Child Abuse Clearance – $13

• Creating an account and submitting your clearance application online will give you immediate access to your results or the status of your results if your results cannot be processed immediately.
• Results will be posted to your account and will be available to view and save as a PDF document.
• Be sure to download and save your clearance results.
• Questions? Call 1-877-343-0494

Pennsylvania Criminal History – $22.00

• Results of the PA Criminal History are generally instantaneous. Results will be provided as a PDF document.
• Remember to save and or print your criminal results.
• Questions? Call 1-888-783-7972

FBI Fingerprinting – $26.20

1. Click on “Schedule or Manage an Appointment” and enter code 1KG6XN, which indicates that you are being fingerprinted for a job with the School District of Philadelphia.
2. After pre-enrolling, you must schedule an appointment to be fingerprinted at one of the IdentoGO sites.

• • For your appointment, make sure to bring the necessary identification to confirm your identity and a form of payment.
  • IdentoGO locations accept business checks, money orders, credit cards, or authorization codes (available only for candidates whose clearances are covered by SDP).
  • Questions? Call 1-855-845-7434

On July 1, 2015, the Pennsylvania legislature passed Act 15, which amends the Child Protective Services Law and clarifies some changes made through Act 153. The most significant change to the Child Protective Services Law is that District employees must renew these 3 clearances every 60 months (five years), not every 36 months (three years).
Once you have obtained all three clearances, you can upload the documents online, or hand-deliver the documents as described below:

Online Submission via Clearance Tracking Portal

1. Scan and save each document as an individual PDF file.
2. Login to the District employee portal.
3. Select the Clearance Tracking icon to access the portal where you will upload your clearances.
4. NOTE: The Tracking System will only accept PDF files!

Hand Delivery of Paper Submission

Alternatively, clearances may be submitted in person to Employee Records, located at 440 North Broad Street, Philadelphia PA, First Floor, Suite 177 during business hours. Be sure to retain a copy of each document submitted for your records.

• Child Abuse Clearance certificate number is found in the upper right-hand corner of your certificate.
• PA Criminal Background Check number is found on your criminal check certificate. The number generally begins with an “R.”
• FBI Fingerprint reference number is the UZSV number found in your fingerprint results report. Please note that your UZSV number can also be found on your fingerprint receipt or proof of submission form.

In response to high-profile child abuse cases, the Pennsylvania General Assembly made significant amendments to the Child Protective Services Law. All school employees, including contracted substitute teachers and independent contractors of school entities, must now receive Mandated Reporter training every five (5) years.

Questions? Email act126@philasd.org.

• You will be notified when it is time to complete/renew this training.
• All Act 126 Training needs to be done in the designated district training system, which will track completion and handle renewal notifications.

There are two parts to the training.

• Part 1: Reviews recognition of the signs of abuse, which is defined as:
  • conduct that falls within the purview and reporting requirements under the Child Protective Services Law
  • covers School entity’s policies related to reporting of suspected abuse and sexual misconduct; and maintenance of professional and appropriate relationships with students
• Part 2: Reporting requirements for suspected abuse and sexual misconduct in the Commonwealth, including those set forth in the Child Protective Services Act and the Educator Discipline Act.

How can I request the District to submit Act 48 hours for external professional development activities when the external organization is not able to submit? 

• Please complete the Act 48 Google Form to request that Act 48 hours be submitted to the Pennsylvania Department of Education for external professional development activities.
• Note you must use your School District of Philadelphia email to log onto the Google Form.

I have questions about my Act 48 credits, who can I contact within the School District of Philadelphia and/or PA Department of Education about them?

• First, view the Act 48 Frequently Asked Questions page.
• If your question is not answered in the FAQ, please contact the Office of Compliance at (215) 400-4670 or the PA Department of Education at (717) 783-6646, or email Act48@philasd.org.

How can I receive a copy of my Teacher Induction? Email Act48@philasd.org to request a copy.

How can I check my Act 48 credits online? You can view your credits through the online Act 48 Professional Education Management System on The Pennsylvania Department of Education website.

The Pennsylvania Department of Education issues all certificates to teach in Pennsylvania. All information provided on these pages is subject to change, and all users should consult the Pennsylvania Department of Education regularly for updates.

Who needs to be certified?

Classroom teachers, administrative and supervisory personnel, school librarians,  and other school professionals (including guidance counselors, school nurses, school psychologists, and school social workers) are required to hold a Pennsylvania certificate.

Applying for Certification and Creating a New Credential

The Pennsylvania Department of Education (PDE) requires all applications for credentials be completed and submitted through the new Teacher Information Management System (TIMS).

TIMS Instructions for Creating a New Credential

Note: You will need to submit the transcripts and any other requested documentation to the Pennsylvania Department of Education with a coversheet that you can print out after you have submitted and paid for your application. The system will prompt you to pay by credit card or money order.

Certified in Another State?

Out-of-state certified applicants must obtain Pennsylvania certification to qualify for employment.  If you have an out-of state certification/license, please apply for a PA Certificate through the Pennsylvania Department of Education.  You may contact them at (717) 787-3356 to speak with an evaluator.  It may take up to two months to receive a formal reply.

Not Certified? Requesting an emergency permit?

If you have spoken with a recruiter about the district requesting an emergency permit to begin teaching, counseling, nursing, or otherwise,  you should review the Emergency Certification for Teachers Overview or Emergency Certification for School Nurses Overview for specific instructions regarding what you must do to enroll in a certification program.

Please then follow these  Instructions for Emergency Permit Application to apply for your emergency permit. During your onboarding, you will work with our Certification Team to complete the remainder of the emergency permit application process. You will need to obtain a $100 money order made out to the Commonwealth of PA and an official, sealed copy of your conferred bachelor’s degree transcripts.

