| |  | 7/7/2023 | First Friday Fraud Facts | | | | | | | 6/2/2023 | First Friday Fraud Facts | | | | | | | 5/18/2023 | Payroll |
This email has been sent to DSP Correspondence contacts.
The Idaho State Tax Commission has updated the 2023 withholding tax rates.
You can view the updated withholding rates at Computing Withholding | Idaho State Tax Commission
The rates will be effective starting with the May 26, 2023 pay date.
| | | | | | 5/12/2023 | Payroll |
This has been sent to all Payroll and Personnel Contacts. Please share this information with anyone in your agency who may have need of it.
In accordance with Federal Affordable Care Act (ACA) requirements, the State of Idaho has completed the standard lookback measurement period for pay dates 5/27/2022 through 5/12/2023.
Employees reporting an average of 30 or more service hours per week during this lookback period (130 or more service hours per month) are considered full time for ACA.
In order to maintain compliance with ACA regulations, agencies will be required to verify Tier 1 insurance has been offered to all employees who have measured as full time.
The State Controller's Office will be providing reports to agencies in order to assist them in this effort. Non-compliance with ACA may result in penalties which will be the responsibility of the non-compliant agency.
Please be aware of the following important dates:
-
May 12
th
- Report A-449243 ACA Lookback will be available for review in preliminary mode. This report will notify agencies of employees requiring a change due to ACA.
-
May 19
th
- Report A-449243 ACA Lookback will be available in final mode. At this time, employee full time indicators will be set by the Division of Statewide Payroll.
-
May 22
nd
- Agencies need to update Tier levels in IPOPS for employees requiring a change using effective date 5/14/2023. These employees must remain in Tier 1 until the stability period is complete.
-
May 31
st
- Required Tier changes must be entered into IPOPS by 3:00 pm.
- To avoid later adjustments through payroll, employees choosing to sign up for insurance benefits should have their Medical and Dental Enrollment Application completed by this date.
Report A-449243 ACA Lookback will be available in Online Reporting under the AUIS44R SYS ID. The report will display messages for employees who have had a change in status due to ACA and may require action. More information on this report can be found in the DSP Personnel/Payroll User Manual.
As always, if you have any questions please feel free to contact the DSP Help Desk at 208-334-3100 Option 2 or servicedesk@sco.idaho.gov.
| | | | | | 5/5/2023 | First Friday Fraud Facts | | | | | | | 5/2/2023 | Payroll | | To: | Judicial Personnel/Payroll Contacts | | Subject: | Affordable Care Act Standard Look-back Period – Agency Action required | | Date: | 05/01/2023 |
In accordance with Federal Affordable Care Act (ACA) requirements, the State of Idaho has completed the standard lookback measurement period for pay dates 6/1/2022 through 5/1/2023.
Employees reporting an average of 30 or more service hours per week during this lookback period (130 or more service hours per month) are considered full time for ACA. In order to maintain compliance with ACA regulations, agencies will be required to verify Tier 1 insurance has been offered to all employees who have measured as full time. The State Controller's Office will be providing reports to agencies in order to assist them in this effort. Non-compliance with ACA may result in penalties which will be the responsibility of the non-compliant agency. Please be aware of the following important dates: - May 1st
- Report A-449243 ACA Lookback will be available for review in preliminary mode. This report will notify agencies of employees requiring a change due to ACA.
- May 25th
- Report A-449243 ACA Lookback will be available in final mode. At this time, updates will be made to employees' full time indicators.
- May 26th
- Agencies need to update Tier levels in IPOPS for employees requiring a change using effective date 6/1/2022. These employees must remain in Tier 1 until the stability period is complete.
- May 31st
- Required Tier changes must be entered into IPOPS by 5:00 pm.
- To avoid later adjustments through payroll, employees choosing to sign up for insurance benefits should have their Medical and Dental Enrollment Application completed by this date.
Report A-449243 ACA Lookback will be available in Online Reporting under the AUIS44R SYS ID. More information on this report can be found in the DSP Personnel/Payroll User Manual.
As always, if you have any questions please feel free to contact the DSP Help Desk at 208-334-3100 Option 2 or servicedesk@sco.idaho.gov.
| | | | | | 4/27/2023 | Payroll |
Today the State Controller’s Office (SCO) sent letters to the following vendors with payroll deductions letting them know their payroll deductions with the State of Idaho are being terminated as of June 1, 2023. The last pay date these deductions will be taken is on May 26, 2023.
SCO also mailed letters to all employees who are currently participating in these payroll deductions notifying them of the change and asking them to contact the vendors to make other payment arrangements. If you would like a list of the employees at your agency who we sent letters to, please email servicedesk@sco.idaho.gov
These deductions will be turned off automatically after the May 26, 2023 payroll has been processed. Agency personnel do not have to do anything to stop these deductions.
655 AFLAC
657 TRUSTMARK INS
660 CONSECO
685 COLONIAL
691 AMER HERITAGE
695 NEW YORK LIFE
747 ST AL LIFE FLT
753 LEGALSHIELD
763 ID SRV UN 687
| | | | | | 4/12/2023 | Payroll |
In accordance with the published cut-off dates for Luma conversion, the following changes have been implemented to IPOPS and the DSP Calendars:
-
IPOPS will no longer allow an effective date greater than 06/10/2023 to be entered.
Any IPOPS actions that have already been entered in IPOPS with a date 06/11/23 or later will be disapproved and the agency will have to redo the action once Luma goes live.
- In coordination with the Division of Human Resources (DHR), the IPOPS deadlines for the 06/23/2023 payroll have been updated on the DSP Calendars.
- On the 'IPOPS Actions Requiring Agency Approval' calendar, the IPOPS Actions Agency Approval Deadline has been changed to 05/26/23.
- On the 'IPOPS Self Service No Agency Approvals Required' calendar, the Deadline has been changed to 06/01/23.
- On the 'Biweekly Direct Deposit Updates' calendar, the Deadline has been changed to 06/01/23.
You can access these calendars on the SCO website at: Biweekly Calendars 2023 (idaho.gov)
If you have any questions, please contact the Division of Statewide Payroll (DSP) at servicedesk@sco.idaho.gov.
| | | | | | 4/7/2023 | First Friday Fraud Facts | | | | | | | 4/3/2023 | Payroll |
This e-mail will be sent to all payroll and personnel contacts in State Agencies
Please forward to
all full-time officers and employees at your agency.
All full-time officers and employees of the State of Idaho are entitled to a leave of absence for bone marrow or organ donation per Idaho Code § 59-1608 and § 67-5343.
Earnings code 'DNO' is available for employees who meet the requirements outlined by the State of Idaho and the Idaho Department of Human Resources.
DNO Organ Donation - Leave taken for bone marrow or organ donation. A maximum of five (5) days for bone marrow donation and thirty (30) days for an organ donation may be used. No leave balance is reduced. Credited State Service and leave will accrue. For more information refer to the Administrative Rules and Section 5: Special Leaves within the Statewide Policies at the IDHR web site (https://dhr.idaho.gov/StatutesRulesPolicies/Policies.html)
If you have any questions regarding this memo, please contact DSP Help Desk at 208-334-3100 option 2 or servicedesk@sco.idaho.gov
| | | | | | 3/10/2023 | Accounting |
To: Agency fiscal officers and accounting contacts
Please share this email with any who may have need of it. There are no reports attached to this email and no printed copies of the reports will be mailed. All referenced reports are available in the SCO's Online Reporting application under SYSID of STABLE.
Welcome to the first phase of fiscal year end processing!
Structure Hierarchy Reports
Please print a copy and review the following reports, and update as needed per these instructions and return the updated reports to your agency's DFM analyst by April 14:
- DAFR6640 - Organization/Index Hierarchy – organizational reporting needs.
- DAFR6660 - Program/PCA Hierarchy – program reporting needs.
- DAFR8540 - Budget Unit Table Listing – appropriation levels and spending controls for both appropriations and allocations.
The reports can be viewed in the SCO's Online Reporting application under SYSID of STABLE. If you need updated copies of reports before the next run date of May 3, contact the DSA Service Desk by e-mail at servicedesk@sco.idaho.gov or by phone at (208) 334-3100 option 3. The PCA, Index and Budget Unit tables are also available for query in the IBIS Query Studio. In the data tree, select Table Lists, STARS list, then PCA, Index or Budget Unit. Keep in mind that IBIS queries should only be used for internal agency review and verification. Do not use an IBIS report to communicate any needed changes to DFM.
Structure Change Assistance
If you need to gather appropriation and related expenditure information in a different manner for reporting purposes or to comply with new legislation, now is the time to change your structure for the upcoming fiscal year.
Instructions for Completing Dafr6640, Dafr6660, and DAFR8540
Please review the reports and determine if any changes or deletions required for FY24.
FY23 structure will automatically become identical FY24 structure unless you indicate a change or a deletion on the report. STARS will automatically retain any structure needed for prior year encumbrances.
See the STARS CLASSIFICATION STRUCTURE chapter for more information on the organization and program structure and connection to Indexes, PCAs, Funds, and Budget Units. See the STARS Index, PCA, Grant, and Project chapters for more information on those topics. See the STARS BUDGETING chapter for more information on Budget Unit controls.
Changes to Structure in red ink
- To make title and fiscal year changes.
- For DAFR8540 please supply the appropriation bill number.
- If the classification structure has come to its useful end please mark an end date.
If your agency has the security clearance to make changes and adds please do so after the roll and purge.
What to Do with Completed Reports and Forms
- Have the Fiscal Officer (or designee) sign and date the first page of each of the 3 reports and any submitted forms.
- Make copies to retain at your agency. If your agency updates the Indexes and PCAs, keep a copy of these reports so that your agency can update the new FY24 tables. Do not add FY24 Indexes or PCAs until after the table roll on April 28.
- Return the reports and any needed ORG-23, PGM-23, and BU-20 forms your agency's analyst at the Division of Financial Management by April 14.
- The DAFR reports must be signed and returned to DFM by this date, even if no changes are made and even if your agency maintains their own PCAs and Indexes.
- Only those agencies that do not maintain their own PCAs and Indexes should submit the Index-24 and PCA-26 forms to the DFM analyst by April 14.
- Agencies that enter their own PCAs and Indexes should do the following:
- Gather information needed to update the new FY24 Index and PCAs.
- By close of business April 27, complete putting end dates of 063023 on FY23 Indexes and PCAs that should not be rolled into FY24.
- After the table roll/purge on April 28, start updating the FY24 Index and PCA tables. The updates should be completed by close of business on May 2.
- DO NOT create FY24 records before April 28. They will generate additional FY24 records, which will then have to be deleted.
- After the table roll/purge on April 28, any additions or changes to FY23 PCAs or Indexes will require manual additions or changes to FY24 as well.
Updated reports will be available on May 3 so that you can review them for accuracy.
Contact your DFM analyst and/or Carolyn Miller at the SCO for any assistance needed in completing this phase of the year-end process. Thank you for your cooperation.
| | | | | | 2/15/2023 | Payroll |
This has been sent to all Payroll and Personnel Contacts.
Please see attached correspondence regarding Employment Verifications for State of Idaho employees.
| | | | | | 2/8/2023 | Accounting |
Notice: FPAC has updates to the P-Card policy.
Policy Changes:
-
Travel - The purchasing card may be used to pay travel expenses for official state business. The expenses must be in compliance with the State travel rules and regulations. All expenses must be accounted for on a travel voucher and appropriate receipts and invoices in sufficient detail to support the charges must be attached. All cash advances made on the purchasing card must be accounted for and reconciled on the travel voucher in a timely manner. Cash advances should be reasonable in relation to the type and length of the travel. Agencies choosing to utilize cash advances must ensure adequate internal controls are in place and that fees charged are in the best interest of the state.
-
Unacceptable Purchases - Unacceptable purchases include but are not limited to:
- Alcoholic beverages.
- Automotive gasoline for state vehicles, unless the vendor will not accept the state gas card.
-
Automotive gasoline for personal vehicles.
- Employee personal items.
- Items prohibited by agency or state policy.
-
Cardholder Responsibilities - Once the cardholder has received their card, they are responsible for:
- Complying with the requirements of this policy.
- Using the card for state purchases and approved items only.
- Maintaining all supporting documentation (e.g., proper receipts in sufficient detail to support the charges, vendor order forms, cash receipts, etc.), and timely submission of support to the accounting unit as appropriate for the agency.
- Accounting for all travel related uses, including cash advances, by recording the transactions and attaching the supporting documentation on their travel reimbursement as soon as possible.
- Ensuring receipt of goods and communicating with the vendor to resolve disputes and arranging for returns, credits, delivery problems, etc.
- Reporting a lost or stolen card immediately.
- Safeguarding card security at all times. All precautions should be used to maintain confidentiality of the cardholder account number and expiration date of the purchasing card. The account number should never be left in a conspicuous place. Only the person whose name appears on the face of the card may use the purchasing card. The only exception to this is if a Group Card is used (see Group Card below). The card number must not be given to any individual other than the merchant from whom the cardholder is making a purchase.
- Reconciling the bank statement and completing the reconciliation process as required by agency procedures. Certifying receipt of all purchases and returns should be forwarded to the cardholder's supervisor or person responsible for approving transactions within a time frame agreed upon by the agency coordinator.
- Immediate repayment of improper charges and accepts personal liability for misuse.
- Returning the card to the Program Coordinator immediately upon request or upon termination of employment (including retirement).
-
Group Card - Group cards do not have an individual's name imprinted on the face of the card and therefore come with additional risk. These types of cards are intended to be used by multiple people. Use of group cards is discouraged. Those agencies using group cards must ensure adequate internal controls are in place. Group cards are to be issued to one person who is held accountable for the card with all the same responsibilities as defined in the Cardholder Responsibilities above.
Questions about P-Card policy should be sent via email to servicedesk@sco.idaho.gov.
Please note, this is an unmonitored email inbox and is only used to send out notifications.
CONFIDENTIALITY NOTICE: This message, including attachments, is intended only for the designated recipient(s), and may contain confidential, proprietary, or privileged information. Any dissemination or distribution of this message to other than the intended recipient(s) is strictly prohibited. If you receive this in error, please notify the sender by reply e-mail and delete this message.
| | | | | | 1/19/2023 | Payroll | This has been sent to all Payroll and Personnel Contacts
The 2022 W-2s have been delivered to the Statehouse Mail Room. It is anticipated that employees should begin receiving their paper W-2 forms sometime next week.
If an employee has not received their W-2 by February 1, please have them call us at 208-334-2394.
Employees can consent to view their W-2 online at any time.
A Reminder on Returned W-2s If an employee has a change of address on file with the US Postal Service, their W-2 will be automatically forwarded by the post office.
The only W-2s that will be returned to the State Controller's Office will be those marked as Undeliverable. If a W-2 is returned, the address will be checked against the SCO system. If the address on the system has been updated, the State Controller's Office will put the W-2 back in the mail to be delivered to the new address. If the address on the system has not been updated, the State Controller's Office will hold the W-2 until the employee contacts us.
Note: Depending on the state agency, an employee may update their own address information by using the Employee Self-Service option or by having their agency HR/payroll office update the information. Instructions for requesting a duplicate Form W-2 The State Controller's Office will not start processing duplicate Form W-2 requests for 2022 until after February 1, 2023. Employees requesting a duplicate W-2 will be assessed a $5.00 fee per reprinted form.
To request a duplicate Form W-2 please follow the instructions on the State Controller's website.
2022 1095-C forms will be mailed to employees before the March 2, 2023 deadline. For additional questions, contact the DSP Help Desk at 208-334-3100 option 2 or servicedesk@sco.idaho.gov.
| | | | | | 1/10/2023 | Payroll |
This e-mail is being sent to all Payroll/Personnel contacts.
As of January 10, 2023, all State of Idaho employees are able to access their 2022 W-2s online.
All current employees and those in terminated status after December 31, 2021 have the ability to view and print their W-2 on the web.
Reminder about Web Access and Security
As the New Year begins, many current and former employees will be requesting access to the SCO website for their W-2s.
Here are a few reminders regarding the importance of security:
- E-mails to the Controller's office should never include personal identifying/confidential information, such as social security numbers.
- Current and former employees with a valid e-mail address in IPOPS are allowed to reset their own passwords.
- Current and former employees without a valid e-mail address in IPOPS must contact the agency for online access to their W-2 information. Each agency has identified individuals designated as web security' contacts.
NOTE: Password reset requests of this type, made on behalf of a current and former employee, must be received from the designated agency web security administrator.
Once an employee consents to view his/her W-2 online, a paper W-2 will not be mailed to them. This process will continue throughout the employee's employment with the state (including the tax year in which the employee has separated employment). If the employee wishes to receive a paper W-2 they must remove consent.
IMPORTANT REMINDER:
Employees are now able to add a personal email address by using the "Employee Secondary Email" form in IPOPS. This action will add a second email address to their record for verification purposes.
As part of the separation process, please ensure that you have updated the employee's mailing address and personal e-mail address in IPOPS. This will allow a former employee to reset his/her own passwords or remove consent and receive a paper W-2 in the mail.
As always, if you have questions, please contact the DSP Help Desk at 208-334-3100 option 2 or servicedesk@sco.idaho.gov.
| | | | | | 12/23/2022 | Payroll |
State of Idaho Form W-2
Your State of Idaho 2022 W-2 will be available online beginning January 10, 2023. All current employees and those in terminated status after December 31, 2019 have the ability to view and print their W-2 after logging on to our website.
Instructions on accessing your W-2 online can be found at the State Controller's website (sco.idaho.gov).
Paper forms will be mailed January 19, 2023 to current and terminated employees who have not consented to view their W-2 by the opening of business on January 17, 2023.
Verify Your Mailing Address
Please verify your mailing address with your agency Human Resource or Payroll representative. If your address needs to be updated, contact your supervisor as soon as possible to ensure timely receipt of your year end statements.
Information on how to request duplicate forms can be found on our web page. There is a $5.00 fee on each duplicate W-2 request. Duplicate requests will not be processed until February 1, 2023.
State of Idaho Form 1095-C, Employer Provided Health Insurance Coverage
On January 1, 2015 the "employer shared responsibility" requirement of the Affordable Health Care Act (ACA) went into effect.
Under this mandate, the State of Idaho is required to certify annually that affordable insurance was offered to their full-time employees and to provide Form 1095-C to applicable employees.
If you reported an average of at least 130 hours in any one month of the year or if you were offered insurance coverage at least one month of the year, you will receive Form 1095-C.
In order to meet federal guidelines and timelines, the 1095-C forms will be mailed to your address on file with the State Controller's Office by the IRS deadline of March 2, 2023. There will be no online version of your 2022 Form 1095-C.
| | | | | | 12/20/2022 | Payroll |
In anticipation of moving to Luma in July 2023, the Division of Statewide Payroll (DSP) is removing access to I-Time for any dates after June 10, 2023.
The pay period begin date for the first pay date in July 2023 is June 11, 2023. We are expecting time entered for that pay date will be done in Luma, not I-Time.
I-Time timesheets will not be converting to Luma. Any leave requests that have already been approved in I-Time for dates after June 10, 2023 will no longer be accessible in I-Time. Agencies will need to make sure they are tracking these leave requests separately so they can redo them once Luma is available.
| | | | | | 12/19/2022 | Payroll |
The IRS has issued the 2023 Form W-4 and the federal tax rate tables.
The IRS website is IRS.GOV.
The Idaho State Tax Commission website is TAX.IDAHO.GOV.
| | | | | | 12/16/2022 | Payroll |
This memo has been e-mailed to all Personnel/Payroll Contacts
Per the previous memorandum dated November 1, 2022, DSP has turned off all existing United Way deductions.
If your agency has employees that were affected by this process, the following report is available via the SCO on-line reporting application:
SYSID: AUIS44R (DSP Request Reports)
Report Number: AU449236
Report Name: Deduction Status Updates
To re-establish a United Way deduction that was deleted by this process, only the amount and/or app code is required to set the deduction back to active status.
NOTE: An IPOPS action is required for ALL employees requesting to participate in giving to the United Way (whether re-establishing or setting up a new deduction).
Be sure to use the effective date of December 11, 2022 for all United Way IPOPS actions. To ensure timely processing, it is necessary to have all United Way actions in “Awaiting Release" status on or before December 23, 2022.
Again, please do not send the campaign cards to the Division of Statewide Payroll.
If you have any questions regarding these instructions contact the DSP Help Desk at 208-334-3100 option 2 or servicedesk@sco.idaho.gov
| | | | | | 12/2/2022 | Payroll |
(This memo has been e-mailed to all DSP Correspondence Contacts)
Please share this information with anyone in your agency who may have need of it.
2023 Social Security Wage Base - The Social Security wage base (SSDI) for calendar year 2023 will increase from $147,000 to $160,200. The tax rate remains 6.2%. There continues to be no wage base limitation on Medicare wages (SSHI), and the tax rate remains 1.45%.
2023 Contribution Limits on 401(k), 403(b), and 457 plans - The 2023 employee contribution limit for the 401(k), 403(b) and 457 plans will increase from $20,500 to $22,500 and the catch-up contribution limit for participants aged 50 or over will increase from $6,500 to $7,500.
| | | | | | 12/2/2022 | First Friday Fraud Facts | | | | | | | 12/1/2022 | Payroll |
(This memo has been e-mailed to all DSP Correspondence Contacts)
The following calendar year end report is now available online under System ID: AUIS44C
Active Employees with Zero YTD Gross (A-447101) should be reviewed and the employees terminated if they are no longer active at your agency. If eligible, the employee's leave balances will be automatically paid off if the termination is processed through payroll. If no action is taken they will continue to be reported and counted on many reports that you receive from the Division of Statewide Payroll. (Example: Leave Balance Report, some Month-end reports).
If you should have access to this report and do not, please contact your agency's 'Maintain User' for Online Reporting.
If you have questions regarding this memo, please contact the DSP Helpdesk at servicedesk@sco.idaho.gov or 334-3100, option 2.
| | | | | | 11/14/2022 | Payroll |
An IPOPS action is required for all employees who authorized a payroll deduction to United Way through the charitable giving campaign (whether re-establishing a deduction or setting up a new deduction).
Effective Date: December 01, 2022 Re-establishing a Deduction: Code only the amount and/or the app code Setting up a New Deduction: Code all required information
To ensure timely processing, it is necessary to have all United Way actions in “Awaiting Release" status on or before December 15, 2022.
Please do not send the campaign forms to the Division of Statewide Payroll.
If you have any questions regarding these instructions contact the DSP Help Desk at 208-334-3100 option 2 or servicedesk@sco.idaho.gov
| | | | | | 11/14/2022 | Payroll |
This memo has been e-mailed to all Personnel/Payroll Contacts
An IPOPS action is required for all employees who authorized a payroll deduction to United Way through the charitable giving campaign (whether re-establishing a deduction or setting up a new deduction).
Effective Date: December 11, 2022
Re-establishing a Deduction: Code only the amount and/or the app code
Setting up a New Deduction: Code all required information
To ensure timely processing, it is necessary to have all United Way actions in “Awaiting Release" status on or before December 23, 2022.
Please do not send the campaign forms to the Division of Statewide Payroll.
If you have any questions regarding these instructions contact the DSP Helpdesk at 208-334-3100 option 2 or servicedesk@sco.idaho.gov
| | | | | | 11/14/2022 | Payroll |
This memo has been e-mailed to all DSP Correspondence Contacts
Claiming Tax Exempt
If your agency has employees that claimed 'exempt' from tax withholding during calendar year 2022 the following report is available via the SCO on-line reporting application:
Sysid = AUIS44R (DSP Request Reports)
Report Number and Name = AU447172 Employees Exempt From Fed and State Taxes
NOTE: The above report lists all employees currently having a 'certificate for exemption'. If the employee does not file a new Federal and State W-4 for calendar year 2023, the existing 'certificate of exemption' will expire on February 15, 2023.
- If the employee fails to file a new federal Form W-4 with your agency for 2023, you are required to change their federal withholding status to 'S – Single' with no adjustments.
- If the employee fails to file a new Form ID W-4 with your agency for 2023, you are required to change their state withholding status to 'S – Single' with zero allowances.
Agencies should not send copies to DSP, but rather keep all W-4s in the employee's file.
If you have questions regarding this memo, please contact DSP Help Desk at 208-334-3100 option 2 or servicedesk@sco.idaho.gov
| | | | | | 11/4/2022 | First Friday Fraud Facts | | | | | | | 10/13/2022 | Payroll |
This has been sent to all Payroll and Personnel Contacts.
We would like to take this opportunity to inform our users of processing requirements and deadliens affecting the last few months of this year.
Please see the attached document that outlines 2022 Calendar Year End Processing Dates.
If you have questions, please contact the DSP Helpdesk at servicedesk@sco.idaho.gov or (208) 334-3100 Option 2.
| | | | | | 10/13/2022 | Payroll |
This has been sent to all Payroll and Personnel Contacts.
We would like to take this opportunity to inform our users of processing requirements and deadliens affecting the last few months of this year.
Please see the attached document that outlines 2022 Calendar Year End Processing Dates.
If you have questions, please contact the DSP Helpdesk at servicedesk@sco.idaho.gov or (208) 334-3100 Option 2.
| | | | | | 10/11/2022 | Payroll |
This memo has been e-mailed to all Personnel/Payroll Contacts. Please share it with all of your employees. Thank you.
In keeping with the state's retention schedule and in preparation for moving to a new accounting/payroll system (Luma), the State Controller's Office (SCO) will be removing employee online Pay Stubs for years earlier than 2017 from the website.
SCO will begin removing years 2002 through 2016 the week of October 24, 2022.
If you would like to retain copies of your 2016 and older online pay stubs before they are removed, you will need to print/save them before October 24, 2022.
As part of this effort, we will also be instituting a rolling 5-calendar year retention process, which means in January 2023 we will be removing calendar year 2017.
If you have any questions, please contact the DSP Helpdesk at servicedesk@sco.idaho.gov or 208-334-3100 option 2.
| | | | | | 10/7/2022 | First Friday Fraud Facts | | | | | | | 9/23/2022 | Payroll |
The Division of Statewide Payroll (DSP) is changing how Notification of Error from an employee's bank will be handled. In preparation for Luma Phase I, the process of turning off bad direct deposit accounts has to be moved to IPOPS to be reported correctly.
As of September 29, 2022, DSP will be deleting the invalid direct deposit line for any account we receive a notification of error on (including notifications of closed and frozen accounts where the funds are being returned).
Agencies will still be notified there is a problem through email; but instead of DSP just changing the direct deposit status to N, we will be creating an IPOPS form to delete the incorrect account. We will no longer turn off the employee's direct deposit unless invalid direct deposit line is the only account the employee has.
Both agencies and affected employees will see a new direct deposit form in IPOPS called 'DSP Direct Deposit Delete' in their view that will show them exactly what DSP did.
Once an agency is notified a direct deposit line was deleted, they should instruct the employee to enter the correct direct deposit information into IPOPS the next day. (Because we are now using IPOPS, it will be better to let the overnight refresh happen so it's easier to complete a new form correctly.)
If the employee does not redo their direct deposit in a timely manner, they may have their net pay going to an account they did not intend to receive their full net pay.
Here's how the new process works:
If the employee only has one direct deposit line and the bank sends us a notification of error, DSP will process a 'Stop Direct Deposit' which will turn off the employee's direct deposit.
If the employee has more than one account, DSP will delete the account we received the notification of error on and then redirect that money to another account:
Employee has one partial and a remainder:
- If the Partial is in error, DSP will delete the partial direct deposit line and change the other line from Remainder to Full.
- If the Remainder is in error, DSP will delete the remainder direct deposit line and change the other line from Partial to Full.
Employee has multiple partials and a remainder:
- If one of the Partials is in error, DSP will delete that partial direct deposit line.
- If the Remainder is in error, DSP will delete the remainder direct deposit line and change Partial with the highest dollar amount to Remainder.
This change will remain in effect until Luma phase II goes live.
| | | | | | 9/16/2022 | Payroll |
The Division of Statewide Payroll (DSP) is preparing its data to move off the current platforms and into the new Luma system. As part of the change, we will be decommissioning the Domino platform (web servers) where our IPOPS, I-Time, Insurance Applications and Pay Stub information resides. The first step of the decommissioning of this platform will be to delete all data that is not required to be kept per the State's retention schedule.
What does this mean?
Over the next few months DSP will be deleting all archive years earlier than 2017 on IPOPS and I-Time and instituting a rolling 5-calendar year retention process. We will also be deleting all employee pay stubs earlier than 2017 and starting the same rolling 5-calendar year retention process.
This change only involves the information on the web servers platform, we are not deleting information from the EIS system on the mainframe nor are we deleting information from IBIS.
The information being deleted includes:
- Position Control Actions
- Personnel Actions
- Payroll Actions
- Self Service Actions (Including Insurance Applications)
- Time Cards
- Employee Pay Stubs – Note: before we begin deleting pay stubs, we will send out notification with enough time for employees to save their pay stubs before deletion.
Reminder: A rolling 5-year retention process is already in place for payroll reports in the Online Reporting application.
If you have any questions, please contact the DSP Helpdesk at servicedesk@sco.idaho.gov or 208-334-3100 option 2.
| | | | | | 8/5/2022 | First Friday Fraud Facts | | | | | | | 7/19/2022 | Board of Examiners |
Please see the attached memo regarding an update to the State of Idaho Mileage Rate.
Should you have any questions regarding any of this information, please contact the Board of Examiners at brdexam@sco.idaho.gov or call 208-334-3100.
| | | | | | 7/15/2022 | Payroll |
This memo has been e-mailed to all Personnel/Payroll Contacts.
