School payroll is not generic payroll. Districts and campuses juggle teachers on nine or ten month calendars, hourly aides, substitutes, stipends, grants, union rules, and seasonal athletics. The right payroll software for schools saves time, reduces errors, and keeps funding compliant without adding headcount. This guide explains what to look for, how to roll it out, and how to match a system to your budget and complexity. It also points you to an all in one option if you want recruiting, payroll, and global hiring in one place.

What to look for in payroll software for schools

Choosing payroll software for schools starts with a clear checklist. The goal is a platform that handles education specific edge cases, integrates with your student and finance stack, and keeps you audit ready.

Compliance that fits education

Schools track salaried teachers, hourly staff, stipends, and extra duty pay. Look for:

• Support for multiple pay calendars in one tenant, for example ten month faculty and year round operations staff
• Built in federal and state tax filings with automated W 2 and 1099 generation
• Rule based overtime and supplemental pay for coaching, clubs, and tutoring
• Clear audit trails for grants and restricted funds

Flexible pay types and calendars

Payroll software for schools should let you run regular cycles, off cycle runs, and mass adjustments without spreadsheets. Seek:

• Contract distribution for nine or ten month schedules with optional summer deferral
• One time and recurring stipends that map to correct general ledger codes
• Bulk imports for substitutes and event workers

Integrations and data flow

Your payroll should connect to time tracking, HR, accounting, and sometimes student systems.

• Out of the box file formats for ERP and accounting exports
• Single sign on, role based permissions, and secure document storage

Total cost and service model

Licensing alone rarely tells the whole story. Compare the full picture. For typical ranges and fee models, see our payroll services pricing guide:

• Per employee pricing, plus platform or filing fees
• Implementation, data migration, and year end support
• Live support windows that match school calendars and critical cutoffs

Security and privacy

Education data demands strong controls.

• SOC reporting and encryption at rest and in transit
• Fine grained permissions for school business offices and site admins

Example of an all in one option to consider

If your school or network also hires contractors or global specialists, you may want a single vendor for recruiting, US payroll, contractor payments, and employer of record. Bolto is an AI powered recruiting and payroll platform that combines those pieces. Quick facts you can verify on the Bolto site:

• US Payroll Launch is priced at 39 dollars per employee per month plus a 59 dollar platform fee
• US Payroll Scale is priced at 49 dollars per employee per month plus a 99 dollar platform fee
• Global employer of record covers 150 plus countries at 599 dollars per employee per month
• Contractor of Record is 299 dollars per contractor per month, and Contractor Management is 49 dollars per month
• Recruiting includes an average time to first shortlist of about 72 hours and a 90 day replacement guarantee
• A Rebet case study reports 4 engineering hires in under 5 weeks with a 5.6 day average time to hire and 100 percent retention after one year
• A Fiber AI case study reports 5 engineering hires, a full team built in 10 days, and 100 percent retention, with the company narrative noting they surpassed 1 million dollars in annual recurring revenue after the engagement
• An Assembly case study reports a first hire in 15 days from first call and onboarding completed in under 2 days

If you want a consolidated stack instead of separate point tools, explore Bolto or book a quick walk through at Bolto. You can also review plan details on our pricing page.

Top 10 Payroll Software for Schools (2026)

Building on the staffing and compliance considerations discussed above, this section zeroes in on the top payroll software options schools are adopting in 2026. These 10 platforms are grouped for their education-ready features (multi-schedule payroll, leave and benefits tracking, compliance automation, and robust reporting) as well as their ability to integrate with SIS and HR systems at the district and campus levels. Use this shortlist to quickly compare strengths and identify the best fit for your school’s size, staffing mix, and budget.

1. Frontline Education

Frontline ERP brings payroll, HR, and finance into one K-12-ready home. District payroll teams get precise handling of multi-calendar contracts, stipends, and union steps/lanes, backed by position control that keeps budgets honest. Hosted on AWS and tuned for state reporting (think Texas TRS/TSDS and California), it pairs power with school-savvy support.

Standout capabilities

• Payroll processing (regular and off-cycle)
• Time & attendance with leave accruals
• Benefits, ACA, and tax filing automation
• W-2/1099 e-delivery; multi-state compliance
• Contract calendars; steps/lanes; stipends/supplements
• Position control, budgeting, and approvals
• Onboarding/HRIS with analytics dashboards
• Employee self-service and compliance alerts

Fit & integrations
Best for medium-to-large districts and county offices on browser-based SaaS. Integrations include Frontline Absence & Time, PowerSchool, Infinite Campus, QuickBooks, NetSuite, Equifax, Microsoft Entra, and compatible time clocks.

