Payroll 210 Badge #01 - New Hires & Orientation, Terminations/Retirement, I9, Immigration, DSHS Reporting-Payroll 210 Badge #1

Payroll 210 Badge #1 - PowerPoint

Pdf Summary

Badge #1 of the WASBO payroll curriculum covers core payroll responsibilities related to new hires and orientation, required employment/immigration forms, DSHS new-hire reporting, and processing separations, terminations, and retirements. It emphasizes that payroll professionals must understand the legal and regulatory framework governing Washington school districts, including WACs (agency regulations and OSPI interpretations of RCWs), RCWs (state statutes, especially Title 28A—common school provisions), and the Washington State Common School Manual as a key reference for employee compensation and benefits rules.<br /><br />For onboarding, districts should provide new employees timely, organized pay and benefits information via group or one-on-one orientations, handbooks, or online resources. A well-designed orientation handbook should include district overview, contacts, policies, training, HR information, bargaining agreements, calendars, payroll procedures, and leave/benefits guidance. Including all required forms with due dates and Q&A reduces delays. Checklists are promoted as essential tools to track required documents and data entry to prevent payroll errors and coverage delays.<br /><br />Key required forms and processes include Form I-9 (identity/work authorization verification for all employees), Form W-4 (federal withholding; default to single/zero if not provided), and accurate Social Security number reporting (best practice: request SS card copy and/or verify with SSA). Additional items may include misconduct/experience forms, direct deposit, safety/workers’ comp information, system access, and Washington’s Long-Term Care program notices.<br /><br />Retirement administration includes DRS status verification, timely submission of the Member Information Form within 90 days (defaulting to Plan 2 if late), beneficiary handling (sent to DRS; not retained by the district), and completing eligibility worksheets when positions change. Employers must report all new hires to DSHS within 20 days through Secure Access Washington and retain confirmation.<br /><br />For separations/retirements, payroll should coordinate closely with HR to ensure correct final pay, leave cash-outs, benefit end dates/COBRA, and avoid overpayments. Retirements require careful distinction between separation date and DRS retirement date, and a 30-day separation period before returning to work. Separation checklists and procedures (including in the event of employee death) support accurate, compliant offboarding.

Keywords

WASBO payroll curriculum Badge 1

Washington school district payroll compliance

RCW Title 28A common schools

WAC regulations and OSPI interpretations

Washington State Common School Manual

new hire onboarding and orientation handbook

Form I-9 employment eligibility verification

Form W-4 federal withholding setup

DSHS Washington new-hire reporting Secure Access Washington

DRS retirement administration and separation/termination processing