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72 Hr Notice Form Oregon

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72 Hr Notice Form Oregon Powered By Docstoc
					              Employee Separations in
                      OSPA


            Oregon Statewide Payroll Services


7/13/2010                                       1
Class Goal
 To provide a new payroll staff member
     with the “essential” tools needed to pay
     a separating employee within legal
     deadlines




7/13/2010                                       2
Class Objectives
 By the end of the class, the student will
     be able to:
           Enter final check dates on the P010
           Identify existing leave types & balances on the
            P430
           Pro-rate & adjust leave accruals on the P435
           Transfer accrued leave to the Leave Clearing
            Account


7/13/2010                                                 3
Class Objectives Cont’d
           Enter leave pay-offs and review existing
            adjustments on the P050
           Delete, change, & add deductions on the P070
           Use the P370 to determine if the employee
            owes the agency for any overpayments &
            verify entries
           Describe the differences in the process for
            retirees and deceased employees



7/13/2010                                              4
Class Handouts
 PowerPoint Slides
 Termination Check Lists (Corrections,
  Lottery, DAS)
 Termination Worksheet (DHS / DAS)
 Sample Reports
 Exercises #1 - #5



7/13/2010                                 5
OSPA Reference Manual
 Recommended Practices
           Separating Employees
           Manual Checks
           Deceased Employees
 Entry Guides
           Leave, Adjust Balances
           Leave, Advance
           Leave, Pay Off
           Leave, Transfer
7/13/2010                            6
Reference Manual Cont’d
 Entry Guides Cont’d
           ODT, Entering Time
           ODT, Approving Time
           Time Capture, Timesheets
           Time Capture, Entering Time




7/13/2010                                 7
Other Resources
 PEBB Administrative Manual
 Resources on the OSPS web site




7/13/2010                          8
Class Outline
 Separations from state service
 Retirees
 Deceased employees




7/13/2010                          9
P030 Job Status Data
 P030        OR#######,#####,1,053107       JOB STATUS DATA                      030
            LEE, ROBERT E

    *** JOB STATUS INFO     ***                      *** CONCURRENT JOB INFO ***
  JOB STAT START/STOP       042207/053107           REPORT DISTR CD      140
  PERS AGY/POS/DFC/SC       #####/0312111/0/Y       RECOG SVC DT         042204
  PT-FT CD/PCT              F/1.0000                CITY CNTY CD         24/M
  APPOINTMENT TYP DT/CD     042204/P                STANDARD HRS PER DAY 8.000
  EMP REPR/CLS/OPT/STEP     MMN /X1218 /A/A/05      MASS TRANSIT DIST    S
  PERSONNEL TRANS CD        520                     TIMESHEET CD          N
  BENEFIT PKG CD            XX
  LEAVE ACCRUAL SVC CD      1                       EMPLOYEE ID          #########
  PERS JOB CLASS CODE       1
  CREW-UNIT                 1409
  WAGE BASIS CD             S
  PERSONNEL BASE RATE         4613.00      ---FUND SPLITS---     -FIXED MLY DIFFS--
  ADJUSTED BASE               4613.00     LABOR COSTING PCT      PAY   PCT/    PCT/
  PERSONNEL PAY RATE          4613.00                            TYPE AMT      AMT
  EQUIVALENT RATE               26.61                                  CD
  HOLIDAY PKG CD            O             074760000000   1.0000
  LOA BEG DT/CD/END
  SEPARATION DT/REASON      053107/9L
  O-T/FLSA CD               N/E
  LAST PA NUMBR/TRAN DT     RESIGN 052607

7/13/2010                                                                              10
P030 Fields
 JOB STAT START = if in prior or
  current month, review last action(s)
 JOB STAT STOP = separation date
 PT-FT CD/PCT
 PERSONNEL TRANS CODE = PA
  Code in the PPDB (Resources, DAS
  Human Resource Services, HR
  Systems)
7/13/2010                                11
P030 Fields Cont’d
 BENEFIT PKG CD: Publications,
  Reference Manual, Appendix H
 LEAVE ACCRUAL SVC CD – for
  vacation leave adjustments
 EQUIVALENT RATE: hourly rate for
  VA & CT pay-off