The Voluntary Life Premium Rate Changes Report - AU448107 is now available on-line (SYSID=AUIS44F). It lists all employees that have Voluntary Life deductions and indicates their new premium rate to be taken effective the first payroll in August of this year. The Child Voluntary Term Life Insurance deduction will not be reported as the deduction amount is not affected by the employee's age.
As in the past the 'Voluntary Life Ins Rate' has been supplied to us by Office of Group Insurance, the 'Annual Equivalent Salary' amount is as of the run date, and the new premium amount has been calculated based on the employee's age as of July 1, 2022. If, after calculation, the new and old premiums are the same a '*' will show on the report next to the new premium amount indicating no change.
Report AU448107 will automatically generate an employee deduction change for all employees whose rate has changed. (No need for agency intervention or coding on IPOPS.)
All employees with a life insurance plan code of 'LB', 'LM' (Legislature) or 'LP' are excluded from automatic calculation, but will be reported.
If you have any questions regarding this issue, please contact the DSP Help Desk at 208-334-3100 option 2 or servicedesk@sco.idaho.gov
| | | | | | 7/1/2022 | First Friday Fraud Facts | | | | | | | 6/29/2022 | Payroll |
This memo has been e-mailed to all Personnel/Payroll Contacts.
Wage and Salary
Wage and Salary reports will be created on July 18, 2022. Reports will be available on July 19, 2022. All Personnel and Position Control actions processed through Friday, July 15, 2022 will be reflected on the Wage and Salary reports.
Payroll Month-end Reporting
In preparation for the move to Luma, the Division of Statewide Payroll (DSP) will stop creating most month-end reports as of July 2022.
The only reports that will still be generated are:
A-445180 POSITIONS DELETED
AU445160 EXECUTIVE COMP BALANCES EXPIRING
B-445180 POSITIONS TO BE DELETED FOR THE NEXT MONTHEND
If you need access to the information on any of the reports no longer being created, the information is available on various statewide reports in IBIS.
If you have any questions, please contact the DSP Helpdesk at servicedesk@sco.idaho.gov or 334-3100 Option 2.
| | | | | | 6/29/2022 | Payroll |
T
his
memo has been e-mailed to all Personnel/Payroll Contacts.
Payroll Month-end Reporting
In preparation for the move to Luma, the Division of Statewide Payroll (DSP) will stop creating most month-end reports as of July 2022.
The only reports that will still be generated are:
A-445180 POSITIONS DELETED
AU445160 EXECUTIVE COMP BALANCES EXPIRING
B-445180 POSITIONS TO BE DELETED FOR THE NEXT MONTHEND
If you need access to the information on any of the reports no longer being created, the information is available on various statewide reports in IBIS.
Note: DSP will not be updating the FY2023 position budgets in August either.
If you have any questions, please contact the DSP Helpdesk at servicedesk@sco.idaho.gov or 334-3100 Option 2.
| | | | | | 6/23/2022 | Payroll |
Please add this memo to the communications page on the website
This email has been sent to DSP Correspondence contacts.The Idaho State Tax Commission has updated the 2022 withholding tax rates. You can view the updated withholding rates at Withholding - Idaho State Tax Commission.
The rates will be effective the first pay date in July 2022.
| | | | | | 6/3/2022 | First Friday Fraud Facts | | | | | | | 5/20/2022 | Payroll |
This memo has been e-mailed to all Personnel/Payroll Contacts.
June 9, 2021
Position Control adds/updates entered in IPOPS for FY2022 that are to be copied to FY2023 must be in an 'Awaiting Release' status in order to be uploaded, processed, and copied to FY2023.
Please make sure any FY2022 Position Control actions that are awaiting your approval have been reviewed and approved, if applicable, by 3:00 pm on June 9th.
June 10, 2022
DSP will copy FY2022 positions to new FY2023 positions. All FY2022 Position Control Actions, such as distribution updates, reclassifications, deletes, etc., processed after June 10th will require a 2nd Position Control Action for FY2023 if applicable.
At this point, any updates to the FY2022 information will only affect the last payroll of FY2022, paid June 24, 2022.
June 21 and June 22, 2022
DSP will process the final University payroll in FY2022 (#22013 paid June 24, 2022). All FY2022 expenditures must be processed on or before this payroll. Preprocessing Payroll reports will be available via Online Reporting the morning of June 22, 2022.
June 23, 2022
June's month end will be processed early due to Fiscal Year End. On June 24, 2022 reports will be available via Online Reporting.
June 30, 2022
All Personnel and Position Control actions for the first payroll in FY2023, (July 8, 2022 pay date), must be processed or in 'awaiting release' status by 3:00 pm on June 30, 2022 to be processed on this payroll.
Please make sure any IPOPS actions that are awaiting your approval have been reviewed and approved, if applicable, by 3:00 pm on June 30, 2022.
*
July 1, 2022
All Payroll files for the first payroll in FY2023, (July 8, 2022 pay date), are due on Friday, July 1, 2022.*
*Schedule adjustment due to the holiday.
July 5 and July 6, 2022
DSP will process the first payroll of FY2023 paid on July 8, 2022.
Preprocessing on Tuesday, July 5, 2022
Final on Wednesday, July 6, 2022
Reminder: All FLSA 'covered' employees (codes C, F, L, or Z) that have a Previous 6-month Comp-time balance as of pay date June 24, 2022, should be paid for those hours on the first payroll of FY2023, (July 8, 2022 pay date).
As always, if you have any questions regarding the fiscal year end processing schedule, please contact the DSP Helpdesk at
servicedesk@sco.iaho.gov
or 334-3100 Option 2.
| | | | | | 5/20/2022 | Payroll |
This memo has been e-mailed to all Personnel/Payroll Contacts.
June 9, 2022
Position Control adds/updates entered in IPOPS for FY2022 that are to be copied to FY2023 must be in an 'Awaiting Release' status in order to be uploaded, processed, and copied to FY2023.
Please make sure any FY2022 Position Control actions that are awaiting your approval have been reviewed and approved, if applicable, by 3:00 pm on June 9th.
June 10, 2022
DSP will copy FY2022 positions to new FY2023 positions. All FY2022 Position Control Actions, such as distribution updates, reclassifications, deletes, etc., processed after June 10th will require a 2nd Position Control Action for FY2023 if applicable.
At this point, any updates to the FY2022 information will only affect the last payroll of FY2022, paid June 24, 2022.
June 15 through June 16, 2022
DSP will process the final biweekly payroll in FY2022 (#22013 paid June 24, 2022). All FY2022 expenditures must be processed on or before this payroll. Preprocessing Payroll reports will be available via Online Reporting the morning of June 16, 2022.
June 21, 2022
Payroll corrections for Fiscal Year 2022 that require a manual and/or void, must be submitted on an IPOPS Payroll MVA and in Awaiting-DSP-Approval Status by 1:00 pm on Tuesday, June 21st.
June 21 and 22, 2022
DSP will process a FYE 2022 Adjustment Payroll.
Preprocessing on Tuesday, June 21, 2022
Final on Wednesday, June 22, 2022
June 23, 2022
June's month end will be processed early due to Fiscal Year End. On June 24, 2022 reports will be available via Online Reporting.
June 29, 2022
All Personnel, Payroll and Position Control actions for the first payroll in FY2023, (July 8, 2022 pay date), must be in 'awaiting release' status by 3:00 pm on June 29, 2022 to be processed on this payroll.
Please make sure any IPOPS actions that are awaiting your approval have been reviewed and approved, if applicable, by 3:00 pm on June 29, 2022.
June 29 and 30, 2022
DSP will process the first payroll of FY2023 paid on July 8, 2022.
Preprocessing on Wednesday, June 29, 2022
Final on Thursday, June 30, 2022
Reminder: All FLSA 'covered' employees (codes C, F, L, or Z) that have a Previous 6-month Comp-time balance as of pay date June 24, 2022, will be automatically paid for those hours on the first payroll of FY2022, (July 8, 2022 pay date).
As always, if you have any questions regarding the fiscal year end processing schedule, please contact the DSP Helpdesk at
servicedesk@sco.iaho.gov
or 334-3100 Option 2
| | | | | | 5/13/2022 | Payroll |
This has been sent to all Payroll and Personnel Contacts. Please share this information with anyone in your agency who may have need of it.
In accordance with Federal Affordable Care Act (ACA) requirements, the State of Idaho has completed the standard lookback measurement period for pay dates 5/14/2021 through 5/13/2022.
Employees reporting an average of 30 or more service hours per week during this lookback period (130 or more service hours per month) are considered full time for ACA.
In order to maintain compliance with ACA regulations, agencies will be required to verify Tier 1 insurance has been offered to all employees who have measured as full time.
The State Controller's Office will be providing reports to agencies in order to assist them in this effort. Non-compliance with ACA may result in penalties which will be the responsibility of the non-compliant agency.
Please be aware of the following important dates:
-
May 13
th
- Report A-449243 ACA Lookback will be available for review in preliminary mode. This report will notify agencies of employees requiring a change due to ACA.
-
May 20
th
- Report A-449243 ACA Lookback will be available in final mode. At this time, employee full time indicators will be set by the Division of Statewide Payroll.
-
May 23
rd
- Agencies need to update Tier levels in IPOPS for employees requiring a change using effective date 5/15/2022. These employees must remain in Tier 1 until the stability period is complete.
-
June 1
st
- Required Tier changes must be entered into IPOPS by 3:00 pm.
- To avoid later adjustments through payroll, employees choosing to sign up for insurance benefits should have their Medical and Dental Enrollment Application completed by this date.
Report A-449243 ACA Lookback will be available in Online Reporting under the AUIS44R SYS ID. The report will display messages for employees who have had a change in status due to ACA and may require action. More information on this report can be found in the DSP Personnel/Payroll User Manual.
As always, if you have any questions please feel free to contact the DSP Help Desk at 208-334-3100 Option 2 or servicedesk@sco.idaho.gov.
| | | | | | 5/6/2022 | First Friday Fraud Facts | | | | | | | 5/2/2022 | Payroll |
This memo has been e-mailed to
all Personnel/Payroll Contacts.
June 9, 2022
Position Control adds/updates entered in IPOPS for FY2022 that are to be copied to FY2023 must be in an 'Awaiting Release' status in order to be uploaded, processed, and copied to FY2023.
Please make sure any FY2022 Position Control actions that are awaiting your approval have been reviewed and approved, if applicable, by 3:00 pm on June 9th.
June 10, 2022
DSP will copy FY2022 positions to new FY2023 positions. All FY2021 Position Control Actions, such as distribution updates, reclassifications, deletes, etc., processed after June 10th will require a 2nd Position Control Action for FY2023 if applicable.
June 17, 2020
All Personnel, Payroll and Position Control actions for the first payroll in FY2023, (July 1, 2022 pay date), must be in 'awaiting release' status by 3:00 pm on June 18, 2021 to be processed on this payroll. Please make sure any IPOPS actions that are awaiting your approval have been reviewed and approved, if applicable, by 3:00 pm on June 17, 2022.
June 27, 2022
DSP will process the first payroll of FY2023 paid on July 1, 2022.
Preprocessing on Monday morning, June 27, 2022
Final on Monday afternoon, June 27, 2022
Reminder: All FLSA 'covered' employees (codes C, F, L, or Z) that have a Previous 6-month Comp-time balance as of pay date June 1, 2022, should be paid those hours on the July 1, 2022 pay day.
June 23, 2022
June's month end will be processed early due to Fiscal Year End. On June 24, 2022 reports will be available via Online Reporting.
As always, if you have any questions regarding the fiscal year end processing schedule, please call the DSP Helpdesk at 334-3100 Option 2.
| | | | | | 5/2/2022 | Payroll |
This memo has been e-mailed to all Personnel/Payroll Contacts.
In accordance with Federal Affordable Care Act (ACA) requirements, the State of Idaho has completed the standard lookback measurement period for pay dates 6/1/2021 through 5/1/2022.
Employees reporting an average of 30 or more service hours per week during this lookback period (130 or more service hours per month) are considered full time for ACA.
In order to maintain compliance with ACA regulations, agencies will be required to verify Tier 1 insurance has been offered to all employees who have measured as full time.
The State Controller's Office will be providing reports to agencies in order to assist them in this effort. Non-compliance with ACA may result in penalties which will be the responsibility of the non-compliant agency.
Please be aware of the following important dates:
-
May 2
nd
- Report A-449243 ACA Lookback will be available for review in preliminary mode. This report will notify agencies of employees requiring a change due to ACA.
-
June 1
st
- Report A-449243 ACA Lookback will be available in final mode. At this time, updates will be made to employees' full time indicators.
-
June 2
nd
- Agencies need to update Tier levels in IPOPS for employees requiring a change using effective date 6/1/2022. These employees must remain in Tier 1 until the stability period is complete.
-
June 23
rd
- Required Tier changes must be entered into IPOPS by 3:00 pm.
- To avoid later adjustments through payroll, employees choosing to sign up for insurance benefits should have their Medical and Dental Enrollment Application completed by this date.
Report A-449243 ACA Lookback will be available in Online Reporting under the AUIS44R SYS ID. More information on this report can be found in the DSP Personnel/Payroll User Manual.
As always, if you have any questions regarding the fiscal year end processing schedule, please call the DSP Helpdesk at 334-3100 Option 2.
| | | | | | 4/27/2022 | Payroll |
This has been sent to all Payroll and Personnel Contacts.
Monday, May 2, 2022
- Agencies can start coding Position Control Changes effective for fiscal year 2023 in IPOPS.
If you have questions, please contact the DSP Helpdesk at servicedesk@sco.idaho.gov or (208) 334-3100 Option 2.
| | | | | | 4/20/2022 | Accounting |
FORM: Warrant Cancellation
IMPLEMENTATION DATE: 4/25/2022
UPDATE:
- A new form version, 4/22, has been published to the SCO website.
- Previous form versions (≤ 8/20) will no longer be accepted starting Monday, 4/25/22.
FORM SUBMISSION OPTIONS:
-
E-mail
- Attach the form along with a scan of any necessary supporting documentation to an email addressed to servicedesk@sco.idaho.gov.
-
Mail
- Fill out the form and send it along with any necessary supporting documentation to the following address:
Idaho State Controller's Office
P.O. Box 83720
Boise, ID 83720-0011
CONFIDENTIALITY NOTICE: This message, including attachments, is intended only for the designated recipient(s), and may contain confidential, proprietary, or privileged information. Any dissemination or distribution of this message to other than the intended recipient(s) is strictly prohibited. If you receive this in error, please notify the sender by reply e-mail and delete this message.
| | | | | | 4/1/2022 | Payroll |
This e-mail will be sent to all payroll and personnel contacts in State Agencies
Please forward to
all full-time officers and employees at your agency.
All full-time officers and employees of the State of Idaho are entitled to a leave of absence for bone marrow or organ donation per Idaho Code § 59-1608 and § 67-5343.
Earnings code 'DNO' is available for employees who meet the requirements outlined by the State of Idaho and the Idaho Department of Human Resources.
DNO Organ Donation - Leave taken for bone marrow or organ donation. A maximum of five (5) days for bone marrow donation and thirty (30) days for an organ donation may be used. No leave balance is reduced. Credited State Service and leave will accrue. For more information refer to the Administrative Rules and Section 5: Special Leaves within the Statewide Policies at the IDHR web site (https://dhr.idaho.gov/StatutesRulesPolicies/Policies.html)
If you have any questions regarding this memo, please contact DSP Help Desk at 208-334-3100 option 2 or servicedesk@sco.idaho.gov
Thank you,
| | | | | | 4/1/2022 | First Friday Fraud Facts | | | | | | | 3/31/2022 | Payroll |
Greetings,
The Division of Statewide Payroll team is pleased to announce the 12th edition (March 2022) of our quarterly newsletter. Please see the attached PDF for your review.
We welcome your feedback regarding content, topics and any suggestions for future editions. Please send your feedback to servicedesk@sco.idaho.gov.
From all of us at the Division of Statewide Payroll,
Thank you!
| | | | | | 3/18/2022 | Accounting |
POLICY CHANGE:
- Effective immediately, electronic copies of voided warrants will be accepted for the purpose of requesting the cancellation of a warrant. This will allow state agencies to submit their requests directly to servicedesk@sco.idaho.gov, improving turnaround time and reliability by preventing delays or loss due to mailing issues.
- Agencies that prefer to submit their warrant cancellation requests through the mail may continue doing so.
- A new version of the Cancel Warrant Form and instructions will be published in the coming weeks. Our office will send notice when that occurs, including a reminder of these policy changes. Please direct any questions or concerns to servicedesk@sco.idaho.gov.
| | | | | | 3/4/2022 | First Friday Fraud Facts | | | | | | | 2/4/2022 | First Friday Fraud Facts | | | | | | | 1/28/2022 | Accounting |
This email is being sent to all users that have a keyword = Accounting in our Contact Data Base. Please forward to others that may have a need to know.
Agencies should be planning now on what processes can be done early for a successful Fiscal Year End and transition into Luma.
Attached you will find the latest recommendations of processes that you can start doing now – Financial Email Notifications
*If you need access to past FYE Planning Emails, you can find them at: SCO Website > About > Communication > Accounting
Past Topics:
-
Fiscal Year End Planning – Initial
-
FYE Planning – FAS
-
FYE Planning – IAB's and Outstanding Warrants
| | | | | | 1/20/2022 | Payroll |
This has been sent to all Payroll and Personnel Contacts
The 2021 W-2s were delivered to the Statehouse Mail Room January 19. It is anticipated that employees should begin receiving their paper W-2 forms sometime next week.
If an employee has not received their W-2 by February 1, please have them contact us at 208-334-3100 option 2 or
servicedesk@sco.idaho.gov
Employees can consent to view their W-2 online at any time.
A Reminder on Returned W-2s
If an employee has a change of address on file with the US Postal Service, their W-2 will be automatically forwarded by the post office.
The only W-2s that will be returned to the State Controller's Office will be those marked as Undeliverable. If a W-2 is returned, the address will be checked against the SCO system. If the address on the system has been updated, the State Controller's Office will put the W-2 back in the mail to be delivered to the new address. If the address on the system has not been updated, the State Controller's Office will hold the W-2 until the employee contacts us.
Note: Depending on the state agency, an employee may update their own address information by using the Employee Self-Service option or by having their agency HR/payroll office update the information.
Instructions for requesting a duplicate Form W-2
The State Controller's Office will not start processing duplicate Form W-2 requests for 2021 until after February 1, 2022. Employees requesting a duplicate W-2 will be assessed a $5.00 fee per reprinted form.
To request a duplicate Form W-2 please follow the instructions on the State Controller's website.
2021 1095-C forms will be mailed to employees before the March 2, 2022 deadline.
For additional questions, contact the State Controller's Office via e-mail at
servicedesk@sco.idaho.gov
| | | | | | 1/18/2022 | Board of Examiners |
Please see the attached memo regarding an update to the State of Idaho Mileage Rate.
Should you have any questions regarding any of this information, please contact the Board of Examiners at brdexam@sco.idaho.gov or call 208-334-3100.
| | | | | | 1/11/2022 | Payroll |
This e-mail is being sent to all Payroll/Personnel contacts.
As of January 11, 2022, all State of Idaho employees are able to access their 2021 W-2s online.
All current employees and those in terminated status after December 31, 2019 have the ability to view and print their W-2 on the web.
Reminder about Web Access and Security
As the New Year begins, many current and former employees will be requesting access to the SCO website for their W-2s.
Here are a few reminders regarding the importance of security:
-
E-mails to the Controller's office should never include personal identifying/confidential information, such as social security numbers.
-
Current and former employees with a valid e-mail address in IPOPS are allowed to reset their own passwords.
-
Current and former employees without a valid e-mail address in IPOPS must contact the agency for online access to their W-2 information. Each agency has identified individuals designated as 'web security' contacts.
NOTE: Password reset requests of this type, made on behalf of a current and former employee, must be received from the designated agency web security administrator.
- Once an employee consents to view his/her W-2 online, a paper W-2 will not be mailed to them. This process will continue throughout the employee's employment with the state (including the tax year in which the employee has separated employment). If the employee wishes to receive a paper W-2 they must remove consent.
IMPORTANT REMINDER:
Employees are now able to add a personal email address by using the "Employee Secondary Email" form in IPOPS. This action will add a second email address to their record for verification purposes.
As part of the separation process, please ensure that you have updated the employee's mailing address and personal e-mail address in IPOPS. This will allow a former employee to reset his/her own passwords or remove consent and receive a paper W-2 in the mail.
As always, if you have questions, please contact the DSP Help Desk at 208-334-3100 option 2 or
servicedesk@sco.idaho.gov
| | | | | | 1/7/2022 | First Friday Fraud Facts | | | | | | | 1/3/2022 | Payroll |
The IRS has issued the 2022 Form W-4 and the federal tax rate tables.
The IRS website is IRS.GOV.
The Idaho State Tax Commission website is TAX.IDAHO.GOV.
| | | | | | 12/29/2021 | Board of Examiners |
Please see the attached memo regarding an update to the Idaho In-State Per Diem Rate.
Should you have any questions regarding any of this information, please contact the Board of Examiners at brdexam@sco.idaho.gov or call 208-334-3100.
| | | | | | 12/27/2021 | Payroll |
State of Idaho Form W-2
Your State of Idaho 2021 W-2 will be available online beginning January 11, 2022. All current employees and those in terminated status after December 31, 2019 have the ability to view and print their W-2 after logging on to our website.
Instructions on accessing your W-2 online can be found at the State Controller's website (sco.idaho.gov).
Paper forms will be mailed January 21, 2022 to current and terminated employees who have not consented to view their W-2 by the opening of business on January 18, 2022.
Verify Your Mailing Address
Please verify your mailing address with your agency Human Resource or Payroll representative. If your address needs to be updated, contact your supervisor as soon as possible to ensure timely receipt of your year end statements.
Information on how to request duplicate forms can be found on our web page. There is a $5.00 fee on each duplicate W-2 request. Duplicate requests will not be processed until February 1, 2022.
State of Idaho Form 1095-C, Employer Provided Health Insurance Coverage
On January 1, 2015 the "employer shared responsibility" requirement of the Affordable Health Care Act (ACA) went into effect.
Under this mandate, the State of Idaho is required to certify annually that affordable insurance was offered to their full-time employees and to provide Form 1095-C to applicable employees.
If you reported an average of at least 130 hours in any one month of the year or if you were offered insurance coverage at least one month of the year, you will receive Form 1095-C.
In order to meet federal guidelines and timelines, the 1095-C forms will be mailed to your address on file with the State Controller's Office by the IRS deadline of March 2, 2022. There will be no online version of your 2021 Form 1095-C.
| | | | | | 12/21/2021 | Accounting |
This email is being sent to all users that have a keyword = Accounting in our Contact Data Base. Please forward to others that may have a need to know.
Agencies should be planning now on what processes can be done early for a successful Fiscal Year End and transition into Luma.
Attached you will find the latest recommendations of processes that you can start doing now – Interagency Billings and Outstanding Warrants
I have also attached Octobers recommendations as a reminder: FAS Hold File
Happy Holidays to all!
| | | | | | 12/17/2021 | Payroll |
This memo has been emailed to all Personnel/Payroll contacts.
Per the previous memorandum dated November 1, 2021, DSP has turned off all existing United Way deductions.
If your agency has employees that were affected by this process, the following report is available via the SCO on-line reporting application.
SYSID: AUIS44R (DSP Request Reports)
Report Number: AU449236
Report Name: Deduction Status Updates
To re-establish a United Way deduction that was deleted by this process, only the amount and/or app code is required to set the deduction back to active status.
NOTE: An IPOPS action is required for ALL employees requesting to participate in giving to the United Way (whether re-establishing or setting up a new deduction).
Be sure to use the effective date of December 12, 2021 for all United Way IPOPS actions. To ensure timely processing, it is necessary to have all United Way actions in "Awaiting Release" status on or before December 23, 2021.
Again, please do not send the campaign cards to the Division of Statewide Payroll.
If you have any questions regarding these instructions contact DSP Help Desk at 208-334-3100 option 2, or
servicedesk@sco.idaho.gov
.
| | | | | | 12/13/2021 | Payroll |
Greetings,
The Division of Statewide Payroll team is pleased to announce the 11th edition (December 2021) of our quarterly newsletter. Please see the attached PDF for your review.
We welcome your feedback regarding content, topics and any suggestions for future editions. Please send your feedback to servicedesk@sco.idaho.gov.
From all of us at the Division of Statewide Payroll,
Thank you!
SCO Payroll
| | | | | | 12/3/2021 | Payroll |
2022 Social Security Wage Base - The Social Security wage base (SSDI) for calendar year 2022 will increase from $142,800 to $147,000. The tax rate remains 6.2%. There continues to be no wage base limitation on Medicare wages (SSHI), and the tax rate remains 1.45%.
2022 Contribution Limits on 401(k), 403(b), and 457 plans - The 2022 employee contribution limit for the 401(k), 403(b) and 457 plans will increase from $19,500 to $20,500 and the catch-up contribution limit for participants aged 50 or over will remain at $6,500.
| | | | | | 12/3/2021 | First Friday Fraud Facts | | | | | | | 12/1/2021 | Payroll |
The following calendar year end report is now available online under System ID: AUIS44C
Active Employees with Zero YTD Gross (A-447101) should be reviewed and the employees terminated if they are no longer active at your agency. If eligible, the employee's leave balances will be automatically paid off if the termination is processed through payroll. If no action is taken they will continue to be reported and counted on many reports that you receive from the Division of Statewide Payroll. (Example: Leave Balance Report, some Month-end reports).
If you should have access to this report and do not, please contact your agency's 'Maintain User' for Online Reporting.
If you have questions regarding this memo, please contact the DSP Helpdesk at 208-334-3100 option 2 or
servicedesk@sco.idaho.gov
.
| | | | | | 11/5/2021 | First Friday Fraud Facts | | | | | | | 10/18/2021 | Accounting |
FORM: Combined Substitute W-9 / Direct Deposit / Remittance Advice Authorization Form
IMPLEMENTATION DATE: 10/18/2021
UPDATE:
- The new form version, 10/21, is available on the SCO website. Previous form versions (≤ 9/20) will no longer be accepted starting Monday, 10/18/21.
- The Online Form allows users to submit the form with a digital signature, simplifying the verification process. However, this may not be a valid option when working with vendors that have not been entered into STARS. To simplify the process for folks in this situation, a fillable version of this form can now be downloaded from the STARS Forms list on our website: https://www.sco.idaho.gov/LivePages/STARS-Forms.aspx
- Without adobe sign capability, this version of the form will need to be signed by hand or a CA backed digital signature will need to be used to accede signature verification.
- Once filled out and signed, send this form along with a voided check or bank verification number to servicedesk@sco.idaho.gov or to the physical address listed below.
FORM SUBMITTION OPTIONS:
-
Online Form - Fill out and submit the form online, attaching a scan of a voided check (not a deposit slip) or bank verification letter of your checking or saving account number directly to the form.
-
E-mail - Attach the form along with a scan of a voided check (not a deposit slip) or bank verification letter of your checking or savings account number to an email addressed to servicedesk@sco.idaho.gov.
-
Mail - Fill out the form and send it along with a voided check (not a deposit slip) or a bank verification letter of your checking or savings account number to the following address:
Idaho State Controller's Office
P.O. Box 83720
Boise, ID 83720-0011
| | | | | | 10/13/2021 | Payroll |
This memo has been e-mailed to all Personnel/Payroll Contacts.
We would like to take this opportunity to inform our users of processing requirements and
deadlines affecting the last few months of this year.
Please be sure agency payroll staff are scheduled throughout these final payrolls to be
responsible for submitting payroll, ensuring the accuracy of all reports in Online Reporting, and
submitting any necessary actions in IPOPS.
Please see attached PDF for more information
Thank you,
DSP Payroll
| | | | | | 10/13/2021 | Payroll |
This memo has been e-mailed to all Personnel/Payroll Contacts.
We would like to take this opportunity to inform our users of processing requirements and deadlines affecting the last few months of this year.
Please be sure agency payroll staff are scheduled throughout these final payrolls to be responsible for submitting payroll, ensuring the accuracy of all reports in Online Reporting, and submitting any necessary actions in IPOPS.
Please see attached PDF for more information
Thank you,
DSP Payroll
| | | | | | 10/12/2021 | Payroll |
This email has been sent to DSP Correspondence contacts.
Beginning next payroll (pay date 10/29/2021), the Labor Distribution Register – AU444510 in Online Reporting will display a five digit PCA code. Previously, a five digit PCA code would only display if time was overridden. If time defaulted to a PCA on a position, a seven digit PCA code would display which contained two extra zeros at the end of the PCA. This update to the PCA field to contain 5 alpha/numeric characters will allow our system to better align with the requirements of LUMA Phase 1.
If you have additional questions, please contact the DSP Help Desk at 208-334-3100 option 2 or servicedesk@sco.idaho.gov.
Thank you,
SCO Payroll
| | | | | | 10/12/2021 | Accounting | | | | | | | 10/8/2021 | Accounting |
FORM: Combined Substitute W-9 / Direct Deposit / Remittance Advice Authorization Form
IMPLEMENTATION DATE: 10/18/2021
CHANGE OUTLINE:
- Wording changes to sections II, III and form instructions.
- Formatting changes to all sections.
- Adobe Sign integration, allowing for direct submission to the Division of Statewide Accounting.
Note: Adobe Sign facilitates audit reporting, simplifying signature verification and helping to prevent fraud.
