| To: | All Payroll/Personnel |
| Subject: | IMPORTANT CHANGES TO PAYROLL REPORTS BEGINNING JAN 19TH |
| Sent Date: | 01/18/2006 |
Beginning with the Preprocessing Reports available tomorrow (Jan 19th) for payroll #06002 paid January 27, 2006, three (3) new payroll messages have been added to B-444395 and a new report C-444395 has been created.
The following information describes these modifications:
Payroll Processing Message Report (B-444395):
THREE (3) NEW PAYROLL MESSAGES
1. XXX - EMPLOYEE NOT ELIGIBLE FOR BENEFITS IS ACCRUING LEAVE **
Employee is accruing Leave but is set up as Not Eligible for Life Insurance.
XXX = the employee's ‘Appointment Code Combo’ for the position reported.
NOTE: Classified employees may accrue sick and vacation leave regardless of their benefit eligibility. These employees will be reported with this new message but can be ignored.
2. XXX - EMPLOYEE ELIGIBLE FOR BENEFITS IS NOT ACCRUING LEAVE **
Employee is set up as eligible for Life Insurance but has a leave code that does not accrue sick and/or vacation (i.e. NJ or VT).
XXX = the employee's ‘Appointment Code Combo’ for the position reported.
Purpose of the above two (2) new messages:
The new messages above were designed to report discrepancies on Benefit Eligibility for all employees at your agency. After Preprocessing is ran on Wednesday night (on a normal payroll processing week), the reports should be verified and all necessary corrections should be made on all employees that receive either message. To insure the correctness of the Final Payroll, any IPOPS personnel actions must be in status of "Awaiting Release" by 1:00 p.m. on Thursday.
It is extremely important that employees be set up as benefited with an effective date equal to the date they become benefit eligible and start accruing leave. This has become even more important with the 90-Day Waiting Period and Online Health/Dental Enrollment. We realize that there are situations when this may not be possible, i.e. employee is hired as non-benefited but ends up working enough hours to be benefited. However, the effective date an employee begins accruing leave should be the same effective date used to set up the employee as ‘Eligible’ for Life/Health and Dental Insurance. This includes all new hire/rehire employees and employees moving from non-benefited positions to benefited positions. If an employee is not set up as eligible for Life/Health/Dental Insurance at the same time they begin accruing leave, their Health/Dental Coverage date will not be correct.
If the payroll has processed and the employee was set up incorrectly for either leave accrual or employer benefits, an IPOPS action to correct the discrepancy should be processed for the current payroll. An IPOPS Personnel Remarks form will then be required to correct dates, leave accruals etc.
3. TERMINATED EMPL WILL BE PAID WITH OVERRIDE-RATE**
Employee with a current 'CO' - Short Term Rate Override or 'PS' (Only used by School for the Deaf and Blind) is being processed for final pay.
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Payroll Employees Not Paid (C-444395):
NEW REPORT
This new report will be available online under SYSID AUIS44. Each agency's ‘Maintain User’ will be set up with access to this new report and he/she will need to set up others at your agency that will require access.
The ‘Payroll Employees Not Paid’ report will display all active (A, I or B status) employees that will not be paid in the current payroll. The report will also indicate the last payroll the employee was paid by your agency. If the ‘last pay date’ is blank, the employee has not been paid by your agency in that specific position number.
NOTE: The ‘Employees Not Paid’ message has been removed from the (B-444395) Payroll Processing Message Report and will only be reported on this new report.
If you have any questions, please call the DSP Help Desk at 334-2394.
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