Please note that you will not be eligible to teach with an emergency permit in the same position for more than one year without pursuing appropriate education and/or testing. If you are not currently otherwise certified in a teaching content area, the district strongly encourages you to pursue appropriate certification to remain a District employee in the years ahead.

If you are a newly hired teacher, school counselor, or nurse and are being hired under an emergency permit, you can be reimbursed for the cost of your emergency permit for your first school year only. Please follow the Emergency Permit Reimbursement Process

For Vocational Teachers:

• Vocational teachers must also register to take the Occupational Competency Assessment (OCA) through Temple University.
• Click here for information regarding the Vocational Program at Temple University for prospective CTE teachers
• For certification information, contact Nancy Johnston at nancy.johnston@temple.edu.

• The Level II booklet is for applicants converting Level I to Level II.
• Note: Forms may be used for reference purposes only.  All applications for certification must be submitted online through the Teacher Information Management System (TIMS).
• The fee for Level II applications is $200.
• TIMS Electronic Application Instructions

For Teachers, Counselors, Librarians, School Nurses and School Psychologists

Teachers, counselors, librarians, school nurses and school psychologists who have worked after the issuance of a Level I certificate for a minimum of three (3) to a maximum of six (6) years in a public school, have completed 24 post baccalaureate credits,  and New Teacher Induction,  must convert their certificate to Level II status.

*Important Instructions:

• Upon receipt, you must submit a copy of your new certificate either in person, by mail or fax so that we can update your personnel file.
• Time served on an emergency permit leading towards certification does not count towards Level II.
• This procedure cannot be used for applying for Act 48 credits. YOU MUST OBTAIN A SEPARATE TRANSCRIPT AND COMPLETE THE REQUIRED PDE FORM.

For Assistant Principals, Principals and Supervisors

Assistant principals, principals and supervisors who have worked for five (5) years in a public school, including acting time, after the issuance of an Administrative I certificate must convert their certificate to Level II status.

*Important instructions:

• Upon receipt, you must submit a copy of your new certificate either in person, by mail or fax so that we can update your personnel file.
• Time served on an emergency permit leading towards certification does not count towards Level II.

What is Certification?
Certification is a process to verify the qualifications and proper training of each professional educator to execute his/her professional responsibilities.  The requirements for certification are:  completion of an approved education preparation program at the bachelor’s or graduate level and meet all testing (Praxis exam) requirements established by the PA Department of Education.  Learn more about Education Programs available with the PA Teacher Intern Certification.

What are the certification application processing fees? View our certification application fees.

What are the testing requirements? What are the Praxis exams?
Individuals applying for an initial certificate (Instructional I or Education Specialist I) are required to take the Praxis I Pre-Professional skills tests in reading, writing and mathematics.  Candidates for all instructional areas must take the Praxis II in addition to the designated subject test(s).  All individuals seeking dual certification will be required to be examined in both areas of specialization.  In Pennsylvania, Praxis test scores are valid for 5 calendar years from the original test date.  For more information regarding test dates, locations and registration procedures, please contact Education Testing Services (ETS) at (800) 772-9476. View this link for Pennsylvania testing requirements.

Am I required to complete an Induction Program?
Yes, if your initial Instructional I certificate was issued on or after June 1, 1987; you must present evidence of having successfully completed a Pennsylvania Department Education approved induction program in order to qualify for an Instructional II or Vocational Instructional II certificate. The School District of Philadelphia offers a flexible and comprehensive Induction Program.  For more information please contact the Office of Teaching and Learning at teacherinduction@philasd.org or 215-400-4280

How can I check an institution’s accreditation?
You can click the link to view the Postsecondary Education Institutions and Programs accredited by Accrediting Agencies and State Approval Agencies recognized by the U.S. Secretary of Education.

How do I keep my certification active?
Beginning July 1, 2000, Act 48 of 1999 requires educators holding a PA professional certification to complete continuing education requirements every five years in order to maintain their certifications as active. For more information please visit the Act 48 FAQ’s from the PDE website.

Who do I contact regarding my Level II application verification?

• Verification of Employment and Years of Service: Please call Personnel Records at (215) 400-4780
• Verification of Time Taught on Level I:  Verification is done electronically via the TIMS system. Once you submit and pay for your application, it will come to us for verification. Please be sure to affiliate with “Philadelphia City SD” on your application.

Call 215-400-4620 to obtain an employee’s position title, start and end dates

• Will require the employee’s full Social Security Number OR Employee ID Number
• We will provide only the employees’ position title, start/end date
• We cannot provide any salary information, job location, or personal information

You must send a written request with authorization to obtain an employee’s position title, start/end dates, and salary.

Fax to 215-400-4621, email employeerecords@philasd.org, or bring to our office.

• Cannot be done over the phone.
• Must be a written request, with Name, Full SSN or Employee ID Number, and Authorized Employee Signature.
• Employees requesting verification must include a photo ID.
• Written verification can include salary information.
• Without proper authorization and identification salary information will not be provided.

Mortgages/Loans, Housing

These verifications are typically faxed to us from the Lender.

• We must have a full SSN or EIDN, the authorized signature of the employee.
• We will fax (or mail) the completed document back to the Lender.
• We try to return a completed form within 24-48 business hours.

Child Care CCIS

The employee must complete the top section of the CCIS form with Name, Signature and Date ONLY!

• Complete a Records Request form also, indicate what hours you typically work, 10-1, 8-3, etc.
• We must have a full SSN or EIDN.
• Indicate which office to fax the form to (North, South, etc). We will send it directly to them.
  • Note: The form does not go back to the employee.
• If you are starting or returning from illness leave, please indicate those dates on the Request Form. We will confirm dates with Health Services.
• Indicate if the form is for time other than the submission date. Specifically, indicate if it is needed for summer school, or the following September.
• CCIS will only accept forms completed by our office with our stamp. Do not give to your supervisor, secretary or principal for completion; it will only delay your benefits being approved.
• CCIS Offices can submit forms directly to us also. We must have the employee authorization and SSN or EIDN.

