Learn about new OSD PayActiv Earned Wage Access

PayActiv QR code to go to the Apple/Google app store and download the PayActiv App. Information also includes: Access the money you have already earned. Transfer wages to your bank, card, or pickup as cash.

PayActiv Earned Wage Access is one of the many benefits you can now enjoy at Olympia School District. It is a great option to get your pay when you need it prior to payday at the end of the month. Enrollment is from the 1st through the 14th of each month. There is a blackout period after that until payroll is processed.

To start, you can download the PayActiv App from Apple or Google app stores and create your account using your employee ID. You can find your employee ID when you create an electronic timesheet in ETRS. It is that simple. You can then see your earnings and get your money between the 1st and the 14th of each month.

More information about PayActiv is posted on the staff Intranet Payroll Benefits page. Be sure to log in to your Google account to access the staff intranet.

If you have questions, call 1-877-937-6966. PayActiv provides 24×7 customer service.

Thinking about retirement? Join a VEBA Retirement Readiness presentation

White ceramic teacup sits on railing with mountains and lake in the distance

Want to learn more about the Voluntary Employees’ Beneficiary Association (VEBA)? Read the VEBA Plan Benefits Guide 2021. Then, pick a date and time that works for you to attend a VEBA Retirement Readiness webinar presentation. Note: To view the presentation, please register with your name and email (required). When you register, WebEx will likely default to Central Time Zone time, however the calendar invite you will receive will be in Pacific Time Zone.

Urgent message emailed to employees impacted by error on 2020 W-2

This article reshares important information emailed last night and today to many OSD employees, and mailed today as a notification to those same employees at their home address, regarding an error discovered on their 2020 W-2. Only employees impacted by this error were sent an email and a notification to their home address. Note: The email sent via SchoolMessenger to employees impacted by this error requires them to open an attachment. It is safe to open this attachment.

For those impacted by this W-2 error, please note the following:

The district mailed you an original W-2 on January 31, 2021. The original W-2 data with respect to income is correct. 

However, on the original W-2, data in box 12 (employer paid health benefit) and box 14 (employee portion of health benefit) were incorrectly displayed. The mistake overstates the amount that the employee paid for health benefits and understates the amount that the employer paid. Therefore, this error affects only those who have already, or intend to itemize and deduct medical expenses on their 2020 tax return. Due to the high threshold for medical expense deductions in tax law, few people (about 2% nationally) itemize medical expenses. However, if you fall into this category of taxpayers the mistake may result in an overstated tax credit.  

We work very hard to ensure that the data we publish is accurate. In past years our staff calculated the data in boxes 12 and 14.  This year, our staff relied on School Employee Benefits Board (SEBB) and our payroll co-op’s calculation of this data. We should not have relied on these entities for that data but at the time felt that SEBB was actually the best source of information.

On February 19, 2021 we mailed you two copies of a W-2C. A W-2C is a correction to the original W-2. Do not destroy the original W-2. You will use both versions of the W-2 to file your taxes. You are receiving two copies of the W-2C as you will include one copy when you file your taxes and keep one for your records. (If you have already filed your 2020 tax return, do not re-file just to include the W-2C. See the table below.)

Please note, the incorrect W-2 was calculated for a subset of employees (generally full-time employees). Therefore, another member of your household that also works for our district may not be impacted by this correction.

For a more complete understanding of how the incorrect data could impact you, please see the table below:

Chart containing information about what to do if you have filed or have yet to file a tax return. This information is also embedded in the text.

As stated above, we have mailed copies of the W-2C to your home address. If you are working on your taxes now, and would like immediate access to the original W-2 and the new W-2C in Skyward, open this pdf for instructions. Both are available to you now in Skyward.

We sincerely apologize for the complication and inconvenience associated with this error, and will work to make the adjustments as easy on you as possible. Please do not hesitate to email w2correction@osd.wednet.edu so that we may connect you with the district’s tax attorney to help with this process or answer your questions. Or call Tonya Palmer, Payroll Supervisor, at 360-596-6189 for assistance.