7/13/2010                            12
P030 Fields Cont’d
 SEPARATION DT/REASON:
     Resources, DAS Human Resource
     Services, HR Systems (Separation
     Code Definitions and Voluntary
     Separation Form)




7/13/2010                               13
JOB STAT START
 If date is in current or prior month,
  review prior job segment(s) to
  determine reason for change
 If PA code = 232, check LEAVE
  ACCRUAL SVC CD
 If accrual code has changed, use
  applicable codes to advance VA


7/13/2010                                 14
Verify / Enter Time
         Start



         Prior                 Time      No
                 No                           Enter prior
        month                entered
        closed               for prior
                                               month’s
           ?                   mo?               time


 Yes                   Yes

       Enter
      current
      month’s
       time
                      End


 7/13/2010                                                  15
Verify / Enter Time Cont’d
 P001/P003 OR P005/P004/P006
 P001:
           Timesheet start date – first day of the month
           Timesheet end date – last day employed
           Pay period ending date – last day of the
            month




7/13/2010                                                   16
Final Check Dates




7/13/2010           17
Final Checks
 BOLI (Resources, Wage and Hour
  Authorities, Oregon Bureau of Labor
  and Industries (BOLI), FAQs / Fact
  Sheets, Final Pay Checks)
 If an employee quits with less than 48
  hours notice, excluding weekends &
  holidays, the paycheck is due within five
  days, excluding weekends & holidays,
  or on the next regular payday,
  whichever comes first. ORS 652.140(2)

7/13/2010                                 18
Final Checks Cont’d
 If an employee quits with notice of at
  least 48 hours, the final check is due on
  the final day worked, unless the last day
  falls on a weekend or holiday. In that
  case, the check is due on the next
  business day. ORS 652.140(2) &(3)
 If an employee is discharged, the final
  paycheck is due not later than the end
  of the next business day. ORS
  652.140(1)
7/13/2010                                  19
Civil Penalty for Late
Final Check
 If an employer willfully fails to pay any part of
     an employee's final wages when due, then,
     as a penalty, the compensation of the
     employee shall continue from the appropriate
     due date, at the same regular hourly rate, for
     eight hours per day, until the wages are paid
     or until an action for collection is filed. The
     maximum penalty is for 30 days
     compensation. ORS 652.150

7/13/2010                                             20
Civil Penalty Cont’d
 As of January 1, 2002, the penalty may
     not exceed 100% of the unpaid wages if
     the employer pays the wages due within
     twelve days after written notice of
     nonpayment is sent to the employer and
     the employer has not willfully violated
     the final pay provisions of the law in the
     preceding year.

7/13/2010                                     21
Setting Final Check
Dates
 If separation date is near normal
  payday, process with normal payroll run
 If not close to a scheduled payday,
  agency or manual (off-cycle) check
 Enter on the P010 Withholding
  Data/Locator Data
           FINAL CHECK ISSUED – date printed on the
            check
           FINAL CHECK PERIOD ENDING – last day
            of pay period
7/13/2010                                              22
P010 Check Date
Examples
 Last day = last day of month (033109):
           Check produced during regular run 1
           FINAL CHECK ISSUED: 033109
           FINAL CHECK PERIOD ENDING: 033109
 Last day = regular mid-month payday
     (041009)
           Check produced during regular March run 2
           FINAL CHECK ISSUED: 041009
           FINAL CHECK PERIOD ENDING:043009

7/13/2010                                               23
P010 Check Date Examples
Cont’d
 Last day = during month (032009)
           Manual check request
           FINAL CHECK ISSUED: 032009
           FINAL CHECK PERIOD ENDING: 033109




7/13/2010                                       24
P010 Tax Related Fields
 Change if employee submits new W-4:
  Forms, Employee Forms
 EFF DATE – MMDDYY
 FEDERAL:
           STAT – J=joint, S=single, N=exempt
           EXEM -- ## of exemptions claimed
           ADDL – additional amount to be withheld
 STATE STAT, EXEM, ADDL
7/13/2010                                             25
P010 Withholding Data /
Locator Data
 P010     OR####### #####                WITHHOLDING DATA / LOCATOR DATA           010
        LEE, ROBERT E                    WH09 UPDATE COMPLETED
                                         WH66 ENTER NEW KEY OR MORE UPDATES