Public Assistance, Utilities 

• When requesting a letter for assistance, please indicate why you are requesting the letter.
  • Different offices require different information on the letter. The more we know about what you need the better chance we will have the proper information on the letter, and ensure that you get the documentation you need (and we will only need to provide a letter once!).

10 Month Letters 

• If you are not paid in July and August and will not work a summer program, we can provide a letter stating that you will not receive income for that time. It will include the last day worked and your return date when school opens.
• Do not request a 10-month letter if you receive reserve pay through the summer or if you are going to work a summer program. You will not receive a letter and it will delay us from completing a letter for someone who will not have income and needs the letter.
• Ten month letters are accepted, starting June 1. We will issue letters as soon as we can confirm all necessary information.
• All letters will be sent to your district email as soon as they are ready.
• We receive hundreds of requests for letters; please understand there may be a delay once we can generate letters due to the large volume all at once. However, we do understand the urgency for the letters, and we will get them out as soon as we can.
• To speed the process, when submitting your request be sure to include your name, address, SSN or EIDN, and your position.

Disability, Insurance and Accident Claims –

• If you are out on sick leave we can complete the forms needed for Accident, Insurance or Disability claims.
• We will provide the days absent for the employee and salary during that time.
• We can not indicate specifically why you were out on leave (except for Pregnancy), we can only show that you were not working.
• We will send the information directly to the provider.

Social Security and IRS 

• Often an employee will receive large checks for payout after retiring, for days not used. Social Security or IRS may need verification of those payments. They need to see that it is not for earned income. We can generate a letter explaining the income.
• If you deducted expenses on your IRS filings, or need specific information regarding your salary deductions, we cannot assist you with a letter indicating what you are not reimbursed for those deductions. For salary deductions you can contact Payroll.

Immigration 

• Letters for Immigration do have a specific format. Be sure to request an “Immigration” letter if that is what you need.
• These letters contain your annual salary and position.

Family Court 

• We often complete forms sent to us from the court system, or you may need a letter for the courts to show a recent change of income.
• Be specific in what you need to show to the courts.

Employment Verification 

• Basic verification letters will indicate your start/end date, and title of current position only.
• Verification letters with salary will include your start/end date, title of current position, and salary.
• If you need a letter for a specific reason be sure to tell us so that we can provide the correct documentation.

ACT 168 Forms 

• These forms are completed within 20 days and returned to the employer directly.

Buy-Back and Tenure or Prior Experience Research for Teachers 

• Tenure letters may be requested for teachers who have been employed for 3 full consecutive school years. To achieve tenure you must have been certified and have no unsatisfactory documents in your file.
• Buy-Back (out of PA state) and Prior Experience typically require research on our part. It is always helpful if you indicate what years you worked for the district. The further back, the more research we will need to do. Please allow extra time for research, delays could be a week or two.
• If your request is for earnings prior to 1970, we can not provide that data as it is too old for our records. You will need to contact the Social Security Administration.
• Prior Experience forms will be completed and returned as indicated on the form. If it is to be returned to you in a sealed envelope, you cannot open it when you receive it.

Retirement 

• Forms with a PSERS logo at the top need to be submitted to the Retirement Office. We cannot complete PSERS forms.

Employment Verification Types

Click here to see the various Employment Verification Types and specific information.

Loan Forgiveness and PDE 338V Forms

• PDE338V forms should be emailed to compliance@philasd.org
• Loan Forgiveness Forms learn more here.

Copies of your Paystubs or W-2s:

• Contact Payroll at payrollhelp@philasd.org if you are a former employee.
• If you are a current employee they can be obtained online in the Portal.

Address changes: These can also be done online or by contacting Payroll.

Student Records: inquiries should be sent to recordsrequest@philasd.org.

Advantage: If your information is incorrect in Advantage or you have a concern about your assigned location, please contact Staffing@philasd.org. We cannot change data in Advantage, we can only verify the data provided in the system.

NOTE: We are a confidential office. We are in a secured room with limited authorized access. The fax comes directly to our office, and will be removed by a representative of the records office.

• Once a written request is received with all required information, we will log your request in.
• All requests are completed based on order received, and priority of the request.
• We strive to complete most requests within 5 business days.
• Please note that a higher number of these requests come to us at the end of the school year, which may result in a delay of processing time.
• Please note that older files may take longer to process, as they may need to be transferred from our off-site archival facility. We will process these requests in the order received.

• Completed requests are returned via Mail, Fax, Electronic, or Pick up.
• You typically can choose from these options in most cases. However, in some cases, there are specific requirements for that type of request indicating how and to who it is to be returned.
  • For example: Some Prior Experience Forms dictate that the completed forms be sent directly to the institution, not the employee.
  • We will complete as the form instructs.

Mail delivery
Please allow time for delivery of your request. We cannot control the time it takes for the mailroom to process and the post office to deliver your documents.

Fax
This is the option with the fastest turnaround time. Just note, sometimes the request has to be sent directly to a specific recipient, rather than you, the person requesting it. Some examples would be government assistant offices, like CCIS or Welfare, mortgages or other verification offices. In these cases, we are required to fax directly to the office handling the claim.

Electronic
This is often the most convenient option for sending documents. However, depending on the type of request you’re making, we may not be able to send the documents electronically due to security reasons. Example- mortgages are typically sent via fax rather than electronic methods, due the confidential information contained in the document.

Pick Up
If applicable, you can request to pick up your document in person. Someone from our office will call you when it has been completed. You can also have someone pick up your document for you, but you must pre-authorize that person and they will be required to show identification when they arrive.

Please Note: If your information is incorrect in Advantage or you have a concern about your assigned location, please contact Staffing@philasd.org. We cannot change data in Advantage, we only verify the data in the system.

