| To: | APPOINTING AUTHORITIES AND PERSONNEL/PAYROLL TECHNICIANS |
| Subject: | Information on processing procedures for FY06 personnel increases, open enrollment health insurance, and flexible spending deductions. Important dates during Fiscal Year End processing. |
| Sent Date: | 04/29/2005 |
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)
If you have questions regarding the processing of the above information please contact the DSP “Helpdesk” at (208) 334-2394. Questions regarding Open Enrollment should be directed to Group Insurance.
The following information is intended to help agency personnel with deadlines surrounding the Fiscal Year End process.
PERSONNEL ACTIONS 1. PERFORMANCE EVALUATIONS
Pay increases for classified staff require a current performance evaluation. Therefore, there must be a performance evaluation on file within the preceding 12 months of the June 5 effective date. Performance evaluations MUST be processed prior to entering pay increases in IPOPS.
2. INCREASES EFFECTIVE FOR THE FIRST PAY DATE IN FY06 (Paid July 1, 2005)
A personnel change action must be completed for any increases for eligible employees and made effective June 5, 2005. These actions are due on or before Friday June 3rd to be included on the JULY 1, 2005 pay date and the Wage & Salary Report. SCO, DHR, and DFM will do whatever is necessary to process forms received on or before the due date. However, actions submitted after June 3rd will have no guarantee that the increase will be included in the Fiscal Year End process.
Page 2
MEMORANDUM
April 28, 2005
HEALTH INSURANCE DEDUCTIONS
A memo will be forthcoming from Group Insurance regarding open enrollment information. As you know, all open enrollment changes must be entered by the employee on-line via the new Employee Self-Service process. The open enrollment period is May 9 through May 25. All open enrollment changes will have an effective date of May 22, 2005 (payroll #05012, processed June 9, 2005 and paid on June 17, 2005).
**NOTE:Effective May 9, 2005, agency personnel will no longer have access to set-up or change employee’s health and dental plans. Any IPOPS employer deduction and/or new hire-rehire actions submitted by the agency that are in an ‘Awaiting Release’ status (both current and future databases) on May 6, 2005, will be uploaded and processed as they are currently.
Agencies should strive to have all (both current and future) IPOPS employer deduction and/or new hire-rehire actions coded by the agency, in an ‘Awaiting Release’ status by May 6th to avoid possible processing problems.
FLEXIBLE SPENDING ACCOUNT DEDUCTIONS
The Flexible Spending Account (FSA) deductions for the new Fiscal year are effective June 5, 2005 and are due on June 17th.
On June 10th, after the last payroll of the Fiscal Year has posted, DSP will run a job that will turn off all FSA deductions. Once all have been turned off we will upload the new actions for processing on the first payroll of the new Fiscal Year.
The FSA-Dependant Care limit amount ($4992.00) has not changed for Open Enrollment 2006. The minimum amount per pay period will remain at $5.00 and the maximum changes to $185.00 because of 27 pay periods in this Fiscal year.
The FSA-Medical limit amount ($3000) has not changed for Open Enrollment 2006. The minimum amount per pay period will remain at $5.00 per pay period and the maximum changes to $112.00 because of 27 pay periods in this Fiscal year.
Page 3
MEMORANDUM
April 28, 2005
SCHEDULE FOR FISCAL YEAR END PROCESSING April 29, 2005
SCO will do STARS table roll and purge. FY05 structures, PCA’s and Indexes will roll to create FY06 versions, unless the FY05 version was end dated. For more information on the STARS schedule refer to their memo dated April 8, 2005.
Agencies may start coding distribution updates for the new FY06 on IPOPS at this time.
May 9, 2005
Open Enrollment for Heath insurance begins. The new Employee Self-Service feature is now available. Employees will be responsible for entering their changes on-line. Agencies are no longer allowed to add or change plan information for employees.
May 25, 2005
Open Enrollment for Health insurance ends.
May 27, 2005 (via on-line reporting)
Double check the Leave Balance Report (AU444941) from Payroll Number 05011 for possible Comp time payoffs.
May 30, 2005 through June 03, 2005
Last week for submitting Personnel Change actions effective June 5, 2005.
**Note: If your agency is processing numerous increases at this time, please submit them as early as possible (prior to the due date) to allow adequate processing time.
May 31, 2005
Last day for submitting Position Control actions effective June 5, 2005.
Page 4
MEMORANDUM
April 28, 2005
June 2, 2005
All FY2005 Position Control Actions must be in an ‘Awaiting Release’ status and will be uploaded by DSP.
June 3, 2005
Due date for all Personnel increases effective June 5th. Again, actions submitted after June 3rd will have no guarantee that the increase will be included in the July 1st pay date or the Wage & Salary report for the new budget year.
June 3, 2005
DSP will copy all FY05 positions to new FY06 positions. From this point on, any changes or set-ups to FY05 positions will need to be processed for FY06 if applicable. This includes any changes and/or new position set-ups that were not in an ‘Awaiting Release’ status and not uploaded by DSP on June 2, 2005.
June 6 to June 10, 2005
Processing for Final (payroll # 05012) pay in FY 2005 – payable on June 17, 2005.
June 6 through June 13, 2005
All IPOPS actions for the new Fiscal Year (effective June 5 through 18) will be uploaded to the mainframe. Actions not in awaiting release status by June 13th may not be processed in time to be reflected on the Wage and Salary report or the July 1st pay date.
**NOTE: If changes to existing IPOPS actions are required prior to the upload, it will be necessary to delete the current action in ‘Awaiting Release’ status and recode all information (Actions may be in the futures database). If the action is not deleted, all actions with an effective date of 6-5-05 will error during the upload process and they will be placed in ‘Pending-Backdate-Action’ status (See the IPOPS help for more information on the pending backdate issue). This would result in the action being sent back to the originator for further processing with little time left to process the information.
Page 5
MEMORANDUM
April 28, 2005
June 14 and 15, 2005
The Division of Statewide Payroll will process an Adjustment Payroll (IPOPS Payroll MVA Actions ONLY) to correct all payroll processing errors for Fiscal Year 2005. (Preprocessing on 6-14 and Final on 6-15)
**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 13th.
June 17
Due date for Flexible Spending Account deductions. Submitted through IPOPS with an effective date of June 5, 2005.
June 17 to June 18, 2005
Weekend work. Files will be initialized and Wage & Salary Report files will be created.
June 22 to June 23, 2005
Processing of the first regular payroll of Fiscal Year 2006, payable on July 1, 2005. (Preprocessing on 6-22 and Final on 6-23)
On or around July 22, 2005
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).
|