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Frequently Asked Questions about the Payroll Changes effective 7/1/2016

Q.  What are the pay periods?

A.  The 16th of the month through the last working day of the month.  The pay date would be the 15th of the next month.  The next pay period would be the 1st of the month through the 15th day of the month.  The pay date would be the last day of the month. 

Example:  8/16/2016 – 8/31/2016 would be paid on 9/15/2016
                      9/01/2016 – 9/15/2016 would be paid on 9/30/2016

Q.  If I am a fulltime employee will I be paid by the pay periods or will I continue to receive a set amount of pay each pay period?

A.  All fulltime employees are paid for a set number of days each pay period which is based on work schedule.  This will not change.  Each payment will be a consistent amount each pay period.

                  Example:  Teachers are currently paid for 200 days per year and paid for 10 months.
With the change, the annual salary will be divided by 20 and paid each pay period with 10 days paid each pay period.

Q.  When will I get my first pay check?

A.  Employees will continue to be paid based on work schedule.

                  Example:  12 month employees will be paid beginning 7/15/2016
                                     11.5 month employees will be paid beginning 7/15/2016
                                        11 month employees will be paid beginning 8/15/2016
                                        10 month employees will be paid beginning 9/15/2016

Q.  If the pay date falls on the weekend or a holiday what will the pay date be?

A.  The Friday before or the working date prior.

                  Example:  10/15/2016 is a Saturday.  Pay day would be 10/14/2016
    12/31/2016 is a Saturday.  Pay day would be 12/30/2016

Q.  Will the frequency of payroll deductions change?

A.  Deductions will be taken twice per month instead of once.

Example:  Health Insurance premiums and voluntary benefits will be deducted twice per month, September through June.  Retirement and optional life will be deducted each pay period the employee is paid.

Q.  How will my additional tax withholdings for Federal (W4) & State (VA4) be affected?

A.  If you currently have $100.00 taken out per month and you do not change your form, you will have $100.00 taken out each time you are paid with the change to twice per month.

Q.  If I have automatic payments scheduled from my personal checking account for bills, should I check the due dates and adjust if necessary?

A.  Yes.  If you have automatic bill pay, be mindful that the full amount of pay that you are used to having in your checking account on the 20th will not be in your account until the last working day of the month.  You will need to make adjustments with the various companies you are paying if necessary.

Q.  If I have delayed pay how will this be handled in the new system?

A.  We will no longer be offering employees delayed pay.  However, we will offer employees an alternate way to set aside funds.

February 9th, 2016

Dear Hampton City Schools Employees,

This is one of several reminders you will receive about the change to our payroll cycle, effective July 1, 2016.  At that time, employees will be paid twice per month instead of once per month.

Why is the school division making a change to the payroll cycle?

First, the school division is in need of a new financial, human resources and payroll software system. The current software system was designed with the business-user in mind, and is complicated and costly to upgrade. The new software system is cost-effective, more user-friendly, and designed specifically for K-12 school systems.

Second, a survey administered by HCS to employees last school year indicated that 72 percent of those surveyed preferred to be paid twice per month.

What does this change mean for employees? How will this impact me?

The impact of the change will vary based upon each employee’s work schedule and employment status. Currently, employees are paid on the 20th of each month. Beginning July 1, 2016, paydays will occur on the 15th and last workday of each month. The first paycheck to be received on July 15, 2016, will be one-half of what employees are accustomed to receiving.

Furthermore, employees may be required to modify their automated bank drafts to accommodate the new pay schedule. Deductions will be one-half of the monthly amounts, but deducted twice per month.

How can I find out more information?

The school division will be sending additional emails and post cards to employees. Furthermore, the school division website at will include updated information. 

Additionally, Town Hall meetings will be held in late March, and staff members will be available to accept phone calls.

We have developed payroll scenarios to assist employees in planning for the payroll changes that will be effective July 1, 2016.

Scenarios have been developed to help employees know what the paycheck will look like beginning July 15, 2016.  
Please choose the example for the scenario below that matches your specific work schedule. 

©2018 HAMPTON CITY SCHOOLS All rights reserved - One Franklin Street, Hampton Virginia 23669 - 757-727-2000

HCS does not discriminate on the basis of race, color, national origin, sex, disability, age or other protected classes in its programs and activities and provides equal access to the Boy Scouts and other designated youth groups. The following person has been designated to handle inquiries regarding the non-discrimination policies: Robbin G. Ruth, Executive Director, Human Resources, One Franklin Street, Hampton, VA 23669 757-727-2000. 