Pricing & rollout
Quote-based by modules and size. Implementations are phased with data migration, configuration, and training, with timelines varying by scope and complexity.

2. Checkwriters

If you want a U.S. payroll partner that already speaks “school,” Checkwriters fits the bill. Its team blends white-glove onboarding with responsive human support, while the software handles multi-rate roles, recurring stipends, and contract calendars without drama. Year-end is calmer too thanks to built-in ACA tools and smooth W-2 workflows.

Standout capabilities

• Full-service payroll with multi-state and local tax filing
• Time & attendance, scheduling, and browser/biometric clocks
• Policy-driven PTO/sick accruals
• Benefits administration and 1095-C e-filing
• W-2 publishing to employee self-service
• Contract calendars; multi-rate roles; stipends
• Core HR/onboarding and reporting

Fit & integrations
A great match for independent/faith-based schools and small to midsize districts seeking a hands-on U.S. provider. Integrations include CSV SIS imports, common time clocks, SSO, and accounting exports.

Pricing & rollout
Quote-based. Typical go-lives finish in weeks with guided migration, payroll/tax configuration, admin training, and dedicated specialist support.

3. UKG Ready

UKG Ready brings payroll, time, benefits, and HR into a single cloud platform that respects school complexity. Multiple jobs per employee? Extra-duty stipends? Grant/Title-funded time? It’s built to track it all, with mobile access, audit trails, and union steps/lanes support, so payroll closes faster and with fewer corrections.

Standout capabilities

• Multi-jurisdiction payroll and W-2/1099 e-delivery
• Time & attendance with geofencing and InTouch DX clocks
• ACA 1094-C/1095-C e-filing
• Contract calendars; position-based pay; subs and stipends
• Leave accruals; benefits admin; HRIS onboarding
• Reporting and workforce analytics

Fit & integrations
Best for small/midsize districts, charters, private schools, and many higher-ed teams. Integrations: PowerSchool, Infinite Campus, QuickBooks, NetSuite, Greenhouse, Okta/Entra, and UKG time devices.

Pricing & rollout
Quote-based by modules and headcount. Many districts launch in under 100 days with configuration, data migration, role-based training, and ongoing support.

4. Paycor

Designed with an Education focus and used by 800+ districts and colleges, Paycor unifies recruiting through payroll with the compliance guardrails schools need. Expect proactive tax alerts, reliable year-end forms, mobile time with geovalidation and group punching, and structured GUIDE implementation, plus a deep training library to upskill staff.

Standout capabilities

• Payroll processing with AutoRun and garnishment handling
• Time & attendance; geofenced mobile punches
• Scheduling for multi-campus coverage and shift swaps
• Benefits admin; ACA (1094-C/1095-C)
• Tax filings; W-2/1099 automation; multi-state
• Contract calendars; position-based pay; stipends
• Onboarding/HRIS; reports and pay-equity analytics

Fit & integrations
Strong fit for midsize districts, charter networks, and colleges running modern mobile cloud. Integrations: NetSuite, Sage Intacct, QuickBooks, Okta/OneLogin, Aquera marketplace, Payactiv.

Pricing & rollout
Quote-based; small-organization bundles often start near $99/month plus PEPM. Typical implementations take 2 to 3 months with migration, GUIDE-led training, and ongoing support.

5. ADP Workforce Now

ADP Workforce Now is the dependable, at-scale HR/payroll suite districts and universities lean on for tax and ACA compliance, robust integrations, and year-end predictability. From student workers to union steps/lanes and seasonal stipends, it supports school pay scenarios while public-sector purchasing is eased via OMNIA Partners.

Standout capabilities

• Payroll with federal/state/local tax filings
• Automated W-2/1099 creation and e-filing
• Time, attendance, and scheduling with union rules
• Benefits admin and ACA reporting (EDI connectivity)
• Multi-state payroll across the U.S. and Canada
• Leave accruals; HRIS and workforce analytics

Fit & integrations
Well-suited to medium-large districts, charter networks, and universities that prioritize scale and compliance. Integrations: PowerSchool, Infinite Campus, Greenhouse, NetSuite, TimeClock Plus, Okta.

Pricing & rollout
Per-employee, per-module pricing is quoted. Many schools go live in six or more weeks with migration, training, ADP Professional Services, and ongoing helpdesk support.

