W-2 Set Up: What’s Changing, What's Not?

Beginning in August 2020, Swing Education will begin transitioning all California substitute teachers to W-2 employees. Below is an overview of the major changes affecting California Swing Subs. 

For additional information, see W-2 Set Up FAQs for California Substitute Teachers.

 

Topic

Current Process

New Process

Set up process

Completed on the Swing platform

Completed on the Swing platform and in ADP

Form I-9, Employment Eligibility Verification 

N/A

To be completed during the W-2 set up process on the i9 Everywhere platform

Paycheck setup

Payroll is set up and processed through Tipalti

Payroll will be set up and processed through ADP.

Pay rate

Day rate

Subs will be paid on an hourly basis for all hours worked based on the school's agreed pay rate.

Paycheck disbursement options

Direct deposit

Direct deposit or pay card

Timesheet

N/A

Subs will be required by law to record the hours they work. Hours will be recorded in the ADP timekeeping application. Learn more about entering hours and submitting timesheets.

Tax status

All Swing Subs are classified as 1099 contractors (self-employed).

California subs will be reclassified as W-2 employees of Swing Education.

Tax withholding and forms

All Swing Subs fill out IRS form W-9. No taxes are withheld.

California subs will fill out IRS form W-4 and California’s EDD Withholding Allowance Certificate. Federal and state income taxes will be withheld by Swing Education.

Tax returns

IRS form 1099-MISC is sent out yearly by January 31. (Only applies to subs who made $600 or more the prior year.)

IRS form W-2 will be sent out by Swing Education on or before January 31 of each year.

Perks

Access to the healthcare exchanges through Stride

Access to the healthcare exchanges through Stride.  Accrued sick time, workers' compensation and family leave. Unemployment insurance through EDD. Health benefits and a 401K are available insurance for those who work an average of 30 hours a week over a 12-month period.

Set up webinars

An optional webinar covering the Swing platform, live scan and TB test

In addition to the optional webinar, California subs will be required to attend a new Orientation webinar covering the ADP platform.

Getting help

Contact Swing Education Customer Service

Contact ADP for benefits, taxes, direct deposit, pay cards, ADP site issues, MyLife Advisors and enrollment verification.

Contact Swing Education for all other issues.

Accepting requests

 

No change

Rest and meal breaks

N/A

Swing Subs are expected to accurately enter meal breaks into the ADP timekeeping application. If you worked a full day assignment and did not receive a meal break, please contact us.

Overtime pay

N/A

Overtime to be paid out in accordance with California state labor laws.

Pay for class prep time

N/A

No change for short term assignments. For long term assignments, California Swing Subs must track time between classes spent on lesson preparation. This time will be paid.

Access to schools

 

No change in access to schools. Note: COVID-19 may affect school openings in certain areas.

Teaching requirements

 

No change to existing teaching requirements

Training

California only: Mandated Reporter training, to be renewed every year.

Mandated Reporter training is required every year, and sexual harassment training is required every two years, as mandated by the State of California.

Leaving Swing

Contact support to deactivate your account.

If a Swing Sub doesn’t work within a 6-month time span, the sub’s account will be deactivated. (Exceptions will be made for approved leaves of absence. Please contact us and select "Leave of Absence")

Swing Subs may also contact support if they wish to deactivate their accounts.