TO: All Appointing Authorities, Fiscal Officers, and Personnel/Payroll Staff
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)
If you have questions regarding the processing of the information please contact the DSP “Helpdesk” at (208) 334-2394.
Reminder: All FLSA ‘covered’ employees (codes C, F, H, L, or Z) that have a Previous 6-month Comp-time balance on the books after the last payroll of Fiscal Year 2009 has processed (run date June 18, 2009, pay date June 26, 2009) will be automatically paid for those hours the first pay period in July (pay date July 10, 2009).
All FLSA ‘exempt’ employees (all FLSA codes other than those listed above) that have a Total Comp-time balance greater than 240 hours on the books after the last payroll of Fiscal Year 2009 has processed (run date June 18, 2009, pay date June 26, 2009) the balance will be automatically reduced to 240 hours the first pay period in July (pay date July 10, 2009).
For more details, refer to processing information later in this memo.
Personnel Actions Effective for Fiscal Year 2010 - The effective date of all personnel actions beginning the first pay period in Fiscal Year 2009 is June 14, 2009. As requested in the past, 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
· June 2, 2009
Verify if your agency has any employees coded as FLSA ‘E – Executive’, ‘D – Executive (under Board of Education)’, or ‘N – Non-covered’ that have a comp time balance that will be forfeited the first pay period in July 2009.
Idaho Code 67-5328 (Hours of Work and Overtime) states: “Employees who become executives (FLSA = E, D, or N) within their current agency, shall have twelve (12) months from the date of appointment to use any compensatory time balance. After twelve (12) months, any remaining compensatory time will be forfeited.”
Beginning with May 2009 month-end processing, a NEW ‘Executive Comp Balance Expiring – AU445160’ report will be created during each month-end process and will be available via On-line Reporting (SYSID = AUIS44M). This report should be used by agency personnel to ensure that such employees at your agency are informed of the timeframe given to use or lose their existing comp time balances.
More information on the report can be found in the DSP User Manual. In addition, the new field ‘COMP EXP DATE’ is available in IBIS (Employee Leave Balances).
· June 5, 2009
Payroll #09012 (Paid June 12, 2009) reports are available via On-line Reporting.
Verify ‘Previous 6-month Comp Time’ balances for all FLSA covered employees
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.
Payroll #09013 (paid June 26, 2009) is the last payroll for FY 2009. Therefore, if your agency wishes to make the ‘prior 6-month comp payoffs’ this fiscal year, the most recent balances are available on the Leave Balance Report (AU444941) via the On-line Reporting application.
NOTE: Beginning with the first payroll in July 2009 (FY 2010), these previous 6-month comp balances will be automatically paid-off. For more information regarding the automatic payoff, refer to June 26, 2009 processing information on this memo.
Beginning with payroll #09012, DSP will no longer produce hardcopy Pay Stubs (Earnings Statements) for employees receiving their pay via Direct Deposit.
These employees should be encouraged to view their payroll information from the SCO Web site via ‘online pay stub’. If they are not utilizing the online stub feature, the employing agency payroll staff will access the ‘Net Pay Stub (F-444930)’ report via On-line Reporting (SYSID = AUIS44) and print this information to be delivered to them.
· June 10, 2009
Last day for submitting Position Control actions effective June 14, 2009 for fiscal year 2010. 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. This ensures the correct distributions are available in the drop-down for the 1st payroll of the new fiscal year.
· June 11, 2009
Position Control adds/updates entered in IPOPS for FY 2009 that are expected to also be reflected in FY 2010 must be in an ‘Awaiting Release’ status in order to be uploaded, processed and copied to FY2010.
· June 12, 2009
DSP will copy FY09 positions to new FY10 positions. From this point on, any changes to FY09 positions will require a 2nd Position Control Action to be processed for FY10 if applicable. This includes any distribution updates, position reclassifications, deletes, and other changes that were not in an ‘Awaiting Release’ status on June 11, 2009.
NOTE: Any updates to the FY09 information will only affect the last payroll of FY09, paid June 26, 2009.
· June 15 through June 18, 2009
Processing for the final payroll in Fiscal Year 2009 (#09013 paid June 26, 2009). All Fiscal Year 2009 expenditures must be processed on or before this payroll. As in the past, it is very important to verify all payroll preprocessing reports for accuracy. Preprocessing Payroll reports will be available via On-line Reporting the morning of June 18, 2009.
June 19, 2009
DSP will programmatically 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 19 through June 30, 2009
All IPOPS Personnel and Position Control actions for the new Fiscal Year 2010 (effective June 14, 2009 through June 27, 2009) will be uploaded to the mainframe. Actions not in ‘awaiting release’ status by June 30, 2009 may not be processed in time to be reflected on the July 10, 2009 pay date.
· June 22, 2009
There is a 5:00 pm deadline for notifying DSP and submitting IPOPS Payroll MVA Actions regarding the need to process corrections on the FYE Adjustment payroll.
· June 23 and 24, 2009
The Division of Statewide Payroll will process an FYE Adjustment Payroll (IPOPS Payroll MVA Actions ONLY) to correct all payroll processing errors for FY 2009. Preprocessing will run on Tuesday, June 23, 2009 and Final will run on Wednesday, June 24, 2009.
· June 26, 2009
Employees with FLSA = E, D, or N (Executive): Possible Comp-time Forfeiture
Verify information on the ‘AU445160 – Executive Comp Balances Expiring’ report from June 2009 month-end processing (SYSID = AUIS44M). This report will list all FLSA ‘E, D, and N’ employees that have an expiration date of the current month (hours forfeited)
and those with an expiration date for next month (hours to be forfeited).
Employees with FLSA = A, B, I, J, P, Q, X, E, D, or N (other than ‘Covered’): Forfeiture of Comp-time Balances greater than 240 hours
Per Idaho Code 67-5328, “After the last pay period in June, 2009 (ending date June 13, 2009), (comp-time) balances in excess of two hundred forty (240) hours shall be forfeited.”
DSP will programmatically reduce the total comp-time balances to 240 hours for any employee whose balance exceeds that amount on this date. A report of employees affected by the reduction of hours (COMPU240 – Update Exempt FLSA Employees Comp to 240 Max) will be created and show the number of Comp-time hours prior to the reduction. This report will be available for your viewing via On-line Reporting (SYSID = AUIS44R) on June 26, 2009.
· June 30, 2009
Employees with FLSA = C, F, H, L, and Z (Covered): Generate transactions to payoff ‘Previous 6-month Comp-time Balance’
Documentation outlining this process will be forthcoming on a separate memorandum.
· June 30 and July 1, 2009
NOTE: Holiday week - Time transactions are due by 3:00 pm, Tuesday, June 30, 2009.
Processing of the first regular payroll of Fiscal Year 2010 payable on July 10, 2009 (Preprocessing on June 30, 2009 and Final on July 1, 2009)
· On or around July 13, 2009
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 10, 2009 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. |