Resources for Business Managers

When a new employee begins employment:

All enrollments/waiver of insurance for eligible new hires must now be done online through the employee’s web benefits portal.  An email will be sent automatically to the employee once they’ve been approved in the payroll system.  If the employee does not receive that email within their first week of employment, please contact Human Resources immediately at

New Hire Forms For Full and Part-Time Employees

2018 Benefits Summary Full Time – for full time employees (full-time is working 30 hours or more per week during a school year or calendar year)

2018 Benefits Summary for Part Time – for part-time employees (part-time is working less than 30 hours per week during a school year or calendar year)

To assist you with entering your new hire into Paylocity, you can use the New Hire Guide as a checklist.

When an employee leaves employment:

What to do when an employee terminates (completed by Parish Business Manager/School Administrator):

  1. Terminate employee in Paylocity using the last day worked as the termination date.  This will trigger notification to terminate benefits.
  2. Provide them the document 2018 Benefits for Those Leaving Employment.
  3. Remove their access to security systems, websites, email, etc.
  4. Retrieve business property such as keys, security cards/badges, ID’s, computers, etc.

HR Hints

Below are copies of the HR Hints that are emailed out to locations.  Hints with an “A” indicate that the original Hint had been revised and the “A” indicates the revised version.

#1A – Making changes mid-year to insurance:  Qualifying Events – revised 1/17

#2A – Family Medical Leave Act/FMLA – revised 3/5/18

#3A – Exempt and Non Exempt – revised December 2016

#4A – Process for employees to pay premiums while not receiving a paycheck – revised 3/5/18

#5 – Required federal and state posters – published 3/5/15

#6A – I-9 and Tip Sheet– revised 1/17

#7A – Beneficiary Forms – revised 1/17

#8 – Performance Reviews – published 6/30/15

#9 – Coaches pay – published 10/15/15

#11 – HR Online! – published 1/11/16

#13 – Pending new hires – published 8/16/16

#15A – Summary of FMLA process and spreadsheet on how to pay a teacher on unpaid FMLA – revised 3/5/18 (summary only)

#16A – Transferring employees – revised 6/11/18

#17 – Process for rehires

#18 – Background checks, Safe & Sacred – published 8/24/17


#10 – Open enrollment – removed 3/5/18

#12 – Miscellaneous – removed 1/17

#14 – Miscellaneous 2 – removed 1/17

Documents that may assist you:

Best practices for hiring:

Other documents:

New Hire/Rehire Guide for Paylocity -updated October, 2017

2018 FLSA Pay Compliance Manual – updated January, 2018

Suggested HR Guidelines

Employment Law Manual – updated April, 2017

Search Guide

Conflict of Interest Policy

Video presentation of the 10/20/16 teleconference for 2017 open enrollment portal

Video presentation of the 1/16/17 teleconference for I-9 training

Video presentation of the 3/23/17 teleconference for teacher contract training

Video presentation of the 4/13/17 teleconference for best hiring practices