     RDC/CREW/CST CTR         140        ----------MANDATORY WITHHOLDING----------
 ?   TAX DATA FOLLOW-UP FLAG:        N        BEG DATE STAT EXEM ADDL END DATE
 ?   FINAL CHECK ISSUED:        033109 ? FED   000000          00   0000    000000
 ?   FINAL CHECK PERIOD ENDING: 033109 ? STATE 000000          00   0000    000000
 ?   RETIREMENT START DATE:     000000



   EFF    ----FEDERAL----   -----STATE-----   EIC   RTMT RTMT RTMT    FICA SAIF UNEM
   DATE   STAT EXEM ADDL    STAT EXEM ADDL     CD   SYST STAT ACCT    SUBJ SUBJ SUBJ
 ? 043007   S   02   0000    S    02   0000    N     S     D 376705     Y   Y    Y
 ? 053196   S   00   0000    S    00   0000    N     S     D 376705     Y   Y    Y


    ----WAIVERS----
 CLASS DATE    CLASS DATE   CLASS DATE   CLASS DATE     CLASS DATE    CLASS DATE
  ?             ?            ?            ?              ?             ?




7/13/2010                                                                                26
Exercise #1




7/13/2010     27
Leave and Comp Time




7/13/2010             28
Accrued Leave
 Accumulates or is added to periodically
 LARS accrues:
           Sick leave (SL)
           Vacation leave (VA)
           Compensatory time (CT, ST)
           Personal business (PB)




7/13/2010                                   29
Accrued Leave Cont’d
 Accrued leave has a positive balance
           Other leaves have a negative balance (leave
            used)
 LARS generally updates sick and
     vacation leave one day after final run 2
     (Processing Tools, Processing
     Calendar)



7/13/2010                                                 30
Leave Types to Adjust on
P435
 At a minimum:
           Advance SL & VA accruals for current (or prior
            & current) month(s)
           Transfer SL & PB to Clearing Account
           Evaluate VA & CT for eligibility for pay-off
 Adjust other leave balances to 000.00
 B400 Terminated Employee with Leave
     Balances report includes CT, ML, PB,
     PR, SL, & VA
7/13/2010                                                31
 Accrue SL & VA?

                                          Prior             Adjust
                      EE      Yes                    No
                                           mo                prior
Start              eligible
                       ?
                                         accrual           month’s
                                         s run?            accruals
             No                      Yes

                   Adjust                  EE
                              Yes
                   current               worked
End
                  month’s                require
                  accruals               d hrs?
                                    No             For some contracts
                                                   employee must have 32
                                                   paid hours in the month
                                                   to accrue leave
 7/13/2010                                                               32
Pro-rating Leave Accrual
 Reasons to prorate:
           If employee works < full-time in current (or prior)
            month (P002, P007)
           The LEAVE ACCRUAL SVC CD on P030
            changed in current (or prior) month


     Monthly accrual         EE’s Reg Paid Hrs
     rate x
                             F-T Hrs for work schedule &
                             month
7/13/2010                                                     33
Pay Off or Transfer to Clearing
Account?
                       EE still    No
                                         SL & PB to       Pay-off VA &
                       on trial
       Start                              Clearing         CT to max
                       service
                                          Account           allowed
                          ?
                Yes


      HR                                                  Adjust other
     Pol.
               No     SL & PB to
                                        Pay-off CT to        leave
                       Clearing
    60.000.                             max allowed       balances to
                       Account
      05?                                                   000.00

 Yes

SL, PB & VA
 to Clearing
   Account
                                                        End
 7/13/2010                                                               34
Advance Leave on the
P435
1. ?: A
2. ADJ OR TRFR FM/TO: A
3. HOURS LEAVE: # of hours to
   advance (e.g., 8.00)
4. REMAIN ADV: # of hours to advance
   – (e.g., 8.00-)
5. COMMENTS: 12 characters