FORM SUBMITTION OPTIONS:
-
Online Form - Fill out and submit the form online, attaching a scan of a voided check (not a deposit slip) or bank verification letter of your checking or saving account number directly to the form.
-
E-mail - Attach the form along with a scan of a voided check (not a deposit slip) or bank verification letter of your checking or savings account number to an email addressed to servicedesk@sco.idaho.gov.
-
Mail - Fill out the form and send it along with a voided check (not a deposit slip) or a bank verification letter of your checking or savings account number to the following address:
Idaho State Controller's Office
P.O. Box 83720
Boise, ID 83720-0011
| | | | | | 10/8/2021 | First Friday Fraud Facts | | | | | | | 9/23/2021 | Accounting |
Greetings!
SCO Accounting Operations would like to begin planning for the close of the fiscal year 2022….now.
In order to have a clean transition into Luma in July 2022, we need to take a look at processes that can be done earlier than in years past. We are looking forward to receiving input from agencies on what realistic deadlines look for you on processes. The list provided in this initial communication is just an example of what types of processes we are looking at – it is not all inclusive.
Each month, we will send agencies reminders on what processes you can start looking at and cleaning up so that we can close the next fiscal year on time and have good, clean data to transfer into Luma.
Please let me know any ideas that you may have in regards to improving the FYE closing process.
Teamwork = Success 😊
CONFIDENTIALITY NOTICE: This message, including attachments, is intended only for the designated recipient(s), and may contain confidential, proprietary, or privileged information. Any dissemination or distribution of this message to other than the intended recipient(s) is strictly prohibited. If you receive this in error, please notify the sender by reply e-mail and delete this message.
| | | | | | 9/23/2021 | Accounting |
Notice of SCO Service Interruption
-
Affected Services: Statewide Accounting System (SAS) Applications – IBIS; Payment Services; Travel Express; etc.
-
Maintenance Window: 9/25/21; 10:00 AM - 12:00 PM
-
Support Contact: servicedesk@sco.idaho.gov; (208) 334-3100 opt. 1
Thank you,
CONFIDENTIALITY NOTICE: This message, including attachments, is intended only for the designated recipient(s), and may contain confidential, proprietary, or privileged information. Any dissemination or distribution of this message to other than the intended recipient(s) is strictly prohibited. If you receive this in error, please notify the sender by reply e-mail and delete this message.
| | | | | | 9/20/2021 | Payroll |
This email has been sent to DSP Correspondence contacts.
Governor Little announced he will provide State of Idaho executive branch agency employees a new benefit – paid time off to serve as a substitute teacher. This means state employees will not have to use their vacation or sick leave to serve their communities as a substitute teacher. Interested individuals must meet all the school districts' requirements to be hired as a substitute teacher, and must pass all screening processes to ensure the safety of school children. For more information refer to the IDHR Website at: https://dhr.idaho.gov/about-us/ Please refer to the DHR Memo from Administrator Wolff with specific details in the Substitute Leave Final found at https://dhr.idaho.gov/wp-content/uploads/Section11SubstituteLeave.pdf To properly account for these hours, a new earnings code is available to use starting September 20, 2021. SUB - Sub Teach Paid Leave (**SUB LV) – Paid time off to substitute teach in an Idaho School District (K-12). This is a temporary benefit offered to State of Idaho Executive Branch agency employees to support in-person learning during the COVID-19 pandemic. - Requires agency approval before use
- No leave balance is reduced
- Limited to 16 hours per pay period
- Agencies must submit the appropriate documentation to DHR in accordance with the policy
Central Payroll Officers (CPO) will need to enable the new earnings code in I-TIME under Time Code Maintenance. If you have further questions, please contact DSP Help Desk at 208-334-3100 option 2 or servicedesk@sco.idaho.gov
| | | | | | 9/16/2021 | Payroll |
Greetings,
The Division of Statewide Payroll team is pleased to announce our quarterly newsletter. Please see the attched PDF for your review.
We welcome your feedback regarding content, topics and any suggestions for future editions. Please send your feedback to servicedesk@sco.idaho.gov.
Thank you!
SCO Payroll
| | | | | | 9/3/2021 | First Friday Fraud Facts | | | | | | | 8/6/2021 | Payroll |
This email has been sent to DSP Correspondence contacts.
Cyber criminals are actively targeting the direct deposit information of state employees. Agency Payroll and Personnel contacts are receiving emails under false pretext requesting action to change an employee's direct deposit account and routing information. The Division of Statewide Payroll (DSP) encourages an increased level of scrutiny when dealing with employee payroll data.
The best solution is for employees to update their own information using the Employee Self-Service applications from the SCO website. Some agencies have not enabled this function in IPOPS for their employees. We advise all agencies to activate this functionality. If this is not possible, only change an employee's direct deposit information after
verifying with the employee directly
. We recommend to avoid using the “reply to" email function and go exclusively to the employee for surety.
If you need assistance or have questions with any of the above, please contact the DSP Help Desk at 208-334-3100, Option 2, or via email at
servicedesk@sco.idaho.gov
Remember, the bad guys are always trying to find a way to get confidential information or money. Stay vigilant and help protect our state employees!
| | | | | | 8/6/2021 | First Friday Fraud Facts | | | | | | | 7/22/2021 | Payroll |
This email has been sent to DSP Correspondence contacts.
The Idaho State Tax Commission has updated the 2021 withholding tax rates.
You can view the updated withholding rates at Withholding - Idaho State Tax Commission.
The rates will be effective the first pay date in August 2021.
Sincerely,
SCO Payroll
| | | | | | 7/16/2021 | Payroll |
This has been sent to all Payroll and Personnel contacts:
The Supplemental Life Premium Rate Changes Report - AU448107 is now available on-line (SYSID=AUIS44F). It lists all employees that have Supplemental Life deductions and indicates their new premium rate to be taken effective the first payroll in August of this year. The Child Voluntary Term Life Insurance deduction will not be reported as the deduction amount is not affected by the employee's age.
As in the past the 'Supplemental Life Ins Rate' has been supplied to us by Office of Group Insurance, the 'Annual Equivalent Salary' amount is as of the run date, and the new premium amount has been calculated based on the employee's age as of July 1, 2021. If, after calculation, the new and old premiums are the same a '*' will show on the report next to the new premium amount indicating no change.
Report AU448107 will automatically generate an employee deduction change for all employees whose rate has changed. (No need for agency intervention or coding on IPOPS.)
All employees with a life insurance plan code of 'LB', 'LM' (Legislature) or 'LP' are excluded from automatic calculation, but will be reported.
If you have any questions regarding this issue, please contact the DSP Helpdesk at 334-3100 Option 2.
Thank you,
SCO Payroll
| | | | | | 7/2/2021 | Payroll |
Please see attachment for information on the telecommuting earning codes and their use.
Thank you,
SCO Payroll
| | | | | | 7/2/2021 | First Friday Fraud Facts | | | | | | | 6/29/2021 | Accounting |
Please see the attached for important FYE processing dates for July.
Please do not reply to this email address as the mailbox is not monitored.
CONFIDENTIALITY NOTICE: This message, including attachments, is intended only for the designated recipient(s), and may contain confidential, proprietary, or privileged information. Any dissemination or distribution of this message to other than the intended recipient(s) is strictly prohibited. If you receive this in error, please notify the sender by reply e-mail and delete this message.
| | | | | | 6/28/2021 | Payroll |
This has been sent to all Payroll and Personnel contacts
The Division of Statewide Payroll would like to remind everyone to provide an additional level of scrutiny when dealing with direct deposit information on state employees. Critical information such as this are always under attack by various cyber criminals.
The best solution is for employees to update their own direct deposit information using Employee Self-Service from the SCO Website. This ensures the authentication is from the employee. If you are entrusted with the task to update an employee's direct deposit, always verify directly with the employee prior to updating. When it comes to the verification steps, we recommend not using the “reply to" email function and go exclusively to the employee for surety.
Remember, the bad guys are always trying to find a way to get confidential information or money so Stop, Look and Think before you take any action.
Thank you,
SCO Payroll
| | | | | | 6/17/2021 | Payroll |
Per the DHR memo COVID-19 Vaccine Incentive Guidance on June 14, 2021, all State of Idaho employees within the Executive Branch (including temporary employees) are eligible to code four (4) hours of COVID-19 Paid Administrative Leave. Visit DHR CVT MEMO.
Agency CPO's need to enable the new earnings and leave code CVT in the I-TIME Time Code Maintenance. Time Code Descriptions are in alpha order – be sure to check the CVT corresponding box in the Time Sheet Enabled, click Save, to activate for your employees.
Click here for a sample image of CVT in Time Code Maintenance
Note: To ensure compliance based on the guidance from DHR and the Governor you can use the I-TIME Time Reporting>Selective Time Codes>Select Time Codes>CVT
For additional reference please visit SCO Hourly Earnings and Time Codes.
As always, if you have any questions regarding the fiscal year end processing schedule, please call the DSP Helpdesk at 334-3100 Option 2.
Thank you,
SCO Payroll
| | | | | | 6/4/2021 | First Friday Fraud Facts | | | | | | | 6/2/2021 | Payroll |
Greetings,
The Division of Statewide Payroll team is pleased to announce the ninth edition (June 2021) of our quarterly newsletter. Please see the attached PDF for your review.
We welcome your feedback regarding content, topics and any suggestions for future editions. Please send your feedback to servicedesk@sco.idaho.gov.
From all of us at the Division of Statewide Payroll,
Thank you!
SCO Payroll
| | | | | | 5/28/2021 | Accounting |
Please see the attached for what is coming up in June for closing FY 21
CONFIDENTIALITY NOTICE: This message, including attachments, is intended only for the designated recipient(s), and may contain confidential, proprietary, or privileged information. Any dissemination or distribution of this message to other than the intended recipient(s) is strictly prohibited. If you receive this in error, please notify the sender by reply e-mail and delete this message.
| | | | | | 5/21/2021 | Payroll |
This memo has been e-mailed to all Personnel/Payroll Contacts.
June 10, 2021
Position Control adds/updates entered in IPOPS for FY2021 that are to be copied to FY2022 must be in an 'Awaiting Release' status in order to be uploaded, processed, and copied to FY2022.
Please make sure any FY2021 Position Control actions that are awaiting your approval have been reviewed and approved, if applicable, by 3:00 pm on June 10th.
June 11, 2021
DSP will copy FY2021 positions to new FY2022 positions. All FY2021 Position Control Actions, such as distribution updates, reclassifications, deletes, etc., processed after June 11th will require a 2nd Position Control Action for FY2022 if applicable.
At this point, any updates to the FY2021 information will only affect the last payroll of FY2021, paid June 25, 2021.
June 16 through June 17, 2021
DSP will process the final biweekly payroll in FY2021 (#21013 paid June 25, 2021). All FY2021 expenditures must be processed on or before this payroll. Preprocessing Payroll reports will be available via Online Reporting the morning of June 17, 2020.
June 21, 2021
Payroll corrections for Fiscal Year 2021 that require a manual and/or void, must be submitted on an IPOPS Payroll MVA and in Awaiting-DSP-Approval Status by 3:00 pm on Monday, June 21st.
June 22 and 23, 2021
DSP will process a FYE 2021 Adjustment Payroll.
Preprocessing on Tuesday, June 22, 2021
Final on Wednesday, June 23, 2021
June 24, 2021
June's month end will be processed early due to Fiscal Year End. On June 25, 2021 reports will be available via Online Reporting.
June 30, 2021
All Personnel, Payroll and Position Control actions for the first payroll in FY2022, (July 9, 2021 pay date), must be in 'awaiting release' status by 3:00 pm on June 30, 2021 to be processed on this payroll.
Please make sure any IPOPS actions that are awaiting your approval have been reviewed and approved, if applicable, by 3:00 pm on June 30, 2021.
June 30 and July 1, 2021
DSP will process the first payroll of FY2022 paid on July 9, 2021.
Preprocessing on Wednesday, June 30, 2021
Final on Thursday, July 1, 2021
Reminder: All FLSA 'covered' employees (codes C, F, L, or Z) that have a Previous 6-month Comp-time balance as of pay date June 25, 2021, will be automatically paid for those hours on the first payroll of FY2022, (July 9, 2021 pay date).
On or around July 12, 2021
Wage and Salary reports will be created. It is necessary to wait for STARS to close the Fiscal Year in order to get accurate 'Position Actuals' information. All Personnel and Position Control actions processed through Friday, July 9, 2021 will be reflected on the Wage and Salary reports.
Please make sure any actions that are awaiting your approval have been reviewed and approved, if applicable, by 3:00 pm on July 9, 2021.
As always, if you have any questions regarding the fiscal year end processing schedule, please call the DSP Helpdesk at 334-3100 Option 2.
Sincerely,
SCO Payroll
| | | | | | 5/21/2021 | Payroll |
This memo has been e-mailed to all Personnel/Payroll Contacts.
June 10, 2021
Position Control adds/updates entered in IPOPS for FY2021 that are to be copied to FY2022 must be in an 'Awaiting Release' status in order to be uploaded, processed, and copied to FY2022.
Please make sure any FY2021 Position Control actions that are awaiting your approval have been reviewed and approved, if applicable, by 3:00 pm on June 10th.
June 11, 2021
DSP will copy FY2021 positions to new FY2022 positions. All FY2021 Position Control Actions, such as distribution updates, reclassifications, deletes, etc., processed after June 11th will require a 2nd Position Control Action for FY2022 if applicable.
At this point, any updates to the FY2021 information will only affect the last payroll of FY2021, paid June 25, 2021.
LCSC - June 16 through June 17, 2021
DSP will process the final biweekly payroll in FY2021 (#21013 paid June 25, 2021). All FY2021 expenditures must be processed on or before this payroll. Preprocessing Payroll reports will be available via Online Reporting the morning of June 17, 2020.
LCSC - June 21, 2021
Payroll corrections for Fiscal Year 2021 that require a manual and/or void, must be submitted on an IPOPS Payroll MVA and in Awaiting-DSP-Approval Status by 3:00 pm on Monday, June 21st. The adjustment payroll will run with BSU, ISU and U of I.
BSU, ISU and U of I - June 22 and June 23, 2021
DSP will process the final University payroll in FY2021 (#21013 paid June 25, 2021). All FY2021 expenditures must be processed on or before this payroll. Preprocessing Payroll reports will be available via Online Reporting the morning of June 23, 2021.
June 24, 2021
June's month end will be processed early due to Fiscal Year End. On June 25, 2021 reports will be available via Online Reporting.
June 30, 2021
All Personnel, Payroll and Position Control actions for the first payroll in FY2022, (July 9, 2021 pay date), must be in 'awaiting release' status by 3:00 pm on June 30, 2021 to be processed on this payroll.
Please make sure any IPOPS actions that are awaiting your approval have been reviewed and approved, if applicable, by 3:00 pm on June 30, 2021.
LCSC - June 30 and July 1, 2021
DSP will process the first payroll of FY2022 paid on July 9, 2021.
Preprocessing on Wednesday, June 30, 2021
Final on Thursday, July 1, 2021
BSU, ISU and U of I - July 1, 2021
All Personnel and Position Control actions for the first payroll in FY2022, (July 9, 2021 pay date), must be processed or in 'awaiting release' status by 3:00 pm on July 1, 2021 to be processed on this payroll.
Please make sure any IPOPS actions that are awaiting your approval have been reviewed and approved, if applicable, by 3:00 pm on July 1, 2021.
BSU, ISU and U of I - July 2, 2021
All Payroll files for the first payroll in FY2022, (July 9, 2021 pay date), are due on Friday, July 2, 2021.*
*Schedule adjustment due to the holiday.
BSU, ISU and U of I - July 6 and July 7, 2021
DSP will process the first payroll of FY2022 paid on July 9, 2021.
Preprocessing on Tuesday, July 6, 2021
Final on Wednesday, July 7, 2021
Reminder: All FLSA 'covered' employees (codes C, F, L, or Z) that have a Previous 6-month Comp-time balance as of pay date June 25, 2021, will be automatically paid for those hours on the first payroll of FY2022, (July 9, 2021 pay date).
On or around August 13, 2021
DSP will create the FY2022 Position Budget Updates and Budget Calculation Reports. All Personnel and Position Control actions processed through Wednesday, August 11, 2021 will be reflected in the Budget Updates and reports.
Please make sure any actions that are awaiting your approval have been reviewed and approved, if applicable, by 3:00 pm on August 11, 2021.
As always, if you have any questions regarding the fiscal year end processing schedule, please call the DSP Helpdesk at 334-3100 Option 2.
Sincerely,
SCO Payroll
| | | | | | 5/21/2021 | Payroll |
This memo has been e-mailed to all Personnel/Payroll Contacts.
June 10, 2021
Position Control adds/updates entered in IPOPS for FY2021 that are to be copied to FY2022 must be in an 'Awaiting Release' status in order to be uploaded, processed, and copied to FY2022.
Please make sure any FY2021 Position Control actions that are awaiting your approval have been reviewed and approved, if applicable, by 3:00 pm on June 10th.
June 11, 2021
DSP will copy FY2021 positions to new FY2022 positions. All FY2021 Position Control Actions, such as distribution updates, reclassifications, deletes, etc., processed after June 11th will require a 2nd Position Control Action for FY2022 if applicable.
June 18, 2020
All Personnel, Payroll and Position Control actions for the first payroll in FY2022, (July 1, 2021 pay date), must be in 'awaiting release' status by 3:00 pm on June 18, 2021 to be processed on this payroll. Please make sure any IPOPS actions that are awaiting your approval have been reviewed and approved, if applicable, by 3:00 pm on June 18, 2021.
June 18 and June 21, 2021
DSP will process the first payroll of FY2021 paid on July 1, 2021.
Preprocessing on Friday night, June 18, 2021
Final on Monday night, June 21, 2021
Reminder: All FLSA 'covered' employees (codes C, F, L, or Z) that have a Previous 6-month Comp-time balance as of pay date June 1, 2021, should be paid those hours on the July 1, 2021 pay day.
June 24, 2021
June's month end will be processed early due to Fiscal Year End. On June 25, 2021 reports will be available via Online Reporting.
On or around July 12, 2021
Wage and Salary reports will be created. It is necessary to wait for STARS to close the Fiscal Year in order to get accurate 'Position Actuals' information. All Personnel and Position Control actions processed through Friday, July 9, 2021 will be reflected on the Wage and Salary reports.
Please make sure any actions that are awaiting your approval have been reviewed and approved, if applicable, by 3:00 pm on July 9, 2021.
As always, if you have any questions regarding the fiscal year end processing schedule, please call the DSP Helpdesk at 334-3100 Option 2.
Sincerely,
SCO Payroll
| | | | | | 5/14/2021 | Payroll |
This has been sent to all Payroll and Personnel Contacts:
The Governor signed House Bill 392 – Regarding the Governor's powers during a disaster emergency and to provide that the Governor may not alter, adjust, or create any provision of the Idaho Code. This bill also has an emergency clause making it effective immediately. This means the DHR statutes waived early last year in response to the COVID pandemic are no longer waived. For example, these changes have an impact on part-time employee hours, advanced sick leave, and donation of sick leave to other employees to use for sick leave. Please note the below two references for time sheets and leave donations:
67-5333(d) Sick Leave: Sick leave shall not be taken in advance of being earned and shall only be taken in pay periods subsequent to being earned.
67-5334(2)(g) Vacation Time: Donated Leave. Allowed employees to donate sick and vacation leave to other employees who have exhausted their sick leave balances. Although House Bill 139 was signed by the Governor on April 13, 2021, which changes statute allowing donation of sick leave as well as vacation leave, this action does not take effect until July 1, 2021. Any requests to donate sick leave for this use will be denied until July 1, 2021.
In response to 67-5334(2)(g) Vacation Time, SCO is currently masking the option for donating sick leave in IPOPS to avoid any confusion. Any request to donate sick leave after 5/11/21 will be denied. On July 1, 2021 the option to donate sick leave as well as vacation will be available again.
As always, if you have any questions regarding leave donation processing please contact the DSP helpdesk at (208)334-3100 or servicedesk@sco.idaho.gov. If you have questions regarding the leave donation policy, please reach out to your agency's DHR analyst.
Sincerely,
SCO Payroll
| | | | | | 5/7/2021 | First Friday Fraud Facts | | | | | | | 5/3/2021 | Payroll |
**Please disregard the ACA Memo sent on 4/30/21 which was intended for biweekly agencies. **
This memo has been sent to all Judicial Personnel and Payroll Contacts. Please share this information with anyone in your agency who may have need of it.
In accordance with Federal Affordable Care Act (ACA) requirements, the State of Idaho has completed the standard lookback measurement period for pay dates 6/1/2020 through 5/1/2021.
Employees reporting an average of 30 or more service hours per week during this lookback period (130 or more service hours per month) are considered full time for ACA.
In order to maintain compliance with ACA regulations, agencies will be required to verify Tier 1 insurance has been offered to all employees who have measured as full time.
The State Controller's Office will be providing reports to agencies in order to assist them in this effort. Non-compliance with ACA may result in penalties which will be the responsibility of the non-compliant agency.
Please be aware of the following important dates:
-
May 4
th
- Report A-449243 ACA Lookback will be available for review in preliminary mode. This report will notify agencies of employees requiring a change due to ACA.
-
June 2
nd
- Report A-449243 ACA Lookback will be available in final mode. At this time, updates will be made to employees' full time indicators.
-
June 3
rd
- Agencies need to update Tier levels in IPOPS for employees requiring a change using effective date 6/1/2021. These employees must remain in Tier 1 until the stability period is complete.
-
June 21
st
- Required Tier changes must be entered into IPOPS by 3:00 pm.
- To avoid later adjustments through payroll, employees choosing to sign up for insurance benefits should have their Medical and Dental Enrollment Application completed by this date.
Report A-449243 ACA Lookback will be available in Online Reporting under the AUIS44R SYS ID. More information on this report can be found in the DSP Personnel/Payroll User Manual.
As always, if you have any questions please feel free to contact the DSP Help Desk at 208-334-3100 Option 2 or servicedesk@sco.idaho.gov.
Sincerely,
SCO Payroll
| | | | | | 4/30/2021 | Payroll |
This has been sent to all Payroll and Personnel Contacts. Please share this information with anyone in your agency who may have need of it.
In accordance with Federal Affordable Care Act (ACA) requirements, the State of Idaho has completed the standard lookback measurement period for pay dates 5/15/2020 through 4/30/2021.
Employees reporting an average of 30 or more service hours per week during this lookback period (130 or more service hours per month) are considered full time for ACA.
In order to maintain compliance with ACA regulations, agencies will be required to verify Tier 1 insurance has been offered to all employees who have measured as full time.
The State Controller's Office will be providing reports to agencies in order to assist them in this effort. Non-compliance with ACA may result in penalties which will be the responsibility of the non-compliant agency.
Please be aware of the following important dates:
-
May 1
st
- Report A-449243 ACA Lookback will be available for review in preliminary mode. This report will notify agencies of employees requiring a change due to ACA.
-
May 22
nd
- Report A-449243 ACA Lookback will be available in final mode. At this time, employee full time indicators will be set by the Division of Statewide Payroll.
-
May 24
th
- Agencies need to update Tier levels in IPOPS for employees requiring a change using effective date 5/16/2021. These employees must remain in Tier 1 until the stability period is complete.
-
June 2
nd
- Required Tier changes must be entered into IPOPS by 3:00 pm.
- To avoid later adjustments through payroll, employees choosing to sign up for insurance benefits should have their Medical and Dental Enrollment Application completed by this date.
Report A-449243 ACA Lookback will be available in Online Reporting under the AUIS44R SYS ID. The report will display messages for employees who have had a change in status due to ACA and may require action. More information on this report can be found in the DSP Personnel/Payroll User Manual.
As always, if you have any questions please feel free to contact the DSP Help Desk at 208-334-3100 Option 2 or servicedesk@sco.idaho.gov.
Sincerely,
SCO Payroll
| | | | | | 4/28/2021 | Payroll |
The following memo outlines pertinent information needed to begin the Fiscal Year End process.
This has been sent to all Payroll and Personnel Contacts. Please share this information with anyone in your agency who may have need of it.
More information will be sent at a later date on additional agency action/requirements and process dates for the Fiscal Year End 2021.
Monday, May 3, 2021
- Agencies can start coding Position Control Changes effective for the new fiscal year.
NOTE: Any New Position Set-ups, distribution updates, reclassifications, and any other changes effective for the new fiscal year (2022), should have an effective date of June 13, 2021 to be reflected on the Wage and Salary report and to effect the first pay day of the new fiscal year - July 9, 2021.
If you have questions regarding the processing of the information please contact the DSP Helpdesk at (208) 334-3100 Option 2.
Sincerely,
SCO Payroll
| | | | | | 4/2/2021 | First Friday Fraud Facts | | | | | | | 4/1/2021 | Payroll |
This e-mail will be sent to all Payroll and Personnel contacts
Please forward to
all full-time officers and employees at your agency.
All full-time officers and employees of the State of Idaho are entitled to a leave of absence for bone marrow or organ donation per Idaho Code § 59-1608 and § 67-5343.
Earnings code 'DNO' is available for employees who meet the requirements outlined by the State of Idaho and the Idaho Department of Human Resources.
DNO Organ Donation - Leave taken for bone marrow or organ donation. A maximum of five (5) days for bone marrow donation and thirty (30) days for an organ donation may be used. No leave balance is reduced. Credited State Service and leave will accrue. For more information refer to the Administrative Rules and Section 5: Special Leaves within the Statewide Policies at the IDHR web site (https://dhr.idaho.gov/wp-content/uploads/Section5Special.pdf)
If you have any questions regarding this memo, please contact the Service Desk.
Thank you,
SCO Payroll
| | | | | | 3/31/2021 | Accounting |
To: Agency fiscal officers and accounting contacts. Please share with anyone in your agency who may have need of this information.
Thank you
Carolyn
CONFIDENTIALITY NOTICE: This message, including attachments, is intended only for the designated recipient(s), and may contain confidential, proprietary, or privileged information. Any dissemination or distribution of this message to other than the intended recipient(s) is strictly prohibited. If you receive this in error, please notify the sender by reply e-mail and delete this message.
| | | | | | 3/5/2021 | Payroll |
Greetings,
The Division of Statewide Payroll team is pleased to announce the eighth edition (March 2021) of our quarterly newsletter. Please see the attached PDF for your review.
We welcome your feedback regarding content, topics and any suggestions for future editions. Please send your feedback to
servicedesk@sco.idaho.gov
.
From all of us at the Division of Statewide Payroll,
Thank you!
| | | | | | 3/5/2021 | First Friday Fraud Facts | | | | | | | 2/5/2021 | First Friday Fraud Facts | | | | | | | 1/8/2021 | First Friday Fraud Facts | | | | | | | 12/23/2020 | Board of Examiners | | | | | | | 12/23/2020 | Payroll |
This has been sent to all Payroll and Personnel Contacts
On Monday December 28, 2020, agencies with employees who coded CVH and/or CVP earnings during calendar year 2020 will receive an excel file from the Division of Statewide Payroll (DSP) listing each employee and the hours they coded. DSP is asking the agencies to update the excel file by recording the number of hours reported by the employee used for reasons that qualify for 100% (reasons 1, 2, and 3) and the number of hours that qualify for 67% (reasons 4, 5, and 6)
Completed files need to be returned ServiceDesk@sco.idaho.gov by Monday January 4, 2021 so there is time for updates to be made before the 2020 W-2s are created.
Click here to view a Sample image of the Excel File
Hours should be recorded as 100% if used for:
1. was subject to a Federal, State, or local quarantine or isolation order related to COVID-19;
2. was advised by a health care provider to self-quarantine related to COVID-19;
3. was experiencing COVID-19 symptoms and sought a medical diagnosis;
Hours should be recorded as 67% if used for:
4. cared for an individual subject to an order described in (1) or self-quarantine as described in (2);
5. cared for a child whose school or place of care was closed (or child care provider was unavailable) for reasons related to COVID-19;
6. was experiencing any other substantially-similar condition specified by the Secretary of Health and Human Services, in consultation with the Secretaries of Labor and Treasury.
Explanation of Why the Excel File is Needed
IRS Notice 2020-54 requires employers to report the taxable amount of qualified sick leave wages and qualified family leave wages paid to employees under the Families First Coronavirus Response Act (Families First Act). This required reporting provides employees who are also self-employed with information necessary for properly claiming qualified sick leave equivalent or qualified family leave equivalent credits under the Families First Act.
Emergency Paid Sick Leave Act (EPSLA) – Earnings Codes CVH/CVP
The IRS is requiring employers to report the taxable amounts paid to employees for EPSLA at 100% of their normal working hours separately than the amounts paid at only 67%.
Due to the fact employers were not notified of these extra reporting requirements when EPSLA was enacted, the Division of Statewide Payroll (DSP) did not create separate earnings codes for the different reasons EPSLA could be used. To be able to report the employee payments correctly, we need help from the agencies to determine where the payments should be applied.
Emergency Family and Medical Leave Expansion Act (EFMLEA) – Earnings Code CVF
Employer are also required to report taxable amounts paid to employees for EFMLEA. DSP will report the taxable amount paid to each employee who reported earnings code CVF.
