| To: | ALL APPOINTING AUTHORITIES, FISCAL OFFICERS, AND PERSONNEL/PAYROLL TECHNICIANS |
| Subject: | Important dates during Fiscal Year End processing |
| Sent Date: | 05/10/2006 |
SCHEDULE FOR FISCAL YEAR END PROCESSING
· April 28, 2006
SCO Accounting has performed the STARS table roll and purge. FY06 structures, PCA’s and Indexes will roll to create FY07 versions, unless the FY06 version was end dated. For more information on the STARS schedule refer to their memo dated April 7, 2006.
Agencies were able to code Position Control changes effective for the new fiscal year (2007) on Monday, May 1, 2006.
Please remember any New position set-ups, distribution updates, reclasses, etc effective for the new fiscal year (2007) should have an effective date of 06/18/06 to be reflected on the Wage and Salary report and in effect for the first payday of the new fiscal year – July 14, 2006.
· May 8, 2006
Open Enrollment for Health insurance and Flexible Spending Accounts began. The new Employee Self-Service feature is now available for both Health Insurance changes and FSA enrollment. Employees will be responsible for entering both Health/Dental insurance changes and FSA enrollment actions online. Agencies are no longer allowed or have access to add or change information for either Health/Dental plans or Flexible Spending actions.
· May 24, 2006
Open Enrollment for Health insurance and FSA ends.
· May 24, 2006 (via on-line reporting)
Double check the Leave Balance Report (AU444941) from Payroll Number 06012 for any necessary Comp time payoffs.
**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.
· June 14, 2006
Last day for submitting Position Control actions effective June 18, 2006 for FY2007. 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 15, 2006
All FY2006 Position Control Actions effective for the new fiscal year, must be in an ‘Awaiting Release’ status in order to be uploaded, processed, and copied to FY2007.
· June 16, 2006
DSP will copy all FY06 positions to new FY07 positions. From this point on, any changes to FY06 positions will require a 2nd Position Control Action to be processed for FY07 if applicable. This includes any distribution updates, reclasses, deletes, etc. Any position control actions that were not in an ‘Awaiting Release’ status on June 15, 2006.
NOTE: Any updates to the FY06 would only affect the last payroll of FY06 paid June 30, 2006.
· June 19 to June 22, 2006
Processing for Final payroll in FY2006 (# 06013 – paid on June 30, 2006) All FY06 expenditures must be processed on or before this payroll.
· June 23, 2006
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 19 through June 26, 2006
All IPOPS Personnel and Position Control actions for the new Fiscal Year (effective June 18th through July 2nd) will be uploaded to the mainframe. Actions not in awaiting release status by June 26th may not be processed in time to be reflected on the Wage and Salary report or the July 14th pay date.
· June 27 and 28, 2006
The Division of Statewide Payroll will process an Adjustment Payroll (IPOPS Payroll MVA Actions ONLY) to correct all payroll processing errors. Preprocessing will be run on Tuesday, June 27th and Final will run on Wednesday, June 28th.
**NOTE: If your agency has a correction to be processed in the Adjustment Payroll, please notify DSP Accounting and process the IPOPS Payroll MVA Action no later than 5:00 PM on June 26th.
· June 28, 2006
Per House Bill 844, some agencies and institutions received targeted funding for FY07 in addition to the 3% increase. These funds have unique restrictions and conditions for distribution. As per the guidance memo dated May 9th indicated, these actions must use the new change reason of ‘CS – Class Specific Increase’ and must be on IPOPS in an ‘Awaiting Release Status’ at this time.
· June 30 to July 1, 2006
Weekend work. Files will be initialized and Wage & Salary Report files will be created. (Agency reports are not created until after STARS closes later in July)
· July 5 and July 6, 2006
Processing of the first regular payroll of Fiscal Year 2007, payable on July 14, 2006. (Preprocessing on July 5th and Final on July 6th)
· On or around July 21, 2006
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).
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 (both Health Ins and FSA) should be directed to Group Insurance.
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