6. Workday

Workday is the enterprise HCM/payroll platform favored by university systems and complex districts. Continuous calculation, auditable workflows, and rich reporting simplify paying faculty, staff, and student workers. Academic calendars, grants worktags, union steps/lanes, and Period Activity Pay make stipends and supplemental appointments far easier to manage.

Standout capabilities

• Regular and off-cycle payroll with compliance controls
• Time & attendance; leave plans
• Benefits administration; federal/state/local tax filings
• W-2/1099 automation; multi-state support
• Contract calendars; position-based pay
• Period Activity Pay for stipends and supplemental work
• Onboarding/HRIS; reporting and analytics
• Global payroll connectors (optional)

Fit & integrations
Ideal for higher-ed and large districts consolidating HR, time, and payroll. Integrations: Workday Student, PowerSchool, major ATS/HR tools, NetSuite, SSO (Google/Microsoft), and common time clocks.

Pricing & rollout
Quote-based by FTE and modules. Launch programs run ~4 to 6 months; enterprise rollouts can span 12 to 18 months with partner-led migration, configuration, and training.

7. ExtensisHR

When outsourcing HR and payroll makes more sense than staffing it, ExtensisHR’s SchoolCloud PEO brings the team and tools to you. A dedicated School Account Manager, HR business partner, payroll specialist, and leave experts help tighten accuracy, timelines, and compliance, while staff enjoy simple mobile self-service.

Standout capabilities

• Full-service payroll administration and tax filings
• W-2/1099 automation; multi-state compliance
• Time & attendance; leave management
• Benefits programs and open enrollment support
• Contract calendars; position-based pay; stipends/seasonal work
• Onboarding/HRIS; reporting/analytics; mobile ESS
• Optional global employer-of-record support

Fit & integrations
Best for private/parochial schools and CMOs that want a PEO to run HR/payroll end-to-end. Integrations: Vector Solutions, ForUsAll, PrismHR API, common time clocks, and accounting exports.

Pricing & rollout
Quote-based PEO fees, often $40 to $160 PEPM or 2% to 12% of payroll. Onboarding typically ~6 weeks, including migration, training, first-payroll support, and ongoing care.

8. OpenEduCat

Built on Odoo, OpenEduCat pulls SIS, HR, accounting, and payroll into a single education ERP so finance teams process pay where student and staff data already lives. Attendance-linked batch payslips, flexible salary rules for stipends, and U.S. localizations (W-2/941/940 exports, ACH) give schools control without custom code.

Standout capabilities

• Payroll processing with batch payslips
• Time/attendance integrated with leave accruals
• Benefits administration; tax filing exports
• W-2/1099 exports; multi-state support
• Contract calendars; position-based pay; stipends/seasonal pay
• Onboarding/HRIS; reports/analytics; direct deposit
• Optional contractor/EOR workflows

Fit & integrations
Suited to small to midsize schools, charters, and higher-ed teams already on Odoo; cloud or self-hosted. Integrations: Odoo Accounting, QuickBooks, PowerSchool, Infinite Campus, Azure/Google SSO, ZKTeco clocks.

Pricing & rollout
Quote-based licensing (cloud annual or on-premise). Onboarding covers CSV/API migration, U.S. localization setup, admin training, helpdesk access, and 99.9% uptime.

9. BambooHR

For small independent schools that want simplicity, BambooHR wraps a friendly HRIS around a full-service U.S. payroll add-on. HR, time, benefits, and payroll sit together, while automatic tax filing and W-2/1099 delivery reduce busywork. Flexible pay schedules cover 10- and 12-month staff, and mobile self-service keeps lines short.

Standout capabilities

• Payroll with automatic federal/state/local filings
• Time & attendance with kiosk/device management
• Benefits admin with elections syncing to payroll
• W-2/1099 self-service and year-end workflows
• PTO accruals, overtime rules, and leave policies
• Onboarding/HRIS; built-in ATS; reporting/analytics
• Optional global hiring via EOR partners

Fit & integrations
Best for small private schools centralizing HR, benefits, and payroll in one approachable system. Integrations: QuickBooks, NetSuite, Okta/Google SSO, time clocks, ATS, and SIS via iPaaS connectors.

Pricing & rollout
Published HR tiers start around $10 PEPM; payroll/benefits are quoted. Typical implementations run 4 to 6 weeks with migration, configuration, admin training, and weekday support.

