Valdosta City School District

Skip to main content VCS Employees -- The annual Open Enrollment Period for 2018 begins at midnight 10/16, and closes at 11:59 p.m. on 11/03.

Payroll and Leave Forms

Payroll and Leave Forms

IRS Form W4 — Employee's Withholding Allowance Certificate for Federal Taxes

Complete this form and submit to Payroll to withhold Federal Income Tax from your pay.  Because your tax situation may change, you may want to refigure your withholding each year.  You may find the IRS Withholding Calculator a helpful tool.  We encourage you to review every pay check / stub you receive to ensure that adequate taxes for your financial situation are being deducted.  Keep in mind that the payroll staff are NOT tax professionals and are NOT able to tell you what status or exemptions you should claim.

GA Form G-4 — State of Georgia's Employee's Withholding Allowance Certificate for State Taxes

Complete this form and submit to Payroll to withhold Georgia state taxes.  Because your tax situation may change, you want to refigure your withholding each year.  We encourage you to review every pay check / stub you receive to ensure that adequate taxes for your financial situation are being deducted.  Keep in mind that the payroll staff are NOT tax professionals and are NOT able to tell you what status or exemptions you should claim.

Request for Direct Deposit

If you wish to have your paycheck direct deposited into your financial institution’s checking or savings account, complete this form and submit to Payroll with the proper documentation.

If you are currently enrolled in direct deposit and your information should change, such as an account number or account closure, complete this form and submit to Payroll immediately.  Any delay in notifying Payroll may result in a delay of you receiving your pay.

After receiving your request, initial or change, your next pay will be in the form of a pay check while we initiate the pre-notification process.  Your request will become effective on the next pay afterwards and if no errors occurred.

Information Change Request

Complete this form if any of your personal information has changed and forward to our offices.  This includes changes in your name, address, and phone number.  Submit with proper documentation.

Application for Leave

Complete and submit to your supervisor.  If you have any questions about the type of leave to request, please download the file below.  

To request any type of leave the employee should complete the Application for Leave form available for download below.

SICK LEAVE

  • Any illnesses, medical appointments, and medical treatments for yourself and immediate family members. Medical treatments requiring a long term absence need to be advised with Kiley Cashwell, prior to the beginning of the leave.
  • Maternity leave qualifies as Sick leave for expecting mothers and fathers, to include adoption.
  • Maternity leave needs to be advised with Kiley Cashwell, prior to the beginning of the leave.
  • Bereavement leave that qualifies as Sick Leave is any bereavement for the following family relationships:
    • Spouse
    • Parents, including in-laws
    • Children, including in-laws
    • Siblings, including in-laws
    • Grandparents
    • Any relative that was living with you and was under your care
  • Any sick leave which suddenly turns into long term needs to be advised with Kiley Cashwell.
  • Sick leave is not used for appointments, treatments, adoption, or bereavement of pets.
 

PERSONAL LEAVE

  • Leave taken for personal reasons that are not medically related.
  • Leave taken that is not school-business related or within the realm of your field.
  • Leave taken to attend organizational meetings that do not represent the school system.
  • Any bereavement leave taken that does not fall within the relationships listed above as sick leave.
  • Any personal leave which suddenly turns into long term needs to be advised with Kiley Cashwell.
 

JURY DUTY

  • Your leave is covered by the system if you are summoned, as a registered voter, to attend jury duty, to include its selection process and jury sitting.
  • A copy of the summons must accompany the Application for Leave request.
 

SUBPOENA

  • Your leave is covered by the system if you receive a subpoena requiring you to attend a court event that is related to the business of the school system or within the realm of your field.
  • For example, a subpoena calling you to court for a personal reason, such as a speeding ticket, does not qualify to be covered by the system; instead, it is considered a Personal Leave reason.
  • A copy of the summons must accompany the Application for Leave request.
 

MILITARY

  • The system will cover any Military leave up to 18 days per year.
  • A copy of the Military order must accompany the Application for Leave request.
 

PROFESSIONAL LEAVE

 

Professional Leave constitutes any work-related leave, other than Professional Learning Leave, related to the employee’s position, duties, and responsibilities. Examples may include field trips, athletic events, club-sponsored events, etc. Appropriate documentation describing the activity and date(s) should be attached to the Application for Leave form. Once completed, the employee should provide the form to the Principal/Designee/Immediate Supervisor for school approval and maintain a copy for personal records. The Principal/Designee/Immediate Supervisor will determine the funding source and attach the funding account number for a substitute, if needed.

The completed and school approved Application for Leave form should be submitted to the Finance Department, Attention: Mr. Bob Jones, at least 10 days prior to the professional leave activity. The Principal/Designee/Immediate Supervisor will be notified if the Application for Leave form is denied. Any Professional Leave forms missing appropriate documentation and/or school approval will be returned to the Principal/Designee/ Immediate Supervisor.  NOTE:  Professional Leave taken without prior approval may result in Personal Leave being used instead; if you do not have any Personal Leave left, then your pay may be docked.

 

PROFESSIONAL LEARNING LEAVE

 

Professional Learning Leave constitutes any work-related leave related to professional learning that is directly related to the school/system improvement goals. Professional Learning Leave should be completed by all staff if the professional learning activity requires the employee to be out of the district for professional learning or away from their building/location for activities within the school/system for a half-day or longer. Appropriate documentation describing the activity and date(s) should be attached to the Application for Leave form. Once completed, the employee should provide the form to the School PL Contact and maintain a copy for personal records. The School PL Contact will determine the funding source and attach the funding account number for a substitute, if needed. The School PL Contact will provide the form to the Principal/Designee/Immediate Supervisor for school approval. The completed and school approved Application for Leave form should be submitted to the Professional Learning Department at least 10 days prior to the professional learning activity. The School PL Contact will be notified by the Professional Learning Department if the Application for Leave form is denied. Any Professional Learning Leave forms missing appropriate documentation, funding account number, and/or school approval will be returned to the School PL Contact.  NOTE:  Professional Learning Leave taken without prior approval may result in Personal Leave being used instead; if you do not have any Personal Leave left, then your pay may be docked.


Carol Brown
Payroll Supervisor
p (229) 671-6046
cbrown@gocats.org 
 
Kiley Cashwell
Payroll Assistant
p (229) 671-6050
kcashwell@gocats.org