Quick Summary
We reviewed 7 of the best payroll services for schools, comparing their features, pros, cons, and ideal use cases. While each platform offers unique strengths, Checkwriters stands out for its education-focused design, seamless integrations, and exceptional support.
Looking for the best payroll service for your school?
You’re not alone. We combed through Reddit threads and user reviews, and the story is the same everywhere. It’s either that finance managers are burnt out from juggling patchy platforms, or they’re begging for something that actually works.
If you’re here, chances are you want a payroll service that’s easy to use, built for school operations, handles both staff and contract workers, and doesn’t break the budget.
That’s exactly why we did the digging and compiled this list of the 7 best payroll services for schools to help you skip the trial-and-error phase.
Why Listen to Us?
We’ve seen what happens when schools use payroll systems that aren’t built for them. Compliance issues pile up, workflows get clunky, and support disappears when it matters most.
That’s exactly why we built Checkwriters to fix those problems.
Here’s what one school had to say:
With Checkwriters, schools get a payroll solution that’s actually designed for how they operate.
Factors to Consider Before Choosing a Payroll Service for Your School
Choosing a payroll provider should go beyond processing paychecks. The right system should fit your school’s structure, keep you compliant, and make life easier for both admins and staff.
Here are the most important factors to look at:
Education-Specific Features
Choose a platform built for schools, with tools to handle multiple pay rates, fiscal year reporting, GL and 401(k) integrations, and onboarding for teachers, summer camps, and everything in between. Checkwriters, for example, was designed with these complexities in mind.
Compliance Support
Schools face unique reporting requirements like state-specific labor laws. A provider with built-in compliance safeguards helps you stay audit-ready year-round.
User Experience for Staff & Admin
An intuitive interface and robust self-service portals make it easy for HR teams, teachers, and staff to handle everyday tasks. This includes viewing pay stubs, updating personal info, and more without extra admin intervention.
Customer Support & Training
Responsive support can make all the difference, especially during onboarding or when new compliance rules roll out. Many schools highlight Checkwriters’ dedicated onboarding team and proactive training resources as a major plus.
Security & Data Protection
Payroll involves some of the most sensitive data your school handles. Look for providers with enterprise-grade encryption, secure hosting, and regular security audits to protect staff information from threats.
7 Best Payroll Services for Schools
| Payroll Service | Best For | Availability | Key Features |
| Checkwriters | Independent schools, K–12, dioceses, nonprofits, and colleges | U.S.-only | Automated HR, staff self-service portal, built-in compliance tools, school system integrations, on-demand training |
| Paylocity | Large K–12 districts, charter networks, private colleges | U.S.-only | Full-service payroll, self-service mobile access, time tracking, performance management, learning platform, compliance automation |
| Gusto | Small–mid-sized schools, education nonprofits, charter networks | U.S.-only | Payroll & tax filing, PTO tracking, performance tools, self-service portal, customizable benefits packages, compliance tools |
| APS Payroll | K–12 schools, districts, private institutions | U.S.-only | Applicant tracking, payroll processing, ACA compliance, scheduling, performance reviews, real-time dashboards |
| 247HRM | Schools, colleges, training institutes | India + selected global markets | Automated payroll, time & attendance, performance management, ERP/device integrations, mobile apps, compliance tools |
| PNI HCM | K–12 districts, charter networks, colleges, universities | U.S.-only (possible global integrations via isolved) | Payroll & tax for staff and students, custom salary/benefits, time & labor management, applicant tracking, analytics, unlimited departments, compliance tools |
| Civica Education People Hub | Schools, academies, colleges | UK & select Commonwealth markets | MIS integration, employee lifecycle management, education-specific dashboards, payroll & pensions tools, compliance reporting, mobile app |
1. Checkwriters
Checkwriters is a headache-free, all-in-one HR and payroll solution for schools. We’re often praised by school HR and Finance leaders for our exceptional support, intuitive interface, and everything else that creates a stress-free experience for both you and your employees.
With Checkwriters, you can automate those manual time-drainers like attendance tracking, performance reviews, regulatory reporting and benefits management. Our solution also integrates with many school management systems and includes built-in compliance tools to help you stay aligned with local, state, and federal requirements.
Your teachers and staff get an easy-to-use self-service portal where they can view pay stubs, update personal info, and handle day-to-day tasks without needing to chase down HR.
Features
- Automated HR workflows: Attendance tracking, performance reviews, time-off management, and more are all in one place.
- Staff Self-Service Portal: Give teachers and employees easy access to payroll, time-off, and personal info, without involving HR for every request and update.
- Built-in compliance tools: Stay aligned with local, state, and federal regulations with real-time updates and automated reporting.
- School system integrations: Seamlessly connectionss with many of the platforms you already use.
- Bank-level security: We use enterprise-grade encryption and modern security protocols to protect sensitive data across the board.