1. Login to the District Portal here.
2. Select the “ERP” square (has a red cloud labeled Oracle in the center).
3. Follow this stepper to view your absence balances.

Employees are accrued leave based on collective bargaining agreements and School District policy. Eligible unused leave is paid out at retirement, resignation and layoff.

Types of Leave Accrual

• Personal Leave (01): Employees accrue 3 days at the start of the school year, except for Supportive Services Assistants, Health Room Technicians, and Noon Time Aides, who accrue 1 day. Employees hired or returning from leave after September 15 receive a prorated amount based on the months worked (approximately 0.3 days per month for 10-month employees, 0.25 days per month for 12-month employees, and 0.1 days per month for the listed exceptions).
• Frozen Personal Leave (01F): Unused personal leave days are transferred to the Frozen Personal Leave bank at the end of each school year. Days in this bank cannot be used.
• Excess Personal Leave (01E): For 10-month employees with 30 or more days in the Frozen Personal Leave bank, 2 frozen days will be transferred to the Excess Personal Leave bank. These excess days can be used after the 3 accrued personal leave days for the current year have been exhausted.
• Prep Personal Leave (01B): Lost preparation periods converted to personal leave are stored in a separate leave bank. These days are not moved to the Frozen Personal Leave bank, and there is no maximum limit on how many can be stored. Prep Personal Leave days are used after the 3 accrued personal leave days and any days in the Excess Personal Leave bank have been exhausted.
• Vacation (02): 12-month employees accrue vacation monthly, with accrual posted on the check issued for the 15th of each month. Accrual happens before any deductions for vacation taken during that pay period. Employees can hold up to twice their annual accrual in their leave balance. Once the limit is reached, no further accrual occurs until the balance drops below the limit.
• Excess Vacation (02E): Employees may have an excess vacation bank, which is used after regular vacation days are exhausted.
• 10-Month Employees: 10-month employees do not accrue vacation and cannot use vacation days earned as a 12-month employee. They can either leave the days until they return to a 12-month position or request a payout by contacting the Payroll Department.
• Personal Illness (04): Employees accrue 10 personal illness days at the start of the school year. Those hired or returning after September 15 receive a prorated amount (approximately 1 day per month for 10-month employees and 0.8 days per month for 12-month employees). Unused days remain in the leave balance with no limit on accumulation. Personal illness days are accrued and used in full-day increments based on the employee’s workday at the time of the absence.

Wage Continuation

Enrolled employees have a Wage Continuation Corridor and a paid Wage Continuation bank. Unused days are not paid out at retirement, resignation, or layoff.

• Wage Continuation Corridor (04C): Unpaid days between the last personal illness day and paid wage continuation, based on the number of personal illness days on September 1.
• Wage Continuation (04H): Paid at 75% of the daily rate.
• Legacy Wage Continuation (L04H): Tracks wage continuation usage before 1999.

Contact Employee Benefits for details.

Illness in the Family

School District policy determines paid and unpaid leave.

• Illness in the Family (31): Paid at 50% of the daily rate.
• Illness in the Family (30): Unpaid leave.

Contact Employee Health Services for details.

Workers Compensation

• Denied (77): No pay.
• Approved (78): Workers’ comp.
• 100% Compensation (79): Workers’ comp at full pay.

Contact Workers’ Compensation office for details.

Other Leaves

• Funeral Leave:
  • Immediate Family (11): 5 days for parent, child, spouse.
  • Near Relative (12): 3 days for grandparent, sibling, grandchild, or a non-relative living in your home.
  • Relative (13): 1 day for relatives like aunt, uncle, cousin, niece, nephew (includes in-laws).
  • Distant Relative/Friend (32, 42): Use personal leave or lose part of the pay.
  • Faculty Member (15): Faculty funeral leave.
  • Period of Mourning (41): Requires religious leader’s letter.
• Jury Duty (70): All types of jury duty.
• Subpoena (72): Non-school-related case witness.
• Military Leave (19): 15 days for reserve training.
• Religious Holiday (44): Requires religious leader’s approval.
• Compensatory Time (21): For compensatory time usage.
• Official School Business (20): Work-related absence.
• Own Graduation (16), Observation (17), Inclement Weather (51/51HR): Specified absences.

Leave Without Pay

• Authorized (60): Approved by HR.
• Unauthorized (61): Not approved by HR.
• Suspended Without Pay (63): Disciplinary.
• Suspended With Pay (64): Disciplinary with pay.

Over Accrual:
If employees accrue more leave than entitled for the year, the extra days will be removed.

Accrued in Error:
Days accrued in error due to late processing will be removed.

Sabbatical:
Employees on sabbatical receive personal illness days but not personal or vacation days. If sabbatical begins after September 1, personal leave is prorated. For example, an employee starting sabbatical on February 1 will have their personal leave reduced for the period of sabbatical.

Leave Without Pay:
During approved leave without pay (e.g., parental, educational, extended suspension), employees do not accrue personal illness, personal leave, or vacation. Yearly entitlements will be reduced proportionally based on the leave start date. Vacation accrual pauses during unpaid leave.

Wage Continuation Usage:
Personal leave is reduced for every 22 days of wage continuation used. For 12-month employees, 0.25 personal leave days are deducted; for 10-month employees, 0.30 days are deducted.

When employment with the District ends, employees are entitled to payment for unused personal leave, personal illness, and vacation days. Compensation is determined by management directive (for non-represented employees) or collective bargaining agreements (for represented employees). Employees under age 55 will receive a live check, while those 55 or older will have compensation contributed to a 403b/457b plan.

For details, see the employee handbook or contact Employee Benefits at 215-400-4630.

See the TSA No Paperwork letter for an up-to-date 403b/457b provider list.

Leave Adjustments for Termination Pay

Sabbaticals

Employees on sabbatical must return to service for at least the length of the leave to qualify for termination pay. If not, termination pay is forfeited.