DRS public records request notification

This week the Olympia School District was notified by the Washington State Department of Retirement Systems about a public records request they received from the Seattle Times concerning information about all members of the state’s retirement systems, including all retirees and inactive members, for the period July 1, 2019 to June 30, 2020.

DRS has asked that we notify our employees of this request and that March 19, 2021 is the date DRS plans to produce responsive records to the Seattle Times.

Please note that this records request was not made to the Olympia School District but to the Department of Retirement Systems. Questions about petitioning the court for injunction relief should be directed to the Department of Retirement Systems at (360) 664-7000 or 1 (800) 547-6657.

Department of Retirement Systems offers ‘Nearing Retirement’ Seminars

Person typing on a laptop computer

Is retirement around the corner? The Department of Retirement Systems’ Education & Outreach team offers “Nearing Retirement” Seminars. The next seminar is Saturday, January 30, 2021.

Although the Nearing Retirement Seminars are open to all employees, they are designed for those who are within five years of retirement. Basic retirement plan information will not be provided at these seminars, but it’s important to understand the basics of your plan prior to attending.  To brush up, select your retirement system and watch the video:

Plan 1 PERS
Plan 1 TRS
Plan 2 SERS, TRS
Plan 3 SERS, TRS

We also encourage you to review the following article: Resignation timing affects health and pension benefits for school employees and teachers.

For more information about the Nearing Retirement seminar-webinars and how to join, select this link.  Be advised while you can pre-register, you don’t have to. From the seminar page, just select ‘Join’ 10-15 minutes prior to start.  Unable to attend?  Watch the seminar videos at a time that is more convenient. 

Ignore vendor email offering to discuss retirement benefits

Caution cone sits on computer keyboard

Recently you may have received an email from an outside vendor stating that as an Olympia School District employee you are eligible to schedule a phone call or teleconference meeting with a representative regarding retirement benefit questions.

This email did not come from the Olympia School District, even though the subject heading on at least one email listed it as “Assistance for Olympia School District Personnel.”

The Olympia School District does not endorse one retirement planner/firm over another. In addition, the district has not, and will not share information with a firm. Your email address is likely listed on our website, and we believe that the firm has searched our website for the purpose of solicitations. The district has not submitted a list of employees and email addresses as part of a public disclosure request. 

Please contact Tonya Palmer, payroll supervisor, if you have questions or additional concerns at help-payroll@osd.wednet.edu.

New trainings offered for Electronic Timesheet System implementation

Person typing on a laptop computer

The following is information shared by the Payroll and Business Services departments:

December represented our first month using the new electronic timesheet system. The system had many successes, but a few glitches. Thank you for your participation, we know you have the option to submit time via a paper timeslip, and we appreciate your patience as we work to solve these glitches and create a 100% success rate. 

One issue that we are finding is that the approval process can take longer than we expected, usually when approvers do not know the correct budget code. This has always been the case, but we were not able to track a paper timeslip as it transferred from person to person, and we never knew when it had started its journey. Now we see the time-item move in the electronic system, and sometimes movement is not a linear or a quick path.

Therefore, it would be helpful if employees submitted their time-items as the month progresses.  We are used to “batching” our items, as we fill up the five or so rows of the paper timeslip. Now batching is not a factor; in the new system you can submit one item at a time. If time items are input by the employee soon after the time is worked, there is more opportunity for the correct budget code to be inserted in the approval chain within the payroll month. To be clear, we are not changing cut-offs, just encouraging you to refrain from batching entry of your time-items, if possible.

Below are a series of links to new trainings on the timesheet system. The trainings are designed by employee group so that the type of time-worked and the instructions for submitting time, are specific to employees.  These are live trainings, and you are able to ask questions during the zoom training.

All of these trainings are appropriate to participate in within your contract day (or to attribute to staff development hours, depending on your employee group).