7/13/2010                              35
To Zero Out Leave on
the P435
•           Zero out such leaves as GL, EL, IT,
            JD, etc.
•           Most will have a negative balance
1.          ?: A
2.          ADJ OR TRFR FM/TO: A
3.          HOURS LEAVE: CUR from P430
            (54.50)
4.          COMMENTS: 12 characters
7/13/2010                                         36
Transfer SL to Clearing
Account
1. ?: A
2. ADJ OR TRFR FM/TO: T
3. CLR ACCT OTHR JOB: C
4. HOURS LEAVE: total # of SL hours –
   (e.g., 225.00-)
5. LV EXP DATE: 2 yrs from separation
6. COMMENTS: 12 characters

7/13/2010                               37
Transfer PB to Clearing
Account
•           Transfer even if 0.0
1.          ?: A
2.          ADJ OR TRFR FM/TO: T
3.          CLR ACCT OTHR JOB: C
4.          HOURS LEAVE: total # of PB hours –
            (e.g., 5.00-)
5.          LV EXP DATE: June 30 of fiscal year
6.          COMMENTS: 12 characters
7/13/2010                                     38
P420 Leave Clearing
Account Balances
 P420       OR####### #####                LEAVE CLEARING ACCOUNT BALANCES



    LV             -----TRANSFERS IN----   ----TRANSFERS OUT----   ACCOUNT
    LV EXP
   TYPE            DATE   AGY     HRS      DATE     AGY   HRS      BALANCE
    DATE

    SL CUR BAL 042606 #####     108.21     052607                  108.21
    053109




7/13/2010                                                                    39
P420 Cont’d
 Displays leave transferred with the
     P435 for employees who have:
           Transferred from one state agency to another
           Separated from state service




7/13/2010                                                  40
VA and CT Payout




7/13/2010          41
P050 Gross Pay
Adjustment
 Eligible separating employees will be
     paid for unused accrued vacation leave
     & compensatory time, up to a defined
     maximum amount:
           Statewide HR policy 60.000.05 (Resources,
            DAS Human Resource Services, HRSD Rule
            and Policy Manual, Division 60 Employee
            Leave)
           Bargaining agreement (Resources, Labor
            Relations Unit, Collective Bargaining
7/13/2010   Agreements)                                 42
P050 Separation Entries
 PAY TYPE:
           CTP = Compensatory time payoff
           VAP = Vacation payoff up to 250 hrs.
           VAQ = Additional vacation payoff
                For Lottery, Judicial, Legislature, firefighter, and
                 AEE engineers
                Balance of 251 to 350 hrs.
                Maximum of 100 hrs.
           VAL = Additional payoff for firefighters only
                Balance >350
7/13/2010       Maximum of 274 hrs.                                    43
P050 Separation Entries
Cont’d
 START DATE – will default to date
  used to retrieve record
 STOP DATE – will default to date used
  to retrieve record
 ADJ TYPE – A = one-time (default)
 RATE – EQUIVALENT RATE from the
  P030
 UNITS – CT or VA hours from P435
7/13/2010                                 44
P050 Separation Entries
Cont’d
 AMOUNT – OSPA will calculate
 Hidden field – spaces for labor costing,
  can use for additional comments
 COMMENT – 12 characters
           Reason for entry
           Creates an audit trail
           Prints on the Payroll Register


7/13/2010                                    45
P050 Gross Pay
Adjustment
 P050         OR#######,#####,1,053107           GROSS PAY ADJUSTMENTS ON FILE
            LEE, ROBERT E


   PAY STRT   STOP ADJ                                          DAYS     TRAN
   TYP DATE   DATE TYP          RATE     UNITS      AMOUNT      WRKD     DATE    ERROR
   MSG
 ? IR 053104 043006               .00       .00           .00           042606
   INS RETURN                                       PRO                COMMENT INS
   RETURN

 ? VAP 053107 053107 A    26.61          136.44     3630.67             042606
   VAC PAYOFF       RESIGNATION                                        COMMENT
   VAPOFF042906

 ?                         A
                                                                       COMMENT

 ?                         A
                                                                       COMMENT

 ?                         A
7/13/2010
                                                                       COMMENT       46

 ?                         A
Exercise #2




7/13/2010     47
P370 Calculation of
Current Pay-off
 Check entries completed
 Look for Prior Mo negative – indicates a
  prior overpayment
 Review deductions from the P070
           Do they create a net pay negative?




