| To: | All Appointing Authorities, Fiscal Officers, and Personnel/Payroll Technicians |
| Subject: | Important dates during 2008 Fiscal Year End processing |
| Sent Date: | 04/08/2008 |
The following memo outlines pertinent information needed to successfully complete the Fiscal Year End process. For your convenience this memo and others will be available on the internet at: www.sco.idaho.gov (Division of Statewide Payroll)
More information will be forthcoming with regards to necessary agency action/requirements on:
Employee Compensation HCR 49 and Senate Bill 1252a –
Division of Financial Management and Division of Human Resources
Health/Dental Insurance and Flexible Spending Accounts Open Enrollment –
Department of Administration (Office of Group Insurance)
If you have questions regarding the processing of the information please contact the DSP “Helpdesk” at (208) 334-2394.
Reminder: In addition to the CEC increases effective for Fiscal Year 2009, all employees coded with FLSA codes other than F, or L, that have an EAL (Earned Administrative Leave) balances remaining on the books as of June 28, 2008 will be automatically paid off the first pay period in July (pay date July 11, 2008). For more details, refer to processing information under June 20, 2008 later in this memo.
CEC implementation (Merit increases) - Per the HCR 49 regarding employee compensation signed March 18, 2008, agencies are required to process employee salary increases in the following manner:
The effective date of all CEC increases beginning the first pay period in Fiscal Year 2009 is June 15, 2008.
All employees receiving an ‘Achieves’ or better performance rating must receive at least a 1% increase.
Review and target any needed funding, based on merit, toward high turnover classification, individuals below midpoint, and individuals below 90% compa-ratio.
Any remaining funding should be expended based on merit and using the merit matrix.
Salary savings should be used to provide further employee salary increases based on the criteria set above.
NOTE: Regardless of the pay period your agency has chosen to implement the CEC (merit increases, bonuses, short term increases), please take into consideration the load of information being routed to DHR and DFM for approval and adjust your time frame to allow adequate processing time for IPOPS actions.
DSP PROCESSING SCHEDULE FOR FISCAL YEAR END
· April 25, 2008
SCO will perform the STARS table roll and purge. FY08 structures, PCA’s and Indexes will roll to create FY09 versions, unless the FY08 version was end dated. For more information on the STARS schedule refer to the Division of Statewide Accounting memo dated March 3, 2008.
Agencies can start coding Position Control Changes effective for the new fiscal year on Monday, April 28, 2008.
Please remember any New Position Set-ups, distribution updates, reclassifications, other changes effective for the new fiscal year (2009) should have an effective date of June 15, 2008 to be reflected on the Wage and Salary report and to effect the first pay day of the new fiscal year - July 11, 2008.
· June 6, 2008 (verify Compensatory Time balances)
Idaho Code 67-5328(3)(d) states that FLSA covered employees will be paid for all ‘previous 6 month’ comp time balances on or before the first payroll in January and July of each year. Some agencies prefer to pay these balances with current fiscal year salary savings monies.
For accurate Comp-time balances as of Payroll #08012 (pay date June 13, 2008), refer to the ‘Leave Balance Report (AU444941)’ via on-line reporting.
· June 11, 2008
Last day for submitting Position Control actions effective June 15, 2008 for fiscal year 2009. It is necessary to have these actions uploaded to the mainframe in order for employees to override time to the correct distribution in the I-Time application. Ensures the correct distributions are available in the dropdown for the 1st payroll of the new fiscal year.
· June 12, 2008
Position Control adds/updates entered in IPOPS for FY 2008 that are expected to also be reflected in FY 2009 must be in an ‘Awaiting Release’ status in order to be uploaded, processed and copied to FY2009.
· June 13, 2008
DSP will copy FY08 positions to new FY09 positions. From this point on, any changes to FY08 positions will require a 2nd Position Control Action to be processed for FY09 if applicable. This includes any distribution updates, position reclassifications, deletes, and other changes that were not in an ‘Awaiting Release’ status on June 12, 2008.
NOTE: Any updates to the FY08 information will only affect the last payroll of FY08, paid June 27, 2008.
· June 16 through June 18, 2008
Processing for final payroll in Fiscal Year 2008 (#08013 paid June 27, 2008). All Fiscal Year 2008 expenditures must be processed on or before this payroll.
June 20, 2008
DSP will run a job that will turn off all Flexible Spending Account deductions. Once all FSA deductions have been turned off, the new deductions will be uploaded for processing on the first payroll of the new fiscal year.
June 20, 2008 (verify Earned Administrative Leave balances)
Per the Division of Financial Management memo ‘Elimination of Earned Administrative Leave’ dated May 3, 2007, all employees coded with FLSA codes other than F, or L, that have an EAL (Earned Administrative Leave) balance remaining on the books as of June 28, 2008 will be programmatically paid off the first pay period in Fiscal Year 2009 (begin date June 15, 2008 – pay date July 11, 2008).
For accurate EAL balances as of Payroll #08013 (pay date June 27, 2008), refer to the ‘Leave Balance Report (AU444941)’ via on-line reporting.
Continued: June 20, 2008 (verify Earned Administrative Leave balances)
These hours will be paid off during the payroll process on July 2, 2008 (pay date July 11, 2008) and funds will be distributed to the default distribution on the employee’s position control record. If the agency wishes to have the EAL balances paid off using a distribution other than the default distribution, 1) enter earnings code ‘EAP’, 2) the corresponding number of hours, and 3) the override distribution on the employee’s time transaction.
· June 20 through July 1, 2008
All IPOPS Personnel and Position Control actions for the new Fiscal Year 2009 (effective June 15, 2008 through June 30, 2008) will be uploaded to the mainframe. Actions not in ‘awaiting release’ status by July 1, 2008 may not be processed in time to be reflected on the July 11, 2008 pay date.
· June 23, 2008
5:00 pm deadline for notifying DSP regarding the need to process corrections on the Adjustment payroll. Then, process the IPOPS Payroll MVA Action.
· June 24 and 25, 2008
The Division of Statewide Payroll will process an Adjustment Payroll (IPOPS Payroll MVA Actions ONLY) to correct all payroll processing errors. Preprocessing will run on Tuesday, June 24, 2008 and Final will run on Wednesday, June 25, 2008.
· July 1 and July 2, 2008
Processing of the first regular payroll of Fiscal Year 2009 payable on July 11, 2008 (Preprocessing on July 1, 2008 and Final on July 2, 2008)
NOTE: Holiday week - Time transactions are due by 3:00 pm, Tuesday, July 1st.
· On or around July 14, 2008
Create Wage and Salary reports. It is necessary to wait for STARS to close the Fiscal Year in order to get accurate ‘Position Actuals’ information. All Personnel and Positions Control actions processed as of July 11, 2008 will be reflected on the Wage and Salary reports.
As always, if you have any questions regarding the fiscal year end processing schedule, please call the DSP Helpdesk at 334-2394.
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