Fiscal Services
A message from Steve Chonel, Director, Fiscal Services
The Fiscal Services division’s mission is to maintain the district’s financial well-being by ensuring the effective and appropriate use of resources to ensure the District’s academic objectives while also maintaining the appropriate fiduciary roles expected by the District’s taxpayers.
On this site, you will find links or information about:
- Purchasing
- Accounts Payable
- District Financial Information
- Payroll Services
- Developer Fees Information
For questions regarding Fiscal Services, please feel free to contact our office by phone at (510) 337-7000 ext. 77082, via email at schonel@alamedaunified.org, or in person at our district office located at 2060 Challenger Drive, Alameda, CA 94501.
Fiscal Departments
Purchasing
Doing Business with AUSD
The Alameda Unified School District operates a centralized Purchasing Department. The goal of the Purchasing department is to cost effectively obtain and provide quality goods and services to District organizations in a timely manner, while preserving the best interests of the District. The Purchasing Department is the only department authorized to sign and issue purchase orders.
What does AUSD buy?
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Instructional Materials
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Furniture
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PE and Sports Supplies
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Audio/Video Equipment
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Computers and related software and peripherals
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Custodial Supplies
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Food Supplies and Food Services Equipment
Public works contracts are handled directly by Maintenance Department
Accounts Payable
Invoicing
All invoices should be mailed to Alameda Unified School District or emailed to accountspayable@alamedaunified.org.
Billing address:
Alameda Unified School District
Attn: Accounts Payable
Attn: Accounts Payable
2060 Challenger Drive
Alameda, CA 94501
Failure to properly submit invoices may result in late payment.
Payroll
Employee Payroll Services Portal
Employees can conveniently view paychecks, W-2's, and leaves information. You must enroll first. For Help email: payroll@alamedaunified.org.
Please bookmark the employee services portal: escape.acoe.org
**PLEASE READ: EMPLOYEE SERVICES PORTAL**
In the fiscal year 2019‐2020, the district began using a new Employee Online Portal website.
- Please access the new portal through the website: escape.acoe.org
- Click here to view the ACOE Escape Employee Online Portal User Guide for instructions.
Please create a new user ID using your AUSD work email.
For technical support, contact payroll at payroll@alamedaunified.org or your designated contact.
Payroll Schedule
**School closed - pick up checks at AUSD office** |
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Online Time Card
In January 2021, AUSD introduced a new Online Time Card to streamline our processing during COVID-19. Employees can still use the Blue Time Card, but it must be processed in its original form and not through email or a scanned copy. Alternatively, employees may use the new Online Time Card to claim extra hours worked. The online version replaces actual signatures with electronic approvals. Instructions for accessing the time card are here.
FAQ
When is Payday?
Paydays are the last working day of the month for all Classified employees (Custodians, Paraprofessionals, Office Tech, etc..).
Certificated employees are paid on the last working day of each month except December. The December payment will be distributed on the first working day of January (Teachers, Substitute Teachers, Counselors, etc..).
I'm a substitute, what days does my paycheck cover?
Each paycheck covers the 1st to the last of the month, it is paid on the next payday, which is the end of the following month.
Where do I pick up my paycheck/paystub?
Permanent employee: Checks are delivered to the school sites the morning of payday. If you work multiple positions in different school sites, please contact Payroll for your paycheck location.
Substitutes: You can pick up your check at the front desk of the District Office. (2060 Challenger Dr.). Please bring your ID when claiming your paycheck.
Note: During summer and any other time when the schools are closed on payday, the checks will be held in the District Office. You must come to the District Office to pick up your paycheck.
Pay stubs are NO LONGER delivered. Please log on to escape.acoe.org to access your stubs and leave information.
I forgot to pick up my check from my site on payday, where is it now?
After payday, contact your school site’s office manager first in regards to your paycheck location. Any checks not claimed from the sites on payday are sent back to the District Office unless a request was made for the office manager to keep the check at the school site. If paychecks are still not claimed by mid-month from the District Office, then they will be mailed out to the address currently on file. If you have moved or would like your paycheck to be held in the District Office, please contact the Payroll Department.
My doctor is putting me off work for an extended period. Do I notify payroll?
You need to turn in a doctor’s off-work certificate to HR. This form will need to state the duration of your disability. Prior to your return, you will also need to provide a doctor’s release to return to work to HR.
I am resigning from AUSD. Will my accumulated sick leave be paid out to me?
PERS and STRS regulations prohibit any district from paying our sick leave. However, it can be transferred to a new school district, county, or city in California. Notify your new employer that you have sick days at AUSD and they will send us a form for transfer. If you are retiring, your sick days will be forwarded to PERS or STRS and used to increase your service credit.
I recently changed my name and or moved. How do I change that information with the district?
You can update your address and personal information through the Escape Portal escape.acoe.org
For name changes use the form found on SharePoint you will need to complete and turn it into HR; this will be used to update your information. Human Resources will make a copy of your new Social Security card for any name changes, as it is required by IRS that we issue paychecks to the name that appears on your Social Security card. The changes will appear on your next check.
How often can I change my Federal and or State withholdings?
You can change your Federal withholding (Form W-4) or State withholding (Form DE-4) anytime. You have the option to change them electronically through the payroll portal escape.acoe.org. Alternatively, you can fill out a hard copy and turn it in to the Payroll Department. Forms can be found on the website or in the District Office.