Judicial Appointments and Payroll

All Judicial employees are paid under Pay Group 20.
Part Time Employees
  • Set up with PF or PP Work Type and applicable FTE and Pay Period Hours. Appointment Type will be NRT and Leave Code will be NJ.  (Note: cannot use deduction 909 with a NJ leave code).
  • Part time employee's pay period is from the 11th of the month to the 10th of the next month so time can be determined before payroll processing.
  • Other Earnings of LPT is submitted to pay employee for hours worked during the pay period. The comments on this action should document the amount of hours worked.
  • Judicial will need to communicate hours worked for any part time benefitted employees to PERSI.
Full Time Employees
  • Full time employees who are not judges, are set up with a NRR Appointment Code, FS Work Type, JA Leave Code, and 173.3 Pay Period hours.  Judges will be set up with either NEJ or NGJ appointment code.
  • They will be set up as annual employees, Time Sheet Required - N
  • In the past, Judicial considered employees full time if they worked 37.5 hours per week.  As of June 1, 2013, all full time employees will be scheduled to work 40 hours per week.
  • In the future, any annual employees who have been approved by Judicial to work a reduced-time schedule, the CJ change reason can be used to lower their annual salary to account for the lesser hours, or to bring them up to their full time salary.
Recall Judges
  • When a judge retires and becomes a Recall Judge, he will need to be separated with an SR and then rehired as a Recall Judge. This will turn off their PERSI deduction and provide PERSI with the information they need.
When District Judges are appointed to Administrative Judges or Justices are appointed to Chief Justice follow the procedure below: 
  • Process an AR (Reappointment) to the position that was vacated by the previous Administrative Judge or Chief Justice.
  • This will start a new contract in the new position.
  • When the appointment is over, process an AR (Reappointment) to put them back in the position they were in prior to the appointment.
Unsigned Affidavits for Payroll
  • Submit an IPOPS Payroll Remarks action requesting the Direct Deposit be turned off prior to final payroll and turned back on after final payroll has been ran. If it is determined that the Payroll Remarks action does not need processed after it has been submitted, please e-mail of call DSP to let them know prior to deleting the Payroll Remarks action to ensure the direct deposit is turned on for payroll processing.  DSP will turn the direct deposit off, put the remarks in pending status, and after payroll has processed and the direct deposit is turned back on, they will approve the form.
Judicial maintains their own leave balances and CSS hours, they are not recorded on the DSP system. CSS hours previously accrued for Judicial were removed from the system as of the July 2010 pay day. Earnings and leave codes were set not to accrue CSS Hours. Due to this, special processing is required when an employee transfers to/from Judicial.
  • When an employee transfers to Judicial from another State Agency, Judicial needs to submit a Personnel Remarks to remove any sick/vacation and CSS balances on our system. Judicial will transfer all leave balances onto their system. CSS hours will not accrue while at Judicial. 
  • When an employee works at Judicial in addition to another agency, sick and vacation hours should not be removed.
  • When an employee transfers from Judicial to another State Agency, the State Agency needs to get balances from Judicial and submit a Personnel Remarks action to add vacation, sick, and CSS balances from Judicial upon transfer, including any CSS hours from their previous service at another agency.
Donated leave transfers from Pay Group 20 to Pay Group 01
  • Pay Group 20 is transferring vacation hours (VHT) to Pay Group 01 or 06 as sick hours (SHD). Since the pay period begin dates are different for pay group 20 than pay group 01 or 06, these must be processed through priority updates adding the sick leave accrual and SHD hours manually.  At this point we are not updating the vacation and VHT for the donating employee at Judicial.
  • Pay Group 01 or 06 is transferring vacation hours (VHT) to Pay Group 20 as sick hours (SHD). Since the pay period begin dates are different for pay group 20 than pay group 01 or 06, these must be processed through priority updates decreasing the vacation leave accrual and VHT hours manually.  At this point we are not updating the sick and SHD for the receiving employee at Judicial.
Retirement Codes
  • Supreme Court Judges, Court of Appeals Judges, and District Judges are set up under R6 (Judge) because they are in the Judges' Retirement Fund. However, when a Magistrate Judge is either appointed or elected to one of these positions, they have the option of changing to the Judges' Retirement or remaining in PERSI. 
  • Magistrates of the District Court; Justices of the Supreme Court, Judges of the Court of Appeals, and District Judges who have made an election under section 1-2011, Idaho Code; and court employees designated by court order to have primary responsibility for court security or transportation of prisoners are set up under R2 (Police/Fire) retirement code. Idaho Statute 59-1303(3)(g).
Contract Salary is updated for annual Judicial employees when a MVA is processed on an adjustment payroll with an 'FX' is in current class with the same effective date as the end date of the adjustment payroll and time sheet required = 'Y'.
Contract Salary is updated when:
  • No FX is found in current class or history
  • Current class change reason is FX, time sheet = Y and current class effective date is less than to MVA pay period end date.
  • Current class change reason is FX, time sheet = Y, current class effective date is equal to MVA pay period end date and NOT an adjustment payroll.
  • FX, time sheet = Y in history and history effective date is less than the MVA pay period end date.