The Orange County Department of Education plays a vital role in supporting payroll operations for school districts and community colleges across the county.
Each month, OCDE processes payroll for approximately 75,000 employees and will generate about 100,000 W-2 forms this year.
We spoke with Zubia Villacorta, OCDE’s director of Business Services, to learn how her team supports districts in ensuring accurate, efficient payroll operations and helping employees get paid on time. She also explained why employees on the certificated payroll system will receive their paychecks on Jan. 2, which is the first official business day of the new year.
Supporting districts is at the heart of OCDE’s work.
OCDE’s Business Services Division partners with district payroll teams to manage payroll operations and ensure compliance with deadlines. In addition to providing technical support, guidance and training to district staff, the team monitors changes in laws, withholding rates and retirement rules to ensure countywide compliance with federal, state and local regulations.
“Students are the No. 1 reason we all do what we do,” said Villacorta. “Each staff member at every school district across the county, no matter the position they hold, supports the students of Orange County.”
“In turn, we here at OCDE are keenly aware of our responsibility in supporting all districts’ employees. It is our commitment to maintain a high level of customer service with every interaction and provide support and service with integrity and professionalism.”
Ensuring payroll accuracy and timeliness requires a multi-step process.
The division creates an annual payroll schedule that outlines critical deadlines for districts. After each of the four monthly payroll cycles, OCDE’s Payroll Compliance Team audits submissions, identifies discrepancies and provides guidance to districts to address any issues.
The team also handles federal and state tax submissions and reports employee earnings and contributions to CalPERS — the retirement system for public employees — and CalSTRS — the retirement system for teachers and educators.
OCDE collaborated with IT to prepare for year-end payroll.
In preparation for the end of the year, Zubia’s team worked with OCDE’s Information Technology Division to display a message on the Employee Information System, which was made public starting the first week of December.
The message reads: “The certificated payroll for the December pay period will be issued on January 2, 2025.”
Employees on the certificated payroll — those paid for work performed between Dec. 1 and Dec. 31 — receive their paychecks on Jan. 2, the first official business day of the new year. This timeline is consistent with OCDE’s annual payroll schedule, ensuring accuracy and alignment with reporting requirements.
While Jan. 2 is the official pay date, some banks may release funds earlier on Dec. 30 as a courtesy to account holders.
Communication and training help districts stay informed.
To ensure smooth year-end payroll operations, OCDE began sharing information with districts in September. Messages were sent to assistant superintendents, directors and payroll teams outlining critical deadlines and year-end tax processing information.
Additionally, OCDE offers training and advisory sessions throughout the year to district staff, providing real-time support to address any questions or challenges.
OCDE ensures compliance with laws and regulations.
OCDE’s Business Services Division stays up to date on federal and state laws, withholding rates, retirement rules, labor laws and education codes to ensure districts remain compliant. This ongoing monitoring helps payroll teams across the county navigate changes in regulations and avoid costly errors.
By providing training and guidance, OCDE ensures that payroll operations align with all relevant statutes and rules.
For more information about the Business Services Division, visit OCDE’s webpage.