Webster schools paychecks going paperless

The way the Webster Parish school system pays its employees is changing.

By March 1, business and finance director Crevonne Odom said the school system will be paperless, meaning employees will be paid through direct deposit or on a debit card.

Every employee, if they don’t already have one, will turn in either a personal or school board email address and their pay stubs will be emailed.

“For those who are currently employed, they will have the option of either giving their personal email or they will create a school board email, if they do not already have one,” Odom said. “We will be transmitting their pay (stubs) via email, so they will no longer have paper checks.”

Superintendent of Schools Dr. Dan Rawls reiterated Odom’s statement, saying, “Anything that we do with an employee that would require paper will be going paperless.”

She told board members in December’s meeting some employees objected to having their pay stubs or
W2 forms emailed.

“I know a lot of people have said they don’t want their stuff transmitted over email, but we have been transmitting your W2s to the IRS (that way) for probably the past five years,” she said. “It is secure. W2s will still be paper for 2014, but the next year will be paperless.”

Odom said the technology department will assist those who may not be set up with email accounts, such as bus drivers, food service employees and custodians.

If an employee chooses to opt out, there will be a $3 charge for every paper check or paper check stub printed. The employee will have to come to Central Office to pick it up. The $3 charge will only be accepted by cash or money order, Odom said.

The estimated savings to Webster Parish is about $50,000 per year. And that’s not all they are saving.

Board member Brandon Edens, district 1, suggested having the agenda packets emailed to them instead of receiving a packet in the mail as is standard practice.

“I think it’s time for the board to go paperless too, with our agendas,” he said. “They could be emailed to us. It’s just simpler.”

Odom said it would save time and money in that copies of agendas and attachments would not have to be made. Also, it allows a longer time period to add items to an agenda if necessary.

Webster Parish is one of five parishes going paperless, Rawls said. The other four parishes include Bienville, Bossier, Caddo and Point Coupee. Desoto Parish has already fully implemented the new accounting system, the superintendent said.

Employees are paid the 20th of every month. Payment by direct deposit is expected to go before the board for a vote in January.