- On-demand training: An extensive library of how-to videos and resources available for every feature, so your team always feels supported. We may also provide live, in-person training upon request.
Pros
- Exceptional customer service that actually responds and follows through
- Clean onboarding process and a helpful implementation team
- Designed specifically for schools
- Intuitive interface that’s easy for admins, teachers, and staff to use
- Built-in compliance safeguards and resources to help schools stay audit-ready and stress-free
- Seamless integration with school management systems you already use
- Strong data security protocols to protect sensitive staff and payroll information
Cons
- Currently available only in the U.S.
Best For
Independent schools, K–12 districts, dioceses, nonprofits, and colleges
Testimonial
2. Paylocity
Paylocity is a feature-packed HR and payroll software that helps your school hire, pay, and support its staff without the usual administrative stress.
Users have praised its broad feature set, mobile accessibility, and ability to streamline once-manual processes. At the same time, many point out that while it’s powerful, reporting can be complex and implementation occasionally feels rushed.
From onboarding and training to payroll and performance management, Paylocity brings together everything schools need to manage people and processes in one place. It handles school-specific challenges like union dues, varying calendars, and retirement plans.
Features
- Full-service payroll with union dues, benefit deductions, and tax filing
- Self-service access to schedules, pay stubs, and tax forms via web or mobile
- Built-in modules for time tracking, onboarding, and performance management
- Learning/training platform with mobile access
- Automated compliance tools and document workflows
- Real-time people analytics and reporting dashboards
Pros
- Broad feature set covering HR, payroll, engagement, and learning
- Mobile-friendly with strong adoption among teachers and staff
- Reporting insights help identify trends in turnover, headcount, and more
Cons
- Implementation can feel rushed and sometimes costly to fix afterward (per G2 reviews)
- Reporting dashboard is powerful but has a learning curve
- Some smaller schools may find it overly complex or not education-specific
Best For
Large K–12 school districts, charter networks, and private colleges managing multiple roles, campuses, or compliance requirements.
3. Gusto
Gusto is an all-in-one payroll and HR platform built to simplify school operations from day one.
They’ve ranked number one in multiple software comparisons, and the feedback backs it up. Many education teams say Gusto helps them reduce admin work while giving staff a modern experience.
This payroll solution handles everything from tax filing and PTO tracking to compliance, time-off approvals, and performance reviews. Teachers and staff also get access to a self-service portal where they can view pay stubs, track time, and access school policies from any device.
One feature you might really appreciate is the ability to create customizable benefits packages for your teachers and staff. These can include medical and dental, commuter perks, wellness tools, and even financial planning support. This makes it easier for your school to attract and retain top talent.
Features
- Full-service payroll with automated tax filing and benefits deductions
- Time tracking, PTO management, and performance tools
- Self-service portal for pay stubs, leave requests, and documents
- Custom benefits packages (no-cost, low-cost, and premium options)
- Built-in compliance tools for ACA, COBRA, and wage laws in all 50 states
- AI-powered reports and dashboards for HR insights and planning
- Onboarding tools and customizable school policy handbooks
Pros
- Clean, user-friendly design (especially on the admin side)
- All-in-one platform for payroll, HR, and benefits
- Great employee experience with strong self-service tools
- Competitive benefits offerings with flexible add-ons
- Excellent for schools with mixed roles (hourly, salaried, part-time)
Cons
- Some advanced features come at a higher price tier
- Implementation and support speed can vary by plan
Best For: Small to mid-sized schools, education nonprofits, and charter networks looking for an easy-to-use payroll system with strong HR and benefits features built in.
4. APS Payroll
APS is an HR and payroll platform built with education in mind. It helps schools simplify how they hire, manage, and pay staff without getting buried in admin every day.
With a 4.6-star rating out of 5 and customers writing full-page reviews praising its ease of use and responsive support, it’s clear APS is doing something right.
This solution gives you the tools to streamline key HR tasks like applicant tracking, payroll processing, ACA compliance, employee scheduling, and even performance reviews. You also get real-time access to the data that keeps your operations running smoothly, whether you’re tracking time off or managing onboarding for new staff.
Features
- Built-in applicant tracking system for managing job postings, resumes, and candidate workflows
- Payroll processing tools with automated tax calculations, direct deposit, and pay stubs
- ACA management tools to monitor employee eligibility and generate required forms
- Scheduling module for creating and managing shifts, absences, and time-off requests
- Performance review system for tracking goals, feedback, and staff evaluations
- Real-time dashboards for up-to-date reporting on payroll, HR, and compliance metrics
- Mobile-friendly interface that supports both admin and employee self-service
Pros
- Education-specific tools for HR and payroll
- Strong reputation for customer support
- User-friendly interface with mobile access
- Deep reporting and compliance capabilities
Cons
- Interface may feel dated compared to newer platforms
- Limited integrations outside of core HR functions
Best For
K-12 schools, districts, and private institutions looking for a reliable HR and payroll system.
