Business Office

In addition to our Collaborative website, there is also a fully encrypted intranet site dedicated to Human Resources for Collaborative employees. The site is accessible only by current employees with a valid ID and Password. While the site is still under development, there is important information that is available to you now. Navigate through the site and become familiar with the type of information listed. Review and update your Personal Information, as well as your listing in the Company Directory. We expect that in time you will be able to initiate tax and benefit changes, request time off, and even receive performance reviews through the site.

Two popular areas on the site are Attendance, in the Personal Information section, and Check History, in the Payroll section. Check History and Attendance are updated on Wednesday of each pay period so you can review your Pay and PTO (Paid Time Off) before you actually receive your pay stub.

Collaborative Forms are also available on the site. You can currently download the forms you need, and eventually you will be able to complete them online as well.

Forms:  Request for Time Off Expense Reimbursement Mileage Reimbursement Direct Deposit Authorization Payroll Deduction Authorization Purchase Requisition Student Add/Change/Delete

The Link to the HR Online site is: https://eservices.paychex.com/secure/

Login: Company Code - 0412-Z870 User ID is your first initial and last name (no spaces lower case) Your Password is the same as your User ID followed by 0224 for your first login; you will then be given instructions on how to change it. At that point you can personalize your password

Contact the Business Office to logon for the first time and we can coach you through it.

Mandatory Payroll Deductions

Federal & State Income Tax Withholdings: The amounts withheld depend on the elections you made when you submitted your IRS W-4 Form. To change your elections, download the form from HR Online and submit the signed form to the Business Office. Forms are also available upon request from the Business Office.

Medicare: Each Employee is required to pay 1.45% through payroll deduction.

Social Security: By agreement the Collaborative is not subject to Social Security taxes. In lieu of Social Security we are required to deduct for one of the following plans.

Teachers Retirement: Everyone with a Teacher’s Certificate is required to contribute 11% of his or her compensation to the Massachusetts Teachers Retirement System. More information is available on the MTRB site: http://www.mass.gov/mtrs/ State Retirement: Full time employees who are not certified teachers are required to contribute 9% plus 2% over $30,000 to the Massachusetts State Retirement System.   OBRA Governmental 457 Plan: Part time employees not participating in a retirement system are required to contribute 7.5% of their compensation to OBRA.

Voluntary Payroll Deductions

Benefits: For new employees coverage begins on the first day of the month following their employment. Open enrollment, in June of each year is an opportunity for existing employees to make changes in their benefit elections. After the Open Enrollment period changes will not be permitted unless there is a qualifying event, such as marriage, birth, loss of coverage elsewhere, etc. A full list of qualifying events is listed on HR Online and is available in the Business Office. 

Generally the following benefit costs are shared 55% by the Collaborative and 45% by the Employee. Your voluntary deduction depends on the plan, and the pay installment option you select. See Salary Steps & Payment Options, and Employee Portion of Health Benefits, both schedules follow this section. The Business Office has plan information on each for your review.

Health: A variety of plans are available through Blue Cross and Blue Shield, or Harvard Pilgrim.

Dental: Coverage is provided through Delta Dental.

 

Premium Only Plan: By participating in this plan employees pay for their Health and Dental benefits with pre-tax dollars, which means that your payments for benefits are excluded from taxation.

 

Life: Employees may participate in the Boston Mutual Life insurance program, which provides a $10,000 death benefit.

 

 

Employee Portion of Health & Life           Click here to see Chart

 

Tax Deferred 403(b) Plan: There are a number of Tax Sheltered Annuities available through payroll deduction. Contributions are tax deferred for Federal and State Income Tax. There is no matching contribution. Call the Business Office if you are interested in learning more.

Direct Deposit: Your net pay can be automatically deposited into accounts of your choosing. Direct Deposit Authorization forms are available at HR Online. Submit the signed form to the Business Office for the deposit to take effect with the very next payroll.  

Worker’s Compensation Insurance

Employees are covered for medical and disability under Worker’s Compensation Insurance at no cost to them. Report a job related accident immediately to your supervisor and submit a Claim Form to the Business Office. Forms are available on HR Online. In order to qualify you must report an on-the-job accident immediately (within 24 hours), or the claim may be denied.

Comprehensive Liability Insurance

This coverage protects employees from legal action in connection with their Collaborative employment.

Purchases

All purchases must be pre-authorized by the Director and are made through the Central Office.

When you are purchasing items that are paid directly by the Collaborative you must complete a Purchase Requisition (form available on HR Online). Fill in all of the information requested indicating clearly which department, program, or grant should be charged for the expenditure. A list of valid departments follows: Administration, Medicaid, Professional Development, Executive Search, Therapy, AEP, STAR, Transportation, ASLP, or grant name. Indicate authorization by having your Department Director sign the document before you submit it to the Business Office.

A Teacher may request permission from the Executive Director to purchase supplies themselves. If approved only that Teacher can make the purchase with a copy of the Collaborative’s Tax Exempt Certificate. The receipt, noting the Teacher’s name and department, program, or grant to be charged, should be sent to the Business Office within 5 days of the transaction date.

Law prohibits personal use of the Collaborative’s tax-exempt status.

Expense Reimbursement

The following applies to expenditures made on behalf of the Collaborative:

Indicate clearly which department, program, or grant should be charged for the expenditure. A list of valid departments follows: Administration, Medicaid, Professional Development, Executive Search, Therapy, AEP, STAR, Transportation, ASLP, or grant name. Indicate authorization by having your supervisor or the Department Director sign the documents before you submit it to the Business Office.

Mileage reimbursement: Authorized travel on behalf of the Collaborative is reimbursable at 41¢ per mile (The mileage reimbursement rate is subject to change from time to time). Travel from home to the principal place of employment is a commute and therefore not reimbursable. Copies of this form can be found on HR Online in the Company Information section under Blank Forms, or are available in the Business Office.

 

Expense Reimbursement: For expense reimbursement, attach original receipts, have the form signed by your supervisor, and submit everything to the Business Office within a week of month end. Copies of this form can be found on HR Online in the Company Information section under Blank Forms, or are available in the B usiness Office.

 

Salary Steps & Payment Options      Click here to see Chart