Example: An employee on a six-month sabbatical from September 1 to January 31 who terminates on February 1 is ineligible for termination pay. If the employee returns to service from February 1 to June 30, they will be eligible for termination pay.

Proration:

Final year leave entitlements are prorated based on the termination date.

Example: A 10-month employee who terminates before June 30, or a 12-month employee who terminates before August 31, will not receive full-year leave entitlements.

Over-Usage of Leave Days

If an employee uses more leave than entitled before termination, the overused leave will be deducted from other available balances.

Example: An employee terminates on March 15, having exhausted their 3 personal leave and 10 illness days but has 14 frozen leave days. Payroll will deduct the overused leave from the frozen leave balance.

Unpaid Leave (5 or More Consecutive Days)

Personal leave and illness days are prorated for every 5 consecutive unpaid days (e.g., F60, F61, F63, F77, F99).

Wage Continuation

• Personal leave is reduced for every 22 days of wage continuation (0.25 days for 12-month employees, 0.30 days for 10-month employees).
  • Example: A 10-month employee used 328 wage continuation days during their tenure. Calculating 328 ÷ 22 = 14. Multiply 14 by 0.30, and 4.2 personal leave days are deducted.
• Employees who previously terminated without receiving termination pay will have personal leave and vacation deductions for wage continuation usage during the prior period.
  • Example: An employee used 244 days of wage continuation before terminating in 2009 and returned in 2011. Personal leave will be deducted for the 2009 termination period.

Worker’s Compensation

• Vacation allotment is reduced for each month (11+ days) of worker’s compensation absence lasting six months or more.
  • Example: A 12-month employee out for eight months (May–December) on worker’s comp would lose 10 vacation days (1.25 days per month × 8 months = 10 days).
• Employees who previously terminated without receiving termination pay will also have vacation deductions for prior worker’s compensation absences.
  • Example: An employee on worker’s comp for 9 months before terminating in 2009 and returning in 2011 will have vacation leave deducted for the 6+ month worker’s comp usage before their 2009 termination.

For more information, contact Health Services at 215-400-4660 or Worker’s Compensation at 215-400-4590.

Employees of the School District of Philadelphia may request a leave of absence for up to five years in order to work in a Charter School located within the City of Philadelphia, or in a regional Charter School in which the School District is a participant.

• All requests must be made at least 60 calendar days prior to the commencement of employment.
• Employees of the District may request a leave of absence for up to five years in order to work in a Charter School located within the City of Philadelphia, or in a regional Charter School in which the District is a participant.
• Employees initiate this leave by completing the Document Records (DR) for charter leave in the Oracle ERP system. Find steppers and videos to help you get started HERE.
  • The District leave administrator will process this request and assign the appropriate leave code in the Oracle ERP system. The employee will receive a notification when the request is approved. The school principal or employee’s manager will receive an email and system FYI notification upon employee submission of the request and when the leave manager approves the leave.

If you or a loved one experiences a serious health condition that requires you to take time off work, the Family & Medical Leave Act may help to ease any worries about your absences.

The Family & Medical Leave Act (FMLA) is a federal law that requires covered employers to grant eligible employees up to 12 weeks of protected absences (paid and/or unpaid) within a 12-month period. Approved FMLA protection runs simultaneously with your personal illness or illness in the family leave.

What Qualifies – Qualified Leave Reasons For FMLA Protection

1. The employee’s serious health condition
2. Care of the employee’s spouse, parent, or child (under the age of 18) with a serious health condition
3. The birth and care of the employee’s child
4. The placement of a child with the employee for adoption or foster care
5. Qualifying military exigencies
6. Military caregiver leave (up to 26 weeks of job-protected leave)

Who Qualifies – Federal FMLA Eligibility Requirements 

1. You must have completed 12 months (1 year) of employment with the School District of Philadelphia as of your FMLA beginning date; AND
2. You must have physically worked for at least 1,250 hours (for the School District of Philadelphia) during the 12 months prior to your FMLA beginning date; AND
3. You must work at a School District of Philadelphia location with 50 or more employees within a 75-mile radius of your work site.

All three of the requirements must be satisfied for FMLA eligibility.

How to Apply

Below are the FMLA certifications for personal illness and illness in the family absences.

• Please attach a completed FMLA Cover Sheet to your FMLA certification form prior to submitting it to Leave Administration at fmla@philasd.org.
• FMLA Certification for Personal Illness
  Section II must be completed by your healthcare provider.
• FMLA Medical Certification for Illness of a Family Member
  Section II must be completed by the employee. Section III must be completed by your healthcare provider.
• FMLA certification forms for adoption/foster care, qualifying military exigency and military caregiver leave will be provided after we have verified your FMLA eligibility.

Military Exigency

Qualifying military exigencies relate to the active-duty status or call to active duty in the armed forces of the spouse, son, daughter or parent of the employee, including certain contingencies as outlined in the regulations:

1. Short-notice deployment, military events and related activities
2. Childcare, or provide childcare on an urgent basis, or for school activities
3. Financial or legal arrangements
4. Attending counseling
5. Spending time with the service member while on short-term leave
6. Post-deployment activities
7. Other activities in accordance with the regulations.

Military caregiver leave relates to the care an employee must provide to a family member or next of kin who is a member of the armed forces (including members of the National Guard or Reserves) and undergoing medical treatment, recuperation, therapy, or is in an out-patient status on the temporary disability retired list for a serious injury or illness.

Employees are eligible to take Illness in the Family Leave to care for an ill family member.

• Employees who have been employed by the School District for less than two years are eligible for ten days, at 50 percent pay, to care for an ill family member.
• Employees who have been employed for two or more years are eligible for thirty days, at fifty percent pay, to care for an ill family member.
  If an employee takes 3.5 or more consecutive days for illness in the family, they are required to submit an SEH 3 card for each pay period for which they are absent.