10. Rippling

Rippling unifies HR, payroll, IT, and finance so school operators automate more with fewer systems. Built-in tax filings and W-2/1099 delivery boost accuracy across campuses and states. While it’s not SIS-native or step/lanes-aware out of the box, flexible pay codes and workflows still cover union stipends and multi-role staff.

Standout capabilities

• Full-service payroll with off-cycle runs
• Time & attendance; leave accruals; kiosk/mobile/web clocks
• Benefits admin; ACA/COBRA; new-hire reporting
• W-2/1099 automation; multi-state compliance
• Contract calendars; position-based pay; stipends
• Onboarding/HRIS; analytics; global contractor/EOR options
• Built-in device and app management for IT

Fit & integrations
Ideal for independent schools and charters consolidating HR/payroll/IT on one platform. Integrations: QuickBooks, NetSuite, Greenhouse, Google Workspace, Microsoft, Okta, Checkr, time clocks, and API connections to SIS.

Pricing & rollout
Modular PEPM pricing; platform often starts near $8 PEPM with payroll as an add-on. Implementations run 2 to 8 weeks with migration, training, and chat/email support.

Implementation and rollout in K 12 and higher ed settings

A strong plan makes payroll software for schools earn trust from day one.

Build the foundation

• Map every pay calendar, for example teachers, paraprofessionals, administrators, operations, student workers, and adjuncts
• Inventory earnings codes, deductions, and stipends, then align them with your chart of accounts
• Decide who owns time capture for substitutes and event staff and standardize the intake

Clean and migrate data

• Extract prior year to date figures so tax forms and reports reconcile on the new system
• Normalize names, addresses, and tax IDs to reduce correction runs
• Load historical pay codes and verify balances for leave, garnishments, and deductions

Configure rules and workflows

• Set rules for contract distribution, supplemental pay approvals, and overtime for non exempt roles
• Configure permissions so site admins can view only their campus while the district office sees all
• Turn on automatic filings and direct deposit, then test with a parallel payroll

Pilot, then go live

• Run at least two parallel cycles across different calendars to catch edge cases
• Validate reports against your ERP and general ledger
• Train campus admins and department coordinators with simple checklists

If your environment includes contractors or international staff, consider pairing payroll with contractor payments and employer of record so you keep one compliance trail. For a deeper overview of options, see our multi-country payroll solutions guide. That is where an all in one platform such as Bolto can help.

Conclusion, match software to staff size, budget, and administrative complexity

The best payroll software for schools is the one that fits your mix of calendars, pay types, and compliance needs without forcing manual work. Small private schools may want a simple, affordable system with clean reporting. Charter networks and universities may need deeper integrations, multi entity reporting, and advanced approvals. If you also recruit specialized talent or pay contractors, a combined platform can remove handoffs and reduce risk. To see an option that brings recruiting, US payroll, global hiring, and contractor payments into one flow, visit Bolto. Ready to compare in a short demo, start at Bolto.

FAQ

What makes payroll software for schools different from generic payroll tools

Education payroll has multiple calendars, stipends, grant rules, and a mix of salaried and hourly roles. Payroll software for schools must handle contract distribution, supplemental pay, and strong audit trails for public and private funding.

How should a district budget for payroll software for schools

Plan for per employee licensing, a platform or filing fee, and one time implementation. Include staff time for data cleanup and training. Ask vendors to quote year end support so W 2, 1099, and amendments are covered.

Can payroll software for schools handle substitutes and event workers

Yes, but only if it supports bulk imports, flexible time capture, and off cycle runs. Verify that supplemental earnings map to the correct general ledger codes and flow cleanly to your ERP.

What integrations matter most for payroll software for schools

Top integrations include time and attendance, HR or applicant tracking, and accounting or ERP. Single sign on and role based permissions help campus admins work without exposing sensitive data.

How long does it take to implement payroll software for schools

Simple schools can go live in a few weeks if data is clean. Larger districts or higher ed institutions should plan multiple parallel runs and a phased rollout across calendars.

Can one platform cover payroll and global hiring for education

If you work with contractors or international staff, a combined recruiting and payroll platform can reduce handoffs. An option to review is Bolto, which offers US payroll, contractor payments, and employer of record coverage in 150 plus countries.

What support model should schools expect

Look for live chat or phone during payroll windows, clear escalation paths, and a named contact for complex filings. Schools benefit from vendors that provide proactive filing confirmations and easy to read exception reports.

Is there a simple path to try a consolidated platform

Yes, schedule a short walk through and ask to see contract distribution, supplemental pay, and reporting on a sample district profile. You can request a demo with Bolto and compare against your checklist.