Pay Dates
All Azle ISD full-time employees are paid on a semi-monthly basis. A payroll calendar for the year is posted on the district’s website under Payroll. Azle ISD does not provide monetary advances.

Payroll Deadlines
Payroll “Due to Payroll” deadlines are posted on the payroll calendar on the district website.

• All timesheets, absences, substitute days worked, and hourly part-time employees must be submitted and approved weekly and finalized by the “Due to Payroll” deadline. All submitted and approved timesheets, absences, substitute days worked, and hourly part-time employees will serve as the official payroll record for paying employees.

• Supplemental pay for professional employees must be completed, signed, approved, and submitted weekly to the Payroll Department and finalized by the “Due to Payroll” deadline. Supplemental pay received after the deadline will be processed with the following payroll.

Distribution of Pay - Direct Deposit
Employees are required to complete a direct deposit authorization form to receive their pay with Azle ISD. If a direct deposit change is needed, employees must contact the Payroll Department at payroll@azleisd.net to request an update/change on their direct deposit.

Verification of Pay
The Payroll Department makes every effort to ensure that the employees’ pay, leave, supplemental pay, substitute pay and other information is correct. Unfortunately, however, mistakes can occur from time to time. It is the responsibility of the employee to review their payroll information each pay period through Employee Access.

Processing of IRS W-4 Forms
The Payroll Department is not required to verify the accuracy of the information on an employee’s W-4; however, the Payroll Department cannot knowingly accept an invalid form. A form is invalid if it is altered (sections are crossed out or information other than the requested entries has been added) or if the employee indicates that it contains false information. If forms are received illegible or incomplete, withholdings will be made as if the employee is single and claimed zero allowances. Employees wishing to amend their withholding status can do so by completing a new W-4 which can be found on the district website, under Payroll.

Name and Address Changes
Employees are responsible for ensuring the district has your most current name and address on file. Please reach out to the HR Department to update your address or change your name. Please include a copy of your social security card depicting your new name for any name change.

Reporting Hours Worked
Non-exempt employees are required to record actual hours worked and are not to start work without recording their time through the Azle ISD’s time tracking system or work after they have clocked out for the day without recording their time. They are responsible for submitting timesheets to their supervisor at the end of each week for approval. If time is worked without documenting the hours worked, they may be subject to disciplinary action for falsifying their time records. If they are asked to work without recording their time, it is their responsibility to report the incident to the Director of Human Resources. (Please see Time Clock Guidelines for Non-Exempt Employees.)

Annualized Pay
All full-time employees; exempt and non-exempt employee payroll is annualized. This means there is an even distribution of pay for each semi-monthly payroll based on your hourly and daily rate multiplied by the number of days you are scheduled to work in the school year. This sum totals your yearly amount divided by the number of pay cycles.

Ex: $15 (hr rate) x 8 (hours worked in a day) = $120 (daily rate).
$120 (daily rate) x 187 (number of days to work) = $22,440 (yearly salary)
$22,440 (yearly salary) divided by 24 pay periods = $935 per pay period (gross pay before deductions).

Overtime
Under the Fair Labor Standards Act, non-exempt employees are entitled to overtime compensation. Overtime is legally defined as all hours physically worked over 40 hours weekly. For purposes of calculating overtime, the district has designated a workweek as beginning on Sunday at 12:00 a.m. and ending on Saturday at 11:59 p.m. All overtime must be approved in advance by the employee's supervisor. (Please see Time Clock Guidelines for Non-Exempt Employees.)

If a non-exempt employee earns OT during the start date and the end date of the pay period on the payroll calendar, the OT will be included on the corresponding pay date. Please see the payroll calendar.

Leave Allocation
Leave is advanced at the beginning of the school year. If an employee does not work a full assignment year, leave days will be prorated to reflect the actual number of days earned based on the number of days worked in the school year.

• Local Leave - may be used at the employee's discretion in accordance with guidelines lined out in DEC(LOCAL). Local leave is front-loaded and available for use at the beginning of the school year. It has no maximum balance.

• State Leave - may be used at the employee's discretion in accordance with guidelines lined out in DEC(LOCAL). State leave is front-loaded and available for use at the beginning of the school year. It has no maximum balance and will go with the employee on their service record from district to district.

• Vacation - (260 Employees) may be used at the employee’s discretion in accordance with the guidelines in the Employee Handbook. Employees will receive up to 5 days prorated based on the number of days scheduled to work their first year, not to exceed 5 days. The second year employees will receive 10 days on September 1.

• Exempt Employees - who work a 226-day schedule are entitled to non-contract/non-duty days. Non-contract/Non-Duty days are unpaid vacation days, they are not paid leave days. The total number of non-contract/non-duty days varies from year to year depending on the school calendar. Non-contract/non-duty days may be taken at any time during the calendar year with the employee’s immediate supervisor’s permission. Non-contract/non-duty days must be used by June 30 each year unless written approval is granted by the superintendent to take them at other times. This request must be made and approved and documentation must be given to the Payroll Department before June 30. Unused non-contract/non-duty days do not roll over to the following year and are forfeited upon resignation/retirement/or termination.

• Non-exempt Employees - who work a 226-day schedule are entitled to non-duty days. Non-Duty days are unpaid vacation days, they are not paid leave days. The total number of non-duty days varies from year to year depending on the school calendar. Non-Duty days may be taken at any time during the school year with the employee’s immediate supervisor's permission. Non-exempt employees (226) must take their non-duty days by June 30 each year. It is the supervisor’s responsibility to ensure that the employee takes their non-duty days by June 30. Unused non-duty days do not roll over to the following year and are forfeited upon resignation/retirement/or termination.

If an employee is expecting to be out for more than 5 consecutive days, they should contact the Benefits Department.

Leave and Dock Pay
If all leave has been exhausted, and an employee is absent, the missing/absence day will be docked at the employee’s daily rate. Azle ISD does not provide monetary advances.

Azle ISD Payroll
817-444-0805