Documenting Your Income

What to Collect

Pay Stubs (Last 18 Months)

You need pay stubs covering your entire base period plus some buffer:

W-2 Forms

Keep your W-2 forms for the current year (when available) and the previous 2 years. Box 14 shows CA SDI withheld — if this is blank or zero, you may not have been paying into SDI and should verify with HR before filing.

Flight Records

If EDD questions when you stopped working vs. when sick-bank pay started, these are your proof:

• PBS bid records (shows scheduled work)
• Actual trips flown records
• Sick time usage records from VIPS

How to Organize

Calculate Quarterly Totals

For your base period, identify the highest quarter — this single quarter determines your weekly benefit amount:

Q1: Jan + Feb + Mar = $____
Q2: Apr + May + Jun = $____
Q3: Jul + Aug + Sep = $____
Q4: Oct + Nov + Dec = $____

Highest Quarter: $____ (this determines your benefit)

Where to Find Documents

ADP

1. Log into ADP
2. Navigate to Pay → Pay Statements
3. Download each statement as PDF
4. Save with naming convention: PayStub_2025-01-15.pdf

Direct Access

If ADP is unavailable (common on extended leave — download before you're off):

1. Contact Jennifer Crisp, FedEx Senior Benefits Advisor (see Contacts) — she handles EDD pay-verification requests
2. Request historical pay data as a spreadsheet, not just a letter

Bank Records

Your bank's direct deposit history is backup proof of payment dates and amounts if FedEx-reported data and your stubs conflict.

Creating Summary Documents

Submit a Pilot Pay Explanation Letter with your claim (see Templates). The table below is the quarterly summary to attach — EDD processors are not trained on BLG formulas or bid-month boundaries.

Quarterly Summary for Base Period

╔══════════════════════════════════════════════════════╗
║  QUARTERLY INCOME - BASE PERIOD                      ║
║  For Claim Filed: [Month/Year]                       ║
║  Base Period: [Start] to [End]                       ║
╠══════════════════════════════════════════════════════╣
║  Quarter        | Total Wages    | Notes            ║
║  ---------------|----------------|------------------ ║
║  Q1 (Jan-Mar)   | $85,000        | Full schedule    ║
║  Q2 (Apr-Jun)   | $92,000        | ← HIGHEST        ║
║  Q3 (Jul-Sep)   | $78,000        | Vacation month   ║
║  Q4 (Oct-Dec)   | $88,000        | Full schedule    ║
╠══════════════════════════════════════════════════════╣
║  HIGHEST QUARTER: $92,000                            ║
║  ESTIMATED WEEKLY BENEFIT: $1,765 (max)              ║
╚══════════════════════════════════════════════════════╝

Checklist

• Downloaded last 18 months of pay stubs from ADP before leave starts
• Saved W-2 forms (2-3 years) — Box 14 shows CA SDI withheld
• Calculated quarterly totals for base period; identified highest quarter
• Flagged every period where sick pay replaced flight pay
• Created Quarterly Summary table for EDD submission
• Saved copies outside ADP (cloud backup or external drive) in case access is restricted on leave

Next Steps

• Sick Bank Strategy - Managing your time off banks
• What to Save Now - Other important documents
• Calculator - Calculate your expected benefit