Special Circumstances

If You Must Leave The City During An Extended Leave
If you must leave the city while on an approved leave, you must secure permission from the Leaves Department prior to leaving. You must submit a written statement that includes the length of your absence and temporary address.

Certifications secured by your local physician in advance of the absence will not be acceptable.

Participating In Other Activities While Out On Leave
All employees who are on leave and are being compensated are not permitted to engage in any paid occupation for the duration of their leave. Non-compliance with this policy is significant grounds for dismissal from service.

Congratulations! You are expecting a baby or adopting a child! The information provided below should be helpful as you make plans to balance your work life with the changes to your personal/home life.

Prior to Delivery

An employee who is absent from work due to an illness relating to or resulting from pregnancy has the right to use accrued sick leave and/or wage continuation benefits. The employee is required to submit the same types of medical verification as is required for the general use of sick leave.

After Delivery

• Employees should notify their work location and Leaves Department within 5 days of the birth of the child.
• Upon delivery, parental leave is granted for a period of six weeks for normal delivery or eight weeks for cesarean section (employees must submit medical documentation confirming a cesarean section delivery to the Leaves Department).
• The six-week parental leave period consists of 42 calendar days (including the date of birth); the eight-week parental leave period consists of 56 calendar days (including the date of birth).
• The six or eight week parental leave is a paid leave if, and only if, the employee giving birth has accrued sick days and/or the wage continuation benefit. If an employee does not have sick days or the wage continuation benefit, they are still entitled to parental leave as indicated above, however the leave will be unpaid.
• An employee returning to service from an illness relating to or resulting from their pregnancy and/or childbirth has the right to return to the same position at the school or other location that they vacated subject to the same rules, regulations and time limits as are applied to employees returning from sick or sabbatical leave.

In the event of a claim of a continuing illness related to the pregnancy/childbirth which extends beyond the six or eight week parental leave, the employee may request continued sick leave. Documentation must be submitted from the employee’s treating physician to support the claim. Should there be a conflict between the Leaves office and the employee’s physician, such conflict shall be resolved in accordance with any applicable collective bargaining agreement.

Sick leave will not be granted for the sole purpose of child rearing.

Options at the End of A Six or Eight Week Parental Leave

• Following the six or eight week parental leave, an employee may take an eighty-nine (89) day unpaid leave with the right to return to her position and location. (Calendar days apply in calculating the 89-day unpaid leave.)
• An employee desiring to return from an extended unpaid parental leave that has lasted between ninety (90) days and two years does not have the right to return to her former position unless it is vacant.
• An employee desiring to return from an extended unpaid parental leave that has lasted longer than two years has the right to return to School District of Philadelphia employment provided there is a vacancy.
• Employees may extend their unpaid parental leave up to four years.

Adoption

Employees who adopt children shall have the same unpaid parental leave option available to them as employees who give birth.

The SDP is committed to protecting the job rights of employees absent on military leave. In accordance with federal and state law, it is our policy that employees will be able to perform service for any of the uniformed services of the United States.

Employees are expected to make a sincere effort to take their military training during their vacation or on non-school days so as not to interfere with the school program.

To initiate:

• Employees initiate this leave by completing the Document Records (DR) for Military Leave Request in the Oracle ERP system (ERP Help & Resources).
• The District leave administrator will process this request and assign the appropriate leave code in the Oracle ERP system.
• The employee will receive a notification when the request is approved.
• The school principal or employee’s manager will receive an email and system FYI notification upon employee submission of the request and when the leave manager approves the leave.
• A copy of the official orders should be submitted at least two weeks before the leave. The District leave administrator will process this request and assign the appropriate leave code in the Oracle ERP system.

For reserve training, there will be no loss of salary for a maximum of 15 calendar days in one year.

All terms and conditions are defined in the Employee Handbook.

Full-time, regular employees may be eligible for full salary for ten days each year due to nonwork-related illness or injuries. Part-time, regular employees may be eligible for a prorated amount of sick leave depending on the number of days or hours worked.

If an employee takes 3.5 or more consecutive days for Personal illness, they are required to submit an SEH 3 card for each pay period for which they are absent.

• School-based staff should use Frontline to initiate Personal Illness and Illness in Family absences.
  • All of these absences will flow to Oracle and then Kronos daily for reporting purposes.
• Other employees initiate this leave in the Oracle ERP system. Find steppers and videos to help you get started HERE.
  • The employee will receive a notification when the request is approved. The school principal or employee’s manager will receive an email and system FYI notification upon employee submission of the request and when the leave manager approves the leave.

The School District of Philadelphia offers two types of extended personal illness leaves.

• Extended Absence—Wage Continuation Benefits
  Employees who have been on continuous absence because of illness and are unable to return at the expiration of their accumulated personal illness and are enrolled in wage continuation may be eligible to 6 months of leave, paid at 75%.

• Extended Absence—No Wage Continuation Benefits
  Employees who do not elect to participate in the wage continuation program, who have been on continuous absence because of illness, and who are unable to return to duty at the expiration of their accumulated personal illness days may be eligible for an unpaid leave of absence equal to the difference between the number of accumulated personal illness days and a full work year.

While out on leave, you must submit the appropriate medical documentation. 

Special Circumstances

If You Must Leave The City During An Extended Leave
If you must leave the city while on an approved leave, you must secure permission from the Leaves Department prior to leaving. You must submit a written statement that includes the length of your absence and temporary address.

Certifications secured by your local physician in advance of the absence will not be acceptable.

Participating In Other Activities While Out On Leave
All employees who are on leave and are being compensated are not permitted to engage in any paid occupation for the duration of their leave. Non-compliance with this policy is significant grounds for dismissal from service.