OTPAA – Olympia Technical Professional Administrative Association1/12/21
10 AM
TOPA – The Olympia Principal Association1/13/21
2 PM
OEA – Olympia Education Association1/19/21
10 AM
TEAMSTER – Food Service1/19/21
3 PM
TEAMSTER – Technology Support & Service Technicians1/20/21
10 AM
NRNS – Non Represented Non Supervisor1/21/21
3 PM
Administrators – Certificated1/26/21
10 AM
OEA – Olympia Education Association1/26/21
3 PM
OPA – Olympia Paraeducator Association1/27/21
10 AM
Approvers and Supervisors – Electronic Payroll Workflow System (EPWS) & Treeno Cabinets1/27/21
3 PM

Thank you again for helping us implement paperless (contactless) time-payment systems!

Registration underway for retirement webinar February 18

White ceramic teacup sits on railing with mountains and lake in the distance

If you are within one to five years of retirement, register now for a pre-retirement Zoom webinar from 5-7:30 p.m. on Thursday, February 18, 2021.

The webinar, sponsored by the Washington State School Retirees Association, will feature presentations from the following agencies:

  • Washington State Department of Retirement Systems (Plan 2 and Plan 3)
  • Washington State Health Care Authority, PEBB (your medial/dental options)
  • Social Security and Medicare
  • VEBA: Your sick leave buyout options

To register, email tara@wssra.org. An agenda with Zoom instructions will be sent before the event to those who have registered.

SEBB Open Enrollment ends Monday, November 23

Below is a message sent to all OSD employees on Friday, November 20 as a reminder that SEBB Open Enrollment ends on Monday, November 23.

Hour glass with sand nearly run out on a wood table with stack of books, pens and paper, and analog clock

Time is running out…

Are you planning to:

  • Change your medical or dental plan?
  • Add a dependent to your SEBB medical or dental plan?
  • Update your spouse or state-registered domestic partner premium attestation or tobacco use premium surcharge?

Changes may be made through SEBB My Account until 11:59 pm on Monday, November 23, 2020. If you requested a paper form from your benefits administrator, the benefits administrator must receive the form no later than Monday, November 23, 2020.

  • The SEBB Program helpline (1-855-648-3100) is available on Friday, November 20 and Monday, November 23 from 8 a.m. to 5 p.m. only. The helpline will no longer be available for calls after November 23, 5 p.m.
  • The helpline is intended for questions about SEBB My Account (SMA) regarding topics such as screen navigation and document uploads, and assisting with navigation and SAW questions regarding SMA during OE.

Or, maybe you plan to:

  • Enroll or re-enroll in the Medical Flexible Spending Arrangement (FSA) or Dependent Care Assistance Program (DCAP)
  • Enroll online through the Navia Benefit Solutions website. If you are enrolling by completing the paper form, Navia Benefit Solutions must receive the form no later than Monday, November 23, 2020.

Smoking Attestation – You do NOT have to re-attest each year to the smoking surcharge. You only need to re-attest if there has been a change in your smoking habits.

Please contact your benefits administrator at sebb@osd.wednet.edu with any questions.

SEBB Update: Long-term disability insurance

During the annual open enrollment, employees not enrolled in supplemental Long-Term Disability (LTD) insurance have a one-time opportunity to enroll without providing evidence of good health.

LTD insurance replaces part of your income when you have a covered illness or injury. It helps with financial obligations that health insurance won’t cover, such as rent/mortgage, groceries, or other expenses. It also helps protect your savings, retirement, and overall financial health if you become disabled.

  • Basic LTD insurance is employer-paid and offers a maximum benefit of $400 a month.
  • Supplemental LTD insurance offers a maximum monthly benefit up to $10,000 based on your salary.

The advantages of enrolling in supplemental LTD insurance during open enrollment include:

  • Online enrollment through SEBB My Account.
  • No evidence of good health required when enrolling for the first time during 2020.
  • Coverage for pre-existing conditions will be provided under the Continuity of Coverage provision for employees who had prior LTD coverage through December 31, 2019.

The supplemental LTD coverage will be effective January 1, 2021, if you choose to enroll during annual open enrollment.

For more information, visit HCA’s website Long-term disability insurance webpage.

Visit HCA’s website for help logging in to SEBB My Account

Interested in other supplemental coverages that are offered by the district, please visit NW Benefit Advisors for cancer, short term disability and many more!

If you have any questions regarding open enrollment please email sebb@osd.wednet.edu