April 26, 2007
MEMORANDUM
TO: All Appointing Authorities, Fiscal Officers, and Personnel/Payroll Technicians
FROM: Audrey Musgrave, State Controller’s Office
Bureau Chief of Payroll Services
SUBJECT: Important dates during Fiscal Year End processing.
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)
CEC implementation (Merit increases) - Per the memo dated April 5, 2007 from DFM, the moratorium on bonuses and short-term commendable increases has been lifted and agencies were encouraged to use salary savings to implement the CEC (merit increases) earlier than the June 17th effective date (1st pay period begin date for FY ’08).
**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.
If you have questions regarding the processing of the information please contact the DSP “Helpdesk” at (208) 334-2394. Questions regarding Open Enrollment should be directed to Group Insurance.
SCHEDULE FOR FISCAL YEAR END PROCESSING
· April 27, 2007
SCO will perform the STARS table roll and purge. FY07 structures, PCA’s and Indexes will roll to create FY08 versions, unless the FY07 version was end dated. For more information on the STARS schedule refer to their memo dated April 10, 2007.
Agencies can start coding Position Control Changes effective for the new fiscal year on Monday, April 30, 2007.
Please remember any New Position Set-ups, distribution updates, reclassifications, other changes effective for the new fiscal year (2008) should have an effective date of 6/17/07 to be reflected on the Wage and Salary report and to effect the first pay day of the new fiscal year - July 13, 2007.
· May 14, 2007
Open Enrollment for insurance and Flexible Spending Accounts begins. Employees are responsible for entering insurance and FSA changes on-line using the Employee Self-Service feature on the SCO website. Agencies no longer have access to make these changes.
Reminder: Please let your employees know that they can see the status of their ‘Employee Self-Service’ documents via the IPOPS View.
Again, if you have any questions regarding the open enrollment period, contact the Office of Group Insurance.
· May 30, 2007
Open Enrollment for insurance and Flexible Spending Accounts ends
· June 8, 2007 (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.
The Leave Balance Report (AU444941) from Payroll Number 07012 (pay date June 15, 2007) lists all employees’ current balances.
· June 13, 2007
Last day for submitting Position Control actions effective June 17, 2007 for fiscal year 2008. 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. Insures the correct distributions are available in the dropdown for the 1st payroll of the new fiscal year.
· June 14, 2007
Position Control adds/updates entered in IPOPS for FY 2007 that are expected to also be reflected in FY 2008 must be in an ‘Awaiting Release’ status in order to be uploaded, processed and copied to FY2008.
· June 15, 2007
DSP will copy FY07 positions to new FY08 positions. From this point on, any changes to FY07 positions will require a 2nd Position Control Action to be processed for FY08 if applicable. This includes any distribution updates, position reclassifications, deletes, and other changes that were not in an ‘Awaiting Release’ status on June 14, 2007.
**Note: Any updates to the FY07 information will only affect the last payroll of FY07, paid June 29, 2007.
· June 18 through June 21, 2007
Processing for final payroll in FY2007 (#07013 paid 6/29/07). All FY07 expenditures must be processed on or before this payroll.
June 22, 2007
DSP will run a job that will turn off all Flexible Spending Account deductions. Once all have been turned off, the new deductions will be uploaded for processing on the first payroll of the new fiscal year.
· June 18 through June 25, 2007
All IPOPS Personnel and Position Control actions for the new Fiscal Year 2008 (effective 6/17/07 through 6/30/07) will be uploaded to the mainframe. Actions not in ‘awaiting release’ status by June 25th may not be processed in time to be reflected on the Wage and Salary report or the July 13th pay date.
· June 26 and 27, 2007
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 26th and Final will run on Wednesday, June 27th.
**Note: If your agency has a correction to be processed in the Adjustment Payroll, please notify DSP and process the IPOPS Payroll MVA Action no later than 5:00 PM on June 25th.
· June 29 and June 30, 2007
Weekend work: Files will be initialized and Wage & Salary Report files will be created.
**Note: Agency ‘Wage and Salary’ reports are not created until after STARS closes later in July.
· July 3 and July 5, 2007
Processing of the first regular payroll of Fiscal Year 2008 payable on July 13, 2007 (Preprocessing on 7/3/07 and Final on 7/5/07)
**Note: It is necessary to process the ‘Preprocessing’ payroll on Tuesday, July 3rd. Therefore, all time transactions are due one day early.
· On or around July 20, 2007
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 Fiscal Year End reports will be available via On-line Reporting (SYSID = AUIS44F).
As always, if you have any questions regarding the fiscal year end processing schedule, please call the DSP Helpdesk at 334-2394 |