W-2 Reporting
Employees who reported any of these three earnings codes will receive a separate statement along with their W-2. If the employee chooses to access their W-2 online, the information will be included in the same pdf as their W-2. If the employee chooses to receive a printed copy of their W-2, the information will be mailed in a separate statement at the same time the W-2 is mailed.
| | | | | | 12/22/2020 | Payroll | This has been sent to all Payroll and Personnel Contacts As of 12/23/2020 IPOPS Originators will now see a radio button when creating Employee Sick Leave Requests. The radio button allows the Agency Originator to select whether the leave donation request should be made available to donate throughout all state agencies or solely within the requesting employee's agency. NOTE: The form will default to External Donation, this will need to be updated to Internal Donation if applicable. External Donation: Requests for donation are available for all state employees to donate to and are available for donation under Self-Service—Donate Leave. Internal Donation: Donation can only be made by employees that work at the same agency as the employee that is requesting the donation. Click here to view an image of the new radio button For additional information please refer to the Employee Sick Leave Request and Donate Leave Resources in the Payroll Guide.
Thank you, SCO Payroll | | | | | | 12/15/2020 | Payroll |
This has been sent to all Payroll and Personnel Contacts
With 2021 right around the corner we wanted to start the year off on the right foot and remind agencies of the calendar deadlines for submitting donated leave requests via IPOPS. The first pay date of the new year will be on 1/8/2021 and donated leave forms need to be submitted to DSP for processing by end of day 12/23/20. Forms submitted after the specified deadlines may result in disapproved actions. The agency is responsible for ensuring both the donating and receiving employees meet the donated leave criteria and for any follow-up actions, such as submitting a new form if the original one was disapproved by DSP.
When an action is disapproved, the agency Originator and Signer should receive an email notification which will include the receiving employees name. They should then be able to search for the form in IPOPS and click into it to view the comments provided by DSP on why the action was disapproved.
For additional resources please refer to the Donate Leave Resources found in the Payroll Guide on the SCO website as well as the most up to date rules and polices on DHRs website.
Thank you,
SCO Payroll
| | | | | | 12/14/2020 | Payroll |
Greetings,
The Division of Statewide Payroll team is pleased to announce the seventh edition (December 2020) of our quarterly newsletter. Please see the attached PDF for your review.
We welcome your feedback regarding content, topics and any suggestions for future editions. Please send your feedback to servicedesk@sco.idaho.gov.
From all of us at the Division of Statewide Payroll,
Thank you!
| | | | | | 12/11/2020 | Payroll |
The IRS has issued the 2021 Form W-4 and the federal tax rate tables.
The IRS website is IRS.GOV.
The Idaho State Tax Commission website is TAX.IDAHO.GOV.
| | | | | | 12/11/2020 | Payroll |
(This memo has been e-mailed to all DSP Correspondence Contacts)
Please share this information with anyone in your agency who may have need of it
Subject: 2021 Social Security Wage Base and Pension Plan Contribution Limitations
2021 Social Security Wage Base - The Social Security wage base (SSDI) for calendar year 2021 will increase from $137,700 to $142,800. The tax rate remains 6.2%. There continues to be no wage base limitation on Medicare wages (SSHI), and the tax rate remains 1.45%.
2021 Contribution Limits on 401(k), 403(b), and 457 plans - The 2021 employee contribution limit for the 401(k), 403(b) and 457 plans remains unchanged at $19,500 and the catch-up contribution limit for participants aged 50 or over remains unchanged at $6,500.
| | | | | | 12/4/2020 | First Friday Fraud Facts | | | | | | | 11/17/2020 | Payroll |
To All Agency Payroll and Personnel Contacts:
ServiceNow
Phase 2 is Live!! You now have access to a customer-focused Service Desk Portal and can track all of your service requests with SCO. This new functionality gives you direct access regarding the status of your requests (either via email or phone), helps us make sure that nothing gets dropped or forgotten, and enables us the ability to track our customer service performance. For example, incoming emails to SCO will be automatically assigned a request or incident number and will email the originator a confirmation email. Metrics are kept on how long the request or incident is open, how many incidents are created for the same topic, and many other key indicators. Here are some other important aspects to check out:
- Service Desk Portal provides a new request template to help make your communication with us quicker and easier. Check out the pre-built templates for service requests associated with unlocking time sheets, unlocking IPOPS documents, and adding a bank code. We are building new templates and look forward to improving your experience.
- We have a “Ask the Community" area: for generic questions, you can submit your question in this area and answers can come from any state employee. This is a community forum enabling all of our state employees to collaborate, share ideas, and connect in order to help make your job easier and more efficient. Check out the “Ask the Community" forum and share your ideas!
- There is a “Live Chat" feature available. The Division of Statewide Payroll has not implemented this functionality yet. However, this feature is available for technical support requests, such as password resets or connectivity issues.
Access to the ServiceNow Customer Portal is through the main SCO login (https://www.sco.idaho.gov/LivePages/scohome.aspx). You can reference the attachment for registration and log in assistance.
Federal Actions Impacting Payroll:
We are required to report hours and wages employees have utilized under the Families First Coronavirus Response Act (FFCRA). We are making adjustments to the W-2 federal form by adding an accompanying form. After lengthy exploration, we need your help! Our payroll coding system does not provide sufficient information to determine whether the employee used the full-rate or whether they used the 2/3rds rate. We are building a spreadsheet and will be sending it to you after the last payroll of 2020 (December 28th) and asking for your input back no later than January 4th. This is a quick turnaround due to the timing requirements. This is a preparatory notice and you can start working on this now. Run an IBIS report on CVP and CVH hours…..then you can identify whether these were used at full-rate or 2/3rds rate. If you have any questions, please feel free to contact us.
DSP Contact Information:
Our official email address is servicedesk@sco.idaho.gov. ServiceNow will add your email to our help desk queue and we will start work as quickly as possible. Our phone number is 208-334-3100, Option 2. These adjustments have helped posture us for the future as we consider sustainment of operations for the future Luma project. We sincerely appreciate your patience as we work through these changes. Please know that we are committed to providing exceptional customer service and these tools are viewed as a means to achieve that goal. If you have any suggestions or feedback, please let me know. We appreciate your partnership in the payroll environment…..together, we accomplish great things.
Scott
| | | | | | 11/16/2020 | Payroll |
Good Morning Accounting and Payroll Professionals,
As previously announced in our Coming Soon release, we are pleased to invite all State of Idaho Employees to register with the newly-released SCO Enterprise Dashboard.
The SCO Enterprise Dashboard will be the home of many future services developed and supported by the State of Idaho Controller's Office. Registration will not only provide you with access to the SCO's customer-centric Service Desk portal, offering Live Chat, Service Catalog and User Forums, but also will prepare you for access to the first services available by the Luma project, coming soon.
Employees will be issued a new and permanent State Employee Identification Number (StateID) during registration. This StateID will display on-screen and be emailed to the employee's primary email address on record. If the employee does not have an email address on record, we recommend this is accomplished before registration.
Please retain this StateID; it will act as your Username for the SCO Enterprise Dashboard.
Registration is securely achieved by confirming state employment using your existing SCO Web Applications (ITime, Travel Express, etc.) username and password. If you do not have working credentials for SCO Web Applications, you will not be able to register at this time. Please contact the SCO Service Desk at servicedesk@sco.idaho.gov, from your state-issued email address, to request a reset of your credentials for SCO Web Applications
The SCO Enterprise Dashboard also includes an effective and convenient self-service account and password management service that allows employees to take care of “locked my account" or “forgot my password" situations.
Attached is a PDF containing detailed and illustrative instructions on how to register and access the SCO Enterprise Dashboard, as well as use the new self-service account and password management services. A web-version of the attached document is available at the following address:
https://www.sco.idaho.gov/LivePages/Enterprise-Dashboard-Registration-Access-and-Password-Management.aspx
Self-Guided Training videos for Enterprise Dashboard registration and access and a tour of the SCO Service Desk portal are also available at the following address:
https://www.sco.idaho.gov/LivePages/Enterprise-Dashboard-Service-Portal-Training.aspx
**Please Remember: The SCO Enterprise Dashboard username and password do not replace the SCO Web Applications username and password. Both of these application-hosting portals will remain separate and independent of one another, and with unique and separate credentials for a period of time. Eventually, all services that exist in the SCO Web Applications menu will be migrated or replaced with services on the SCO Enterprise Dashboard.
Best Regards,
Scott
| | | | | | 11/12/2020 | Payroll | Please see attached PDF for additional information on the SCO Enterprise Dashboard. | | | | | | 11/12/2020 | Payroll |
This has been sent to all Payroll and Personnel Contacts
The State Controller's Office (SCO) is preparing to implement bold new improvements in our customer service environment. Beginning November 16, 2020, state employees will be able to access an Enterprise Dashboard and utilize a new Customer Service Portal. These new applications deliver increased capabilities to state employees as well as improve transparency in support activities. Additionally, effective November 16th, SCO will implement an automated call tree for customer service HELPDESK calls. All existing SCO HELPDESK numbers will be redirected to our new centralized phone number: 208-334-3100. We encourage all customers to begin using this centralized number after the effective date. The current SCO Applications Menu on the SCO website will remain available and employees will continue to have access to Timesheets, Paystubs, W-2, and other applications. Please see the attached PDF document for more information. Thank you,
| | | | | | 11/6/2020 | First Friday Fraud Facts | | | | | | | 10/8/2020 | Payroll |
To all Agency Payroll and Personnel Contacts:
We are buzzing around this time of year working on several items that could be considered significant in their own right. Yet, here we are…tackling them all at the same time! This year has presented numerous challenges in the area of payroll and we sincerely appreciate all the hard work and dedication from our agency contacts. Together, we play a critical role in the overall health, happiness, and effectiveness of our state employees. Our professionalism and competence provides the foundation for employees to feel confident in the timely and accurate delivery of paychecks. It's an important role. Whenever there are issues, people tend to focus on the issue and not be able to focus on their jobs and family. Thank you all for working so hard to ensure payroll is a positive force, and not a distraction.
Payroll Conference 2020:
You are all invited to join us for a special virtual Webex Payroll Conference on October 14, 2020. The agenda and registration is available using this link: https://www.sco.idaho.gov/LivePages/2020-Payroll-Conference.aspx. We are excited to have Senator Jim Risch as our keynote speaker and appreciate his time with us. Administrator Susan Buxton (DHR) and Mr. Raymond Mikus (PERSI) will be guest speakers in one break-out session. We are also pleased to have Ms. Sheena Coles (Luma) and State Financial Officer David Fulkerson (DFM) in a second break-out session. We will end the conference with Controller Woolf and I am sure you won't want to miss that! While we are saddened that we cannot hold the conference in the Capitol Lincoln Auditorium, we aim to provide a high quality event that will make sure your time is well spent.
Luma:
Our statewide modernization effort continues in earnest. The latest Luma Newsletter can be found at this link: https://mailchi.mp/25ac4b0c26c6/system-integration-testing-collaborative-testing-of-the-luma-system. The team has made tremendous progress in the System Design phase and they are looking forward to System Integration Testing. While the payroll system itself (EIS) will not be modernized until Phase 2, we are developing key interfaces and conversions to ensure our legacy system will successfully operate with Luma. We have started coordinating with DHR to have discussions with agencies impacted by these interfaces. For example, we have met with Department of Labor, Veterans Services, and Idaho State Police. We will be reaching out to Department of Health and Welfare, Department of Fish and Game, Department of Environmental Quality…and others…to ensure we are ready for Phase 1 Go-Live on July 1, 2021. There is lots still to do, but the future looks bright!
ServiceNow:
Check out an important update on our webpage: https://sco.idaho.gov. There is a “Coming Soon" tab on the left side of the screen containing valuable information. Learn about the upcoming change to the SCO Website Sign-in, the new Enterprise Dashboard, and the release of the new SCO Service Desk Portal. Please take note of the centralized phone number coming as well. Implementation is planned for November 16, 2020. These transformational modifications will enable SCO to provide greater transparency to you when requesting assistance, and will be a large step forward in preparations for Luma. I'll add special emphasis on the email address to contact us (this is already in place). Please use servicedesk@sco.idaho.gov. The old email address to our DSP Help Desk is no longer valid.
Calendar Year End:
Hard to believe it, but we are less than 13 weeks until the end of the calendar year. We will be preparing our normal memo's to help guide everyone through the numerous deadlines. I wanted to point out one major adjustment that will occur this year. Because of the Federal Families First Coronavirus Response Act (FFCRA), we are required to report the number of hours and dollars employees utilized under this act in 2020. We have reviewed timesheets extensively and cannot report this information accurately without your help. We will be reaching out to agency payroll contacts in December asking for assistance. We will provide a roster of the employees that have charged time to earnings code CVP and/or CVH. We ask that you help us identify whether these codes were used for reasons 1-3 (full-rate), or 4-6 (2/3rds rate). Please add this to your work projections for December. It's a critical task and we need your help!
If you have any questions, please feel free to contact us via phone or email. We are happy to help and continue our strong partnership in order to make payroll happen successfully.
Cheers,
Scott
| | | | | | 10/2/2020 | First Friday Fraud Facts | | | | | | | 10/2/2020 | Payroll |
See attachment for keynote speaker announcement and additional conference information.
| | | | | | 9/18/2020 | Payroll |
Media Contact:
Scott Smith
Deputy Controller
208-334-3100
ssmith@sco.idaho.gov
State of Idaho Tables Implementation of Federal 2020 Payroll Tax Deferral Plan BOISE, Idaho (September 18, 2020) – Idaho State Controller Brandon Woolf and Division of Human Resources Administrator Susan Buxton announced today the federal 2020 Employee Payroll Tax Deferral implementation will be tabled for State of Idaho employees pending future federal legislation. The Controller's Office has consulted with the Office of the Attorney General and the Division of Human Resources regarding this decision. The federal plan would have enabled the employee portion of the Social Security tax, normally collected from September to December 2020, to instead be deferred and subsequently paid to the federal government January to April 2021. After considering the significant technical constraints of existing legacy systems combined with the timeframe required for implementation, the decision was made to not implement the tax deferral at this time. “We recognize that this federal tax deferral could provide Idahoans with a temporary financial boost during difficult times." Woolf stated. “However, I believe it also prudent to seek a solution that avoids the economic hardship that may be caused in 2021 given the programming timeline needed to implement. Our employees need a measure of financial stability and trust with regard to payroll, the state cannot deliver in such a short timeframe." The state analyzed the guidance provided by IRS Notice 2020-22 on August 28th to implement the Presidential Memo issued on Aug 8th. Given the complexity of the adjustment necessary to implement both the deferral and collection of the payroll Social Security tax, the Controller's programmers would need months to accomplish the technical work. “We are looking at early December, or even later, before the State could implement the tax deferral portion of the adjustment and employees could actually see the benefit," State Payroll Division Administrator Scott Smith added. “Additionally, we would still need to design and implement a complex system modification in order to withhold the total taxes deferred by each employee 'ratably' starting in 2021." Controller Woolf expressed a cautious view as this is only a tax deferral, not tax forgiveness. “The plan is simply a very short-term, interest free loan," stated Controller Woolf. “We look to the future actions of Congress and will readdress our situation should legislation be passed to make this a permanent adjustment." About the Idaho State Controller The elected State Controller is the chief fiscal officer of state government and manages Idaho's fiscal affairs, which includes paying all obligations of the state, processing payroll for all state employees, publishing Idaho's Comprehensive Annual Financial Report (CAFR), as well as maintaining the centralized financial management reporting and accounting systems. Controller Brandon Woolf is committed to conducting the business of government openly and transparently and leads efforts to improve the openness of government operations, cut costs and increase accountability in state government. http://www.sco.idaho.gov # # #
CONFIDENTIALITY NOTICE: This message, including attachments, is intended only for the designated recipient(s), and may contain confidential, proprietary, or privileged information. Any dissemination or distribution of this message to other than the intended recipient(s) is strictly prohibited. If you receive this in error, please notify the sender by reply e-mail and delete this message.
| | | | | | 9/11/2020 | Payroll | Greetings, The Division of Statewide Payroll team is pleased to announce the sixth edition (September 2020) of our quarterly newsletter. Please see the attached PDF for your review.
We welcome your feedback regarding content, topics and any suggestions for future editions. Please send your feedback to the DSP Help Desk at servicedesk@sco.idaho.gov From all of us at the Division of Statewide Payroll Team,
Thank you! | | | | | | 9/9/2020 | Payroll |
Please join us for SCO's 2020 Payroll Conference!
“Thriving Through Challenging Times"
Expand your industry knowledge and sharpen your skills with other payroll professionals at the 2020 Payroll Conference, presented by the State Controller's Office Division of Statewide Payroll. This year's conference will feature breakout sessions so you can choose which speaker you want to watch live and catch what you missed afterwards with our recorded sessions.
When: October 14, 2020 from 8:00 a.m. to 12:00 p.m.
How: Join us via Webex to watch the live virtual webinar.
Cost: Free!
To view this year's exceptional content and influential speaker lineup, please visit our agenda.
Please register below to join us for another exciting year!
We look forward to seeing you there!
Payroll Conference Team
| | | | | | 9/4/2020 | First Friday Fraud Facts | | | | | | | 8/18/2020 | Payroll |
To All Agency Payroll and Personnel Contacts:
ServiceNow
is now live within the State Controller's Office. This web-based functionality begins a new business process for the Division of Statewide Payroll. From our customer perspective, the biggest change will be the methodology we communicate between each other. For the various phone calls or emails we receive, an incident within ServiceNow will be created. For example, incoming emails to SCO will be automatically assigned an incident number and the email originator will be sent a confirmation email. This incident number helps us track activities, ensure tasks are completed, and give transparency to you on the status of your requests. ServiceNow provides an automated email notification service enabling you to receive notifications whenever an update is made to your request (from creation to resolution). A couple of important notes:
- Emails from ServiceNow (idahosco@servicenowservices.com) may be located in your SPAM or Junk Email boxes; please make sure to check these areas and change your email rules to avoid missing ServiceNow notifications.
- We are in a transition phase until November. Currently, you are limited to receiving emails regarding the status of your requests. When we transition in November to full system implementation, you will be able to view you incidents online via a web portal. You can expect greater transparency over the status of your requests.
- When responding to received emails, do not change the subject line. You should provide any comments in the message body, but never change the subject line. This enables ServiceNow to update the incident automatically and track the incident throughout the process.
Working Remotely and Taxes:
A greater number of state employees are working remotely. Many are working from locations outside of Idaho and that location matters for tax purposes! For instance, if the employee is temporarily working from their home in Colorado, their pay is subject to Colorado state tax rules…..not Idaho. The same can be stated for employees working remotely in states like Oregon or Washington. We ask all agency payroll contacts to review where employees are working remotely. If the employee is working outside of Idaho, please change their taxing state using the Tax & Workers Compensation Changes action in IPOPS. Failure to accomplish this action may result is a significant tax burden upon our employees. Your help in sharing this information would be greatly appreciated.
Federal Actions Impacting Payroll:
The President recently signed an executive order directing the Treasury to allow employers to defer certain payments of the employee side of the Social Security payroll taxes through the end of 2020. At this time, we are on hold pending guidance from the Treasury on the rules, implementation constraints, or any other policies. We do not have enough information to ensure the executive order is implemented appropriately. As soon as we get enough information from the Treasury, we will provide you with an update.
- Recent guidance on wage reporting under the Families First Coronavirus Response Act (FFCRA) requires us to make adjustments to the W-2 federal form, or add an accompanying form. We are exploring avenues to fulfill the intent of this guidance and may be requesting assistance from agency payroll contacts.
DSP Staff Operations:
With the continued impacts of COVID upon our operations, please keep in mind that we are operating under unique conditions. The Payroll Division Help Desk team has a reduced staff onsite to answer your phone calls. The remaining staff is operating remotely and monitoring the various web applications, email accounts, and ServiceNow. We highly encourage you to send emails to the new SCO Help Desk email account (servicedesk@sco.idaho.gov) as your primary means for resolving payroll needs. An incident will be created and you will know exactly the status of your request. No need to leave voicemails and wait for a return call….no need to worry whether your email was received. ServiceNow is a powerful tool that will help us ensure your issues are addressed as quickly as possible.
Thanks for all that you do!
Scott Smith - Deputy Controller DSP
| | | | | | 8/7/2020 | First Friday Fraud Facts | | | | | | | 8/4/2020 | Payroll |
This has been sent to all Payroll and Personnel Contacts
As a friendly reminder, please continue to submit Donated Leave forms via IPOPS and utilize the IPOPS Actions Requiring Agency Approval Calendar for all submission deadlines as forms submitted to DSP after these deadlines will be disapproved and sent back to the agency. Donated leave resources for both the agency and donating employee can still be found in the Payroll Guide along with FAQs.
The deadline for submitting paper Donated Leave forms is 8/5/20. Any forms submitted after this date will be sent back to the agency which could lead to a delay in the processing of those donated leave hours.
Thank you,
DSP Helpdesk
| | | | | | 7/31/2020 | Payroll |
This e-mail has been sent to all Payroll/Personnel Contacts.
The State Controller's Office announces a modernization of Help Desk operation, effective August 10, 2020. For more information and how it will affect you, please view the attached PDF above.
Thank you,
DSP Helpdesk
| | | | | | 7/22/2020 | Payroll |
See attachment above for announcement.
| | | | | | 7/17/2020 | Payroll |
This has been sent to all Payroll and Personnel Contacts
The Supplemental Life Premium Rate Changes Report - AU448107 is now available on-line (SYSID=AUIS44F). It lists all employees that have Supplemental Life deductions and indicates their new premium rate to be taken effective the first payroll in August of this year. The Child Voluntary Term Life Insurance deduction will not be reported as the deduction amount is not affected by the employee's age.
As in the past the 'Supplemental Life Ins Rate' has been supplied to us by Office of Group Insurance, the 'Annual Equivalent Salary' amount is as of the run date, and the new premium amount has been calculated based on the employee's age as of July 1, 2020. If, after calculation, the new and old premiums are the same a '*' will show on the report next to the new premium amount indicating no change.
Report AU448107 will automatically generate an employee deduction change for all employees whose rate has changed. (No need for agency intervention or coding on IPOPS.)
All employees with a life insurance plan code of 'LB', 'LM' (Legislature) or 'LP' are excluded from automatic calculation, but will be reported.
If you have any questions regarding this issue, please contact the DSP Helpdesk at 334-2394.
Thank you,
DSP Helpdesk
| | | | | | 7/13/2020 | Payroll |
This has been sent to all Payroll and Personnel Contacts
As mentioned in the Updated Donated Leave Process training, please find an optional email template that agency Personnel Originators can send to donating employees. The fields in yellow would need to be updated to reflect Request ID, number of hours they are wanting to donate, form due date, and paydate. We would also suggest managing all leave donations by using a spreadsheet or word document.
Thank you for offering to donate leave to an employee in need! The 'Donate Leave' form is located under 'Employee Self Service' on the SCO Website when signed in. Once you select 'Donate Leave' under Self-Service Action, a view of all open leave donations requests will be displayed.
Please use Request ID XXXXXXXX to find the form that has been created for you to donate XX hours.
Donated leave form must be completed in IPOPS by XX/XX/2020 for the XX/XX/2020 paydate.
Reminders:
| | | | | | 7/10/2020 | Payroll |
This e-mail is being sent to all Payroll/Personnel contacts. Please share it with any personnel who might be impacted.
The following Fiscal Year End Reports are now available online within SYSID - AUIS44F:
New Fiscal Year Position List A-448110
Deleted Position List B-448110
Please call DSP Help at 208-334-2394 if you have any questions.
Thank you.
| | | | | | 7/2/2020 | Payroll |
This has been sent to all Payroll and Personnel Contacts
The actions below will go into effect 7/2/2020 and will remain in effect until further notice.
We are excited to provide additional insight into the new online Employee Sick Leave Request form (also known as Donated Leave). Through the Self-Service portal in IPOPS, employees will now be able to donate both Vacation and Sick hours to an eligible employee in need of sick leave. Our goal is to transition away from the paper Donated Leave forms to this new, more efficient IPOPS form. However, paper Donated Leave forms with all the required signatures will still be accepted through 8/5/2020.
Training will be held via WebEx on July 7th, 2020. Additional correspondence will be sent following this memo with information about the training.
Requesting A Donating Action
: Agency Personnel Originators will be able to create the Employee Sick Leave Request form in IPOPS for the receiving employee and agency Personnel Signers will have the authority to approve the form. We would recommend agencies create a specific view for donated leave in IPOPS to ensure the forms are reviewed in a timely manner. It is also advisable to view each request individually to ensure the information provided is accurate.
It will still be the agency's responsibility to ensure that each employee meets the specific criteria that qualifies them for the Employee Sick Leave Request program. [Ref. DHR Leave Donations Policy]
Donating Action:
The donating employee will be required to sign the IPOPS form before it will move to the donating agency for approval and then on to the receiving agency for approval. However, if the donating and receiving agency are the same, the form only moves on to the agency Personnel Signer for approval and they approve both the donating and receiving actions.
When a donating employee wants to donate hours to a specific individual, they will need to obtain a Request ID from the receiving agency who created the initial request, as no names will be included in the Employee Sick Leave Request form. If multiple request forms are created for one employee, there will be multiple Request IDs which are linked to each new form.
When a request is deleted or disapproved, it is the agency's responsibility to inform the donating employee that their donated hours were not processed. If an Employee Sick Leave Request is sent to DSP for processing but needs to be deleted, please reach out to the DSP Help Desk.
Employee Sick Leave Requests that did not receive donations or get processed prior to the selected pay date must be deleted by the requesting employees IPOPS Personnel Originator. If these forms are not deleted by the agency, DSP will disapprove them and both the Agency Signer and Originator will be notified.
REMINDER: Agencies should continue to utilize the
“IPOPS Actions Requiring Agency Approval"
calendar to ensure they meet all submission deadlines. Forms submitted after the specified deadlines may result in disapproved actions.
For additional assistance please visit the Donate Leave Resources page, IPOPS Self-Guided Training Course & Employee Sick Leave Request FAQs. These documents can also be found by searching the Payroll Guide on the SCO website.
Thank you,
DSP Helpdesk
| | | | | | 6/29/2020 | Payroll |
This has been sent to all Payroll and Personnel Contacts
Due to the 4th of July holiday on Friday, payroll will be processing one day early this week.
Agencies should have all time sheets submitted to the Division of Statewide Payroll (DSP) no later than 3:00 pm on Tuesday, June 30, 2020 for preprocessing. Final payroll will run on Wednesday, July 1, 2020.
If your normal payroll contacts will not be available this week during payroll processing, please contact the DSP Help Desk at dsphelp@sco.idaho.gov.
Thank you,
DSP Help Desk
| | | | | | 6/29/2020 | Payroll | This has been sent to all Payroll and Personnel Contacts Effective July 1 st , 2020, the Families First Act earnings codes can be used to assist employees with paid parental leave due to the birth or adoption of a child. Information on DHR's policies regarding this Executive Order can be found on DHR's website in Section 10. Please follow the link below: https://dhr.idaho.gov/statutes-rules-and-policies/ I-Time CPO's will need to make the following codes available in Time Code Maintenance in I-time on Wednesday 07/01/2020: - FMP – FMLA Paid Parental Leave
- PAR – Paid Parental Leave
Information for the earnings codes can be found in our Payroll Guide, link below: https://www.sco.idaho.gov/LivePages/hourly%20earnings%20and%20time%20codes.aspx Thank you, DSP Helpdesk
| | | | | | 6/8/2020 | Payroll |
Greetings,
The Division of Statewide Payroll team is pleased to announce the fifth edition (June 2020) of our quarterly newsletter. Please see the attached PDF for your review.
We welcome your feedback regarding content, topics and any suggestions for future editions. Please send your feedback to the DSP Help Desk at dsphelp@sco.idaho.gov.
From all of us at the Division of Statewide Payroll Team,
Thank you!
| | | | | | 6/8/2020 | Payroll | Good morning, Just as a reminder, we will be copying the FY20 positions to FY21 on Friday, 06/12/2020. If there are any positions control actions for FY20 awaiting your approval that should be copied, please make sure to approve them by Friday morning. For any FY20 position control actions that are not in 'Awaiting Release' status on Friday morning, agencies may need to submit a second IPOPS action for FY21. If you have any questions, contact the DSP Help Desk. Thanks!
| | | | | | 6/1/2020 | Payroll |
This has been sent to all Payroll and Personnel Contacts
We are providing information on new earnings codes related to the recent update for the Statewide COVID-19 Hazard Pay Policy from DHR.
Please refer to
DHR's COVID-19 Workforce Guidance on Hazard Pay Policy
The following codes are now available:
CVK – COVID-19 Hazard Pay
This code would be utilized in conjunction with the Hazard Pay Bonus.
CVE – FFCRA Exemption Bonus
This code would be utilized in conjunction with the Families First Coronavirus Response Act Exemption Bonus.
Prior coordination is required before submission into IPOPS. As a reminder, all personnel position (PCN) changes should be completed and processed prior to submitting payroll transactions.
Please refer to the Payroll Guide on earnings codes.
DSP Helpdesk
| | | | | | 5/22/2020 | Payroll |
This memo has been sent to all University Payroll/Personnel and Accounting Contacts
June 11, 2020
Position Control adds/updates entered in IPOPS for FY2020 that are to be copied to FY2021 must be in an 'Awaiting Release' status in order to be uploaded, processed, and copied to FY2021.
Please make sure any FY2020 Position Control actions that are awaiting your approval have been reviewed and approved, if applicable, by 3:00 pm on June 11th.
June 12, 2020
DSP will copy FY2020 positions to new FY2021 positions. All FY2020 Position Control Actions, such as distribution updates, reclassifications, deletes, etc., processed after June 12th will require a 2nd Position Control Action for FY2021 if applicable.
At this point, any updates to the FY2020 information will only affect the last payroll of FY2020, paid June 26, 2020.
