Business Services
San Joaquin County Office of Education Business Services, overseen by the Deputy Superintendent and Assistant Superintendent of Business Services, provides a host of services to county office programs, local school districts, charter schools, and others to ensure responsible fiscal management of public funds. Services range from payroll and accounting, to auditing and benefits management.
Business Services also operates a number of Joint Power Authorities and Consortia, which combine the buying power of the SJCOE with multiple local school districts to secure reduced rates for property and liability insurance, workers’ compensation coverage, healthcare, legal services, and technology.
While our work may not be visible, the impact is profound and felt organization- and community- wide.
- Terrell Martinez, Deputy Superintendent of Business Services
Divider Logo
County Business Services
County Business Services is responsible for managing the financial operations of the organization. This includes overseeing budget development, maintaining accurate financial records, processing payments to vendors, and handling the collection of revenue.
The department ensures fiscal accountability, compliance with audit standards, and the timely management of financial transactions to support the stable operations of the SJCOE programs. We support the dynamic and innovative programs and services provided by the SJCOE to our diverse community.
The Accounts Payable (AP) Department of the San Joaquin County Office of Education (SJCOE) is responsible for managing the organization's financial obligations by processing and paying invoices, vendor payments, and employee reimbursements. The department ensures timely and accurate payment processing in compliance with relevant policies, procedures, and regulations.
For all inquiries, please contact sjcoe-ap@sjcoe.net.
The Accounts Receivable (AR) Department of the San Joaquin County Office of Education (SJCOE) is responsible for managing incoming payments and ensuring the organization collects funds owed for services provided. This includes generating and distributing invoices, tracking payments, and reconciling accounts. The AR team works closely with internal departments and external entities to ensure accurate billing and prompt collection of revenue. Their role supports the financial sustainability of SJCOE by maintaining accurate records, ensuring compliance with financial policies, and contributing to efficient cash flow management.
For all inquiries, please contact sjcoe-ar@sjcoe.net.
The Budget and Accounting Services Department at the San Joaquin County Office of Education (SJCOE) oversees the preparation, management, and monitoring of budgets and financial records. The department provides fiscal guidance and support to SJCOE programs, school districts, and charter schools within the county. Key responsibilities include budget development, financial reporting, compliance with local, state and federal regulations, and audits. The team ensures transparency, accuracy, and accountability in financial practices, helping stakeholders make informed decisions to effectively allocate resources and support educational initiatives.
The following fiscal reports are provided to inform the community and stakeholders regarding the financial activities of the San Joaquin County Office of Education.
District Business Services
The SJCOE District Business Services department provides business support services for all school districts, community colleges, and charter schools in San Joaquin County.
The Accounts Control team provides financial services. Processing daily revenues, County treasury fund reconciliations, audit of commercial warrants, and is the liaison with the County of San Joaquin Treasury.
For more information, email Busservacctcntrl@sjcoe.net.
The District Fiscal Oversight team provides comprehensive reviews of the County’s school districts’ budgets, year-end unaudited financials, and annual audits; provides LCAP review support along with the Professional Learning and Support branch; technical assistance on fiscal issues; user support and training of County Office-administered Frontline ERP system and State reporting systems. This department has the responsibility to ensure that the 14 school districts in the county remain fiscally solvent.
For Frontline ERP (ESCAPE) system inquiries, please email escapeQuestions@sjcoe.net.
For Frontline ERP (ESCAPE) user inquiries, please email escapePassword@sjcoe.net.
Additional resources can be found at bit.ly/sjcoebs.
The attendance accounting team processes and analyzes attendance reports for school districts and charter schools and provides user support for California Department of Education attendance software.
For more information, call 209-468-4829 or email ymartinez@sjcoe.net.
Payroll
Payroll Services is composed of three units: County Payroll, Attendance/Workers’ Compensation, and Central Payroll.
The County Payroll unit processes payroll, taxes, retirement, and health benefits for SJCOE employees. The Attendance/Workers’ Compensation unit processes the attendance, workers’ compensation claims, unemployment, and disability claims for SJCOE employees. The Central Payroll unit processes the tax and retirement reporting for the districts in San Joaquin County, excluding Stockton Unified and Lodi Unified. Central Payroll also provides district-related payroll support and training for the school districts in San Joaquin County with special payroll assistance to the Direct Service School District.
County Payroll
For more information, contact SJCOEPayroll@sjcoe.net.
Payroll Changes
For all W-4 (federal), DE-4 (state), and employee changes (name, address, direct deposit, voluntary deductions), email SJCOEPayroll@sjcoe.net to request an electronic change form.
Health Benefits
Visit the Benefits page for Health and Retirement Information
Special Enrollment
Changes to your health plan cannot be made outside of open enrollment unless you have a qualifying event. This could include losing or obtaining other group health coverage, marriage, divorce, birth, or adoption. Documentation must be received by the county office within (31) days of the event. Please contact County Payroll for instructions if you experience a qualifying event.