7/13/2010                                        48
Adjusting Deductions




7/13/2010              49
Evaluate Existing
Deductions
 PEBB Benefits      Voluntary Deductions
 Garnishments           Parking
                         Direct Deposit(s)
 Union Dues/Fair
                         Charitable Fund Drive
  Share                  Food Bank
 Deferred Comp          Deferred Comp
  Loan Repayment         Savings Bonds




7/13/2010                                         50
PEBB Benefits Include
 Accidental death & dismemberment
 Basic & optional life
 Dental
 Flexible spending accounts
 Long & short-term disability
 Long-term care
 Medical
 Vision
7/13/2010                            51
OSPA / pebb  benefits
Interface
   PPDB interfaces separation to      Agency staff member reviews P070
          pebb.benefits                        / pebb.benefits
Nightly


   Agency staff member approves         Pebb.benefits sends COBRA
    separation in pebb.benefits             information to BHS
                                                         Every Friday

                                          BHS sends COBRA notice
 Pebb.benefits interfaces insurance
        changes to OSPA
Every 2 min.                            OSPA interfaces actual hours
                                          worked to pebb.benefits
                                                           After run 2

   7/13/2010                                                             52
PEBB Benefits
 If hours worked + paid leave ≥ 80 hrs,
  employee is eligible for benefits for
  following month
 PEBB  benefits calculates # of
  business days between 1st of month &
  separation date
 If ≤9 business days:
           Benefits until end of current month
           P070 end date of prior pay period
7/13/2010                                         53
PEBB Benefits Cont
 If >9 business days
           Benefits until end of following month
           P070 end date of final pay period
 Also delete any P050 entries:
           If <80 hrs., delete IR, DPT & DPN on P050
            with prior pay period end date
           If ≥80 hrs., delete P050 entries with current
            pay period end date


7/13/2010                                                   54
Voluntary Deductions
 Charitable Fund Drive
 Deferred Comp
 Direct Deposit(s)
 Food Bank
 Parking
 Savings Bonds
 Union insurances


7/13/2010                 55
Voluntary Deductions
Cont
 Delete in next pay period:
           DAS parking
           OSGP
 Delete in current pay period:
           Private parking
           Bus pass
 Determine if pay will cover & employee
     wants other voluntary deductions

7/13/2010                                  56
Voluntary Deductions
Cont
 DAS Facilities Parking will pro-rate
     parking if leave during month
           (503) 378-5090
           state.parking@state.or.us
 Savings bonds
           Delete from P070 and P080
           If after run 1, delete in next pay period



7/13/2010                                               57
Voluntary Deductions
Cont
 Direct Deposits
           OSPA will make the final payment with a
            check even if the employee has a net pay
            direct deposit (XDNN 555)
           To avoid accidental direct deposits if you later
            set correctives, delete direct deposits for
            earliest pay period still on the P190




7/13/2010                                                      58
“Involuntary” Deductions
 Union dues / fair share covers month in
  which collected, include in final pay
 Garnishments – recalculate garnishable
  wages
 Deferred comp loan repayments
 Prior overpayments not yet collected
  from the employee


7/13/2010                                   59
Prior Overpayments Not Yet
Collected
 OAM 45.50.00 PO & PR –
  Overpayment will be deducted from final
  paycheck
 OAM Chapter 35 – A/R Management
 ORS 292.170 -- Overpayment may be
  referred to DOR as a delinquent
  account


7/13/2010                               60
To Delete a Deduction
 Retrieve record for pay period where
  there will not be a deduction
 For example:
           Final work day = 03/31/09
           Deduction included in final wages
           P070 SSN or Employee ID 043009
 ? = D (delete)



7/13/2010                                       61
P070 Example – Not in
Final Pay
 P070     OR#######,#####,053107             DEDUCTIONS AND DEDUCTION ADJUSTMENTS
        LEE, ROBERT E
                                             DA98 PRESS ENTER FOR NEXT PAGE