LCSC - June 17 through June 18, 2020
DSP will process the final biweekly payroll in FY2020 (#20013 paid June 26, 2020). All FY2020 expenditures must be processed on or before this payroll. Preprocessing Payroll reports will be available via Online Reporting the morning of June 18, 2020.
LCSC - June 22, 2020
Payroll corrections for Fiscal Year 2020 that require a manual and/or void, must be submitted on an IPOPS Payroll MVA and in Awaiting-DSP-Approval Status by 3:00 pm on Monday, June 22nd. The adjustment payroll will run with BSU, ISU and U of I.
BSU, ISU and U of I - June 23 and June 24, 2020
DSP will process the final University payroll in FY2020 (#20013 paid June 26, 2020). All FY2020 expenditures must be processed on or before this payroll. Preprocessing Payroll reports will be available via Online Reporting the morning of June 24, 2020.
June 25, 2020
June's month end will be processed early due to Fiscal Year End. On June 26, 2020 reports will be available via Online Reporting.
June 30, 2020
All Personnel, Payroll and Position Control actions for the first payroll in FY2021, (July 10, 2020 pay date), must be in 'awaiting release' status by 3:00 pm on June 30, 2020 to be processed on this payroll.
Please make sure any IPOPS actions that are awaiting your approval have been reviewed and approved, if applicable, by 3:00 pm on June 30, 2020*.
*This is one day earlier than usual due to the holiday.
LCSC - June 30 and July 1, 2020
DSP will process the first payroll of FY2021 paid on July 10, 2020.
Preprocessing on Tuesday, June 30, 2020
Final on Wednesday, July 1, 2020
BSU, ISU and U of I - July 2, 2020
All Personnel and Position Control actions for the first payroll in FY2021, (July 10, 2020 pay date), must be processed or in 'awaiting release' status by 3:00 pm on July 2, 2020 to be processed on this payroll.
Please make sure any IPOPS actions that are awaiting your approval have been reviewed and approved, if applicable, by 3:00 pm on July 2, 2020.
BSU, ISU and U of I - July 6, 2020
All Payroll files for the first payroll in FY2021, (July 10, 2020 pay date), are due on Monday, July 6, 2020.
BSU, ISU and U of I - July 7 and July 8, 2020
DSP will process the first payroll of FY2021 paid on July 10, 2020.
Preprocessing on Tuesday, July 7, 2020
Final on Wednesday, July 8, 2020
Reminder: All FLSA 'covered' employees (codes C, F, L, or Z) that have a Previous 6-month Comp-time balance as of pay date June 26, 2020 should be paid for those hours on the first payroll of FY2021,
(July 10, 2020 pay date).
On or around August 14, 2020
DSP will create the FY2021 Position Budget Updates and Budget Calculation Reports. All Personnel and Position Control actions processed through Wednesday, August 12, 2020 will be reflected in the Budget Updates and reports.
Please make sure any actions that are awaiting your approval have been reviewed and approved, if applicable, by 3:00 pm on August 13, 2020.
As always, if you have any questions regarding the fiscal year end processing schedule, please call the DSP Helpdesk at 334-2394.
Office of the State Controller
Division of Statewide Payroll Help Desk
(p) 208-334-2394
(f) 208-334-3338
| | | | | | 5/22/2020 | Payroll |
This memo has been sent to all Payroll/Personnel and Accounting Contacts
June 11, 2020 Position Control adds/updates entered in IPOPS for FY2020 that are to be copied to FY2021 must be in an 'Awaiting Release' status in order to be uploaded, processed, and copied to FY2021. Please make sure any FY2020 Position Control actions that are awaiting your approval have been reviewed and approved, if applicable, by 3:00 pm on June 11th. June 12, 2020 DSP will copy FY2020 positions to new FY2021 positions. All FY2020 Position Control Actions, such as distribution updates, reclassifications, deletes, etc., processed after June 12 th will require a 2 nd Position Control Action for FY2021 if applicable. At this point, any updates to the FY2020 information will only affect the last payroll of FY2020, paid June 26, 2020.June 17 through June 18, 2020 DSP will process the final biweekly payroll in FY2020 (#20013 paid June 26, 2020). All FY2020 expenditures must be processed on or before this payroll. Preprocessing Payroll reports will be available via Online Reporting the morning of June 18, 2020. June 22, 2020 Payroll corrections for Fiscal Year 2020 that require a manual and/or void, must be submitted on an IPOPS Payroll MVA and in Awaiting-DSP-Approval Status by 3:00 pm on Monday, June 22 nd. June 23 and 24, 2020 DSP will process a FYE 2020 Adjustment Payroll. Preprocessing on Tuesday, June 23, 2020 Final on Wednesday, June 24, 2020 June 25, 2020 June's month end will be processed early due to Fiscal Year End. On June 26, 2020 reports will be available via Online Reporting. June 30, 2020 All Personnel, Payroll and Position Control actions for the first payroll in FY2021, (July 10, 2020 pay date), must be in 'awaiting release' status by 3:00 pm on June 30, 2020 to be processed on this payroll. Please make sure any IPOPS actions that are awaiting your approval have been reviewed and approved, if applicable, by 3:00 pm on June 30, 2020*. *This is one day earlier than usual due to the holiday.
June 30 and July 1, 2020
DSP will process the first payroll of FY2021 paid on July 10, 2020.
Preprocessing on Tuesday, June 30, 2020
Final on Wednesday, July 1, 2020
Reminder: All FLSA 'covered' employees (codes C, F, L, or Z) that have a Previous 6-month Comp-time balance as of pay date June 26, 2020, will be automatically paid for those hours on the first payroll of FY2021, (July 10, 2020 pay date).
On or around July 13, 2020
Wage and Salary reports will be created. It is necessary to wait for STARS to close the Fiscal Year in order to get accurate 'Position Actuals' information. All Personnel and Position Control actions processed through Friday, July 10, 2020 will be reflected on the Wage and Salary reports.
Please make sure any actions that are awaiting your approval have been reviewed and approved, if applicable, by 3:00 pm on July 10, 2020.
As always, if you have any questions regarding the fiscal year end processing schedule, please call the DSP Helpdesk at 334-2394.
Office of the State Controller
Division of Statewide Payroll Help Desk
(p) 208-334-2394
(f) 208-334-3338
| | | | | | 5/22/2020 | Payroll |
This memo has been sent to Judicial Payroll/Personnel and Accounting Contacts
June 11, 2020 Position Control adds/updates entered in IPOPS for FY2020 that are to be copied to FY2021 must be in an 'Awaiting Release' status in order to be uploaded, processed, and copied to FY2021. Please make sure any FY2020 Position Control actions that are awaiting your approval have been reviewed and approved, if applicable, by 3:00 pm on June 11th. June 12, 2020 DSP will copy FY2020 positions to new FY2021 positions. All FY2020 Position Control Actions, such as distribution updates, reclassifications, deletes, etc., processed after June 12 th will require a 2 nd Position Control Action for FY2021 if applicable. June 19, 2020
All Personnel, Payroll and Position Control actions for the first payroll in FY2021, (July 1, 2020 pay date), must be in 'awaiting release' status by 3:00 pm on June 19, 2020 to be processed on this payroll. Please make sure any IPOPS actions that are awaiting your approval have been reviewed and approved, if applicable, by 3:00 pm on June 19, 2020.
June 19 and June 22, 2020 DSP will process the first payroll of FY2021 paid on July 1, 2020. Preprocessing on Friday night, June 19, 2020 Final on Monday night, June 22, 2020 Reminder: All FLSA 'covered' employees (codes C, F, L, or Z) that have a Previous 6-month Comp-time balance as of pay date June 1, 2020, should be paid those hours on the July 1, 2020 pay day. June 25, 2020
June's month end will be processed early due to Fiscal Year End. On June 26, 2020 reports will be available via Online Reporting.
On or around July 13, 2020
Wage and Salary reports will be created. It is necessary to wait for STARS to close the Fiscal Year in order to get accurate 'Position Actuals' information. All Personnel and Position Control actions processed through Friday, July 10, 2020 will be reflected on the Wage and Salary reports. Please make sure any actions that are awaiting your approval have been reviewed and approved, if applicable, by 3:00 pm on July 10, 2020.
As always, if you have any questions regarding the fiscal year end processing schedule, please call the DSP Helpdesk at 334-2394.
Office of the State Controller
Division of Statewide Payroll Help Desk
(p) 208-334-2394
(f) 208-334-3338 | | | | | | 5/21/2020 | Payroll |
This has been sent to all Payroll and Personnel Contacts
We are offering additional insight into I-Time timesheet coding to ensure employee submissions are in accordance with existing COVID-19 state policy guidance. Examples of timesheets are provided below displaying the use of the new time codes available to report holiday overtime earnings (CVW, CVX, CVY & CVZ) as a direct result of COVID-19 measures.
These codes should only be used when coding REG/CVR on timesheets. All employees that enter the new holiday overtime codes will receive a message stating “you have entered a time code that is not normally used for holiday pay". If they press okay, the timesheet will process as coded. Employees who work overtime hours on a holiday not related to COVID-19 should continue to use the original overtime holiday codes (HOW, HOA, HOP & HOS).
REMINDER:
When coding REG, manual calculation of overtime is required. Also, GCT and GET codes will not auto generate when employee works on the holiday but is being paid less than 40 hours. COMP time must be manually coded on timesheet.
In order to enable these new codes, I-Time CPO's will need to make these codes available in Time Code Maintenance in I-Time on Friday 5/22/2020. The agency can decide if they want all employees to have access to these codes or if they want to limit access to just the I-Time CPO's.
NOTE:
Please refer to the current DHR policy guidance listed at: https://dhr.idaho.gov. Examples are helpful guides but all employee submissions should follow with current DHR policies.
Please see the attachment above for examples. The attached actions are applicable for the pay period (5/17– 5/30), and will be in effect until further notice.
| | | | | | 5/19/2020 | Accounting | | | | | | | 5/7/2020 | Payroll |
Addendum: Since releasing the attached memo additional information should be considered.
Example 3: I cannot work or telework and I have to stay home and care for my child(ren) under 18 due to a school or daycare closure related to COVID-19, I have worked at least 30 days for my current employer, and I have been determined eligible for EFMLA by my agency HR or DHR. What codes do I use?
Response: Emergency Family and Medical Leave Act (EFMLA). EFMLA allows you to take up to 12 weeks of leave which does not count against your existing accrued leave balances. The first two weeks of the leave is identified as unpaid using the code CVL.
If you want to receive the first ten days as full paid leave, you would use FMLA codes (FMV, FMS, FMC). may use your own accrued leave balances by coding VAC, SIC, CPT, OCT and/or RHH. If you do not want to use FMLA codes your accrued leave, you can use code CVP. CVP will pay two-thirds your hourly rate for the first two weeks under the Emergency Paid Sick Leave Act (EPSLA).
After the first ten days of the EFMLA, you will receive an additional ten weeks of paid leave at two thirds your pay rate. Code your time sheet using code CVF.
For the ten weeks after the 80 hours, if not supplementing the two-thirds using your own accrued leave, then code CVL for the one-third that is unpaid.
You may supplement the two-thirds pay with your own accrued leave balances in order to receive your full rate of pay. Since this is EFMLA, you would use regular FMLA codes FMV, FMS, FML when coding your time sheet. At no time can the combination of EFMLA, EPSLA, and personal accrue leave time provide a pay rate beyond or greater than the normal full pay rate. If the employee informs you, he or she is not eligible for EFMLA, go to Example 7.
________________________________________________________________________________________________________________________________
This has been sent to all Payroll and Personnel Contacts
The purpose of this memo is to provide assistance for appropriate COVID-19 timesheet coding. In order for employees to use the new earning and leave codes, Agency Central Payroll Officers (CPOs) will need to enable the codes in I-TIME. If you have specific questions on COVID-19 program eligibility requirements and authorization for paid leave, please contact DHR. If you have any questions regarding appropriate code use, please contact SCO. A complete COVID-19 code list is provided in Addendum A. All COVID-19 related paid leave must have prior approval of DHR and legal counsel.
Please see the attachment above for the COVID – 19 Policy and Time Sheet Coding Examples.
Thank you,
DSP Helpdesk
| | | | | | 5/1/2020 | First Friday Fraud Facts | | | | | | | 5/1/2020 | Payroll |
Personnel/Payroll Contacts
In accordance with Federal Affordable Care Act (ACA) requirements, the State of Idaho has completed the standard lookback measurement period for pay dates 5/17/2019 through 5/1/2020.
Employees reporting an average of 30 or more service hours per week during this lookback period (130 or more service hours per month) are considered full time for ACA.
In order to maintain compliance with ACA regulations, agencies will be required to verify Tier 1 insurance has been offered to all employees who have measured as full time.
The State Controller's Office will be providing reports to agencies in order to assist them in this effort. Non-compliance with ACA may result in penalties which will be the responsibility of the non-compliant agency.
Please be aware of the following important dates:
- May 1 st
- Report A-449243 ACA Lookback will be available for review in preliminary mode. This report will notify agencies of employees requiring a change due to ACA.
-
May 22 nd
- Report A-449243 ACA Lookback will be available in final mode. At this time, employee full time indicators will be set by the Division of Statewide Payroll.
-
May 23 rd
- Agencies need to update Tier levels in IPOPS for employees requiring a change using effective date 5/17/2020. These employees must remain in Tier 1 until the stability period is complete.
-
May 29 th
- Required Tier changes must be entered into IPOPS by 3:00 pm.
- To avoid later adjustments through payroll, employees choosing to sign up for insurance benefits should have their Medical and Dental Enrollment Application completed by this date.
Report A-449243 ACA
Lookback will be available in Online Reporting under the AUIS44R SYS ID. The report will display messages for employees who have had a change in status due to ACA and may require action.
As always, if you have any questions please feel free to contact the DSP Help Desk at 208-334-2394 or dsphelp@sco.idaho.gov
Thank you!
DSP Helpdesk
| | | | | | 5/1/2020 | Payroll |
Judicial Personnel/Payroll Contacts
In accordance with Federal Affordable Care Act (ACA) requirements, the State of Idaho has completed the standard lookback measurement period for pay dates 6/1/2019 through 5/1/2020.
Employees reporting an average of 30 or more service hours per week during this lookback period (130 or more service hours per month) are considered full time for ACA.
In order to maintain compliance with ACA regulations, agencies will be required to verify Tier 1 insurance has been offered to all employees who have measured as full time.
The State Controller’s Office will be providing reports to agencies in order to assist them in this effort. Non-compliance with ACA may result in penalties which will be the responsibility of the non-compliant agency.
Please be aware of the following important dates:
May 1st
Report A-449243 ACA Lookback will be available for review in preliminary mode. This report will notify agencies of employees requiring a change due to ACA.
June 1st
Report A-449243 ACA Lookback will be available in final mode. At this time, updates will be made to employees’ full time indicators.
June 2nd
Agencies need to update Tier levels in IPOPS for employees requiring a change using effective date 6/1/2020. These employees must remain in Tier 1 until the stability period is complete.
June 12th
Required Tier changes must be entered into IPOPS by 3:00 pm.
To avoid later adjustments through payroll, employees choosing to sign up for insurance benefits should have their Medical and Dental Enrollment Application completed by this date.
Report A-449243 ACA Lookback
will be available in Online Reporting under the AUIS44R SYS ID.
As always, if you have any questions please feel free to contact the DSP Help Desk at 208-334-2394 or dsphelp@sco.idaho.gov
Thank you!
DSP Helpdesk
| | | | | | 4/27/2020 | Payroll |
Greetings from the Division of Statewide Payroll
We want to pass along our well wishes to you all, and hope that you and your families stay safe during these trying times. Within our payroll community, our most important function during this time is to provide state employees with surety and confidence that their pay will be provided on schedule and accurately. We also recognize that many may not be as fortunate, and our thoughts and respect are with them during this difficult time. Together, we provide an incredibly valuable service to thousands of state employees and their families. Thank you for all that you do!
The Division of Statewide Payroll has been busy responding to the recent law and policy changes enacted in state and federal levels. We want you to view our division as a resource for you during these times. If you have any questions regarding payroll related items, don't hesitate to reach out to us. If we don't know the answer, we will help you find it!
Donated Leave Program
: Based on a recent rule waiver by DHR, state employees are eligible to donate accrued sick hours to the sick leave balances of qualified state employees. Please reference the DHR Donated Leave Policy (https://dhr.idaho.gov/wp-content/uploads/2020/Policies/DonatedLeavePolicy4.2020.pdf) for applicable restrictions and rules. We have created a new sick leave donation form (https://www.sco.idaho.gov/LivePages/payroll%20personnel%20forms.aspx) and are working on a new online leave donation process through IPOPS. This new process is currently in the testing phase and we expect an announcement in the near future.
COVID-19 related time codes
: We were able to quickly establish new earnings and leave codes to support specific scenarios. However, due to our legacy system and the need to activate these codes quickly, supervisors and agency payroll officers must ensure they review time sheet entries for accuracy and appropriateness. For example, employees are generally familiar with coding “ACT" for time worked. State employees were required to track time worked remotely due to COVID-19, so we established the earning code “CVR". This new code does not work with “ACT", and employees must instead use the earnings code “REG". Additionally, “REG" does not automatically calculate overtime and employees (with supervisor approval) must manually enter overtime accrued and/or paid, as applicable. These slight changes are just an example of the added importance supervisors and agency payroll officers must place upon time sheet approvals. Please take the time and ensure time is entered correctly! For additional guidance on earnings and leave codes, please reference our Payroll Guide (https://www.sco.idaho.gov/LivePages/Hourly%20Earnings%20and%20Time%20Codes.aspx).
New Group Insurance Rates
: As a reminder, the new rates will take effect in June because rates are paid in advance of the coverage month. The first time employees will see the new rate reflected in their pay will be the June 12th pay date. Additionally, the 2020 open enrollment period is coming April 27th through May 15th. For more information, please visit the Office of Group Insurance web site (https://ogi.idaho.gov)
Locked Time Sheets:
Good news! We have implemented a fix to address locked time sheets as a result of system related anomalies. We understand this issue had become more of a concern for agencies over the past few payrolls. We believe we have resolved the application issues. However, there are still designed edits in the system that could result in a locked time sheet. For example, time sheets will prohibit other authorized users from accessing a time sheet (“become locked) while being accessed by the employee or an authorized I-Time user, or if the system times out while a user is accessing a time sheet. These examples are normal and necessary to ensure system integrity. If you experience an issue with a locked time sheet, please contact the DSP Help Desk and provide us with the name of the individual who has the document locked.
2 Great Resources
: As you are navigating the many COVID-19 payroll-related scenarios that employees experience, great informational resources exist at the SCO website (https://www.sco.idaho.gov/LivePages/COVID-19%20Updates.aspx) and the DHR website (https://dhr.idaho.gov/covid-19-workforce-guidance/). As always, we are here as a resource for you. If you don't see an answer online or the references still didn't help….give us a call.
Scott Smith - Deputy Controller Division of Statewide Payroll
| | | | | | 4/22/2020 | Payroll |
The following memo outlines pertinent information needed to begin the Fiscal Year End process.
For your convenience this email and others will be available on the SCO Website at: https://www.sco.idaho.gov/LivePages/payroll-communications.aspx
Please share this information with anyone in your agency who may have need of it.
More information will be sent at a later date on additional agency action/requirements and process dates for the Fiscal Year End 2020.
Monday, April 27th, 2020
- Agencies can start coding Position Control Changes effective for the new fiscal year.
NOTE: Any New Position Set-ups, distribution updates, reclassifications, and any other changes effective for the new fiscal year (2021), should have an effective date of June 14, 2020 to be reflected on the Wage and Salary report and to effect the first pay day of the new fiscal year - July 10, 2020.
If you have questions regarding the processing of the information please contact the DSP Helpdesk at (208) 334-2394.
| | | | | | 4/21/2020 | Accounting |
The Cares Act, 2020, was signed into law in March 2020 to provide aid to States to assist in the economic impact created by COVID-19. State Controller Woolf approved the creation of Fund 0345 in order to use the Federal Funds received and to facilitate the tracking & reporting of COVID-19 expenditures.
If your agency anticipates receiving funds from the Cares Act, you will need to add Fund 0345 to your financial structure. Please complete the steps below now:
From the STARS User Manual - https://www.sco.idaho.gov/Pages/STARS-Budget-Tables-and-Forms.aspx
Agency duties:
a. Complete the BU-20 form. If adding a Budget Unit, contact your Division of Financial Management (DFM) analyst for the new Budget Unit code, State Goal, and State Objective.
b. If changing an existing Budget Unit, you will still need to complete all fields that are not changing. If adding a new funding, keep in mind that Budget Units have a system limitation of five (5) funding sources. If this is the sixth funding source, contact your DFM analyst for a new Budget Unit code. The State Goal and State Objective will remain the same as those on the original Budget Unit.
c. Approve the form with an authorized signature and date.
d. Sign and send the form to your DFM analyst. Keep a copy for your office.
Thank you.
| | | | | | 4/17/2020 | Payroll |
This has been sent to all Payroll and Personnel Contacts
We are offering additional insight into I-Time timesheet coding to ensure employee submissions are in accordance with existing COVID-19 state policy guidance and the new Federal COVID-19 specific leave codes from the Families First Coronavirus Response Act (FFCRA).
NOTE:
Please refer to the current DHR policy guidance listed at: https://dhr.idaho.gov.
The attached examples are helpful guides but all employee submissions should follow with current DHR policies.
| | | | | | 4/9/2020 | Payroll |
This has been sent to all Payroll and Personnel Contacts:
Please reference the updated Leave Donations policy, issued by DHR April 7, 2020. This new policy will allow state employees to donate their sick leave hours to another eligible state employee's sick leave balance, in addition to still being able to donate vacation hours through the same process. [Ref. DHR Rule Waiver 15.04.01.240.06 (effective until Dec 31, 2020 pending further guidance from DHR)].
A new form has been created in order to process the donation of sick leave hours, (see the attached “EIS 180-S" form above). This document will be located in the “Forms" section under Payroll/Personnel forms on the SCO website.
Going forward, please use this form for all sick to sick leave donation requests. We will still utilize the original “EIS 180" form to process vacation to sick leave donation requests. Any donated leave forms previously sent with a request to donate sick leave hours will be processed accordingly.
As a reminder, all donated leave forms must be filled out in its entirety and emailed to the DSP Help Desk for processing. This is the most reliable and efficient delivery method. Please refrain from emailing these forms to individual DSP employees or faxing these forms to our office.
Note: Due to COVID-19, we will temporarily allow forms to be unsigned by the donating employee. However, the donation must be accompanied by a direct email from the employee that clearly states they are approving the donation action and they must identify the number of hours to be donated. The email must be from an official state email address.
Donated leave forms should be submitted to our office only after we have entered that payroll for processing. Due to the current COVID-19 situation, we will temporarily be extending the deadline for donated leave form submissions. This new temporary deadline will be the Tuesday before we run pre-processing which is typically ran on Wednesdays. For example, DSP will be processing donated leave forms for the 5/1/20 pay date starting Friday 4/10/20. We will accept these forms through the deadline of Tuesday 4/21/20.
For specific questions regarding DHR's donated leave policy, please contact DHR directly. For assistance with donated leave processing, please contact the DSP Help Desk.
Thank you,
DSP Help Desk
| | | | | | 4/3/2020 | First Friday Fraud Facts | | | | | | | 4/3/2020 | Luma |
Join us for a brief update on the Luma Project, followed by a walk-through of the redesigned Chart of Accounts to see how it will organize state financial and non-financial data in the Luma system. Learn about how this step will help us improve our financial systems going forward!
WHEN: Tuesday, April 21, 10:00 AM - 12:00 PM
HOW: Remote attendance via Zoom Meeting. Calendar invitations with Zoom information will be sent after you RSVP.
WHO: All state employees are welcome to attend. Please let us know you are coming!
An archived version of the town hall will be available at luma.sco.idaho.gov
| | | | | | 4/2/2020 | Payroll |
This has been sent to all Payroll and Personnel Contacts
I-Time CPO's now have access within I-Time to the new Federal Earning and Leave Codes to support the DHR memo regarding COVID-19 Statewide HR Guidance sent on 3/31/20. In order to enable these new codes, I-Time CPO's will need to make these codes available in Time Code Maintenance in I-Time. The agency can decide if they want all employees to have access to these codes or if they want to limit access to just the I-Time CPO's. As a basic overview, the new available codes are:
Extended Family Medical Leave Act (EFMLA)
-
CVL: FML for the first 10-day period (non-paid leave), included within 12 week FLMA benefit
-
CVF: FML for 10 week period after CVL coverage; see guidance for specific limitations for pay rate and approval reasons
Emergency Paid Sick Leave Act (EPSLA)
-
CVP: Administrative sick leave up to 80 hours used specifically to substitute for CVL (FML applicable)
-
CVH: Administrative sick leave up to 80 hours, independent of FML
Review the attached addendum above for additional guidance as well as the DHR memo for assistance. For specific questions regarding the mentioned memo, please contact DHR directly. For assistance in I-Time application, please contact the DSP Help Desk.
Thank you,
DSP Help Desk
| | | | | | 4/2/2020 | Accounting |
Please see the attachment to know what to look for in April.
| | | | | | 4/1/2020 | Payroll |
This e-mail will be sent to all payroll and personnel contacts in State Agencies
Please forward to
all full-time officers and employees at your agency.
All full-time officers and employees of the State of Idaho are entitled to a leave of absence for bone marrow or organ donation per Idaho Code § 59-1608 and § 67-5343.
Earnings code 'DNO' is available for employees who meet the requirements outlined by the State of Idaho and the Idaho Department of Human Resources.
DNO Organ Donation - Leave taken for bone marrow or organ donation. A maximum of five (5) days for bone marrow donation and thirty (30) days for an organ donation may be used. No leave balance is reduced. Credited State Service and leave will accrue. For more information refer to the Administrative Rules and Section 5: Special Leaves within the Statewide Policies at the IDHR web site (https://dhr.idaho.gov/StatutesRulesPolicies/Policies.html)
If you have any questions regarding this memo, please contact the DSP Helpdesk.
Thank you,
DSP Help Desk
| | | | | | 3/27/2020 | General |
JRW Visitors,
In an effort to help mitigate the spread of coronavirus and while we continue to adhere to the social distancing guidance by Governor Little, Capitol Mall will be limiting access to buildings and facilities to essential personnel only effective 03/27/20.
The State Controller's Office is still fully operational. However, only critical operational staff are working physically in the JRW building. Our goal is to help limit the number of visitors in the building while maintaining the social distancing recommendations. We believe this change is in the best interest of everyone's health.
If you need access to JRW please call the front office at 208-332-8700. Stay safe and healthy.
Sincerely,
The State Controller's Office Team
| | | | | | 3/27/2020 | Payroll |
This has been sent to all Payroll and Personnel Contacts.
Please share this information with anyone in your agency who may need it.
The State Controller's Office has finished processing final bi-weekly payroll, as previously outlined in yesterday's memo.
What this means for you and your agencies:
-
Final payroll reports are now available. Please review these reports and resolve errors as soon as possible.
-
Employee paystubs will be available tomorrow morning.
-
IBIS data associated with employee deductions, leave balances, and Affordable Care Act, etc. will be updated tomorrow morning.
-
Please allow extra time for processing voids and manuals. Due to COVID-19 measures, agencies are not able to pick up manual checks from our office. We will be mailing these out to agencies until further notice.
Again, employees pay and pay dates have not been impacted.
If you have any questions, please contact the DSP Help Desk.
Thank you,
DSP Helpdesk
| | | | | | 3/26/2020 | General |
Dear State Partners,
In an effort to help mitigate the spread of the coronavirus and continue the social distancing guidance by Governor Little, SCO will be making some changes to our in person warrant pick up services. The SCO's office is still fully operational. However, only critical operational staff are working physically in the JRW building. Beginning 03/30/2020 we are reducing SCO front office support on-site at JRW to 9am-12pm. The main goal is to help limit the number of visitors to the office and maintain the social distancing recommendations as well as increase security measures to reduce fraud activities. The office believes these changes are not only in the best interest of everyone's health, but will also help to streamline the overall warrant process.
We understand that some of these changes will have an impact on how many agencies have handled warrants in the past. If your agency has a business reason as to why the new changes are not feasible for your operation, please feel free to contact Deputy Controller John Iasonides 208-332-8700 or jiasonides@sco.idaho.gov to discuss other possible solutions.
|
Notice of SCO Service Change:
When: Beginning Monday 03/30/2020
What: SCO is adjusting the warrants and mail processes currently being picked up in person at SCO in the JRW.
SCO Front Office Hours: 9:00am – 12:00pm daily
New Procedures:
-
Warrant holds/pick-ups at SCO – All in person warrants and security mailers will be mailed via statehouse mail. Anything that is normally held at the SCO front office for pick up will now be mailed via statehouse mail.
-
Mail pick up and drop off at SCO – SCO will not be holding or receiving mail for other agencies to pick up at SCO offices. Those items should be mailed from the issuing agency or taken to the capitol mall post office.
|
Thank you for partnership and understanding as we maneuver through these changes.
| | | | | | 3/26/2020 | Payroll |
This has been sent to all Payroll and Personnel Contacts.
Please share this information with anyone in your agency who may need it.
The State Controller's Office will be delaying final processing for bi-weekly payroll until the morning of Friday, March 27, 2020. Employees pay and pay dates will not be impacted. This decision will allow agencies who have been given special approval by the Board of Examiners to finalize their actions. We will continue reviewing time sheets and request your immediate support should we find a discrepancy.