As stated in School Board Policy AC, Hampton City Schools (“HCS”) does not discriminate on the basis of race, color, religion, national origin, sex, gender, age, disability or other protected class in its programs, activities and employment practices and provides equal access to the Boy Scouts and other designated youth groups.  HCS also prohibits retaliation under School Board Policy GBAH for the purpose of interfering with a person’s rights and/or privileges under federal civil rights laws, which can include: (i) raising concerns with Division personnel about a civil rights violation; (ii) asserting a right or advocating for the rights of a student or employee under federal civil rights laws; or (iii) participating in a complaint investigation or related proceedings. 

All individuals are encouraged to promptly report any incident they believe to be discrimination, harassment or retaliation in violation of HCS School Board Policy.  All reports should be made to the HCS Compliance Officer, who also serves as the HCS Executive Director of Human Resources.  Upon receiving a report of alleged discrimination, harassment or retaliation, the Compliance Officer shall promptly authorize an investigation into the complaint, determine whether the alleged act occurred, and determine whether any action must be taken to end or prevent further harassment, discrimination, or retaliation.  For more information about this process, please review School Board Policy GBAB-R.    

Should you have any questions about these procedures or the contents of this notice, please contact Hampton City Schools Compliance Officer at: One Franklin Street, Hampton, VA  23669 or (757) 727-2300.  



Hampton City Schools (HCS) is committed to making its website accessible for all, including individuals with disabilities, and strives to ensure accessibility currently and as new technologies emerge.  The division welcomes questions and feedback on the site’s accessibility at each development phase.  By clicking on “Contact” at the upper right of the main webpage, all users are able to “Help Resolve a Concern,” “Share a Story,” “Provide Feedback,” and “Ask a Question.”  Additionally, the Contact Us page provides direct email access to HCS Webmaster Vickie Carper,


HCS’s computer systems and networks include all of the computer hardware, operating system software, application software, stored text, data files, electronic mail (email), local databases, externally accessed databases, CD-ROM, optical media, clip art, digital images, digitized information, communications technologies, and new available technologies.

Please note that some pages on the HCS website contain links to third-party sites.  HCS is not responsible for the content, facts, opinions or accessibility of third-party sites.


The majority of pages in our site are available in HTML format that can be deciphered by screen readers. Some documents are in Portable Document Format (PDF), which require Adobe Acrobat Reader to view.

  • To download this free program, visit the Adobe website.
  • To read PDF documents with a screen reader, please link to the Access Adobe website, which provides useful tools and resources.

Also, many popular browsers contain built-in accessibility tools, and there are other plug-ins that make websites more accessible.

The HCS website is designed and monitored by HCS Webmaster Vickie Carper, who serves as the gatekeeper for website content and accessibility.   The Webmaster is under the direction of the Executive Director of Public Relations and Marketing, supervised by the Director of Graphics.
Web visitors using assistive technology who may have trouble accessing information on the website may contact the HCS Webmaster,, the Executive Director of Public Relations and Marketing, and/or the Director of Graphics,

When submitting a question or concern via email, “accessibility” should be included in the subject line.  Every reasonable attempt will be made to address the user’s concern within twenty-four hours.  To assist HCS in responding appropriately, all inquiries should include the following information:

  • A description of the accessibility concern or question;
  • The webpage address of the requested material;
  • The format in which the user prefers to receive the material;
  • The user’s contact information, including preferred method of contact.


HCS monitors all technology resource activity and requires all employees, students and individuals with access to HCS computer systems and networks to annually read and sign an Acceptable Use Policy.  See School Board Policy IIBEA for Students; School Board Policy GBBB for Employees.

Our continuing goal is for the HCS website to be accessible to individuals with disabilities in compliance with the requirements of Section 504 of the Rehabilitation Act of 1973 and that statute's implementing regulations at 34 C.F.R. Part 104, and Title II of the Americans with Disabilities Act of 1990 and that statute's implementing regulations at 28 C.F.R. Part 35.

Good faith efforts are being made to ensure that our website complies with web accessibility standards. In addition to the federal regulations above, we are actively working to conform to level AA of the World Wide Web Consortium (W3C) Web Content Accessibility Guidelines (WCAG) 2.0.
Prior to posting new website content, the HCS Webmaster determines if the proposed content meets the criteria of the World Wide Web Consortium (W3C).  Periodically the HCS Webmaster checks the website with a recognized website checker such as 508 Checker and WAVE.  If the audit identifies issues of concern or content errors that impede accessibility to any user, the concerns/errors are evaluated and remedied within a six-week period.


HCS’s website and computer systems and networks are provided on an “as available” basis.  HCS makes no warranties, expressed or implied, without limitation, regarding the fitness for a particular purpose regarding any service provided by the system and any information contained or software used therein.  The division uses hardware and software provided by third-party technology vendors.  Therefore, the division does not warrant that the functions or services performed by, or that the information or software on the system, will meet the user’s requirements.