to pay anything out of pocket. To help locate the nearest physician in your area, please call 888-495-8949. It will ask you for our MPN Identification number which is 0145 and our Workers Comp Policy Number is OAWC309638. Our policy is under The Oakland Public Education Fund.
4. You can also find a physician on the internet by going to
5. www-sf.talispoint.com/bhhc/campn/ but it’s better to call since you may have questions. When you contact the physician make sure you inform them that it’s workers comp related – also ask them what you’ll need to bring to the appointment.
6. Please keep HR updated through all steps of this process.

What Types of Benefits Do I Qualify For?

Regular Full Time Employees (after 30 days of consecutive employment): Health, Dental, Vision, Life Insurance, Flexible Spending Account (FSA), 401k Retirement Plan (Traditional and Roth), Paid Holidays, Vacation and Sick time accrual.

Regular Part Time Employees (after 30 days of consecutive employment): Paid Holidays, Vacation and Sick time accrual.

Temporary Full Time Employees: Health, Dental, Vision, Life Insurance, Flexible Spending Account (FSA), 401k Retirement Plan (Traditional and Roth) (after 90 days on consecutive employment) and Oakland Sick Leave accrual (after 30 days of consecutive employment).

Temporary part time employees: Oakland Sick Leave accrual (after 30 days on consecutive employment).

For further benefit questions please contact hr@oaklandedfund.org.

I Am a Regular Full time Employee, How Much Vacation and Sick Time Do I Accrue?

0+ Years Worked: accrual rate of 6.67 hours vacation time per month, 10 days per year, maximum accrual 120 hours.
2+ Years Worked: accrual rate of 8 hours vacation time per month, 12 days per year, maximum accrual 180 hours.
4+ Years Worked: accrual rate of 10 hours vacation time per month, 15 days per year, maximum accrual 240 hours.

Full time employees will accrue 8 hours of sick time per month or 12 days per year.

I am a Regular Part Time Employee, How Much Vacation and Sick Time Do I Accrue?

Regular part-time employees accrue paid vacation time pro-rata based on the percentage of their regular schedule to 40 hours.

I am a Temporary Employee, What is Oakland Sick Leave?

As of July 1, 2015, California law provides for mandatory paid sick leave under the Healthy Workplaces, Healthy Families Act. All employees who have worked in California for the same employer for 30 or more days within a year from the start of their employment will be entitled to paid sick leave.
For every 30 hours work, you receive one hour of sick time. The company does not pay for employees’ unused paid sick leave. Employees who are rehired within one year may be eligible for reinstatement of previously accrued paid sick time.

I Am a Temporary Full-Time Employee Who Needs Health Insurance. Do I Qualify for Health Insurance?

The Affordable Care Act Mandates Temporary full time employees who work a minimum of 30 hours be provided Health insurance. Benefit eligibility for temporary employees begins the first of the month after 90 days of consecutive employment. You will receive Summary Plan Descriptions that describe the benefits in greater detail. To any further questions you may have, please contact hr@oaklandedfund.org.

What Health Insurance is Available for Full-Time Employees that Qualify?

Our Health Insurance is provided by CALIFORNIA CHOICE: the following ten (10) plans:

Anthem Blue Cross

• Gold PPO E (Prudent Buyer) Plan
• Silver PPO C (Prudent Buyer) Plan
• Gold HMO B (California Care) Plan
• Silver HMO B (California Care) Plan

Kaiser Permanente

• Gold HMO B – Employer Sponsored Plan
• Silver HMO B
• Platinum HMO B

Sutter Health Plus

• Gold HMO B
• Silver HMO B
• Platinum HMO B

Please note: If you choose to enroll dependents who are under 18 into your Medical Plan through Kaiser, then “Child Dental” is included in your plan. This offers limited dental insurance for your child dependent only and is provided by Delta Dental through Kaiser. Your Kaiser ID information will be used to access this benefit, and you’ll be informed of how to access this by Kaiser directly.

