New Employee Onboarding Toolbox
Before you formally start at Sylvan, you will need to submit all the required documentation through this secure site. This includes completing and uploading your I9 and W4 forms, negative TB test results, as well as any relevant training certificates. Our platform ensures your personal information is handled safely and securely. Once all necessary documents are submitted, you will receive an invite to Paychex, where you can complete the final steps of the payroll onboarding process.
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Live Scan Form
Please bring the following two documents to your nearest Certifix location for fingerprinting and background checks. While the process typically takes a few days, delays may occur if there is a backlog at the government agency. To avoid any delays, we encourage you to complete this AS SOON AS POSSIBLE. There will be NO COST to you if you provide the Sylvan Learning account number during your visit.
Download Fingerprint Application
Download Certifix Account Information
TB Test
A negative TB test result is required as part of the onboarding process. We accept test results from the past 4 years, and applicants can choose between the skin test or the blood test. Please ensure you provide documentation of a negative result along with your other required materials.
W4
The W4 form is used to determine the amount of federal income tax that should be withheld from your paycheck. It’s important to fill out the form accurately, as this affects your take-home pay and potential tax refund. You can update your W4 anytime if your financial situation or withholding preferences change. You will be asked to enter or update your W4 information during the Paychex setup process to ensure the correct tax withholding.
I9
The I9 form is used to verify your identity and eligibility to work in the United States. It requires you to provide specific documents, such as a passport or driver's license with a Social Security card, to confirm your employment authorization. You must complete the I9 form as part of the onboarding process to ensure compliance with federal regulations.
Training Certificates
The required training may vary depending on the specific teaching position you are hired for. Common training sessions include In-Person Training (2 hours), Sexual Harassment Training (1 hour), Mandated Reporter Training (2 hours), and Ace It Training (2 hours). Your role will determine which of these sessions are mandatory for you to complete. If you have completed any additional or role-specific training, please indicate this in the "Other" section. There is NO NEED to PAY to download any certificate if asked. Screenshots will be sufficient.
Payroll System and Frequency
Once your information from I9 and W4 are entered into the system, you will receive an invite from Paychex to complete your payroll profile through the Paychex Flex system. It’s important that you fill out your tax withholding information and provide your direct deposit details to ensure timely and accurate payroll processing. All teachers are on a biweekly payment schedule, with payroll leaving Sylvan’s bank right after the 1st and 16th of each month. Depending on the funding timeframe between Paychex and your bank, payments are typically delivered by the 5th and 20th of each month. Please note that federal holidays and weekends may cause slight delays in processing.
Please note that your pay statements, payroll records, and Form W-2 will be available through the Paychex employee portal. Printed copies of Form W-2s will also be available for pickup at the center at the beginning of each year, or may be mailed to you upon request.
Retirement Plan
The State of California has enacted a program to help employees save for retirement: the CalSavers Retirement Savings Program. Through this program, you will be able to contribute a portion of your salary into an Individual Retirement Account (IRA) that belongs to you.
You will receive a communication informing you of your opportunity to begin participating in CalSavers. Per State requirement, the program is completely voluntary for you but is set up as automatic enrollment starting at 5% contribution, so if you choose to not participate, you need to follow the instructions on the information you will receive from CalSavers to opt out. If you choose not to opt out, you will be enrolled into the program automatically and we will begin deducting 5% of your paycheck to deposit into your CalSavers account (set up as a Roth IRA by default). Once enrolled, you can log into your account at any time at www.calsavers.com and change your contribution amount, investment options, or choose to opt out (you can opt back in at any time). Contributions to your Roth IRA can be recharacterized to traditional contributions.
Employee Handbook
You will be required to review and sign the Employee Handbook prior to the start of your employment with the company. Please keep an eye on your inbox for an email containing the electronic signature request and complete it at your earliest convenience.
School Site Clock in / out
For in-school tutors, you will receive an invite from Connecteam. Payroll will be processed based on the time tracked in Connecteam, so it’s important to follow this process to ensure accurate payment. If you have any questions or issues, feel free to email or text the center for assistance. Here is the detailed instruction:
Download the Connecteam App:
Use this link to download the app to your phone from the App Store: http://bit.ly/connecteam
Log In:
Log into the app using your cell phone number. Allow location and push notifications for important team communications.
Clock In:
Please ensure you clock in at least 10 minutes before the start of your first assigned session at the school site. If you experience signal issues at the school, clock in near the school.
Clock Out:
Remember to clock out at the end of your school assignment, either at or near the school site.
Ongoing Communications:
You will receive important communications from the center via the app. For school-specific discussions, use the group chat. However, for any individual queries regarding pay or assignments, please email the center directly.
In Center Clock in / out
For in-center teachers, you will clock in and out using the tablet at the center. You can clock in up to 5 minutes before your session starts and should clock out immediately after your session ends. If you have consecutive sessions, you only need to clock in at the start of the first session and clock out after the last session finishes. This process ensures accurate tracking of your hours for payroll.