5. 247HRM
247HRM gives schools a smarter way to run HR and payroll without getting bogged down in manual work.
Its flexibility is one of its biggest strengths. Schools can tailor modules to their needs, integrate with ERP systems, and give staff mobile access for everyday HR tasks.
Reviews often highlight the platform’s user-friendly design, reliable support, and the fact that it scales easily as your institution grows.
There are occasional mentions of slow loading during peak times, but overall, 247HRM is praised for helping schools save time, stay compliant, and keep their HR processes running smoothly.
Features
- Automated payroll with tax, HRA, TDS, and allowance calculations
- Time and attendance tracking with paperless leave management
- Employee self-service portal for payslips, leave, and profile updates
- Performance management, skill tracking, and succession planning
- ERP and attendance device integrations (SAP, Oracle, and more)
- Android and iOS mobile apps for staff and admin access
- Compliance tools for local, state, and national requirements
Pros
- Flexible, customizable platform for education environments
- Strong onboarding and ongoing support
- Mobile-friendly for staff and administrators
Cons
- Can load slowly during heavy usage
- Limited advanced customization in certain areas
Best For
Schools, colleges, and training institutes looking for a mobile-ready HR and payroll system that adapts to their processes while keeping compliance simple.
6. PNI HCM
PNI HCM delivers a unified HR, payroll, and benefits platform designed to help schools and higher education institutions cut down on admin work and focus on what matters most.
With isolved People Cloud at its core, it adapts to the unique needs of education environments, from handling payroll for student employees to aligning benefits with the academic calendar.
Schools praise PNI HCM for its flexibility, responsive support, and ability to handle complex payroll needs like different pay schedules, union requirements, multi-location staffing, or compliance reporting.
However, as with many powerful systems, some users note that the wide range of features can create a steeper learning curve, and implementation hiccups occasionally occur.
Features
- Full-service payroll and tax management (including student employees)
- Custom salary structures and benefits packages tailored to academic schedules
- Time and labor management with cloud-based scheduling
- Built-in applicant tracking and onboarding tools
- AI-powered predictive people analytics and real-time dashboards
- Unlimited department levels for labor and general ledger tracking
- Certification and expertise tracking in a single database
- Giving and volunteering management linked to payroll
- Integration marketplace for connecting with ERP, LMS, and other systems
Pros
- Highly flexible, customizable payroll and HR workflows
- Strong reputation for customer service and dedicated onboarding teams
- Robust reporting and compliance tools
- Handles complex, multi-location and multi-schedule payroll with ease
Cons
- Feature-rich platform can take time to fully learn
- Occasional implementation challenges reported by some schools
Best For
K–12 districts, charter networks, colleges, and universities needing an adaptable platform to handle payroll, HR, benefits, and compliance for both faculty and student workers.
7. Civica Education People Hub
Civica Education People Hub is a cloud-based HR and payroll platform designed to meet the unique operational, legislative, and compliance needs of schools.
It combines automation, connected data, and education-specific features to help schools manage the entire employee lifecycle without drowning in admin.
Schools choose Civica because it integrates directly with MIS systems like SIMS, iSAMS, and Progresso. This allows changes to staff records automatically sync without duplicate data entry.
The platform also includes education-specific reporting tools, payroll and pensions processing, and a mobile app for staff self-service.
Features
- MIS integration for SIMS, SIMS Primary, iSAMS, Progresso, and more to prevent duplicate data entry
- Complete employee lifecycle management: recruitment, onboarding, absence tracking, performance reviews, CPD, and training
- Education-specific dashboards with real-time analytics on absence, budgeting, resourcing, and compliance
- Payroll and pensions tools, including teachers’ pay spines, term-time contracts, and pension scheme outputs (LGPS, Teachers’ Pensions)
- Compliance reporting for Schools Workforce Census (SWF), Staff Individualised Record (SIR), and Single Central Record (SCR)
- Mobile app for secure self-service access to pay, leave requests, and personal details
Pros
- Strong MIS integration to keep HR and payroll data consistent across systems
- Education-specific compliance and pensions features built in
- Mobile and browser access for staff and managers
- Option to run payroll in-house or outsource via Civica Managed Payroll Education
Cons
- Some advanced features may require additional setup or integration work
- Interface may feel less modern compared to newer SaaS-only platforms
Best For
Schools, academies, and colleges seeking an education-focused HR and payroll solution with strong MIS integration and flexibility to manage payroll in-house or through a bureau service.
Conclusion
The best payroll service is the one that frees your time, keeps you compliant, and makes life easier for staff. While every option here has its strengths, schools looking for an education-first platform with reliable support often choose Checkwriters.
Get started with Checkwriters today.