Quick look: OCDE is coordinating with district payroll teams and its Information Technology division to support year-end processing, including the Jan. 2 pay date for certificated employees and countywide reminders shared throughout the fall.
As school districts and community colleges across Orange County prepare to close out the calendar year, the Orange County Department of Education’s Business Services division is finalizing its annual payroll processes for tens of thousands of employees countywide.
Each month, OCDE’s systems support payroll for approximately 77,800 employees, including nearly 37,000 certificated staff and 41,000 classified employees. The department will also generate about 100,000 W-2 forms this year.
OCDE Executive Director of Business Services Zubia Villacorta said her team’s efforts focus on accuracy, compliance and responsive service.
“The OCDE Business Services division delivers comprehensive support services to LEAs across Orange County,” Villacorta said. “We hold our districts, their employees and the thousands of students they serve in the highest regard. Our foremost priority is to offer informed guidance and compliance assistance while upholding exceptional customer service with the utmost integrity.”
Certificated payroll scheduled for Jan. 2
As a reminder, certificated employees — those who work in positions requiring state-issued certification such as teachers, counselors and librarians — will receive their paychecks on Friday, Jan. 2, 2026, which is the first business day of the new year.
Some employees have asked why OCDE issues December checks in January rather than the last day of December. The short answer is it avoids creating a year with 13 paychecks, which could have significant tax implications for employees.
As far as we can tell, the payroll schedule we have now was established decades ago, and only a few long-tenured employees may recall the original discussions. Changing it so that certificated staff get paid on Dec. 31 would not only raise the “13th paycheck” issue, but it would also require collective bargaining and consensus across all districts.
For all other months, certificated employees will continue to be paid on the last day of each month. If the last day falls on a weekend or holiday, payday is adjusted to the preceding business day.
Why some employees see earlier deposits
Some banks may choose to make funds available one business day earlier as a courtesy to their customers. These early releases are determined solely by each financial institution and are not controlled by OCDE.
To support year-end planning for districts and staff, OCDE issued a memo on Sept. 25 outlining year-end deadlines and reporting requirements. This communication was shared with assistant superintendents, vice chancellors, directors and payroll managers in business and human resources.
The department also worked with its Information Technology division, which will display a reminder on the Employee Information System beginning Dec. 5.
System upgrades and compliance work
Beyond year-end processing, OCDE’s Business Services division manages four payroll cycles each month, conducts compliance audits, and oversees tax submissions and reporting to CalPERS and CalSTRS, the state’s public employee and teacher pension systems. The team also provides ongoing training and support to district payroll teams.
This year, OCDE upgraded its wage garnishment application and is assisting with testing for a proposed new payroll system. The team is also supporting districts as CalSTRS implements a major system enhancement, requiring staff at both the county and district levels to learn updated tools and procedures.
These efforts reflect OCDE’s broader mission to provide high-quality fiscal, administrative and technical support to 28 school districts, four community college districts and additional education agencies across the county.
For more information about the Business Services division, visit OCDE’s website.