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Employee Transfers in OSPA

Employee Transfers in OSPA. Oregon Statewide Payroll Services. Class Goal. To provide a new payroll staff member with the “essential” tools needed to process an employee who is transferring from one state agency to another. Class Objectives.

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Employee Transfers in OSPA

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  1. Employee Transfers in OSPA Oregon Statewide Payroll Services

  2. Class Goal • To provide a new payroll staff member with the “essential” tools needed to process an employee who is transferring from one state agency to another

  3. Class Objectives • By the end of the class, the student will be able to: • Describe the entries for the losing agency • Describe the entries for the gaining agency • Describe what to look for and how to address at least one of the following issues: • PEBB benefits • Union dues • Leave accruals

  4. Class Handouts • PowerPoint Slides • Agency Checklists • Sample Screens • Sample Reports • Exercises

  5. Losing Agency

  6. Losing Agency Checklist • Confirm and look-up data on P030 • Ensure time is entered and approved • Except for December / pay January, set P010 check dates as for a separation • Advance, transfer, pay-off and adjust leave • Evaluate P070 deductions

  7. Losing Agency Checklist Cont’d • Check for outstanding overpayments • Delete applicable entries on the P010, P050, P070, P080, and PSEC entries • Send documentation to gaining agency

  8. P030 OR#######,#####,1,072507 JOB STATUS DATA 030 LASTNAME, FIRSTNAME I *** JOB STATUS INFO *** *** CONCURRENT JOB INFO *** JOB STAT START/STOP 070107/072507 REPORT DISTR CD 033 PERS AGY/POS/DFC/SC #####/2000104/0/Y RECOG SVC DT 080198 PT-FT CD/PCT F/1.0000 CITY CNTY CD 24/M APPOINTMENT TYP DT/CD 070103/P STANDARD HRS PER DAY 8.000 EMP REPR/CLS/OPT/STEP OA /C0212 /A/A/07 MASS TRANSIT DIST S PERSONNEL TRANS CD 580TIMESHEET CD N BENEFIT PKG CD CO LEAVE ACCRUAL SVC CD 2 EMPLOYEE ID ######### PERS JOB CLASS CODE 1 CREW-UNIT 38522 WAGE BASIS CD S PERSONNEL BASE RATE 3044.00 ---FUND SPLITS--- -FIXED MLY DIFFS-- ADJUSTED BASE 3044.00 LABOR COSTING PCT PAY PCT/ PCT/ PERSONNEL PAY RATE 3044.00 TYPE AMT AMT EQUIVALENT RATE 17.56 CD HOLIDAY PKG CD O 070998404750 1.0000 LOA BEG DT/CD/END SEPARATION DT/REASON 072507/80 O-T/FLSA CD Y/N LAST PA NUMBR/TRAN DT 071607 P030 Job Status Data

  9. P030 Fields • JOB STAT START – look for change in LEAVE ACCRUAL SERVICE CODE in prior or current month • JOB STAT STOP = separation date, one day before start date at gaining agency • PT-FT CD/PCT – may impact benefits / leave accrual

  10. P030 Fields Cont’d • PERSONNEL TRANS CODE = 580, transfer to a different agency • BENEFIT PKG CD:Publications, Reference Manual, Codes • LEAVE ACCRUAL SVC CD – used to manually accrue leave for final month(s) • WAGE BASIS CD – salaried, hourly

  11. P030 Fields Cont’d • EQUIVALENT RATE: hourly rate for any VA & CT pay-off • SEPARATION DT/REASON: OSPA assigns, 80, transfer out • TIMESHEET CD – paper timesheet, ODT, or batch process

  12. Verify / Enter Time Start Prior month closed? Time entered for prior mo? Enter prior month’s time No No Yes Yes Enter current month’s time End

  13. Verify / Enter Time • P001/P003 OR P005/P004/P006 • P001: • Timesheet start date – first day of the month for which entering time (current/prior month) • Timesheet end date – last date of employment or last day of prior month • Pay period ending date – last day of the month for which entering time

  14. Retirement Contributions, Tax Withholding

  15. P010 OR####### ##### WITHHOLDING DATA / LOCATOR DATA 010 LASTNAME, FIRSTNAME WH63 INQUIRY ONLY THIS AGCY RDC/CREW/CST CTR 033 ----------MANDATORY WITHHOLDING---------- ? TAX DATA FOLLOW-UP FLAG: N BEG DATE STAT EXEM ADDL END DATE ? FINAL CHECK ISSUED: 072507 ? FED 000000 00 0000 000000 ? FINAL CHECK PERIOD ENDING: 073107 ? 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 ? 053102 J 02 0000 J 04 0000 N S D ###### Y Y Y ? ----WAIVERS---- CLASS DATE CLASS DATE CLASS DATE CLASS DATE CLASS DATE CLASS DATE ? ? ? ? ? ? P010 Withholding Data/Locator Data