What Vision & Dental Insurance is Available for Eligible Employees?

Dental and Vision Insurance are provided by MetLife and your enrollment (Self Only) is at no cost to you.

If you wish to enroll your eligible dependents to your dental and vision plan, you’re 100% responsible for their premiums (it will be deducted from payroll).

Other Benefits Offered for Eligible Employees

• UNUM – Life Insurance
• Employee Sponsored and Voluntary Buy-up Plan
• Travel Assistance
• National Benefits Services (NBS) – Flexible Spending Account (FSA)
• Medical Care
• Dependent Care
• Commuter (Parking and Transit)
• Future Plan – 401 Retirement Plan

Additionally, make sure to read over these Annual Notices regarding health insurance.

Open Enrollment/Eligibility Date is Over and I Wish to Add my Spouse or Child(ren) to My Plan. What Can I Do?

If open enrollment and/or eligibility date is over, you need a qualifying life event to enroll. A Qualifying Life Event is a change in your situation — like getting married, having a baby, or a dependent losing health coverage — that can make you eligible for a Special Enrollment allowing you to enroll in health insurance outside the yearly Open Enrollment Period. Our broker will ask for verification so please provide proper documentation.

What if I Don’t Want Benefits Under the Oakland Public Education Fund??

THIS FORM is mandatory and is required from all eligible employees yearly, even if you’re declining coverage. It informs us of your Benefit Enrollment decision on our end, as well as authorizes us yearly to deduct from your paychecks any excess premiums that are to be paid by you. Please note that you cannot decline the Principal benefits.
The second page of the form includes a table in which you can calculate your expected premium and the monthly amount that will be deducted from your pay, if any. Once you’ve sent this form back to us to benefits@oaklandedfund.org along with any enrollment forms if any, then you’re all set!

Does the Oakland Public Education Fund Offer a 401(K) Plan?

Yes and if you are eligible, you should have already received information about enrolling and making contributions to our group 401(K) Plan. If you haven’t yet received information on the 401(K) Plan, please send us an e-mail and we’ll get you the necessary information.

Contribution Methods to 401K Retirement Plan:
We give full flexibility towards your desired contribution methods. You may choose to contribute funds to your account before taxes are taken out [Traditional 401(K)] or you can choose to fund your account after taxes [Roth]. You may also contribute semi-monthly as a percentage of your Gross Earnings, or you could contribute a flat amount. At any given time, you can change your contribution methods on the portal and we’d be able to reflect the changes in the upcoming payroll. This also means you can vary your contribution amounts and methods from payroll to payroll, as long as you make the change on your account.

What is the maximum contribution for a 401K retirement plan?
Contribution Limits are defined by the IRS yearly, please check with Human Resources to keep up-to-dates about the yearly maximum limits.

What Are the Enrollment Steps for 401K?

Read through the Plan Document to get acquainted with our plan details. Set Up your PenSys Account by following these Setup Instructions. Choose Your Contribution Method: You can choose the way you want to make deferrals: whether it’s a pre-tax Traditional 401(K) deferral, an after-tax Roth deferral, a percentage of your income, or a lump-sum. Whatever you choose, we’ll automatically reflect the changes in Paylocity. Choose Your Investment Options: Retirement Accounts grow through investment. You’ll need to choose your investment options from the choices we’ve provided, which is listed in the portal. We can’t give you guidance on what of those options to invest that money in, but we work with a Financial Advisor named Joel Larsen who you can contact for investment advice. Read the following Qualified Default Investment Alternative (QDIA) Notice which outlines your rights around your salary deferrals, in that you’re basically able to change your investment options at your leisure as well as well as outrightly state your right to direct funds as you wish.

Does the 401k Plan Have Employer Matching?