     A DED PLAN OPE      DATE     -EMPLOYEE---SHARE- JOB     EMPLR BOARD    VENDOR
     D CODE CODE CD BEGIN END      PCT PCT     FIXED SHR     SHARE SHARE    SHARE
     J DESC DESC                   GRS NET    AMOUNT PCT
       DCNN 100   N 103102 043006              420.00           .00     .00       .00
      DEF/COMP      REGULAR         COMM                 TRANS DATE 050506
     ACH ACCT                              ACCT CD

 D     BK11       N 033107 022908               30.00              .00     .00      .00
      FOOD BANK                      COMM FOOD BANK 06      TRANS DATE 031607
     ACH ACCT                              ACCT CD

 ?     AKNN 001   N 123199 999999                     .00          .00     .00      .00
      LONGTERM DIS 90 DAY/66%        COMM                   TRANS DATE 111699
     ACH ACCT                               ACCT CD

 ?     DONN        N 083100 999999                    .00          .00     .00      .00
      SEIU 503 DUE                   COMM                   TRANS DATE 083000
     ACH ACCT                               ACCT CD




7/13/2010                                                                                 62
P070 Example – In Final
Pay
 P070     OR#######,#####,063007             DEDUCTIONS AND DEDUCTION ADJUSTMENTS
        LEE, ROBERT E
                                             DA98 PRESS ENTER FOR NEXT PAGE

     A DED PLAN OPE      DATE     -EMPLOYEE---SHARE- JOB     EMPLR BOARD    VENDOR
     D CODE CODE CD BEGIN END      PCT PCT     FIXED SHR     SHARE SHARE    SHARE
     J DESC DESC                   GRS NET    AMOUNT PCT
       SLNN 001   N 123199 999999                  .00          .00     .00       .00
      BASIC LIFE    PRETAX/5K       COMM                 TRANS DATE 102199
     ACH ACCT                              ACCT CD

 ?     STNN 001   N 053196 999999                     .00          .00     .00      .00
      SHORTERM DIS 60% BENEFIT       COMM                   TRANS DATE 052496
     ACH ACCT                               ACCT CD

 D     TDNN        N 033102 999999                    .00          .00     .00      .00
      SEIU 503 ISS                   COMM                   TRANS DATE 041202
     ACH ACCT                               ACCT CD

 ?     VSNN AAA   H 123105 999999                     .00          .00     .00      .00
      VSP           EMP ONLY         COMM                   TRANS DATE 120105
     ACH ACCT                               ACCT CD




7/13/2010                                                                                 63
P070 Example – Direct
Deposit
 P070     OR#######,#####,033107            DEDUCTIONS AND DEDUCTION ADJUSTMENTS
        LEE, ROBERT E
                                            DA99 LAST PAGE

   A DED PLAN OPE      DATE     -EMPLOYEE---SHARE- JOB     EMPLR BOARD    VENDOR
   D CODE CODE CD BEGIN END      PCT PCT     FIXED SHR     SHARE SHARE    SHARE
   J DESC DESC                   GRS NET    AMOUNT PCT
 D   XDNN 111   N 113003 999999              490.00           .00     .00       .00
    DIRECT DEP    FIXED 1         COMM OSU FED CU      TRANS DATE 110403
   ACH ACCT #################            ACCT CD C

 D     XDNN 222   N 103105 999999            25.00                .00     .00      .00
      DIRECT DEP    FIXED 6       COMM ACCELAPAY           TRANS DATE 101805
     ACH ACCT ################# ACCT CD C

 D     XDNN 555   N 053196 999999      100           .00          .00     .00      .00
      DIRECT DEP    NET PAY         COMM                   TRANS DATE 102298
     ACH ACCT #################       ACCT CD C

 ?
                                    COMM                   TRANS DATE
     ACH ACCT                              ACCT CD




7/13/2010                                                                                64
Exercise #3




7/13/2010     65
Forms
 Forms, Other Payroll / Benefit Forms
 Includes:
           Standard Insurance Application to Continue
            Optional Life
           Long Term Care UNUM Conversion Form
           Deferred Compensation