As a result, the items listed below will impact you and your agencies:
- Final payroll reports will not be available until afternoon tomorrow. We will notify agencies when the reports become available.
- The employee paystubs will not be available until Saturday morning. Please inform your employees pay and pay dates are unaffected.
- Payroll data will not reach IBIS until Saturday. Scheduled reports and data associated with employee deductions, leave balances, Affordable Care Act, etc. will not be accurate Friday.
If you have any questions, please contact the DSP Help Desk.
Thank you,
DSP Help Desk
| | | | | | 3/25/2020 | Payroll |
This has been sent to all Payroll and Personnel Contacts:
We are offering additional insight into I-Time timesheet coding to ensure employee submissions are in accordance with existing COVID-19 state policy guidance. Examples of timesheets are provided below displaying the use of the new time codes available to report telecommuting and overtime as a direct result of COVID-19 measures. It is important to note that code CVR (telecommuting) and overtime codes (CVA, CVB, CVC, and CVD) cannot be used with code ACT (regular work) at any time during the pay period. Overtime calculations may be required when using certain codes. You may reference the Payroll Guide on Hourly Earnings and Time Codes for more information. Please refer to the current DHR policy guidance listed at: https://dhr.idaho.gov.
Please see the attachment above for examples of timesheets using the new time codes.
| | | | | | 3/20/2020 | Accounting |
In anticipation of reporting on costs associated with the state's response to COVID-19, the Division of Statewide Accounting recommends each agency capture related expenditures.
Where possible within your agency structure, please create a project code of COVID with phase 19 to record direct operating and capital outlay expenditures. This would include IT and other costs related to telecommuting. Only include expenditures due to the COVID-19 response and related costs above the base operating costs (i.e. do not record regular IT expenditures the agency would have incurred conducting regular business). Personnel costs are already being tracked through the use of time codes as directed by the Division of Human Resources and the Division of Statewide Payroll.
As agency structures are varied and STARS is limited in how it can be used to capture unanticipated statewide costs, this recommendation may not work for every agency. In cases where your agency structure does not allow it to use the project code in this way, please communicate back how your agency is tracking expenditures related to COVID-19.
We at SCO are looking forward to the increased flexibility that will be afforded by Luma in the future to track statewide efforts using a consistent method.
| | | | | | 3/19/2020 | Payroll |
Agency HR and Payroll Contacts,
State Controller Woolf has instituted plans to increase the social distancing efforts at the SCO offices in the Joe R. Williams (JRW) building by enacting our business continuity plans allowing for some staff to work remotely. The Division of Statewide Payroll is committed to supporting you and your agency by ensuring I-Time, IPOPS, and payroll operate accurately and on time. Our teamwork and collaboration toward this goal will provide a level of comfort and stability that is much needed at this time.
We are still open and will remain fully operational throughout this trying time. During our normal customer service hours, we are available through phone, email, website, and mail. On-site warrant pickup continues unchanged. We highly encourage agency contacts to use the email method, whenever possible. We believe you will receive a quicker response and better resolution support.
We must all provide confidence to the state workforce, and our Division is committed to ensuring payroll activities continue as normal. If you have any concerns or questions, please reach out to the DSP Help Desk (email: dsphelp@sco.idaho.gov; phone: 208-334-2394), or to myself, at any point.
Thank you for all that you do!
Scott
| | | | | | 3/19/2020 | Payroll |
This has been sent to all Payroll and Personnel Contacts
Per the DHR memo regarding COVID-19 Statewide HR Guidance sent to agencies on 3/19/20, employees who are telecommuting are to use code CVR. When coding CVR, employees cannot use ACT in the same pay period, instead REG will need to be coded. Agency CPO's need to enable the new earning and leave codes, as well as REG, in order for employees to use on their timesheet. REG will have to be used the entire pay period when CVR is coded. Please see example of timesheet below.
The following time codes for overtime are to be used when coding CVR:
-
CVA: Use this code for time paid at 1.5 rate
-
CVB: Use this code for time accrued at 1.5 rate
-
CVD: Use this code for time accrued at 1.0 rate
-
CVC: Use this code for time paid at 1.0 rate (requires Board of Examiners approval)
For additional assistance please use the Payroll Calculation and 28 Day Calculation worksheets that can be found in the Payroll Guide.
| | | | | | 3/19/2020 | Payroll |
This has been sent to all Payroll and Personnel Contacts
Agency HR and Payroll Contacts,
The Donated Leave program fulfills a vital need and we want to ensure the integrity of the program for both the donating employee and the receiving employee. We understand the current environment presents unique challenges and we are temporarily approving an alternative method for submitting a complete donation request.
The Division of Statewide Payroll (DSP) will continue to look for the Donated Leave form (EIS-180) to be filled out business as usual. Physical signatures will continue to be required from the donating and receiving agency appointment authorities. For donating employee's that do not have access to a printer and/or scanner due to an approved teleworking arrangement, we will accept a direct email from the donating employee via their official state email address (or one they have on record with us) clearly stating that the donation action is approved and identifying the number of hours to donate. The donated leave form must accompany the direct email.
DSP will use the form and accompanying email as the primary means to validate the request. Our requirements are designed to ensure the integrity of the donation process and we appreciate your understanding. If we have any concerns regarding the submission, DSP may contact the donating appointing authority or donating employee in order to ensure authenticity. If you have any further questions, please contact the DSP Helpdesk for additional guidance.
For submission deadlines, please refer to the
Biweekly IPOPS Actions Requiring Agency Approval Calendar located in the DSP Payroll and Personnel Guide.
Thank you,
DSP Helpdesk
| | | | | | 3/18/2020 | Payroll |
This has been sent to all Payroll and Personnel Contacts
Per the DHR memo regarding COVID-19 Statewide HR Guidance sent to agencies on 3/17/20, HR and Payroll contacts have access within I-Time to the new Earning and Leave Codes: CVC, CVR, CVS, and CVT. In order to enable these new codes, I-Time CPO's will need to make these codes available in Time Code Maintenance in I-Time. The agency can decide if they want all employees to have access to these codes or if they want to limit access to just the I-Time CPO's. For specific questions regarding the mentioned memo, please contact DHR directly. For assistance in I-Time application, please contact the DSP Help Desk.
Thank you,
| | | | | | 3/10/2020 | Accounting |
SCO will accept only the most current version of the Combined Substitute W-9 as we continue to try to meet IRS requirements, National Automated Clearing House (NACHA) rules, and the requirements of the Office of Foreign Assets Control (OFAC).
Please
click here to refer to the Direct Deposit FAQs
and find the form located under Related Links on the left menu of that page.
| | | | | | 3/6/2020 | First Friday Fraud Facts | | | | | | | 3/4/2020 | Payroll |
Greetings,
The Division of Statewide Payroll team is pleased to announce the fourth edition (March 2020) of our quarterly newsletter. Please see the above attached PDF for your review.
We welcome your feedback regarding content, topics and any suggestions for future editions. Please send your feedback to the DSP Help Desk at dsphelp@sco.idaho.gov.
From all of us at the Division of Statewide Payroll Team,
Thank you!
| | | | | | 3/3/2020 | Payroll |
This has been sent to all Payroll and Personnel Contacts
In the Fall of 2019, SCO participated in a technical audit with the Department of Health & Welfare (DHW) and the Internal Revenue Service (IRS). As a result, security posture requirements were identified for SCO to comply with IRS Federal Tax Information (FTI) Publication 1075. The following outline describes the changes that will take place upon implementation.
When will these changes be implemented?
Effective: March 7th, 2020
What changes are being made?
- Due to IRS 1075 findings we are updating the mainframe login screen (green VTAM login screen). As a result of the audit the State Controller's Office has added an IRS 1075 approved disclaimer along with all mainframe selections.
How will this impact you?
- Users will notice a change on the mainframe login screen. Mainframe usage will be an acknowledgement of the terms of use.
- Users will signon as usual by entering the desired environment.
- No changes have been made to logon attempts or password security requirements.
If you have questions please contact the SCO Help Desk at scohelpdesk@sco.idaho.gov or 208-334-4808
| | | | | | 2/14/2020 | Payroll |
Greetings from the Division of Statewide Payroll,
February delivers exciting news for our division. We moved back downtown to the Joe R. Williams Building after a very successful renovation of the 4th and 5th floors. The State Controller's Office (SCO) is now all under one roof! Our temporary home at the Chinden-West Campus provided a significant benefit toward minimizing expenses while enabling our team to continue providing the best possible service. SCO front office is back on the 5th floor. Payroll manuals and warrant pick-up is on the west wide of the 5th floor. We sincerely appreciate your patience and support while we underwent renovation. If you are over in our building, stop by and say “hi".
Donated Leave Forms
: While this was included in previous newsletters and monthly emails, we believe this item continues to be an area of special interest. Key point: We are unable to process forms for future payrolls. Donated leave forms should be sent to our office only when we have entered that payroll for processing. Example: DSP will be processing donated leave forms for the 03/06/2020 pay date starting today, 2/14/2020. We will accept these forms through the deadline of 02/19/2020. Please refer to the Payroll Calendars located on the SCO website (https://www.sco.idaho.gov/LivePages/calendar%20year%202020.aspx). Donated leave forms sent to us outside of the payroll processing deadlines will be returned to the agency.
Employment Eligibility Verification Form:
New form I-9 is required for use by May 1, 2020. https://www.federalregister.gov/documents/2020/01/31/2020-01821/introduction-of-a-new-version-of-employment-eligibility-verification-form
Customer Support Surveys:
Our division has been sending out surveys to individuals requesting service through our DSP Help Desk email account. We are committed to improvement and welcome your feedback. If you receive one of these emails, I respectfully request your favorable consideration and reply to the survey. We value your opinion and look to continue building a greater collaborative environment. This is of greater importance as we progress toward system modernization under Luma.
Luma Update:
Business Process Redesign sessions are completed. These sessions compared industry best practices in order to create a map of processes that will be used during system confirmation sessions. These process maps are available for statewide review. You have the opportunity to review these future state business processes and provide feedback. Sessions are available on February 18th (9:00 AM - 11:00 AM or 1:00 PM - 3:00 PM) and February 19th (9:00 AM - 11:00 AM or 1:00 PM - 3:00 PM). You can attend in person at the Joe R. Williams Building, 4th Floor – Payette Room, or by Webex. Please visit the Luma website for additional information (https://www.sco.idaho.gov/LivePages/luma-business-process-redesign---statewide-review.aspx).
Thank you for all that you do! We appreciate your partnership and look forward to a great 2020!
Scott
| | | | | | 2/7/2020 | First Friday Fraud Facts | | | | | | | 1/23/2020 | Payroll |
This has been sent to all Payroll and Personnel Contacts The 2019 W-2s were delivered to the Statehouse Mail Room January 23. It is anticipated that employees should begin receiving their paper W-2 forms sometime next week.
If an employee has not received their W-2 by February 1, please have them call us at 208-334-2394.
Employees can consent to view their W-2 online at any time.
A Reminder on Returned W-2s
If an employee has a change of address on file with the US Postal Service, their W-2 will be automatically forwarded by the post office.
The only W-2s that will be returned to the State Controller’s Office will be those marked as Undeliverable. If a W-2 is returned, the address will be checked against the SCO system. If the address on the system has been updated, the State Controller's Office will put the W-2 back in the mail to be delivered to the new address. If the address on the system has not been updated, the State Controller's Office will hold the W-2 until the employee contacts us.
Note: Depending on the state agency, an employee may update their own address information by using the Employee Self-Service option or by having their agency HR/payroll office update the information.
Instructions for requesting a duplicate Form W-2
The State Controller's Office will not start processing duplicate Form W-2 requests for 2019 until after February 1, 2020. Employees requesting a duplicate W-2 will be assessed a $5.00 fee per reprinted form.
To request a duplicate Form W-2 please follow the instructions on the State Controller's website.
2019 1095-C forms will be mailed to employees before the March 2, 2020 deadline.
For additional questions, contact the State Controller’s Office via e-mail at DSPhelp@sco.idaho.gov. | | | | | | 1/21/2020 | Payroll |
Greetings from the Division of Statewide Payroll,
Welcome to 2020! This year brings new opportunities across the payroll enterprise. We are squarely focused on ensuring State of Idaho employees are paid on-time and accurately. From that primary mission, we are exploring new areas of process efficiencies and improvement. I'll touch on a couple of the larger projects affecting us (Luma and Payroll Calendars) as well as other topics that are relevant to this time of year. I welcome your questions and feedback as we tackle the many challenges (opportunities) ahead of us and trust the below communication is helpful for you.
Federal Form W-2, Wage and Tax Statement
The online version of the State of Idaho 2019 W-2 is available. All current employees and those in terminated status after December 31, 2018, have the ability to view and print their W-2 after logging in to our website. The paper forms will be mailed January 27, 2020, to current and terminated employees who have not consented to view their W-2 online by the opening of business on January 21, 2020.
Federal Form W-4, Employee's Withholding Allowance Certificate
Current employees are not required to submit a revised Federal Form W-4. However, there are significant changes to the form and the methodology for calculating tax withholding. Our office and the Idaho State Tax Commission strongly encourage current employees to review their current tax situation to ensure withholding is appropriate for their tax situation. Do not assume that your previous W-4 is sufficient to meet your 2020 tax needs.
NEW Payroll Calendars
We have updated our Payroll Calendars (https://www.sco.idaho.gov/LivePages/calendar%20year%202020.aspx) for 2020. This change was driven by the desire to provide you with a more meaningful reference tool. For example, we have employee calendars to help identify when Direct Deposit changes are due and when self-service actions will take effect. Additionally, we have clearly defined timesheet deadlines and when IPOPS actions are due. Please take special note of the IPOPS deadline. We have coordinated with DHR and DFM to identify these deadlines. If a submission does not meet the deadline, the submission is at risk for delay until the next pay period. There are calendars that highlight deadlines for donated leave forms and the below provides additional clarification:
Donated Leave: State employees are generous with their time. Our office receives a significant amount of donated leave forms to process. As we are unable to process these forms for future payrolls, donated leave forms should be sent to our office only when we have entered that payroll for processing. Example: For Bi-Weekly pay employees, DSP is currently processing donated leave forms for the 02/07/20 pay date. We started accepting these forms last Friday 01/17/20, and will accept them through the deadline of 01/22/20.
LUMA Update
The design sessions are coming to a close. For Human Capital Management and Payroll processes, we will revisit and update processes when Phase II begins in July 2021. The session participants have enabled us to build a solid foundation….and for their support, I offer a heartfelt “Thank You". Luma will now focus on Accounting, Budget, and Procurement (Phase I modules) over the next few months and complete the configuration sessions. The new Chart of Accounts is nearing finalization, and we are gaining momentum on the Luma project. I encourage everyone to keep track of Luma current events by visiting their website: https://www.sco.idaho.gov/LivePages/lumase-home.aspx Luma also has a newsletter, feel free to sign up.
Having issues with IPOPS entries? Don't fully understand the I-TIME process? We have a significant amount of reference material in our Payroll and Personnel Guide online (https://www.sco.idaho.gov/LivePages/payroll%20and%20personnel%20guide.aspx). We also offer monthly training courses that we highly encourage for new payroll/personnel specialists, but also as a refresher for existing agency payroll/personnel specialists. You can enroll in training courses at https://www.sco.idaho.gov/LivePages/training-registration.aspx. If you cannot attend the monthly scheduled date and time, contact the DSP Help Desk and we can explore other options to accommodate your training needs.
Thanks for all that you do!
Scott
| | | | | | 1/10/2020 | Payroll |
This e-mail has been sent to all DSP Correspondence contacts.
As of December 20, 2019, State of Idaho employees are able to update to the new 2020 Federal Form W-4 through their agency HR/Payroll representative.
Based on feedback, we are providing additional “Questions & Answers" to assist with implementation within your agency.
-
Do existing employees need to submit a new Federal W-4 and ID W-4?
- No. Current employees are not required to submit new forms. However, due to changes in the tax code, we strongly recommend employees review their current tax strategy to ensure they are aware of the potential effects.
-
What happens if I don't turn in a new Federal W-4 or ID W-4?
- For current employees, current allowances remain unchanged. However, the federal tax laws have changed. Employees should review their tax strategy with a tax professional.
- For new employees, if a federal W-4 is not provided, the agency payroll contact must enter the single rate with no other adjustments. If an ID W-4 is not submitted at the start of employment, the Idaho State Tax Commission recommends the agency payroll contact enter a single rate with zero allowances.
-
Do I need to submit a new W-4 in order for my additional amount to continue being withheld?
- The withholding amount will remain unchanged until the employee submits a new W-4.
-
My federal tax withholding decreased and I did not submit a new W-4. What happened?
- The most likely cause of a federal tax decrease is based on the previous W-4 submitted with zero allowances. If you have elected zero allowances, the 2020 tax calculations were applied. Employees are strongly encouraged to review their tax strategy in order to ensure tax withholding is appropriate.
NOTE:
Allowances are no longer calculated within the Federal W-4. All amounts entered on the Federal W-4 are dollar figures and must be entered into IPOPS as dollar figures.
For additional information regarding prior emails on the 2020 Federal Form W-4 and IRS links, please refer to the payroll communications page on the SCO Website: https://www.sco.idaho.gov/LivePages/payroll-communications.aspx
| | | | | | 1/7/2020 | Payroll |
This e-mail has been sent to all DSP Correspondence contacts.
As of January 7, 2020, all State of Idaho employees are able to access their 2019 W-2s online.
All current employees and those in terminated status after December 31, 2018 have the ability to view and print their W-2 on the web.
Reminder about Web Access and Security
As the New Year begins, many current and former employees will be requesting access to the SCO website for their W-2s.
Here are a few reminders regarding the importance of security:
- E-mails to the Controller's office should never include personal identifying/confidential information, such as social security numbers.
- Current and former employees with a valid e-mail address in IPOPS are allowed to reset their own passwords.
- Current and former employees without a valid e-mail address in IPOPS must contact the agency for online access to their W-2 information. Each agency has identified individuals designated as 'web security' contacts.
NOTE: Password reset requests of this type, made on behalf of a current and former employee, must be received from the designated agency web security administrator.
- Once an employee consents to view his/her W-2 online, a paper W-2 will not be mailed to them. This process will continue throughout the employee's employment with the state (including the tax year in which the employee has separated employment). If the employee wishes to receive a paper W-2 they must remove consent.
IMPORTANT REMINDER:
Employees are now able to add a personal email address by using the "Employee Secondary Email" form in IPOPS. This action will add a second email address to their record for verification purposes.
As part of the separation process, please ensure that you have updated the employee's mailing address and personal e-mail address in IPOPS. This will allow a former employee to reset his/her own passwords or remove consent and receive a paper W-2 in the mail.
As always, if you have questions, please contact the DSP Help Desk at dsphelp@sco.idaho.gov or (208) 334-2394.
| | | | | | 1/3/2020 | First Friday Fraud Facts | | | | | | | 12/31/2019 | Board of Examiners |
Please see the attached memo for changes regarding the Idaho mileage rate.
| | | | | | 12/6/2019 | First Friday Fraud Facts | | | | | | | 11/7/2019 | First Friday Fraud Facts | | | | | | | 10/1/2019 | First Friday Fraud Facts | | | | | | | 9/10/2019 | First Friday Fraud Facts | | | | | | | 8/2/2019 | First Friday Fraud Facts | | | | | | | 7/24/2019 | IBIS |
In an effort to modernize all State Controller's Office applications, the primary IBIS report building tool, Query Studio, has now been made available for use in the popular Chrome and Safari browsers. IBIS users may now feel free to utilize any browser of their choice to interact with the IBIS application and any of its report tools and features.
| | | | | | 7/16/2019 | Accounting |
If you do data entry into FAS, please follow the steps below:
FAS is open for use as of July 15, 2019. Please follow the procedure below for any FY19 transaction codes A01-A04 in the Hold File.
1. Determine if the asset needs to be added to FAS. If it does not need to be added, delete the record from the Hold File. If it does need to be added to FAS, continue with these instructions.
2. For ease of re-entry, the SCO recommends making a screen print of the S033 screen, the multiple funding source screen and possibly the optional funding source screen.
3. Delete the FY19 FAS transaction from the Hold File.
4. Re-enter the asset using the S035 - FAS Direct Data Entry.
5. Use the appropriate AT1 - AT4 FAS TC.
6. Use a July ADT date.
7. Use the actual In-Service Date. Enter all other necessary information for the selected FAS TC.
8. FAS TCs AT1 - AT4 are Level 3 transaction codes and can be released by the agency.
Capitalized assets may need to be included on your closing package. Please refer to the capital asset closing package for more direction.
| | | | | | 7/8/2019 | First Friday Fraud Facts | | | | | | | 7/1/2019 | Accounting |
This e-mail is being sent to all Accounting
Staff and P-Card contacts. Please share it with any personnel who might be
impacted by the following:
It is time to update the Fiscal Year in the P-Card and Travel Express
Applications:
-
P-Card - go into ADMIN and then to AGENCY SETTINGS and change the BFY to 2020 and hit CHANGE.
-
Travel Express - go into ADMIN and then to AGENCY and change the BFY to 2020 and hit UPDATE.
**Any Travel Vouchers that have travel dates for June 30 and earlier will
default to BFY 2019. The Fiscal Coder can now change the BFY to 2020. Refer to
the link below:
http://www.sco.idaho.gov/web/DSADoc.nsf/E8565C2A89ACB5D187257C060065A29C/$FILE/TE-change-BFY-on-a-voucher.pdf
If you have any questions, you can contact us at dsahelpline@sco.idaho or call us at
332-8827.
| | | | | | 6/10/2019 | First Friday Fraud Facts | | | | | | | 6/4/2019 | Press Releases | | | | | | | 5/20/2019 | First Friday Fraud Facts | | | | | | | 4/5/2019 | First Friday Fraud Facts | | | | | | | 3/20/2019 | Press Releases |
NEWS RELEASE
FOR IMMEDIATE RELEASE
February 25, 2019
Controller's Office Announces New Administrator of Division of Statewide Payroll
(Boise, ID) – The State of Idaho Controller's Office announced today that it selected Scott Smith for the position of Division Administrator for the Division of Statewide Payroll.
Smith has over twenty years of financial leadership and expertise including serving for twenty six years in the US Air Force where he held such roles as Chief Cost Analyst, Budget Officer, and Chief Financial Officer. Smith has also managed financial resources for the National Resources Conservation Service of Idaho.
“We are excited to welcome Scott to the State Controller's Office team, his proven leadership and experience will help drive the innovations and customer service known of the Controller's office forward. Scott joins our team with the 'service to the citizens' mentality that will continue to ensure the Controller's office accomplishes its constitutional duties to the citizens of Idaho." Joshua Whitworth, Deputy Chief of Staff said.
Smith is a member of the American Legion as well as a lifetime member of Veterans of Foreign Wars and Military Order of the Purple Heart. Smith is married with three children; his family owns a vineyard and enjoys camping, hunting, and being outdoors.
“I am especially honored to accept the Division Administrator position and humbled to be selected by State Controller Woolf. I am looking forward to serving the people of our great State" Smith said.
Under direction of State Controller Brandon Woolf, the Division of Statewide Payroll pays and keeps payroll records for approximately 26,000 state employees as well as conducting payroll training conferences for government employees.
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CONTACTS:
Joshua Whitworth, Chief Deputy -- State of Idaho Controller's Office | 208-334-3100 | jwhitworth@sco.idaho.gov
| | | | | | 3/1/2019 | First Friday Fraud Facts | | | | | | | 2/20/2019 | Board of Examiners | | | | | | | 2/1/2019 | First Friday Fraud Facts | | | | | | | 1/4/2019 | First Friday Fraud Facts | | | | | | | 12/18/2018 | Accounting |
To: State Agency Fiscal Officers and Accounting Contacts
From: Accounting Customer Resource Center
The State Treasurers Office recently made a change to Key Bank for handling warrants issued by SCO. Effective immediately, STO will no longer have the ability to place Stop Payments and/or Stop Payment Lifts on warrants. If
a vendor tells you that they have not received a warrant, depending on the date issued, you may want to wait a day or two to be sure they still have not received the warrant. Then you can complete a Certification and Request for Warrant Cancellation form. If you are sure the warrant needs to be cancelled, you can complete the form immediately.
Once a warrant has been Cancelled, it cannot be changed to Outstanding if the warrant is found.
Please contact the Accounting Help Desk if you have any questions.
Thank you.
| | | | | | 12/7/2018 | First Friday Fraud Facts | | | | | | | 11/2/2018 | First Friday Fraud Facts | | | | | | | 10/29/2018 | Accounting |
To: State Agency Fiscal Officers & Assistants
From: Accounting Customer Resource Center
Starting on November 1, 2018, emails containing confidential information that employees receive from the State of Idaho Controller's Office will be encrypted using a Secure Email service.
The attached document contains information regarding the process of opening a secure email that has been received from the State of Idaho Controller's Office.
This information has also been sent to agency HR Staff with instructions to share with agency personnel. Please forward this document to all employees within your agency to ensure they are aware of this new process.
For questions regarding the validity of a secure email that was received from SCO, please contact our office at scohelpdesk@sco.idaho.gov or (208)334-4808.
| | | | | | 10/16/2018 | IBIS | | This email has been sent to all payroll and personnel contacts. The State Controller’s Office added a new reporting group titled Current Payroll Labor Dist to IBIS. This reporting group gives the user the ability to retrieve actual payroll costs and hours from the most current pay period including the accounting distribution. In addition, it is available to all IBIS users with ‘payroll/personnel non-confidential’ access. · The Current Payroll Labor Dist reporting group only contains distribution information that was processed through the most current payroll. · Payroll information only exists in this reporting group until it has been posted to STARS. · Once the payroll information has posted to STARS, it is only available in the Employee Payroll reporting group. When running a report from the Current Payroll Labor Dist reporting group, the user will be prompted to select a pay date. Use the drop down arrow to select the pay date. NOTE: If no pay date is shown in the dropdown, the payroll information has been posted to STARS and no longer exists in this reporting group. The user must use the Employee Payroll reporting group to retrieve this information. If you have any questions about this new reporting group, please contact the DSP Help Desk at DSPHELP@sco.idaho.gov or 208-334-2394. DSP Helpdesk | | | | P.208-334-2394 O.208-334-3100 F.208-334-3338 | | |
CONFIDENTIALITY NOTICE: This message, including attachments, is intended only for the designated recipient(s), and may contain confidential, proprietary, or privileged information. Any dissemination or distribution of this message to other than the intended recipient(s) is strictly prohibited. If you receive this in error, please notify the sender by reply e-mail and delete this message.
| New Current Payroll Labor Dist Reporting Folder in IBIS | | | | 10/5/2018 | First Friday Fraud Facts | | | | | | | 9/28/2018 | IBIS | | | Payroll Labor Dist Reports Moving to IBIS | | | | 9/7/2018 | First Friday Fraud Facts | | | | | | | 8/3/2018 | First Friday Fraud Facts | | | | | | | 7/16/2018 | Accounting |
This e-mail message is being sent to all agency Fiscal officers, assistants and FAS users. Please forward this message to all personnel who need the information.
FAS is open for use as of July 16, 2018. Please follow the procedure below for any FY18 transaction codes A01-A04 in the Hold File.
1. Determine if the asset needs to be added to FAS. If it does not need to be added, delete the record from the Hold File. If it does need to be added to FAS, continue with these instructions.
2. For ease of re-entry, the SCO recommends making a screen print of the S033 screen, the multiple funding source screen and possibly the optional funding source screen.
3. Delete the FY18 FAS transaction from the Hold File.
4. Re-enter the asset using the S035 - FAS Direct Data Entry.
5. Use the appropriate AT1 - AT4 FAS TC.
6. Use a July ADT date.
7. Use the actual In-Service Date. Enter all other necessary information for the selected FAS TC.
8. FAS TC's AT1 - AT4 are Level 3 transaction codes and can be released by the agency.
Capitalized assets may need to be included on your closing package. Please refer to the capital asset closing package for more direction.
Thank you.
| | | | | | 7/6/2018 | First Friday Fraud Facts | | | | | | | 6/29/2018 | Accounting |
This e-mail is being sent to all Accounting Staff and P-Card contacts. Please share it with any personnel who might be impacted by the following:
It is time to update the Fiscal Year in the P-Card and Travel Express Applications:
On Monday, July 2
:
P-Card - go into ADMIN and then to AGENCY SETTINGS and change the BFY to 2019 and hit CHANGE.
Travel Express - go into ADMIN and then to AGENCY and change the BFY to 2019 and hit UPDATE.
**Any Travel Vouchers that have travel dates for June 30 and earlier will default to BFY 2018. The Fiscal Coder can now change the BFY to 2019. Refer to the link below:
http://www.sco.idaho.gov/web/DSADoc.nsf/E8565C2A89ACB5D187257C060065A29C/$FILE/TE-change-BFY-on-a-voucher.pdf
If you have any questions, you can contact us at dsahelpline@sco.idaho or call us at 332-8827.