  16. P010 Check Dates • FINAL CHECK ISSUED – last day in losing agency • FINAL CHECK PERIOD ENDING– last day of pay period • DO NOT ENTER IN DECEMBER

  17. P010 FEDERAL or STATE • If new W-4: http://www.irs.gov/pub/irs-pdf/fw4.pdf • Change only if before run 1 • EFF DATE --end of pay period • STAT – J, S, or N • EXEM -- ## of exemptions claimed • ADDL – ####, whole dollars

  18. Exercise #1

  19. Leave and Comp Time

  20. Leave Screens Include • P430 Employee Leave Data • Inquiry only • Shows all leave balances

  21. P430 Employee Leave Data P430 OR##### ##### EMPLOYEE LEAVE DATA LASTNAME, FIRSTNAME LV09 ENTER NEXT KEY RECOGNIZED SERVICE DATE: 080198 DATA IN LEAVE CLEARING ACCOUNT: N J SVC LV USE ACCR ACCR MAX MAX MAX ACCRUAL REMAIN TIME LAST B CD TP WAIT MO RATE ACCR USE MO BAL ADV LOST ACTV 1 2 *F 00 00 .00 .0 .0 00 FWD 7022.75 .00 806.75 063007 LV BAL DT CUR/CONT 063007/073103 CUR 7022.75 .00 806.75 1 2 GL 00 00 .00 .0 8.0 10 FWD 8.00- .00 .00 123106 LV BAL DT CUR/CONT 063007/123106 CUR 8.00- .00 .00 1 2 PB 05 06 24.00 24.0 .0 06 FWD 24.00 .00 .00 053107 LV BAL DT CUR/CONT 063007/063007 CUR 24.00 .00 .00 1 2 SL 00 00 8.00 9999.0 .0 00 FWD 39.54 .00 .00 063007 LV BAL DT CUR/CONT 063007/083198 CUR 39.54 .00 1 2 VA 00 00 10.00 325.0 .0 00 FWD 71.29 .00 .00 053107 LV BAL DT CUR/CONT 063007/083198 CUR 71.29 .00

  22. Leave Screens Cont’d • P435 Employee Leave Data (by leave type) • Shows entries from the P003 or P004 Time Capture and P050 Gross Pay Adjustments on File screens • Use to manually adjust leave • Cleared during leave accrual process each month

  23. P435 Employee Leave Data P435 OR####### ##### EMPLOYEE LEAVE DATA LASTNAME, FIRSTNAME LV09 ENTER UPDATES OR NEW KEY J SVC LV USE ACCR ACCR MAX MAX MAX ACCRUAL REMAIN TIME LAST B CD TP WAIT MO RATE ACCR USE MO BAL ADV LOST ACTV 1 2 SL 00 00 8.00 9999.0 .0 00 FWD 39.54 .00 .00 063007 LV BAL DT CUR/CONT 063007/083198 CUR .00 6.54- .00 ADJ OR CLR ACCT HOURS REMAIN TIME LV EXP ENTRY TRFR FM/TO OTHR JOB LEAVE ADV LOST DATE DATE COMMENTS ? A 6.54 6.54- .00 000000 072607 JUL ACCRL ? T C 46.08- .00 .00 072509 072607 580 7-25-07 ? ? ? ? ? ? ? ? ?

  24. Leave Screens Cont’d • P420 Leave Clearing Account Balances • Displays leave for employees who have: • Transferred from one state agency to another • Separated from state service • Balances will remain until transferred out or LV EXP DATE • Transferred to and from the clearing account with the P435 screen

  25. P420 OR####### LEAVE CLEARING ACCOUNT BALANCES LV -----TRANSFERS IN---- ----TRANSFERS OUT---- ACCOUNT LV EXP TYPE DATE AGY HRS DATE AGY HRS BALANCE DATE PB CUR BAL 072607 ##### 15.00 063008 SL CUR BAL 072607 ##### 46.08 072509 VA CUR BAL 072607 ##### 48.47 072509 P420 Leave Clearing Account Balances

  26. Leave Types to Review • Personal Business (PB) • Furlough Obligation (LA) • Sick (SL) • Vacation (VA, VF) • Compensatory Time Accrued (CT) • Military (ML) • Pre-retirement (PR) • Other leave used

  27. Accrued Leave • Accrue = to accumulate or be added periodically • LARS accrues: • Sick Leave (monthly after run 2) • Vacation Leave (monthly after run 2) • Compensatory Time (when earned) • Personal Business (July 1 each year) • Furlough Obligation (July 1 each biennium)

  28. Personal Business • Positive balance • July 1 of each year LARS: • Zeroes prior year’s balance • Gives the employee a new balance • Transfer balance to clearing account, even if zero • Expiration date: 06/30 of current fiscal year