7/13/2010                                                66
On-line Daily Time Security
 Delete security after manager has
  locked time for final check
 Two steps:
       1.   “Undaily” on Payroll Time Capture – P006
            Supervisor Entry Menu
       2.   Delete employee’s record on PSEC Time
            Entry Security Table



7/13/2010                                              67
P006 On-line Daily Time
1. P006, your employee ID, agency,
        distribution code + [ENTER]
2.      SUPV PIN + [ENTER]
3.      SSN/EMPLOYEE ID (employee’s) +
        [ENTER]
4.      VERIFY TIME?: X + [ENTER]
5.      VERIFY TIME?: X + [ENTER]

7/13/2010                                68
PERS EDX/jClarety
 The PPDB will interface separation to
  jClarety
 Only send paper forms to PERS if a
  PERS Central Team staff member
  requests




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Manual Checks




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Manual Checks
 Also called “special” & “off-cycle”
 Instructions:
           Services, Manual Payroll Checks
           Publications, Reference Manual,
            Recommended Practices, Manual Checks
 Signature Authorization Form:
  Forms, Working with Employee Checks,
  Authorized Signatures
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Manual Checks Cont’d
 Send screen print of P370 to OSPS by
     noon of day needed
           Indicate purpose is for termination
           Signed by staff member on the current
            Signature Authorization Form
 OSPA will generate P070 PPNN
     deductions to reimburse the Joint
     Payroll Account

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Reports
 E322-01 Deductions Past Job Ending
  Date
 B075B Gross Pay Adjustments
 E260-100 Gross Pay Over 2.0 x Ajd
  Base Exception Report
 E460 Leave Accrual – Adjustments and
  Transfers
 Net Pay Negative Report
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Reports Cont
 XREF24 P & F Extra Retirement Units
  for Terminated Employees
 XREF17 Regular Contributions for
  Terminated Employees
 E357-030 Separated Employees with
  Net Pay Positive Adj
 E492 Terminated Employees Having
  Leave Balances
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Exercise #4




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Variations on a Theme
 Retirements
 Deceased Employees




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Retirement




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Retirement
 Retirement date is always the first of the
  month – separation will be the last day
  of the prior month
 Any payments made after the retirement
  month will affect when retirement starts
 For employees with salary prior to 2003,
  PERS may send salary confirmation
  forms to agency
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Retirement -- P030
 PERSONNEL TRANS CD:
           530 -- Retirement
           Triggers electronic notices to PERS
 SEPARATION REASON: 30




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Retirement – P435
 Transfer SL to the clearing account
           LV EXP DATE: 60 days
 Zero out PB




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Retiree Returns
 The PPDB
           Enter new employment after run 2 for the pay
            period in which retired
 P010:
           EFF DAT: pay period returns
           RTMT SYST: N
           RTMT STAT: N



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Deceased Employee




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Deceased Employee
 Reference Manual, Recommended
  Practices, Deceased Employees
 ORS 652.190
 Payment will be made to surviving
  spouse, dependent children, or estate
           ≤$10,000 to spouse or divided equally among
            dependent children
           Amount over $10,000 to estate
           TIN (SSN or EIN) or back-up withholding
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Deceased Employee –
P030
 PERSONNEL TRANS CD: 540 or 567
  (temp)
 SEPARATION DT / REASON: 40 or 65
  (temp)




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Deceased Employee --
P010
 FINAL CHECK ISSUED: date printed
  on check
 FINAL CHECK PERIOD ENDING: end
  of pay period for FINAL CHECK
  ISSUED




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Deceased Employee –
P050
 RGD PAY TYP with negative AMOUNT
  Gross pay from P370
  + DPT
  – DPN
 DEC PAY TYP with the same
  AMOUNT, positive
 OSPA will only calculate FICA & MEDR,
  not federal or state tax withholding
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Deceased Employee --
Checks
 Make a screen print of the final P370
 Include each payee’s legal name, TIN,
     mailing address, and amount
           If back-up withholding, payee = DAS
 Authorized person signs screen print
 Fax or hand-deliver the P370 to OSPS
     by noon the day you want the check(s).

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Exercise #5 – Review




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Questions?




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