At the moment, Oakland Public Education Fund does not offer any employer matching with our 401k Retirement Plan (employer matching refers to any employer contribution to employee retirement accounts)

What Options Do I Have in Terms of Contribution Methods?

We give full flexibility towards your desired contribution methods. You may choose to contribute funds to your account before taxes are taken out [Traditional 401(K)] or you can choose to fund your account after taxes [Roth]. You may also contribute semi-monthly as a percentage of your Gross Earnings, or you could contribute a flat amount. At any given time, you can change your contribution methods on the portal and we’d be able to reflect the changes in the upcoming payroll. This also means you can vary your contribution amounts and methods from payroll to payroll, as long as you make the change on your account.

Can I Rollover My 401(K) Savings from a Previous Employer or Other Plan?

Yes. You’ll need to do two things:

1. Fill in this Rollover Form and send it to the specified contact details, which will tell our plan administrators to expect it. They ask for a copy of the check, but if you’re not receiving the check directly (but instead having your previous plan administrators send it directly to them) then just indicate somewhere in your e-mail the amount that will be rolled over.
2. Contact your previous 401(K) Administrator / Previous Employer and ask for a Distribution Form. On that form, you’ll need to indicate that the payment method is a Direct Rollover to an Eligible Plan and then you’ll need to indicate where to direct the funds. The details for where to direct the funds are in the above Rollover Form.

What is the Maximum Contribution I Can Make Yearly?

Contribution Limits are defined by the IRS yearly, and for the year 2017 that limit is $18,000. Though our organization (and 401(K) plan) runs on an off-calendar fiscal year (July – June), contributions apply to the calendar year. For 2018 the IRS has increased this limit to $18,500. A special exception applies to those over 50 years old, who are able to make an additional $6,000 of yearly “catch-up” contributions for 2017, as well as 2018.

What Holidays Does the Oakland Public Education Fund Observe?

• Winter break: last week of December and January 1st
• Martin Luther King Day
• Presidents Day
• Cesar Chavez Day
• Memorial Day
• Independence Day
• Labor Day
• Indigenous People’s Day
• Veterans Day
• Thanksgiving Day and the weekday after

I Am a Regular Part Time Employee, Do I Get Paid Holidays?

Part time regular employees (not temporary) will be required to add the number of hours that they would have worked that day if there was no holiday. 

• For example: If a holiday lands on a Friday and you typically work 3 hours on a Friday, you would need to add 3 hours on that date.

I Am a Full Time Employee, Do I Need to Enter Holiday Pay?

No, please do not enter holiday pay. Paycom will automatically add it on your timesheet. If you don’t see holiday pay listed please contact hr@oaklandedfund.org.

Who Do I Contact For Additional HR Support?

• For Payroll Inquiries: hr@oaklandedfund.org
• For Benefits Inquiries: hr@oaklandedfund.org
• For General HR Inquiries: hr@oaklandedfund.org
• For Job/Recruiting Inquiries: hr@oaklandedfund.org

Why Am I Non-Exempt?

Exempt employees are defined by the Fair Labor Standards Act and State law as those whose duties meet the legal definition of primary executive, administrative, or professional, and who meet the federal-defined minimum salary. 

Executive Exempt Requirements:

• Run a recognized portion of the company.
• Ability to hire, terminate, change policy, set budgets, and make decisions.
• Supervise 2 or more full-time persons or the equivalent.

What Recruiting Support Does The Oakland Public Education Fund Provide for Fiscally Sponsored Projects?

The Ed Fund provides recruiting support for our Fiscally Sponsored Projects in order to remain compliant as the employers of record of employees working within Fiscally Sponsored Projects. Please note that there are specific requirements for all jobs posted that will be hired by Oakland Public Education Fund namely that we ourselves should be doing the postings. 

Can I Receive a Copy of My Criminal Background Check for Another Organization?

We can give TB results but not background check/fingerprinting results because you took our background check specifically for The Oakland Public Education Fund and can’t go to another organization.