Approval For Return To Work
All employees who wish to return to work from an extended sick leave must receive approval from the Leave Department prior to returning to work.

Employees are eligible to apply for Religious Holidays at one third (⅓ ) base salary for each day. The Religious Holidays are intended for specific observation on Religious or Holy Days.

A letter from the head of congregation must accompany the request for Religious Holidays.

Applications should be sent in advance to your department secretary/administrator and the Leaves Department.

Professional Development Leave Requirements

• Employees must submit a detailed plan of professional development activities, which must directly relate to their responsibilities.
• Courses must be taken for credit, with a requirement of nine graduate or 12 undergraduate semester hours, or 180 hours of professional development per half year of leave (combinations allowed).
• Summer courses for 10-month employees or courses outside the sabbatical period are not permitted.
• Employees must provide proof of completing the approved plan through official transcripts or verified attendance.
• Non-compliance with the plan, except due to verified illness or disability, results in forfeiture of benefits for the leave period.

Health Restoration Leave Requirements

• Applicants must submit physician documentation, including treatment dates, type, and current health status. Health leave can begin anytime during the school year for a half-school-year term.
• If unable to return at the end of the half-year term due to illness, employees may request an additional half-year leave.
• After a full-year absence, employees must choose to return, resign, or retire.

Additional Provision

• PFT-represented employees with 20 years of continuous service qualify under additional provisions.

For Professional Development or Restoration to Health

• Professional employees and members of the supervisory, instructional, or administrative staff are eligible for sabbatical leave after the completion of ten years of satisfactory service in the public schools of the state.
• At least five consecutive years of such service must be in the School District of Philadelphia, the school district from which the leave of absence is sought, unless the BOE allows a shorter time.
• Thereafter, such leaves are allowed at intervals of seven years from the date of the termination of the previous leave.
• A sabbatical must be for a period of one full school year, one half school year, or two half school years during a period of two years.
  • Therefore, all leaves, except those for restoration of health, must begin on August 16 or January 16 for 10-month employees and on August 1 or February 1 for 12-month employees.

For PFT 20 years of continuous service
Eligible employees are PFT represented employees only, with 20 years of continuous service in accordance with the provisions of the collective bargaining agreement.

Educational Leave
Professional employees and members of the supervisory, instructional, or administrative staff are eligible for educational leave after the completion of one year of satisfactory service in the public schools of the state.

During Educational Leave, employees are not paid.

Applications for Sabbatical Leave and Educational Leave must be submitted in full, by May 31st or November 30th prior to the close of the term previous to that for which the leave is requested.

The school principal or administrator must sign the sabbatical application.

Employees initiate this leave by completing the Document Records (DR) for sabbatical leave in the Oracle ERP system. Find steppers and videos to help you get started HERE.

• The District leave administrator will process this request and assign the appropriate leave code in the Oracle ERP system. The employee will receive a notification when the request is approved.
• The school principal or employee’s manager will receive an email and system FYI notification upon employee submission of the request and when the leave manager approves the leave.

Employees must keep a current address on file with Human Resources.

Current employees: Use the “Me” module in the Oracle ERP within our new employee self-service portal to add or update many of your benefits, and visit our ERP Help website for resources to help.

Former employees: (or current employees who require a paper form): Submit changes via the “Employee Change of Residential Address” form with a valid photo ID to the Payroll Office via mail or fax at 215-400-4491.

Direct deposit is available, with funds typically available by Friday (earlier if Friday is a holiday). Changes may take up to two pay periods to process.

To start Direct Deposit or make changes

1. Complete an “Authorization Agreement for Direct Deposit“
2. Attach a voided check or pre-printed deposit slip that verifies the bank routing and account number
3. Fax to Payroll 215-400-4491

The School District of Philadelphia processes garnishments for family court, student loans, tax levies, and all court-ordered deductions. Deductions are sent biweekly to the garnishing entity. Entities must submit a court order, a W9 with their federal ID number, and contact information.

Garnishment deductions take effect upon receipt. Employees are notified only if the order specifies. An administrative fee may be charged if permitted by the order. Refunds for deductions withheld in error due to late release orders must be requested directly from the garnishing entity.

Your W2 Forms

• Paper W2 forms are mailed by January 31.
  • Duplicate W2s will be available after February 14.
• You can also access them through the Portal – note, you must be on the District’s Secure Wifi or Internet to access W2 forms electronically.

How to Access W2 Forms Online

1. Login to the District Portal here for 2024 W2 forms.
2. Select the “Employee Payroll Information” square.
3. Enter the last four digits of your social security number.
4. Select “W2 Forms” from the menu to the left.

Your Pay Statements

• For past statements through December 2024: How to Access & Read Your Pay Stub/Statement
• January 2025 and Onward: How to Access Your Pay Statement

How to Read the New Pay Statements:

Details are included in red, to help you identify the information on the new pay statement layout. Contact Payroll with any additional questions you may have.

• Teacher
• Building Engineer
• Illness in the Family/50% Pay
• Wage Continuation

How to Access Statements Online

1. Login to the District Portal here for 2024 Pay Statements.
   1. Select the “Employee Payroll Information” square.
   2. Enter the last four digits of your social security number.
   3. Select “Pay Statements” from the menu to the left.
2. Pay Statements are available through the Employee Self-Service in Oracle.
   1. Use this stepper for instructions.

Absence Code Adjustment

• Prior pay period absence code adjustments must be processed by Payroll.
• Requests must include the employee’s name, ID number, dates, and absence codes, and be signed by the principal/administrator.
• Processing time is 4-8 weeks.

Approving Payroll

• Administrators must approve payroll entries each pay period.
• Review TPER entries to ensure accuracy. If unable to approve online, seek approval through the Academic Division or fax the approval request to Payroll.

Distribution of Paychecks

• Paychecks are mailed to the home address on file at least two days before the check date.
• Paychecks cannot be picked up at the Payroll Department.