Thank you.
| | | | | | 6/1/2018 | First Friday Fraud Facts | | | | | | | 5/4/2018 | First Friday Fraud Facts | | | | | | | 4/6/2018 | First Friday Fraud Facts | | | | | | | 3/2/2018 | First Friday Fraud Facts | | | | | | | 2/2/2018 | First Friday Fraud Facts | | | | | | | 1/16/2018 | Accounting | This message is being sent to all Fiscal Officers, their assistants and Accounting Contacts: On January 1, 2018 the Federal mileage rate increased 1 cent from 53.5 cents to 54.5 cents per mile. On January 16, 2018 the Idaho State Board of Examiners met and information about the new federal rate was provided. At this time, the Board of Examiners has decided that no action be taken and that the State of Idaho Mileage Rate would not increase; the rate will remain at 53.5 cents per mile. If you should have any questions, please feel free to contact the Board of Examiners at 208-334-3100 or at brdexam@sco.idaho.gov. | | | | | | 1/5/2018 | First Friday Fraud Facts | | | | | | | 1/4/2018 | Accounting | This e-mail is being sent to all Payroll/Personnel and Accounting contacts. With the passage of the new federal tax bill signed into law on December 22nd, all moving reimbursements are now taxable to employees beginning January 1st. The State Controller's Office (SCO) is making the following changes to assist you in making moving reimbursement payments to employees appropriately. Beginning January 1, 2018, all moving reimbursements are taxable to the employee and must be paid to the employee through payroll. All moving reimbursements must be processed on an IPOPS Special Payment or Other Earnings using the following earnings codes: · TMP (Non-Qualified Moving Expense - PERSI) – Used to compensate an employee for non-qualified (taxable) moving expenses. (Includes payments for relocation fees, storage costs, etc.) Reimbursements for these expenses are included in PERSI. · TMV (Non-Qualified Moving Expense) – Used to compensate an employee for non-qualified (taxable) moving expenses for lodging, meals, and mileage. Reimbursements for these expenses are excluded from PERSI per IC 59-1302(31)(C)(d). Non-Taxable Moving Codes are no longer available for use: · MOV Earnings Code in IPOPS · 5358 Sub-object in STARS The State Moving Policy and SCO documentation is currently being reviewed and will be updated to reflect the changes in the new federal tax bill. If you have questions, please contact the Division of Statewide Payroll at dsphelp@sco.idaho.gov or the Division of Statewide Accounting at DSAHelpLine@sco.idaho.gov. | | | | | | 12/6/2017 | Accounting | This message is being sent to all Fiscal Officers, their assistants and Accounting Contacts: SCO has been made aware of an issue with the "SAVE" function in the P-Card Application. We anticipate the fix to be completed tomorrow morning (Dec 7). Until the fix has been completed, please refrain from processing P-Card transmittals. Thank you for you patience. | | | | | | 12/4/2017 | Accounting | This message is being sent to all Fiscal Officers, their assistants and Accounting Contacts: SCO will be implementing multiple projects for the SAS Web Applications early on Wednesday, December 6, 2017 and the applications will not be available until 12:00 p.m. A Stop Page will appear if anyone attempts to access a Statewide Accounting Systems Application during this time. If the implementation and testing is completed prior to noon, the Stop Page will be removed and you will be able to access the applications. If you have any questions, please contact the Accounting Help Desk at 208-332-8827. Thank you. | | | | | | 12/1/2017 | First Friday Fraud Facts | | | | | | | 11/3/2017 | First Friday Fraud Facts | | | | | | | 10/6/2017 | First Friday Fraud Facts | | | | | | | 10/5/2017 | Accounting | This message is being sent to all IBIS users
Beginning October 11th, data from certain STARS reporting groups in IBIS that is more than 10 years old will be moved to a special STARS Archive folder found in the data tree of the query studio and report studio products. This folder is currently named “STARS Archive FY2008 and older”. We will change the name during each fiscal year end process to reflect the years that are in the folder.
The STARS reporting groups that will be impacted by this change are as follows: STARS GENERAL LEDGER
STARS EXPENDITURES
STARS REVENUES
STARS CASH ACTIVITY
STARS ALLOCATION
STARS APPROPRIATIONS
STARS CASH CONTROL
STARS DOCUMENT FILE
STARS GRANT
STARS PROJECT
STARS SUBSIDIARY
Any existing reports which are built against these reporting groups will continue to work. However, if you wish to report data that is older than FY2009 from one of these groups you will have to build another report from the STARS Archive folder. It is important that you do not mix data items from the archive folder with data items from the regular reporting groups. Doing this will result in a malformed query that will give unpredictable results. The names of the reporting groups in the archive folder are almost identical to those mentioned above except the letters ARCH are appended to each group. The names of the individual data items found within each group in the archive folder is identical to the data items found in the groups mentioned above.
Reports built from the STARS Archive group will prompt for fiscal year at run time in the same manner as the regular groups but, for those agencies that have statewide access, you will not be prompted for agency code when you run from one of the STARS Archive groups. You will need to create a filter in the report if you wish to view only certain agencies.
The STARS SUMMARY REPORTING groups are not impacted by this change. They will continue to work as they always have.
If you have questions regarding this change please contact the Division of Statewide Accounting (DSA Helpdesk) at the following:
Phone: 332-8827
E-mail: dsahelpline@sco.idaho.gov | | | | | | 9/1/2017 | First Friday Fraud Facts | | | | | | | 8/4/2017 | First Friday Fraud Facts | | | | | | | 7/17/2017 | Accounting | This e-mail message is being sent to all agency Fiscal officers, assistants and FAS users. Please forward this message to all personnel who need the information.
FAS is open for use as of July 17, 2017. Please follow the procedure below for any FY17 transaction codes A01-A04 in the Hold File.
1. Determine if the asset needs to be added to FAS. If it does not need to be added, delete the record from the Hold File. If it does need to be added to FAS, continue with these instructions.
2. For ease of re-entry, the SCO recommends making a screen print of the S033 screen, the multiple funding source screen and possibly the optional funding source screen.
3. Delete the FY17 FAS transaction from the Hold File.
4. Re-enter the asset using the S035 - FAS Direct Data Entry.
5. Use the appropriate AT1 - AT4 FAS TC.
6. Use a July ADT date.
7. Use the actual In-Service Date. Enter all other necessary information for the selected FAS TC.
8. FAS TC's AT1 - AT4 are Level 3 transaction codes and can be released by the agency.
Capitalized assets may need to be included on your closing package. Please refer to the capital asset closing package for more direction.
Thank you. | | | | | | 7/12/2017 | Accounting | Please share with anyone in your agency who may have need of this information. In preparation of modernizing Idaho’s core accounting and payroll systems, State Controller Brandon Woolf directed his staff to review all processes, functions and systems and to make recommendations regarding prioritizing work on pre-modernization projects. At the State Controller’s direction and with an understanding of the security credentialing needs of state agencies, SCO developed a web-based solution to address and mitigate the inherent weaknesses in the legacy paper-based security form process. This new solution will be used by: 1.) State agencies to communicate and approve their security needs to the State Controller’s Office; and 2.) The State Controller’s Office to manage the underlying security data and workflows associated with granting, removing and modifying security privileges for accessing SCO applications. Please review the attached whitepaper containing additional details about the upcoming changes to the process of requesting secure access to SCO’s applications. Over the next few months each agency will be individually added into the new process. SCO staff will be contacting each agency in advance of implementing the new process. For questions about the new Security Access Request process, training, or support, please contact the Office of the State Controller by calling (208) 334-3100 or via email to AccessRequest@sco.idaho.gov. | | | | | | 7/10/2017 | First Friday Fraud Facts | | | | | | | 7/1/2017 | Board of Examiners | | | | | | | 6/30/2017 | Accounting | This e-mail is being sent to all Accounting Staff and P-Card contacts. Please share it with any personnel who might be impacted by the following:
It is time to update the Fiscal Year in the P-Card and Travel Express Applications:
On Monday, July 3:
P-Card - go into ADMIN and then to AGENCY SETTINGS and change the BFY to 2018 and hit CHANGE.
Travel Express - go into ADMIN and then to AGENCY and change the BFY to 2018 and hit UPDATE.
**Any Travel Vouchers that have travel dates for June 30 and earlier will default to BFY 2017. The Fiscal Coder can now change the BFY to 2018. Refer to the link below:
| | | | | | 6/13/2017 | Accounting | TO: Fiscal officers and accounting contacts. Please share this information with anyone in your agency who may have need of it. Great news! With the signing and passing of Senate Bill 1151, effective July 1, 2017, the Affidavit for Cancellation of a Warrant is no more! In its place will be a Certification and Request for Cancellation of a Warrant. What does this mean? Until June 30, 2017, the vendor is required to have the Affidavit notarized - which was a hassle, cost money and delayed the vendor being paid. Starting July 1, 2017, agencies will use the Certification instead of the Affidavit. The Certification has a lot of the same language as the Affidavit, but does not require a notarization and should streamline and speed up the cancellation and reissue process. The passage of Senate Bill 1151 does not eliminate the need for the agency to complete the Warrant Cancellation form. On July 1, the Affidavit will be removed from the SCO website and the Certification will be added. We realize that Affidavits will be, or could be, sent out before June 30. Affidavits already in progress on June 30 will be honored and processed when received at SCO. Senate Bill 1151 also removed the requirement to send copies of related forms to the Idaho State Treasurer’s Office. If you have any questions, please contact the DSA Helpline by email at dsahelpline@sco.idaho.gov or by phone at 332-8827. | | | | | | 6/5/2017 | First Friday Fraud Facts | | | | | | | 5/30/2017 | Accounting | This e-mail is being sent to all agency fiscal officers, their assistants, accounting and P-Card contacts. Please share with any personnel who might be impacted by the following: We wanted to notify you that our programmers have been able to identify and delete all of the duplication transactions that had been sent by VISA. The latest files from VISA have been reviewed and uploaded to the P-Card Application. Please let us know if you have questions and/or concerns. Thank you, Accounting Help Desk | | | | | | 5/30/2017 | Accounting | This e-mail is being sent to all agency fiscal officers, their assistants, accounting and Travel Express contacts. Please share with any personnel who might be impacted by the following: Travel Service is currently experiencing a Server Error when trying to approve travel vouchers. Our programmers are working on this issue and are hoping to have it resolved by noon today. If the server has to be re-booted, you may receive a Server Error in any of the SAS Applications. If it is around noon and you receive such an error, please log off and sign back on in a few minutes. Thank you for your patience. | | | | | | 5/26/2017 | Accounting | This e-mail is being sent to all agency fiscal officers, their assistants, accounting and P-Card contacts. Please share with any personnel who might be impacted by the following: We want to provide a follow-up on the Duplicate Transactions that were received from VISA: You will notice that P-Card has not been updated since the morning of 5/24. We made the decision yesterday not to process the file received from VISA as there were additional duplicates contained in that file. We have since received an updated file that does not contain any duplicates. Once we are able to determine that the file contains only valid transactions, we will update the P-Card Application. VISA has identified the problem that caused the duplicate transactions to be sent and they stated that they have fixed it on their end. SCO and VISA are still in discussion as to the best way to remove any duplicates that have already been downloaded into the P-Card Application. Until we have a solid solution, it is VERY IMPORTANT that the transactions already posted are NOT verified and/or approved. Also, do NOT execute the POST PEND process!! We will have a solution to how we can remove the duplicate transactions before agencies receive their Bank of America statements for May. Thank you for your patience. | | | | | | 5/24/2017 | Accounting | This e-mail is being sent to all agency fiscal officers, their assistants, accounting and P-Card contacts. Please share with any personnel who might be impacted by the following: While researching a suspected duplicate transaction in our P-Card Application, our programmer discovered several duplicate transactions in the system. The duplication's are charges from Amazon on 05/09/17 that were billed again on 05/24/17 through VISA and delivered to us via their file download. SCO has a call into Bank of America regarding this issue and we are confident that they will be issuing credits soon. In the meantime, please do not VERIFY any duplicate transactions that you may find. Once credits are issued by VISA, agencies can then verify/approve both transactions. If you have any questions, please contact the Accounting Help Desk at 208-332-8827 or email to: dsahelpline@sco.idaho.gov | | | | | | 5/8/2017 | First Friday Fraud Facts | | | | | | | 4/7/2017 | First Friday Fraud Facts | | | | | | | 3/3/2017 | First Friday Fraud Facts | | | | | | | 2/3/2017 | First Friday Fraud Facts | | | | | | | 1/25/2017 | Accounting | Good Afternoon, Please see attached memo from State Controller Woolf. The memo serves as a friendly reminder to all agencies that the mileage reimbursement rate has changed effective January 1, 2017, in order to correspond with the current federal rate set by the IRS. If you have any questions please feel free to contact me at 208-334-3100. Thank you, Lourdes Matsumoto
Deputy Legal Counsel | Executive Assistant to State Controller | | | | | | 1/20/2017 | Accounting | TO: Security Liaisons
FROM: Patti Everill – Program Liaison/Trainer
RE: STARS Security Users – DAFR 8600
We are conducting our annual review of the authorized STARS users in each agency. Please take time to review the DAFR 8600 – Security Table Listing report available in Online Reporting. Any agency user changes can be e-mailed to STARS_security@sco.idaho.gov This report is generated the beginning of each month, so keep in mind changes made during the current month will not be reflected. In those instances it is recommended that you review the report again when the February update is posted.
Should you have any questions, please feel free to contact me direct at peverill@sco.idaho.gov
Thanks,
Patti Everill | | | | | | 1/19/2017 | Accounting | MEMORANDUM January 19, 2017 FROM: Audrey Musgrave Deputy State Controller Division of Statewide Payroll Patrick Hodges Deputy State Controller Division of Statewide Accounting SUBJECT: Security – Challenge Answer Requirements In October, the State Controller’s Office (SCO) implemented a 2 step authentication logon procedure that requires users to enter both a valid password and answer to the challenge question previously established. At the time of that implementation, employees were allowed to have ‘special characters’ (example: & * # !) in their answer to the challenge question. Since then we have received numerous calls from employees having problems with the ‘special characters’. As a result, the SCO has made the decision to only accept alpha and/or numeric characters in the answer your challenge question. This change will take effect on January 25, 2017. NOTE: Users that currently have special characters in his/her challenge answer should change their challenge answer to alpha and/or numeric prior to the effective date above. Those who do not make the change prior to implementation will be locked out and required to request a password reset to proceed. No action is required for users that currently have only alpha and/or numeric characters in his/her challenge answer. If you have any questions or concerns please contact the SCO Help Desk by phone (208) 334-4808 or email SCOHelpDesk@sco.idaho.gov | | | | | | 1/10/2017 | Accounting | Please share the following information with all employees. Remember: Security is important. `Tis the season when criminals use email phishing attempts and other social engineering techniques to dupe unsuspecting, well-intentioned people by sending them official-looking but utterly-fraudulent emails designed to steal sensitive information such as usernames, passwords, birth dates, or even social security numbers. The Office of the State Controller will NEVER send you an email that instructs you to click on, or follow a link that bypasses the main SCO website and takes you directly to the SCO logon page. If you do receive a suspicious email communication at work, immediately report it to your agency’s security coordinator or your supervisor. As public servants, we are all responsible for safeguarding a great amount of personal information which is exempt from disclosure. Please remember to take precautions to protect ourselves, our employers, and the citizens we serve from the potential impacts of cybercrime. If you believe you may have fallen prey to a scam like an email phishing attempt while at work, there are important steps you must take to protect yourself and the state. First, immediately call your agency’s security coordinator or your supervisor and report the event. Most likely, you will be directed to change potentially compromised passwords, and take other protective actions. Security, after all, is everyone’s responsibility. | | | | | | 1/6/2017 | First Friday Fraud Facts | | | | | | | 12/2/2016 | First Friday Fraud Facts | | | | | | | 11/4/2016 | First Friday Fraud Facts | | | | | | | 10/7/2016 | First Friday Fraud Facts | | | | | | | 9/2/2016 | First Friday Fraud Facts | | | | | | | 7/1/2016 | First Friday Fraud Facts | | | | | | | 7/1/2016 | First Friday Fraud Facts | | | | | | | 6/3/2016 | First Friday Fraud Facts | | | | | | | 5/6/2016 | First Friday Fraud Facts | | | | | | | 4/1/2016 | First Friday Fraud Facts | | | | | | | 3/4/2016 | First Friday Fraud Facts | | | | | | | 2/5/2016 | First Friday Fraud Facts | | | | | | | 1/25/2016 | IBIS | | New IBIS Statewide Report - ACA Tracking Report
In an effort to improve reporting and tracking for the Affordable Care Act, the Division of Statewide Payroll has created the following statewide report in IBIS. ACA Tracking Report – The report is located in IBIS under Statewide Reports: Personnel The report tracks employee average initial and/or standard measurement period hours, based on the last pay period processed. The report includes: · Average hours by employee over the applicable measurement period. · ACA full-time indicators during initial and stability dates. Additional documentation on the Affordable Care Act, is available from the SCO website at www.sco.idaho.gov(Payroll, DSP Payroll User Manual and search on the Affordable Care Act).
Office of the State Controller
Division of Statewide Payroll Help Desk
(p) 208-334-2394
(f) 208-334-3338
| New IBIS Statewide Report - ACA Tracking Report | | | | 1/1/2016 | First Friday Fraud Facts | | | | | | | 12/4/2015 | First Friday Fraud Facts | | | | | | | 11/6/2015 | First Friday Fraud Facts | | | | | | | 10/5/2015 | First Friday Fraud Facts | | | | | | | 9/17/2015 | Press Releases | Patrick Hodges Selected to Lead State Controller's Accounting Division Idaho State Controller Brandon Woolf announced the appointment of Patrick Hodges to the post of administrator over the State Controller’s division of statewide accounting. Hodges will rejoin the Controller’s office on September 28, filling a vacancy left by the retirement of 34-year public servant Merideth Hackney. “With Merideth’s retirement, the people of Idaho are losing a consummate professional and committed public servant whose expansive knowledge of Idaho’s accounting systems and practices is unrivaled”, commented State Controller Woolf. “Yet, having worked closely with Patrick over the past decade and a half, I’m confident in his abilities to manage our division of statewide accounting. He’s smart, hardworking, guided by bedrock principles, and uniquely suited to oversee the state’s accounting systems.” Hodges, who immediately prior to his appointment held the number-two job at the Idaho Department of Lands, started his career in state government at the Controller’s office back in 1999. He went on to earn an undergraduate degree in production and operations management in 2001 from Boise State University, and completed a Master in Business Administration from the same institution in 2003. Hodges left the Controller’s office in 2008 to lead the Department of Lands’ fiscal, information technology and geographic information services programs as the administrator over support services. He earned a promotion to serve as Lands’ deputy director in 2014. “Leaving the Department of Lands was a difficult decision, in that I have tremendous respect for department’s director, Tom Schultz, and the many dedicated employees of the agency,” noted Hodges. “However, the Controller’s office was my first home in state government, and I’m excited to return home and honored that State Controller Woolf has trusted me to oversee Idaho’s accounting operations.” The office of State Controller is a statewide executive-level elected position which provides accounting and payroll services to all state agencies. The office is constitutionally and statutorily charged with ensuring your tax dollars are accurately accounted for and spent in accordance with the law. Brandon Woolf started work in the Controller’s office in 1997, and has served as Idaho’s chief fiscal officer and State Controller since 2012. ### | | | | | | 9/4/2015 | First Friday Fraud Facts | | | | | | | 8/7/2015 | First Friday Fraud Facts | | | | | | | 7/6/2015 | First Friday Fraud Facts | | | | | | | 6/5/2015 | First Friday Fraud Facts | | | | | | | 5/1/2015 | First Friday Fraud Facts | | | | | | | 4/3/2015 | First Friday Fraud Facts | | | | | | | 3/6/2015 | First Friday Fraud Facts | | | | | | | 2/6/2015 | First Friday Fraud Facts | | | | | | | 1/2/2015 | First Friday Fraud Facts | | | | | | | 12/15/2014 | IBIS | | Have you ever been asked to see if an invoice had been paid twice and wished there was an IBIS query already developed for that purpose? The State Controller’s Office is happy to announce that a new IBIS query is available under State of Idaho Public Folders/Statewide Reports/Accounting/Possible Duplicate Payments. The report will provide transaction information when the following are exact duplicates: agency code, vendor number, invoice number and amount. Attached is a document that explains the query in more detail. If anyone has questions or comments, please let us know. | New IBIS Query is available - Duplicate Payments | | | | 12/5/2014 | First Friday Fraud Facts | | | | | | | 11/10/2014 | First Friday Fraud Facts | | | | | | | 10/3/2014 | First Friday Fraud Facts | | | | | | | 9/5/2014 | First Friday Fraud Facts | | | | | | | 8/1/2014 | First Friday Fraud Facts | | | | | | | 7/2/2014 | First Friday Fraud Facts | | | | | | | 6/6/2014 | First Friday Fraud Facts | | | | | | | 5/2/2014 | First Friday Fraud Facts | | | | | | | 4/28/2014 | IBIS | | Sent to all IBIS users In an effort to alleviate the login problems that we were experiencing last week we have rewritten the scripts that are executed when you attempt to log into the IBIS system. However, you may still need to clear your cached pages before the new login process will work for you. If you are having trouble getting logged into the system perform the following steps. Go to Tools > Internet Options and, in the Browsing history section of the screen, click on the Delete button. You will then be presented with a screen that looks like the following. Set the top three choices as shown then click delete. We do not expect that you will have to continue to do this each time you log into the system. Remember SCO staff members are here to assist you if you have any questions regarding IBIS. The following help desks are the best place to start if you have an inquiry: Division of Statewide Accounting (DSA Helpdesk) Phone: (208) 332-8827 E-mail: dsahelpline@sco.idaho.gov Division of Statewide Payroll (DSP Helpdesk) Phone: (208) 334-2394 E-mail: dsphelp@sco.idaho.gov | Logging into IBIS | | | | 4/14/2014 | IBIS | |
Sent to all IBIS users
IBIS users recently received notification that the IBIS system will be down on Friday, April 18th from noon until 2:00 pm. This note will provide more details about that outage. We will be upgrading the Cognos Business Intelligence (BI) software to version 10.2.1. The Cognos BI software serves as the front-end reporting engine for the IBIS system. Most users will not notice many changes with this new release. However, there are a few differences which are noteworthy. They are spelled out below.
1. Cognos has always let the user choose whether they want to see the reports in a list view which lists the reports vertically down the page or a details view which shows more detail such as the report descriptions and lists the reports going across the page. In the new release the details view still shows report descriptions but the reports are listed vertically down the page similar to the list view. It is a more readable format and users should like it. 2. There is a new option for rendering reports in Excel. It is called the Excel 2007 Data format. It will be useful if you want IBIS to send the data to Excel in more of a raw data format with groupings and subtotals removed. 3. The query studio tool now shows the report name in the upper-left corner. 4. When filtering on a data item in query studio the software will use the “pick values from a list” as its default method of presenting the query. Users are accustomed to seeing the “type in values” box as the default method for querying and it is the preferable method because, depending on the data item being filtered, the pick values from a list box can take a long time to populate. Each user can control the default method that is used for filtering from within query studio by choosing Manage File from the menu in the upper-left corner and then clicking on My Preferences. From here you can select “Type in values” as the default. We recommend doing this. It will only have to be done once then query studio will remember the selection. 5. The Business Insight and Business Insight Advanced products have been renamed to Cognos Workspace and Cognos Workspace Advanced respectively.
We look forward to bringing you this upgrade. This keeps us in sync with the latest functionality in Business Intelligence.
Remember SCO staff members are here to assist you if you have any questions regarding IBIS. The following help desks are the best place to start if you have an inquiry:
Division of Statewide Accounting (DSA Helpdesk) Phone: (208) 332-8827 E-mail: dsahelpline@sco.idaho.gov
| IBIS Software Upgrade | | | | 4/8/2014 | First Friday Fraud Facts | | | | | | | 3/6/2014 | First Friday Fraud Facts | | | | | | | 2/18/2014 | IBIS | | Sent to all IBIS users
This newsletter is sent out periodically from the State Controller’s Office to the IBIS user community to help make them aware of changes and enhancements which have been made to the system, detail new reports which have been built, provide tips on dealing with issues we have heard about, and highlight upcoming modifications IBIS users can expect to see in the near future.
Changes and Enhancements:
Change – Reporting Employee Payroll data by Fiscal Year We have added functionality to make reporting by fiscal year from within the Employee Payroll reporting group much easier. Effective 02/14/2014 you will see two folders beneath the Employee Payroll reporting group. The first folder will be for reporting by calendar year and the other one will be for reporting by fiscal year. Make sure you do not mix data from the two folders when you build your reports. When you run a report built from one of these folders the system will prompt you for calendar year or fiscal year depending on which folder you have pulled your data items from. Existing reports built from the Employee Payroll reporting group will continue to work and will prompt for calendar year. Data items that are added to an existing report should be pulled from the calendar year folder.
New – Grant Revenues and Expenditures Reports Several new Grant Revenue and Expenditure reports have been added to the Statewide Reports > Accounting > Grant and Project Reporting folder to allow reporting at various levels of detail. Each report shows the grant revenues and expenditures from FY2005 forward and will show more detail for STARS units budgeted and expended, program income received and expended, and cost allocation in and out. Descriptions of what is in each section can be found on the report. If you leave the date range blank, the query will pick all information from FY2005 forward. You can select all grants or just specific grants. Purged grants are excluded.
New – Federal Financial Report This report is found in the Statewide Reports > Accounting > Grant and Project Reporting folder. It shows the grant file information from FY2005 forward. The Federal information is based on fund 0348, and the Recipient information is all other funds combined together. You can request different year/months, such as a three-month range for quarterly reports, or year/months that correspond to your Federal reporting year. The months are based on the month that the transactions posted in STARS (STARS Effective date rather than STARS Process date). You can select all grants or just specific grants. Purged grants are excluded.
New – Indirect Cost Cash Transfers This report is found in the Statewide Reports > Accounting > Grant and Project Reporting folder. It is a management tool for Indirect Costs transfers in and out within the agency. The Amounts Transferred Total should always be zero. If not, a part of the transfer was not completed or is in error.
New – FAS Summary Reporting Group There is a now a new reporting group being presented in the data tree of Query Studio and Report Studio. This new group is called FAS Summary. The regular FAS reporting group contains ten funding sources and a fund/budget unit combination can be found in any of the 10. The Summary reporting group combines those ten sources into one. This makes it easier for a user to see the amount of funding being provided by a given fund or budget unit regardless of how that fund or budget unit might have been distributed throughout the funding sources in FAS.
Tips:
Changing the report view You can control the level of detail that you see when you are looking at a list of reports in IBIS. There are two icons that appear near the upper-right corner of your screen. If you click the first icon you will see the reports presented in a list down the left-hand side of the screen. The benefit of this view is that it is easy to read and you get more reports presented on your screen. The second icon gives you a detailed view of your reports. This view is handy if you are wanting to see the report descriptions.
Remember SCO staff members are here to assist you if you have any questions regarding IBIS. The following help desks are the best place to start if you have an inquiry:
Division of Statewide Accounting (DSA Helpdesk) Phone: (208) 332-8827 E-mail: dsahelpline@sco.idaho.gov
Division of Statewide Payroll (DSP Helpdesk) Phone: (208) 334-2394 E-mail: dsphelp@sco.idaho.gov
| IBIS User Newsletter | | | | 2/11/2014 | First Friday Fraud Facts | | | | | | | 1/6/2014 | First Friday Fraud Facts | | | | | | | 12/6/2013 | First Friday Fraud Facts | | | | | | | 12/4/2013 | Press Releases | | | BRANDON D WOOLF
OFFICE OF THE STATE CONTROLLER | | | | | For Immediate Release-
December 4, 2013 | | Contact: Scott Phillips,
(208) 334-3100
|
Dan Goicoechea Tapped to Lead Idaho Technology Authority
Boise, Idaho – Idaho State Controller Brandon D Woolf announced the appointment of his chief of staff, Dan Goicoechea, to the post of Idaho Technology Authority (ITA) chairman. Governor Otter selected the Controller’s Office to lead this statutorily-created committee due to the omnipresent technology services the controller provides to every state agency.
As ITA Chairman, Mr. Goicoechea is tasked with leading Idaho’s statewide efforts to review and evaluate the information technology and telecommunications systems presently in use by state agencies, and to prepare Idaho’s IT and telecommunications plans. The committee also sets IT and telecommunications policies and standards for all state agencies.
Mr. Goicoechea, with more than 10 years of service in the State Controller’s Office, has served in the capacity as chief of staff for the past three state controllers and had concurrently ran the controller’s IT division in the past. “Mr. Goicoechea brings an incredible amount of experience to the ITA,” said State Controller Woolf. “He’s done more to enhance Idaho’s IT infrastructure than any other public servant I know, and we’re fortunate to have him leading this important committee.”
In addition to being Idaho's chief financial officer and fulfilling other statutory responsibilities, State Controller Brandon D Woolf is a constitutional officer charged with processing payroll for all state employees, paying the state's bills, accounting for all state funds, and maintaining the state's largest data center. State Controller Woolf also serves as the Secretary to the Board of Examiners and as a member of the Idaho State Board of Land Commissioners.