Submitting Your Timesheet for Supplemental Payroll
Timesheets are due no later than the 21st of every month directly to the department you work for. If the 21st falls on a Saturday or Sunday, your timesheet is due on the Friday before.
Retirement Services
Listed below are the retirement systems for SJCOE employees. Contact Payroll Services with any questions you may have regarding your retirement at SJCOEPayroll@sjcoe.net.
- California Public Employees’ Retirement System(CalPERS)
- California State Teachers’ Retirement System(CalSTRS)
- SISC Defined Benefit (Alternative Retirement)
SJCOE employees are eligible to participate in 403(b) and 457(b) tax-sheltered retirement plans. Numerous 403(b) plans are available; refer to the 403b Compare website at 403bcompare.com for a list of participating vendors. Representatives from American Fidelity and Empower are on-site monthly and are available to meet with employees. Contact Payroll Services at SJCOEPayroll@sjcoe.net to schedule your appointment or for more information.
Attendance/ Workers’ Compensation
For more information, contact Attendance@sjcoe.net.
Please select the link below to access the appropriate electronic InformedK12 form:
- Employee Pre-Approved Leave Request Form
- No-Tell Day/PN Use Notification Form
- Overtime/Comp Pre-Approval Form
AB 1522 – Healthy Workplace/Healthy Family Act of 2014 Information
Assembly Bill 1522, requiring California employers to offer paid sick leave to employees who do not currently earn paid sick leave, became effective July 1, 2015. Please see the documents below for more details:
Central Payroll
For more information, contact CentralPayrollSJCOE@sjcoe.net.
Joint Powers Authority & Consortia
There are three Joint Powers Authorities (JPA) in operation at the San Joaquin County Office of Education, including the San Joaquin County Schools Data Processing Center; San Joaquin County Schools Property and Liability Insurance Group Joint Powers Authority; and San Joaquin County Schools Workers’ Compensation Insurance Group Joint Powers Authority.
San Joaquin County Office of Education also acts as the fiscal agent for the Health Insurance Consortium of San Joaquin and the San Joaquin Legal Services Consortium.
Under a joint power authority agreement, the SJCOE provides an integrated payroll, human resources, position control, budget, and finance system, as well as Internet services and technology support to Banta Elementary, Escalon Unified, Jefferson Elementary, Lammersville Unified, Lincoln Unified, Linden Unified, Manteca Unified, New Jerusalem Elementary, New Hope Elementary, Oak View Elementary, Ripon Unified, and Tracy Unified School Districts.
A board consisting of representatives from each member district governs the group. By combining resources, planning, and deployment tasks, technology becomes affordable for even the smallest San Joaquin County schools.
San Joaquin County Office of Education, school districts, and other member organizations within the County formed the San Joaquin Health Insurance JPA in 1980 which was later formed as a Consortium in 2007. The purpose of the Health Insurance Consortium is to arrange for the purchase of medical, dental, and vision programs for employees of the member agencies. In addition, the consortium provides for certain administrative and employee services related to health benefit programs.
The San Joaquin Legal Services Consortium is a group that was formed by the San Joaquin County Office of Education and school districts within the County in 2002. The purpose of this consortium is to purchase legal services on a group basis. The consortium currently contracts with the legal firm Atkinson, Andelson, Loya, Ruud & Romo (AALRR). The consortium’s agreement with AALRR provides for specified services as a part of a flat monthly retainer, with a guaranteed hourly rate for billable services that are outside of those provided by the retainer.
The San Joaquin County Schools Property and Liability Insurance Group was formed in 1993 for the purpose of self-insuring property and liability losses through participation in a network of local and regional joint powers authorities. Depending on the size of member districts, they retain the first layer of risk up to $5,000 to $25,000 for liability and up to $2,000 to $10,000 for property coverage. The San Joaquin County Property and Liability Insurance Group assumes the risk for losses above the individual member’s self-insured retention up to $50,000 for liability losses and $25,000 for property losses. The Northern California Regional Liability Excess Fund (NorCal ReLiEF) assumes the risk for property losses in excess of $25,000, NorCal ReLiEF assumes the financial responsibility for liability losses in excess of $50,000 and up to $1 million. Schools Association For Excess Risk (SAFER) covers liability losses in excess of $1 million.
The San Joaquin County Schools Workers’ Compensation Insurance Group is a joint powers authority that was formed in 1978, by the San Joaquin County Office of Education and school districts within the County. The original purpose of the Workers’ Compensation JPA was to provide a self-funded workers’ compensation benefit program for employees of the member agencies. In 1996, the JPA discontinued its self-funded program. Currently, the JPA obtains coverage via membership in The Protected Insurance Program for Schools Joint Powers Authority (P.I.P.S.), a statewide schools insurance pool. P.I.P.S. is the largest such pool in existence, insuring over $8 billion of covered payroll.
Divider Dots