Emergency Checks

• Emergency checks are only issued for base pay and are available based on the time Payroll receives the request.
• Overtime or extra-curricular pay is included in the next regular paycheck.

Entering Payroll

• All absences, extra-curricular work, and overtime must be entered by 4:30 PM on the payroll close date.
• Special circumstances will be communicated via email.

Extra-Curricular & Overtime Payments

• Payment for extra-curricular service or overtime must be entered by the work location or faxed to Payroll for the next paycheck.

Termination Pay

When employment ends with the District, you are entitled to receive certain types of payment for accrued leave balances.
Upon separation from service, the School District of Philadelphia compensates employees for their unused personal leave, personal illness and vacation days that remain in an employee’s leave bank. The value of the compensation is determined by either management directive (for non-represented employees) or by collective bargaining agreements (for represented employees). Employees terminating serve under the age of 55 will be compensated via a live check. Employees who have reached, or will reach 55 years of age in the year of termination, will be compensated via contribution to a 403b/457b tax sheltered annuity plan. For more information please email payrollhelp@philasd.org.

Payment for AESOP Per Diem Substitute

• AESOP office authorizes payment for substitutes. Submit payment requests to AESOP for approval before forwarding to Payroll.

Requesting Payment for School-Based Per Diem Substitute

• Requests for payment must be faxed to Payroll with employee details and signed by an administrator.

Requesting Payment via S324

• Payment adjustments must be submitted using an S324 form and signed by the necessary authorizing offices before Payroll processes them.

Stop Payment

• Stop payment requests can be made if a paycheck is missing after the check date. A replacement check will be issued within three workdays.

Tax Withholding

• Federal tax withholding follows the W4 on file. State and city tax withholding is based on the employee’s current address with Human Resources.

W2 Forms

• W2s are mailed by January 31. Duplicate W2s will be available after February 14 on the School District website.

Employees may receive a retroactive payment when their salary is adjusted retroactively. This payment covers the difference between the amount earned and the amount actually paid, from the effective date of the new salary.

If an error affects your paycheck related to leave adjustments, follow these steps to request an adjustment to absence coding for prior pay periods :

1. Please have your timekeeper complete the adjustment form, including:
   • Employee name and ID number
   • Relevant dates and absence codes
2. Obtain the signature of your principal or administrator
3. Fax the completed form to 215-400-4491

Requests are processed in the order received and typically take 4–8 weeks.

Deductions

How do I stop the Family court or student loan deduction from my paycheck?
The School District of Philadelphia only withholds court ordered garnishments. We do not withhold unless presented with a court order. A garnishment will be stopped only at the direction of the garnishing agency.

Why did my WAGE CON deduction change?
Your WAGE CON plan is established in September, based on the number of available personal illness days, . The premium is deducted from paychecks in which you receive base pay. You may contact the Benefits Office at 215-400-4630 to discuss your rate.

Whom do I contact about my retirement deduction or PSERS account?
Contact the School District Retirement office at 215-400-4680, or reach PSERS at 888-773-7748.

Who do I contact about a 403b or 457b tax sheltered annuity, life insurance deduction, flexible spending account, or wage continuation deduction?
Contact the Benefits Office at 215-400-4630.

Direct Deposit

Can I split my direct deposit between multiple banks?
No, the School District deposits net pay into one financial institution. However, you can set up a savings deduction for a specific amount with Freedom Credit Union, with the rest deposited into another account of your choice.

Payments

I went to a staff development but didn’t get paid for it. What should I do?
The administrative office that sponsored the session is responsible for submitting the payment request. Processing may take up to six weeks. If more than six weeks have passed, contact the sponsoring office to notify them.

Someone submitted an S324, but I have not been paid yet; what should I do?
It takes approximately six weeks for payment from an S324 to appear in your paycheck. If more than six weeks have passed, have the office that submitted the S324 track its progress.

Why does my reserve accrual or reserve payout change?
The reserve system spreads your 10-month salary over 12 months. If your earnings increase, the reserve adjusts to spread the higher amount. If your earnings decrease, due to unpaid absences, the reserve adjusts to account for the lower pay. For details, refer to the “Reserve and Smoothing” explanation.

When I resign/retire, what happens to the reserve money taken from my paychecks?
Your reserve money is paid in a lump sum after you end employment. If you leave at the end of the school year, it’s paid after June 30. If you leave earlier and have overused leave, the overpayment is deducted from your reserve payout.

How do I get paid when my salary is changed retroactively?
When Talent makes a retroactive salary change, Payroll issues payment for the difference. This usually takes six to ten weeks after Payroll receives the request.

Whom do I ask about a reimbursement?
Reimbursements are handled by Accounts Payable. Contact them at 215-400-4530.

Taxes

What is the FICA max this year?
2024 – $168,600 / 2025 – $176,100

Can I have New Jersey State wage tax deducted from my paycheck?
No. The School District of Philadelphia only withholds Pennsylvania State wage tax. New Jersey residents are exempt from Pennsylvania wage tax, so no state wage tax is withheld.

How do I change my Federal Tax withholding?
Submit a completed W4 form by mail, email to payrollhelp@philasd.org, or fax it to 215-400-4491.

Termination Pay

Do I have to tax shelter my termination pay?
Yes, if you terminate service and reach age 55 in the same year, you are required to tax shelter your termination pay, subject to higher legal limits than those for non-retirees.

Can I contribute some of my termination pay to a tax sheltered account?
Yes, up to the legal limits for that year. For more details, refer to the termination payment page.

How long after I resign/retire will I receive pay for unused leave time (termination pay)?
Termination pay is issued within 16 to 48 weeks after the effective termination date, depending on the time of year and workload.

Other

I was absent but charged for the wrong type of leave; how do I correct this?
Your administrator must submit a written request to the Payroll Department for an absence code adjustment.