| To: | Agency HR/Payroll Staff |
| Subject: | Automatic Prior 6-month Comp Time Payoff (I.C.67-5328) |
| Sent Date: | 06/24/2009 |
Idaho Code 67-5328 (3) relates to FLSA covered employees’ eligibility to accrue or be paid for compensatory time. Subsection (d) states, “Compensatory time off which has been earned during any one-half (1/2) fiscal year but not taken by the end of the succeeding one-half (1/2) fiscal year, shall be paid in cash on the first payroll following the close of such succeeding one-half (1/2) fiscal year.”
Over the last year, you have received multiple e-mail reminders regarding the automatic payoff of prior 6-month comp time balances. Again, the State Controller’s Office has been asked to make modifications to the payroll system to ensure this code section is adhered to, by programmatically paying off the balances mentioned above on the first payrolls in January and July of each year.
Beginning with the first payroll paid in July 2009 (pay date July 10, 2009) all prior 6-month comp time balances will be automatically paid off. The criteria for the automatic payoff are as follows:
- All ‘covered’ employees (FLSA codes C, F, H, L, and Z)
- Must be in a pay status of ‘Active’ (A) or ‘Inactive With Pay’ (B)
- Must have a prior 6-month comp time balance
- Must have an hourly rate of pay
- The highest hourly rate of pay will be used for the payoff if the employee is in more than one covered/hourly position
NOTE: If a ‘covered’ employee meets some of the criteria above (but not all), they will not go through the automated process. In this situation, action on the part of the agency is required to ensure the employee is paid for any prior 6-month comp time balance. More information on the exceptions is documented in the DSP User Manual.
On Tuesday, June 30, 2009, DSP will create a transaction file and report, listing all ‘covered’ employees with prior 6-month comp time balances to be paid. The new report (A-444952 Automatic Prior Comp Balance Payoff) will be available for viewing via the Online Reporting application, under SYSID-AUIS44BP on Wednesday, July 1.
The information on the generated transaction file will be processed through payroll and paid on July 10, 2009. It contains the new earnings code (GCP – Prior Comp Payoff) and the number of prior 6-month comp time hours to be paid for each ‘covered’ employee (same employees and hours shown on the report above).
NOTE: Comp time may be accrued, taken (CPT), and/or paid off (CPP) via the employee’s I-Time (Time Sheet). However, IPOPS ‘Special Payment’ actions using CPP (Comp time Payoff) earnings will not be allowed to process on the first payroll in January or the first payroll in July of each year.
If you have any questions, please contact the DSP Helpdesk by e-mail at dsphelp@sco.idaho.gov or by phone at 334-2394.
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