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To:All Payroll/Personnel
Subject:SB 1363 program modifications scheduled for implementation on June 23, 2006
Sent Date:05/31/2006

SUBJECT: Program modifications made as a result of Senate Bill 1363 and Scheduled implementation planned for June 23, 2006

First and foremost, please refer to the e-mail sent May 30, 2006 for processing requirements and dates.

The following program modifications have been made as a result of the passage of Senate Bills 1363 and 1373. The modifications will be in effect starting with the first pay period of FY 2007 paid on July 14, 2006. Procedures that will be programmatically updated (no agency involvement necessary) have been highlighted for quick reference.
      1. Employees designated as FLSA exempt ‘E-Executive’
          NOTE: Your agency should verify that the FLSA codes assigned to all employees are correct. An IPOPS action is required to change any miscoded FLSA codes and should be made effective immediately. These changes will not be automatic.
                • Executive employees are salaried, but will be left with an hourly rate of pay. The ‘time sheet required’ field will be programmatically changed to ‘N-time sheet not required’ on all full-time executive employees. Thus 80 hours will be system generated each pay period. Eliminating the need to code a time sheet unless time off is taken. In addition, these employees are ineligible to accrue comp-time, receive cash compensation for overtime, or accrue Earned Administrative Leave and/or On-call hours. Therefore, we will programmatically update the employee’s personnel record in the following manner:
                  Effective date = 06/18/2006, change reason = MW, time sheet required = N, EAL and overtime accrual indicators = N.
                • As salaried, these employees need only code time off in ½ day increments. When this occurs, a time sheet must be submitted and all time for the pay period must be coded. (No time will be system generated)
                • These employees are entitled to ten (10) paid holidays per year. If such employee works on one (1) of the official holidays, then such employee may take an alternative day off but shall not receive additional compensation. Therefore, a new earnings code has been created to designate time taken for the alternate holiday. Type of time – HOE
                • If such employees have a comp time balance as of December 31, 2006, balances less than or equal to 240 hours will be forfeited. Those with balances over 240 hours will have until December 31, 2008. At which time, all remaining comp time balances will be forfeited.
                • EAL balances will remain available for use or payoff and will not be automatically forfeited.
                • The vacation accrual rate for these employees has changed. DSP will programmatically update the employee’s personnel record with an effective date = 06/18/2006, change reason = MW, with the corresponding leave code from the list below. The new leave schedule and accrual rates are as follows:
                  Leave Schedule for Salaried Executives
                  Lv
                  Sch                  		CSS
                  Hrs                  		Yrs
                  Of
                  Service                  		Sick
                  Leave
                  Accrual
                  Rate                  		Vac
                  Accrual
                  Rate                  		Vac Hours
                  Per Yr                  		Vac
                  Days
                  Per Yr                  		Vac
                  Max
                  AG00.04615.0961520025200
                  BG104005.04615.0961520025240
                  CG2080010.04615.0961520025288
                  DG3120015+.04615.0961520025336
      2. Employees designated as FLSA exempt ‘P-Professional’, ‘A-Administrative’, or ‘I-Computer Worker’
                • The vacation accrual rate for these employees has changed. DSP will programmatically update the employee’s personnel record with an effective date = 06/18/2006, change reason = MW, with the corresponding leave code from the list below. The new leave schedule and accrual rates are as follows:
                      Leave Schedule for Administrative, Professional & Computer Workers
                      Lv
                      Sch                      		CSS
                      Hrs                      		Yrs
                      Of
                      Service                      		Sick
                      Leave
                      Accrual
                      Rate                      		Vac
                      Accrual
                      Rate                      		Vac Hours
                      Per Yr                      		Vac
                      Days
                      Per Yr                      		Vac
                      Max
                      AP00.04615.0576912015192
                      BP104005.04615.0692314418240
                      CP2080010.04615.0807716821288
                      DP3120015+.04615.0807716821336

      3. Change in ‘Shift Differential Pay’ from flat 5% to up to 25%
          Alpha codes (A through Z) representing 1% through 25% will replace the current indicators of ‘Y-Yes’ or ‘N-No’. The alpha codes represent a one for one correlation to the percentage (whole percentages only). For example: A = 1%, B = 2%, C = 3%, D = 4%, E = 6%, F = 7%, … Z = 25%, etc. ‘N’ will continue to represent ‘not eligible for shift’.

          NOTE:           The current ‘Y’ will continue to indicate 5%. The agency originator will choose from the percentage amounts instead of the alpha characters within the IPOPS application. This will eliminate the confusion of what alpha character represents what percentage amount. A new earnings code ‘SFO’ has been created so the agency may pay an additional lump sum amount to an employee for extra shift pay during a pay period.
                      Earnings code SFT will be generated per the % indicated on the employee’s record as it does now and should continue to be used to pay shift differential for a prior pay period SFT hours.
      4. Geographic differential pay in areas of the State where recruitment and retention of qualified staff is difficult due to economic conditions and cost of living
                • A new (one time lump sum) earnings code ‘GEO’ has been established and will be used at this time. At this time, these payments must be entered each pay period. However, the agencies have the ability to create multiple actions to be processed on future pay periods. This new earnings may be coded via IPOPS using either the ‘One-time Lump Sum Other Earnings’ or ‘Special Payment’ actions.
      5. Retention and Recruitment awards
                • Two new earnings codes have been created for these types of award pay ‘REN’- Retention and ‘REC’- Recruitment. These earnings will edit against the latest hire date to insure employment of 6 months and do not have a dollar limit. In addition, these earnings are to be tracked on the employee’s personnel history record once they have been through the payroll process (change reasons BF for REN, and BK for REC).
      6. Bonus Pay based on exemplary performance
                • Refers to the existing bonus earnings codes ‘STC’ and ‘STT’. The only change is that the limit amount was raised from $1000 to $2000 without Board of Examiners approval.

      7. Cost Savings awards
                • These awards may be granted to an employee based on suggestions or recommendations made by the employee which resulted in taxpayer savings as a result of cost savings or greater efficiencies to the department or to the state of Idaho in excess of the amount of the award, and in compliance with the rules promulgated by the division of human resources. The award may be an amount up to 25% of the amount determined to be the dollar savings to the state, but not in excess of $2000 without Board of Examiners approval.
                • Because these awards can be paid from the object code in which savings were realized, new earnings codes have been created. Agencies will create a transfer/distribution change to STARS and route to DFM for approval using a 030 transaction. Four earnings codes have been created for use and to distinguish which type of distribution move was made: ‘CSB’-from Personnel, ‘CST’- from T&B, ‘CSC’- from Capitol, and ‘CSO’-from Operating. In addition, these earnings are to be tracked on the employee’s personnel history record once they have been through the payroll process (change reasons BC for CSB, BD for CST, BE for CSC, and BO for CSO).
      8. Leave of absence for the time specified for Organ Donation (SB 1373)
                • Full-time employees may be granted a leave of absence of 5 working days for bone marrow donation and/or 30 working days to serve as a human organ donor. A new earnings code has been created ‘DNO’. This earnings code will not reduce any balances from the employee’s record and no edits will be in place to regulate the number of hours that can be used. This will be up to the agencies to monitor.

As always, if you have any questions regarding the processing and/or implementation of these modifications, please contact the DSP Helpdesk at 334-2394 or e-mail at DSPhelp@sco.idaho.gov.

Audrey Musgrave, Chief
Bureau of Payroll Services

Page last updated on 06/08/2007 02:56:23 PM