### | | | | | | 11/1/2013 | First Friday Fraud Facts | | | | | | | 10/7/2013 | First Friday Fraud Facts | | | | | | | 9/24/2013 | IBIS | | This newsletter is sent out periodically from the State Controller’s Office to the IBIS user community to help make them aware of changes and enhancements which have been made to the system, detail new reports which have been built, provide tips on dealing with issues we have heard about, and highlight upcoming modifications IBIS users can expect to see in the near future. Changes and Enhancements: New – Data item to help track pay rate overrides A data item called Actual Override End Date has been added to the Employee Personnel reporting group. This item shows the date when the pay rate override actually ended. This date can be different from the one shown in the Rate Override End Date which shows the date the rate override was originally scheduled to end when the override was initially set up. Change – Temporary Merit Increase Report The Temporary Merit Increase report found in the Statewide Reports folder has been modified to use the new Actual Override End Date data item when calculating the estimated value of a rate override. Using this date provides a more accurate estimate of the total value of the override. New – Temporary Merit Increase for Fiscal Year A new report has been added to the Statewide Reports folder called Temporary Merit Increase for Fiscal Year. This report is like the other Temporary Merit Increase report except where the other reports shows the value of a rate override for the entire length of the override, this report shows the value of the override for the part of it that was worked in a given fiscal year. New – Wage and Salary Reporting Group A new reporting group has been added to the data tree that is found in Query Studio and Report Studio. This group contains the detail data from the latest Wage and Salary Report. It contains actual amounts from the prior fiscal year, estimated budget amounts for the year in process and projected amounts for the future fiscal year. The data is used to populate the B-6 forms. Change – Data items added to STARS GL Summary Reporting Group We have added three data items to the STARS GL Summary Reporting group. The first item is the fiscal month. So you can now generate reports from this group that track data down to the month level instead of only being able to report at the fiscal year level. The second item is the Budget Fiscal Year and the third item that has been added is the Second Agency Code. These additions should permit you to build more reports from this faster-running summary group. New – Interfund Reporting Folder A new reporting folder has been added beneath the Statewide Reports > Accounting folder. It is called Interfund Reporting and it contains an Interfund Payables and an Interfund Receivables report. Both of these reports are filtered on GL account 1502 and are designed to help an agency track its interfund activity both in and out. Change – Y batch transactions are excluded from certain reporting groups Transactions with a batch type of Y have been excluded from the STARS Expenditures and STARS Revenues reporting groups. They were causing a lot of confusion and so we deemed it best to simply remove them from these groups. You can still see the Y batches by using the STARS General Ledger reporting group. New – Additional List Tables We have added some tables to the Tables Lists reporting group. You will see new lists in both the Payroll Lists folder and the STARS/FAS folder. The additions to the Payroll lists folder include a list for the 905 table(FYE benefit rates/amounts) and the 910 table (payroll agency table). In the STARS/FAS folder you will see several new lists for FAS tables. Remember SCO staff members are here to assist you if you have any questions regarding IBIS. The following help desks are the best place to start if you have an inquiry: Division of Statewide Accounting (DSA Helpdesk) Phone: (208) 332-8827 E-mail: dsahelpline@sco.idaho.gov Division of Statewide Payroll (DSP Helpdesk) Phone: (208) 334-2394 E-mail: dsphelp@sco.idaho.gov | 09-23-2013 IBIS Newsletter | | | | 9/6/2013 | First Friday Fraud Facts | | | | | | | 8/2/2013 | First Friday Fraud Facts | | | | | | | 7/5/2013 | First Friday Fraud Facts | | | | | | | 6/21/2013 | Press Releases | | | BRANDON D WOOLF
OFFICE OF THE STATE CONTROLLER | | | | | For Immediate Release-
June 21, 2013 | | Contact: Scott Phillips,
(208) 334-3100
|
Melba’s Emily Dyas Elected Girls State Controller, Met with Idaho State Controller Brandon D Woolf
Boise, ID – Idaho State Controller Brandon D Woolf welcomed Melba High School senior and American Legion Auxiliary Idaho Syringa Girls State participant Emily Dyas to his office Thursday. Ms. Dyas was selected by the more than 240 young women who participated in this year’s Girls State mock government program to serve as the Girls State Controller. Each June, young women from across Idaho are invited to join the week-long Girls State program at Northwest Nazarene University in Nampa and at the State Capitol. Together they organize a mock government, make speeches, elect leaders, debate legislation, learn about the process of governing and forge new friendships. “Girls State provides an unparalleled educational opportunity for Idaho’s young women, immersing them in the ideals and principles that make our state and nation great,” noted State Controller Woolf. “It helps prepare the youth of today to become tomorrow’s leaders.” The program, which is sponsored by the American Legion Auxiliary, is open for young women who have successfully completed their junior year of high school and who have at least one more semester of high school remaining. Girls State participants may also apply for thousands of dollars of college scholarships that are available through the program. More information about the Girls State program, including participation forms, is available online at http://www.idahoala.org.
###
Additional Information Photo of State Controller Brandon D Woolf and American Legion Auxiliary Idaho Syringa Girls State Controller Emily Dyas; photo by Deborah Wonch
| | | | | | 6/10/2013 | First Friday Fraud Facts | | | | | | | 5/20/2013 | Press Releases | | | BRANDON D WOOLF
OFFICE OF THE STATE CONTROLLER | | | | | For Immediate Release-
May 20, 2013 | | Contact: Scott Phillips,
(208) 334-3100
|
State Controller Woolf Appoints Tammy Shipman to Lead Computer Services Division
Boise, Idaho - State Controller Brandon D Woolf announced the appointment of Tammy Shipman to lead his agency's Division of Computer Services after the retirement of the division's former administrator Steve Wilson. Mrs. Shipman, a twenty-five year veteran of the State Controller's Office, first joined the office as a data production controller and worked her way up through the ranks, ultimately serving as Bureau Chief over the agency's Computer Operations bureau immediately prior to her new appointment.
The State Controller's Division of Computer Services provides a variety of technology services to many state agencies. "Tammy's exceptional management skills coupled with a lifetime of technology experience and unmatchable knowledge of our IT systems will serve our office, and the state agency customers we work for, very well," said State Controller Woolf. "She's highly qualified, committed to providing outstanding customer service, and has my full support and confidence." Mrs. Shipman will also represent the State Controller's Office on the Idaho Technology Authority, a policy-focused committee comprised of key state leaders and IT managers.
In addition to being Idaho's chief financial officer and fulfilling other statutory responsibilities, State Controller Brandon D Woolf is a constitutional officer charged with processing payroll for all state employees, paying the state's bills, accounting for all state funds, and maintaining the state's largest data center. State Controller Woolf also serves as the Secretary to the Board of Examiners and as a member of the Idaho State Board of Land Commissioners.
###
| | | | | | 5/13/2013 | IBIS | | IBIS users please be informed that we are going to be making a change to the Statewide Reports > Accounting folder. We will be adding some subfolders to make it less cluttered and make the reports easier to find. The following six subfolders will be added: Appropriations Cash Financial/Revenue Plans Revenues and Expenditures P-Card Travel Also the FAS folder will be moved into the Accounting folder instead of being out at the Statewide Reports level. We will be making this change at the end of the day on Thursday, May 16th so you will see the new structure when you log in on Friday morning. This will not impact the way the reports run and any report views that have been created against the Accounting reports should still function without any issues. If you have any questions concerning these changes please contact the Division of Statewide Accounting helpdesk at one of the following: Phone: (208) 332-8827 E-mail: dsahelpline@sco.idaho.gov Thank you. | Change to IBIS Statewide Reports | | | | 5/3/2013 | First Friday Fraud Facts | | | | | | | 4/22/2013 | Press Releases | | | BRANDON D WOOLF
OFFICE OF THE STATE CONTROLLER | | | | | For Immediate Release-
April 22, 2015 | | Contact: Scott Phillips,
(208) 334-3100
|
Media Advisory: Weekly Schedule Update For the Week of April 22, 2013 Boise, Idaho - Below listed please find some of the meetings and events scheduled for State Controller Brandon D Woolf. This schedule is provided for newsroom planning purposes only and is subject to change. All listed times are local to the event. TUESDAY, APRIL 23 Staff from the State Controller's Office will conduct a regularly scheduled table-top disaster recovery exercise from Tuesday, April 23 through Thursday April 25. These semi-annual exercises test the Office of the State Controller's preparations for responding to and recovering from natural and/or man-made disasters which may impact the agency's ability to conduct business on behalf of the people of Idaho. TUESDAY, APRIL 23 Staff from the State Controller's Office Division of Statewide Accounting will participate in the Association of Government Accountant's (AGA) 2013 Spring Professional Development Conference (PDC) on from April 23 through April 24 at the Boise Hotel & Conference Center, located at 3300 South Vista Avenue in Boise, Idaho. This year's PDC included training on GASB Statements 63 & 65, as well as courses covering Internal Controls, Forensic Accounting and Data Acquisition, Roles of Performance Auditors and Evaluators in a Public Policy Environment, and much more. More information about the AGA's 2013 Spring Professional Development Conference is available online at: THURSDAY, APRIL 25 State Controller Woolf and staff from his office will meet at 10:00 am to discuss potential enhancements to Transparent.Idaho.gov, the state's transparency website built and maintained by the State Controller's Office. THURSDAY, APRIL 25 State Controller Woolf, an alumnus of the Idaho YMCA Youth Government Program, will attend the opening ceremony of this year's program at 1:30 pm in the House Chambers of the Idaho State Capitol Building. FRIDAY, APRIL 26 In conjunction with the Idaho Forest Products Commission, State Controller Woolf will lead Idaho's official Arbor Day celebration at 10:00 am at Capitol Park, south of the State Capitol Building in downtown Boise. In the event of inclement weather, the celebration will be held on the second floor of the State Capitol in the rotunda. For more information about Arbor Day please visit the Idaho Forest Products Commission's website: SATURDAY, APRIL 27 State Controller Woolf will address the annual meeting of the Associated Logging Contractors of Idaho as their keynote speaker at the Best Western Lodge at River's Edge located at 615 Main St. in Orofino, Idaho. Please note that State Controller Woolf's schedule is subject to change without notice. Items included on this schedule may be attended by the State Controller or his designee. ###
| | | | | | 4/15/2013 | Press Releases | | | BRANDON D WOOLF
OFFICE OF THE STATE CONTROLLER | | | | | For Immediate Release-
April 15, 2015 | | Contact: Scott Phillips,
(208) 334-3100
|
Media Advisory: Weekly Schedule Update For the Week of April 15, 2013 Boise, Idaho - Below listed please find some of the meetings and events scheduled for State Controller Brandon D Woolf. This schedule is provided for newsroom planning purposes only and is subject to change. All listed times are local to the event. TUESDAY, APRIL 16 From 8:00 am to 10:00 am the Office of the State Controller is providing Internal Control Training for state of Idaho employees. This seminar will help state employees understand why internal controls are important, and who is responsible to keep them in place. It will also cover the primary objectives and 17 points of focus for internal controls. TUESDAY, APRIL 16 State Controller Woolf will attend the State Board of Examiners meeting at 8:55 am, followed immediately by meetings of the Idaho Oil & Gas Conservation Commission and the State Board of Land Commissioners at 9:00 am in the Lincoln Auditorium at the State Capitol, 700 W Jefferson St., Boise, Idaho. The agenda for the Board of Examiners meeting is available online at: The agenda for the Idaho Oil & Gas Conservation Commission is available online at: The agenda for the State Land Board Meeting is available online at: WEDNESDAY, APRIL 17 From 8:00 am to 10:00 am the Office of the State Controller is providing Internal Control Training for state of Idaho employees. This seminar will help state employees understand why internal controls are important, and who is responsible to keep them in place. It will also cover the primary objectives and 17 points of focus for internal controls. WEDNESDAY, APRIL 17 State Controller Woolf will participate in an audio conference hosted by the Association of Government Accountants entitled Internal Control Considerations in a Shared Services Environment. The event is slated to begin at noon and will be broadcast in the State Controller's 4th floor training room at 700 W. State Street, in Boise, Idaho. FRIDAY, APRIL 19 State Controller Woolf will participate in a 10:00 am conference call hosted by the National Association of State Auditors, Comptrollers, and Treasurers (NASACT) pertaining to planning the organization's annual conference. NASACT is an organization for state officials who deal with the financial management of state government. More information about NASACT is available on their website: Please note that State Controller Woolf's schedule is subject to change without notice. Items included on this schedule may be attended by the State Controller or his designee. ###
| | | | | | 4/8/2013 | Press Releases | | | BRANDON D WOOLF
OFFICE OF THE STATE CONTROLLER | | | | | For Immediate Release-
April 8, 2013 | | Contact: Scott Phillips,
(208) 334-3100
|
Media Advisory: Weekly Schedule Update For the Week of April 8, 2013 Boise, Idaho - Below listed please find some of the meetings and events scheduled for State Controller Brandon D Woolf. This schedule is provided for newsroom planning purposes only and is subject to change. All listed times are local to the event. TUESDAY, APRIL 9 Staff will represent State Controller Woolf at the regularly scheduled Land Board briefing meeting, held at 9:00 am in the Idaho Department of Lands office at 300 N. 6th Street in Boise, Idaho. TUESDAY, APRIL 9 Staff will represent State Controller Woolf at the regularly scheduled Board of Examiners subcommittee meeting, held at 1:30 pm in Conference Room 5B at the Idaho State Controller's Office at 700 W. State St. in Boise, Idaho. WEDNESDAY, APRIL 10 State Controller Woolf will participate in a 1:00 pm conference call hosted by the National Association of State Auditors, Comptrollers, and Treasurers (NASACT) pertaining to planning the organization's Membership Committee. NASACT is an organization for state officials who deal with the financial management of state government. WEDNESDAY, APRIL 10 Staff will represent State Controller Woolf at a State of Idaho Fiscal Policy Advisory Committee (FPAC) meeting in Conference Room 4A at the Idaho State Controller's Office at 700 W. State St. in Boise, Idaho. This month’s agenda will include discussions about revisions to the state’s Travel Policy. FPAC is co-chaired by representatives of the Division of Financial Management and the State Controller’s Office. Information about FPAC’s members and statewide policies is available online at: Please note that State Controller Woolf's schedule is subject to change without notice. Items included on this schedule may be attended by the State Controller or his designee. ###
| | | | | | 4/5/2013 | First Friday Fraud Facts | | | | | | | 4/1/2013 | Press Releases | | | BRANDON D WOOLF
OFFICE OF THE STATE CONTROLLER | | | | | For Immediate Release-
April 1, 2013 | | Contact: Scott Phillips,
(208) 334-3100
|
Media Advisory: Weekly Schedule Update For the Week of April 1, 2013 Boise, Idaho - Below listed please find some of the meetings and events scheduled for State Controller Brandon D Woolf. This schedule is provided for newsroom planning purposes only and is subject to change. All listed times are local to the event. MONDAY, APRIL 1 State Controller Woolf will meet with Idaho State Treasurer Ron Crane at 2:00 pm. Please note that State Controller Woolf's schedule is subject to change without notice. Items included on this schedule may be attended by the State Controller or his designee. ###
| | | | | | 3/25/2013 | Press Releases | | | BRANDON D WOOLF
OFFICE OF THE STATE CONTROLLER | | | | | For Immediate Release-
March 25, 2013 | | Contact: Scott Phillips,
(208) 334-3100
|
Media Advisory: Weekly Schedule Update For the Week of March 25, 2013 Boise, Idaho - Below listed please find some of the meetings and events scheduled for State Controller Brandon D Woolf. This schedule is provided for newsroom planning purposes only and is subject to change. All listed times are local to the event. WEDNESDAY, MARCH 27 State Controller Woolf will participate in an audio conference hosted by the Idaho Centennial Chapter of the Association of Government Accountants (AGA) entitled "Effective Popular Reporting." The audio conference will be held in the 1st floor East Conference Room at 700 W. State Street, in Boise, Idaho. The audio conference runs from noon until 2:00 pm and is provided by the Idaho Centennial AGA Chapter in partnership with the Office of the State Controller, the Legislative Services Office, and the City of Boise. More information about this audio conference is available on the Idaho Centennial AGA Chapter website at: FRIDAY, MARCH 29 From 10:00 am to 11:00 am State Controller Woolf will participate in a Training and Professional Development Committee conference call hosted by the National Association of State Auditors, Comptrollers and Treasurers (NASACT). More information about NASACT is available online at: Please note that State Controller Woolf's schedule is subject to change without notice. Items included on this schedule may be attended by the State Controller or his designee. ###
| | | | | | 3/18/2013 | Press Releases | | | BRANDON D WOOLF
OFFICE OF THE STATE CONTROLLER | | | | | For Immediate Release-
March 18, 2013 | | Contact: Scott Phillips,
(208) 334-3100
|
Media Advisory: Weekly Schedule Update For the Week of March 18, 2013 Boise, Idaho - Below listed please find some of the meetings and events scheduled for State Controller Brandon D Woolf. This schedule is provided for newsroom planning purposes only and is subject to change. All listed times are local to the event. MONDAY, MARCH 18 State Controller Woolf will meet with Idaho Department of Lands Director Tom Schultz at 11:00 am in the State Controller's Office to discuss the Endowment's cottage sites. TUESDAY, MARCH 19 State Controller Woolf will participate in the National Association of State Comptrollers (NASC) annual conference which is held in Columbia, South Carolina. NASC works to enhance the effectiveness of state comptrollers and improve financial management in state government through cooperation, sharing of information, education, and advocacy of issues affecting government finance. Information about the NASC annual conference is available online at: WEDNESDAY, MARCH 20 State Controller Woolf will participate in the NASC annual conference. THURSDAY, MARCH 21 State Controller Woolf will attend the State Board of Examiners meeting at 8:55 am, followed immediately by a meeting of the State Board of Land Commissioners at 9:00 am in the Lincoln Auditorium at the State Capitol, 700 W Jefferson St., Boise, Idaho. The agenda for the Board of Examiners meeting is available online at: The agenda for the State Land Board Meeting is available online at: THURSDAY, MARCH 21 State Controller Woolf will participate in the NASC annual conference. Additionally, at 2:30 pm (EST) he will moderate a panel discussion entitled "Citizen Transparency Portals 2013: Best Practices and Success Stories." FRIDAY, MARCH 22 State Controller Woolf will participate in the NASC annual conference. Please note that State Controller Woolf's schedule is subject to change without notice. Items included on this schedule may be attended by the State Controller or his designee. ###
| | | | | | 3/11/2013 | Press Releases | | | BRANDON D WOOLF
OFFICE OF THE STATE CONTROLLER | | | | | For Immediate Release-
March 11, 2013 | | Contact: Scott Phillips,
(208) 334-3100
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Media Advisory: Weekly Schedule Update For the Week of March 11, 2013 Boise, Idaho - Below listed please find some of the meetings and events scheduled for State Controller Brandon D Woolf. This schedule is provided for newsroom planning purposes only and is subject to change. All listed times are local to the event. TUESDAY, MARCH 12 Staff will represent State Controller Woolf at the regularly scheduled Land Board briefing meeting, held at 9:00 am in the Idaho Department of Lands office at 300 N. 6th Street in Boise, Idaho. TUESDAY, MARCH 12 Staff will represent State Controller Woolf at the regularly scheduled Board of Examiners subcommittee meeting, held at 1:30 pm in Conference Room 5A at the Idaho State Controller's Office at 700 W. State St. in Boise, Idaho. TUESDAY, MARCH 12 State Controller Woolf will attend a meeting of the LinkIDAHO Broadband Advisory Team, scheduled for 10:00 am in the first floor conference room at 700 W. State Street, Boise, Idaho. More information about LinkIDAHO is available online at: THURSDAY, MARCH 14 State Controller Woolf will participate in a 11:00 am webinar hosted by the Center for Digital Government and Government Technology entitled "ERP that is Less Expensive and Less Complex: Success Stories from the City of Boise." THURSDAY, MARCH 14 State Controller Woolf will attend a meeting of the Joint Legislative Oversight Committee at 4:30 p.m. in the State Capitol Building's Lincoln Auditorium. An agenda for the meeting is available online at: Please note that State Controller Woolf's schedule is subject to change without notice. Items included on this schedule may be attended by the State Controller or his designee. ###
| | | | | | 3/11/2013 | IBIS | | This newsletter is sent out periodically from the State Controller’s Office to the IBIS user community to help make them aware of changes and enhancements which have been made to the system, detail new reports which have been built, provide tips on dealing with issues we have heard about, and highlight upcoming modifications IBIS users can expect to see in the near future. Changes and Enhancements: Change – Different place to send IBIS Authorization Forms We have made a change to the way we process the IBIS authorization forms. The only part of this new process that impacts IBIS end users is the location where they will send the completed authorizations forms. All authorization forms should now be sent to the SCO Help Desk. If the form is being sent electronically it should be sent to scohelpdesk@sco.idaho.gov. If a hardcopy version of the form is being sent using inter-agency mail please address the envelope to the SCOHELPDESK at the State Controller’s Office. New – Termination Date and Code added to Employee Data Two new data items, termination date and termination code, have been added to the Employee query subject in IBIS. This query subject can be found in the payroll related reporting groups such as Employee Personnel in the Insert Data tree in Query Studio. The termination date shows the date that an employee terminated from a given agency and the termination code shows the reason an employee terminated. New – Alias fields added to Employee Personnel Data Four new data items have been added to IBIS to help track employee name changes. You can see any changes to the first, last, or middle name and the date that the change occurred. These data items can be found in the Insert Data tree in Query Studio in the Employee Personnel reporting group in the Employee query subject. New – STARS Interfund Receivables Reporting Group A new reporting group has been added to the Insert Data Tree in Query Studio. This new group is called STARS Interfund Receivables. It is filtered down to GL account 1502 which is used to record goods or services sold or provided to another state agency or within an agency. Use thisgroup if you want to report or review interfund receivables and their associated collections, adjustments, refunds, and balances or if you want to see which agencies have billed you for goods or services and your outstanding balance. One important thing to note about this reporting group is that users in a given agency will be able to report on data where their agency is the primary agency (the billing agency) or the secondary agency (the paying agency). This special security has been set up to facilitate interagency reporting. New – Indirect Cost Cash Transfers Report This report is located in the Statewide Reports > Accounting > Grant and Project Reporting folder. It is setup to help manage indirect cost transfers within an agency. The total amounts transferred should always be zero and this report helps to point out those instances where a part of the transfer was not completed or is in error. New – Grant Revenues and Expenditures Reports There are two new grant reports in the Statewide Reports > Accounting > Grant and Project Reporting folder. The first is Grant Revenues and Expenditures by Grant/Fund/Object and the second is Grant Revenues and Expenditures by Grant/Fund/SFY/Object. Each report shows the grant revenues and expenditures from FY2005 forward and will show more detail for STARS units budgeted and expended, program income received and expended, and cost allocation in and out. Descriptions of what is in each section can be found on the report. If you leave the date range blank, the query will pick all information from FY2005 forward. You can select all grants or just specific grants. Purged grants are excluded. Change – Additional Prompts Added to Worker Comp Report The Workers Compensation report which is found in the Statewide Reports > Accounting folder has had some additional prompts added to it. You can now choose whether you want to see only those vendors who are marked as having no coverage or you can choose to see vendors with coverage in a specific date range. Remember SCO staff members are here to assist you if you have any questions regarding IBIS. The following help desks are the best place to start if you have an inquiry: Division of Statewide Accounting (DSA Helpdesk) Phone: (208) 332-8827 E-mail: dsahelpline@sco.idaho.gov Division of Statewide Payroll (DSP Helpdesk) Phone: (208) 334-2394 E-mail: dsphelp@sco.idaho.gov | IBIS Updates | | | | 3/4/2013 | Press Releases | | | BRANDON D WOOLF
OFFICE OF THE STATE CONTROLLER | | | | | For Immediate Release-
March 4, 2013 | | Contact: Scott Phillips,
(208) 334-3100
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Media Advisory: Weekly Schedule Update For the Week of March 4, 2013 Boise, Idaho - Below listed please find some of the meetings and events scheduled for State Controller Brandon D Woolf. This schedule is provided for newsroom planning purposes only and is subject to change. All listed times are local to the event.
MONDAY, MARCH 3 State Controller Woolf will participate in the Idaho Territorial Sesquicentennial kick-off event scheduled to begin at noon on the front steps of the Idaho State Capitol Building. More information about Idaho's 150th anniversary is available online at:
MONDAY, MARCH 3 State Controller Woolf will attend an Idaho Territorial Sesquicentennial reception starting at 5:00 pm and held at the Idaho State Historical Museum, 610 Julia Davis Drive, Boise. More information about the Idaho State Historical Museum is available online at: FRIDAY, MARCH 8 State Controller Woolf will participate in a Program Committee conference call hosted by the National Association of State Auditors, Comptrollers and Treasurers (NASACT) at 10:00 am. NASACT is an organization for state officials who deal with the financial management of state government. Additional information about NASACT is available at:
Please note that State Controller Woolf's schedule is subject to change without notice. Items included on this schedule may be attended by the State Controller or his designee. ###
| | | | | | 3/1/2013 | First Friday Fraud Facts | | | | | | | 2/25/2013 | Press Releases | | | BRANDON D WOOLF
OFFICE OF THE STATE CONTROLLER | | | | | For Immediate Release-
February 25, 2013 | | Contact: Scott Phillips,
(208) 334-3100
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Media Advisory: Weekly Schedule Update For the Week of February 25, 2013 Boise, Idaho - Below listed please find some of the meetings and events scheduled for State Controller Brandon D Woolf. This schedule is provided for newsroom planning purposes only and is subject to change. All listed times are local to the event. TUESDAY, FEBRUARY 26 State Controller Woolf will attend a legislative reception and dinner hosted by the Coeur d'Alene Tribe. The event starts at 6:00 pm and will be held at the Grove Hotel, 245 S. Capitol Blvd., in downtown Boise. Please note that State Controller Woolf's schedule is subject to change without notice. Items included on this schedule may be attended by the State Controller or his designee. ###
| | | | | | 2/18/2013 | Press Releases | | | BRANDON D WOOLF
OFFICE OF THE STATE CONTROLLER | | | | | For Immediate Release-
February 18, 2013 | | Contact: Scott Phillips,
(208) 334-3100
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Media Advisory: Weekly Schedule Update For the Week of February 18, 2013 Boise, Idaho - Below listed please find some of the meetings and events scheduled for State Controller Brandon D Woolf. This schedule is provided for newsroom planning purposes only and is subject to change. All listed times are local to the event. MONDAY, FEBRUARY 18 In accordance with Idaho Code § 73-108, state agencies, including the Office of the State Controller, will close their public offices in observance of Washington's Birthday. The State Controller's data center, which is not accessible to the general public, will continue to be staffed and operating per its 24 x 7 x 365 schedule. TUESDAY, FEBRUARY 19 State Controller Woolf will attend the State Board of Examiners meeting at 8:55 am, followed immediately by a meeting of the State Board of Land Commissioners at 9:00 am in the Borah Building Courtroom, 2nd Floor, Room 214, 304 N. 8th Street, Boise, Idaho. The agenda for the Board of Examiners meeting is available online at: The agenda for the State Land Board Meeting is available online at: TUESDAY, FEBRUARY 19 State Controller Woolf will attend the annual Forestry Day at the Legislature Luncheon from noon until 1:00 pm at The Waters Room, Boise Centre Convention Center, 850 W. Front St., in Boise, Idaho. The luncheon, co-hosted by the Idaho Chapters of the Society of American Foresters (SAF), and Associated Logging Contractors, Inc., provides information about Idaho's forests and forest businesses, and fosters discussion about the current issues faced within the forest products business sector. Idaho State Forester David Groeschl will keynote the event and discuss Idaho Wildfires in 2012 and the impacts they had on air quality, forest watershed management and the state's budget for fire suppression. Noted Idaho Endowment expert Dr. Jay O'Laughlin of the University of Idaho, College of Natural Resources will emcee the event. Information about the Society of American Foresters is available online at: Information about the Associated Logging Contractors is available online at: TUESDAY, FEBRUARY 19 State Controller Woolf will attend a Symposium on Federal Fiscal Issues hosted by The James A. and Louise McClure Center for Public Policy Research. The symposium runs from 8:00 pm to 10:00 pm and will be held in the Idaho State Capitol auditorium, Room WW02. The symposium, moderated by Greg Hahn of Idaho Public Television, includes panelists U.S. Senator Mike Crapo of Idaho, Congressman Mike Simpson, U.S. Senator Mark Warner of Virginia, U.S. Senator Alan Simpson of Wyoming (retired), and Maya MacGuineas, President of the Committee for a Responsible Federal Budget, a bipartisan, non-profit national organization committed to educating the public about issues that have a significant fiscal policy impact. Information about the symposium is available online at: WEDNESDAY, FEBRUARY 20 State Controller Woolf will attend Buy Idaho Day at the Idaho State Capitol. More than 100 Idaho businesses display their wares and services at this annual trade show in the State Capitol which runs from 8:00 am to 5:00 pm. The State Controller's Office has an important connection to Buy Idaho. In an effort to help support Idaho businesses, we print the Buy Idaho logo on the back of the million forms and mailers processed by our office each year. Information about this year's Buy Idaho Capitol Show can be found online at: THURSDAY, FEBRUARY 21 From noon until 1:00 pm State Controller Woolf will join Northwest Christian Credit Union for its annual Faith Impact Day at Capital City Christian Church, 615 N. 9th St., Boise, Idaho. Please note that State Controller Woolf's schedule is subject to change without notice. Items included on this schedule may be attended by the State Controller or his designee. ### | | | | | | 2/11/2013 | Press Releases | | | BRANDON D WOOLF
OFFICE OF THE STATE CONTROLLER | | | | | For Immediate Release-
February 11, 2013 | | Contact: Scott Phillips,
(208) 334-3100
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Media Advisory: Weekly Schedule Update For the Week of February 11, 2013 Boise, Idaho - Below listed please find some of the meetings and events scheduled for State Controller Brandon D Woolf. This schedule is provided for newsroom planning purposes only and is subject to change. All listed times are local to the event. TUESDAY, FEBRUARY 12 Staff will represent State Controller Woolf at the regularly scheduled Land Board briefing meeting, held at 9:00 am in the Idaho Department of Lands office at 300 N. 6th Street in Boise, Idaho.
TUESDAY, FEBRUARY 12 |
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