Milpitas Unified School District

• 2025-2026 CSEA Payroll Schedule
• 2025-2026 Payroll Processing Deadlines
• ​Federal Income Tax Withholding  (IRS)
• California Tax Withholding (EDD D-4)
• ​Deferred Pay (Optional)
• State Disability Insurance (SDI) Acknowledgement
• Payroll Warrant Beneficiary Designation (P-9)
• Form W-4 / Employee's Withholding Certificate 
• Employee's Withholding Allowance Certificate (California State)

​​Extra pay for extra work, which is done outside of an employee's normal work schedule:
Any additional work done outside of your normal work schedule must be pre-approved. An F-12 must be completed and submitted to the District Office for approval. A P-20 time sheet must be completed and sent to Payroll. Ensure that the extra work is indicated on the time sheet accurately, write down completed extra work from the 16th of the previous month through the 15th of the current month. Extra hours will be paid at the end of the same month when the time sheet is received by Payroll on the 15th of that same month.  (For example, if you work from August 16th to Sept 15th. The time sheet is due on Sept 15th to Payroll and will be paid at the end of Sept. Time sheets received after the 15th will be paid the following month.) Hours and description on the time sheets must match the F-12.  Failure to complete the F-12 will delay processing of the payment.  Payroll is unaware of employee's extra work hours.  Therefore, it is the employee's responsibility to track all of his/her extra work hours and ensure with the Principal Secretary that all required paperwork has been completed and submitted to Payroll on time for payment.

• F-12 Current MUSD Employee Agreement for Additional Services must be completed prior to beginning extra work.
• P-20 Monthly Time Sheet for Permanent Employees for extra work done.
• Budget Calculation Form for Certificated Employees (Use this with the F-12 for Certificated Personnel)
• Budget Calculation Form for Classified Employees (Use this with the F-12 for Classified Personnel)

TIME SHEET DEADLINES:
Substitutes Teachers - The pay period is from the 26th of the previous month to the 25th of the current month. Substitutes must complete a P-65 time sheet, which is due on the 25th of the current month to Payroll and will be paid the following month on the tenth. Payroll is unaware of who works as a substitute. Therefore, it is the substitute's responsibility to track all of his/her work days/hours and ensure with the Principal/Secretary that all required paperwork has been completed and submitted to Payroll on time for payment. 

• P-65 Substitute Teaching Service Record & Claim Form

For short-term, temporary employment, the site must submit a P-16 (temporary employment service contract) prior to allowing a temporary employee to work.  A P-16 is required for short term, temporary employment.  The individual must submit a P-15 time sheet monthly to Payroll to receive payment. The pay period is from the 26th of the previous month to the 25th of the current month. Due every 25th of the current month to Payroll and will be paid the following month on the tenth.

• P-16 Temporary Employment Service Contract
• P-15 Monthly Time Sheet - Substitute/Hourly Employees

To access copies of your Milpitas USD Paystubs or W-2s, go to Employee Self Service (ESS).

If you need any help, click here to view the Instructions. ​​

• Social Security Retirement Planner
• Statement Concerning Your Employment in a Job Not Covered by Social Security Form

Medicare Mandatory both employer/employee contribution (no form needed)​

• Employee MUST enroll with Medicare Parts A & B and/or Part A only within 90 days of his/her 65th birthday. It's your choice. 
• MUSD will continue your medical coverage as long as you are an active employee (in paid status). Contact the Social Security Agency local office, or go online to sign up for Parts A & B. If you do not sign up when eligible you may be fined the late enrollment lifetime penalty!
• Contact the Social Security Agency local office, or go online to sign up for Parts A & B. If you do not sign up when eligible you may be fined the late enrollment lifetime penalty!

• CalPERS Beneficiary Designation_form_send to CalPERS
• CalPERS_Notice-exclusion (for non-eligible employees)
• CalPERS Reciprocity Self-certification (info from previous employer)

• CalSTRS CalPERS RetirementSystemElection (for brand new hire teacher and a current CalPERS member) must choose one system
• CalSTRS Permissive Election Form-es0350_for certificated substitute employees waiving membership
• CalSTRS Express Benefit Report (HR Dept completes this form for retiring employees)

• Permanent Classified CSEA employees with less than .50% FTE work hours per week

              OR

• Certificated Substitute (on-call basis employees) waiving CalSTRS Membership Election

Public Alternative Retirement System (PARS) Designation of Beneficiary - Complete Form If waiving CalSTRS membership election

Benefits Eligibility requirement: permanent hours must be 24.50 hours per week or >.8166%FTE work hours per week ****
Certificated Adult Ed Staff Benefits Package: Kaiser Permanente with Delta Dental Rider (combined Kaiser and Delta Dental within the Kaiser plan) and Vision Service Plan. Cert Adult Ed are not eligible for a separate Delta Dental plan under CSEA/MTA/Mgmt. This is a special contract which has been established specifically for Adult Ed Certificated Staff.  

• Kaiser Permanente Insurance Company (KPIC) Group Dental Insurance Plan
• MTA CTA ADULT EDUCATION TEACHERS

 COBRA Continuation (optional, self-pay premium) must enroll within 60 days of eligibility period. COBRA is not an automatic enrollment:
FAQs on COBRA Continuation Health Coverage for Workers