  29. Furlough Obligation • Positive balance • Balance accrued at the beginning of the biennium or when hired • Transfer remaining balance to the clearing account • Expiration date: 06/30/11

  30. Sick Leave • Positive balance • Accrued monthly • Accrual rate = 8 hr. / mo for full-time employees • Advance sick leave earned for current or prior and current pay period • Transfer balance to the clearing account • Expiration date: two years

  31. Vacation Leave (VA) • Positive balance • Accrued monthly • Accrual rate determined by employee’s RECOG SVC DT on the P030 screen • LEAVE ACCRUAL SVC CD on P030 screen + ACCR RATE from the PTB1 screen • Advance for current or prior and current pay period

  32. VA Cont’d • Agency required to accept ≤80 hrs VA • May agree in writing to transfer >80 • Transfer amount accepted to clearing account • If balance left, pay-off remainder, up to maximum allowed, on the P050 • If any left after transfer and pay-off, adjust to zero

  33. VA – Trial Service • OSPS begins to accrue in first month • Trial Service employees may not use until WAIT employment month on the PTB1 screen • Advance for current or prior and current pay period • Transfer to the clearing account

  34. VF – Excess Vacation Leave • Management and Executive Service • VA accrued above MAX ALLWD during 2007-09 biennium • Moved to VF in January 2010 • Have until 06/30/13 to use • Notify gaining agency • Adjust balance to zero

  35. EE eligible? Prior mo accruals run? Adjust prior month’s accruals Yes No Start No Yes EE worked required hrs? Adjust current month’s accruals Yes End No For some contracts employee must have 32 paid hours in the month to accrue leave Accrue SL & VA?

  36. 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

  37. Other Leaves • Leave used – negative balance • Transfer ML Military Leave to clearing account • 09/30/YY expiration date • Transfer PR Pre-retirement to the clearing account • Two year expiration date • GL Governor’s Leave – notify gaining agency

  38. Advance Leave on the P435 • ?: A • ADJ OR TRFR FM/TO: A • HOURS LEAVE: # of hours to advance (e.g., 8.00) • REMAIN ADV: # of hours to advance – (e.g., 8.00-) • COMMENTS: 12 characters

  39. Transfer to Clearing Account • ?: A • ADJ OR TRFR FM/TO: T • CLR ACCT OTHR JOB: C • HOURS LEAVE: total # of hours – (e.g., 225.00-) (ML and PR have negative balances) • LV EXP DATE: 60 days • COMMENTS: 12 characters

  40. To Zero Out Leave on the P435 • Such as GL, EL, IT, JD, etc. • Most will have a negative balance • ?: A • ADJ OR TRFR FM/TO: A • HOURS LEAVE: CUR from P430 (54.50) • COMMENTS: 12 characters

  41. CT and VA Pay-off • Eligible employees will be paid for: • Accrued compensatory time • Accrued VA not accepted by gaining agency • Governed by: • Statewide HR policy 60.000.05 (Resources, DAS Human Resource Services, HRSD Rule and Policy Manual, Division 60) • Bargaining agreements (Resources, Labor Relations Unit, Collective Bargaining Agreements)

  42. P050 OR#######,#####,1,MMDDYY GROSS PAY ADJUSTMENTS ON FILE LASTNAME, FIRSTNAME 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 ? CTP 073107 073107 A 17.56 10.00 175.60 072507 CTP COMP PAYOFF COMMENT CTA TRANSFER ? A COMMENT ? A COMMENT ? A COMMENT ? A COMMENT P050 Gross Pay Adjustment

  43. P050 Entries • PAY TYPE: • CTP = Compensatory time payoff • VAP = Vacation payoff up to 250 hrs. • START DATE – will default to date used to retrieve record • STOP DATE – will default to date used to retrieve record

  44. P050 Entries Cont’d • ADJ TYPE – A = one-time (default) • RATE – EQUIVALENT RATE from the P030 • UNITS – CT & VA hours from P435 • AMOUNT – OSPA will calculate

  45. P050 Entries Cont’d • 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

  46. E492 Report • E492 Terminated Employee with Leave Balances • Produced with leave accrual process • Includes CT, LA, ML, PB, PR, SL, VA

  47. Exercise #2

  48. Adjusting Deductions

  49. PEBB Benefits Wage Withholding Orders Union Dues/Fair Share Deferred Comp Loan Repayment Parking Direct Deposit(s) Charitable Fund Drive Food Bank Deferred Comp Evaluate Existing Deductions

  50. Required PEBB Benefits • Required unless waive or opt out • Medical • Dental • Vision (if PPO medical plan) • Agency paid pre-tax $5,000 basic life (unless YJ benefit package)

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