Payroll MVA

Purpose - This action is used to make corrections to prior payroll records.  It consists of three different types of corrections.
Manual - Used to pay an employee when it is not feasible to wait for the next scheduled payroll.  For further information please refer to the Statewide Payroll Policy.
Void - Used to back off pay information from an employee’s record when the employee has been paid incorrectly.
Adjustment - Used as a file correction procedure when earning codes were not reported correctly. No pay is generated from this action.
 Note: Remarks added will show on the IPOPS document only. The number of characters is unlimited.
 
Routing Information:
After completing the document, you need to route it internally for Internal Approval and/or Agency Authorization. Using the 'Send' drop-down list, select the appropriate person(s) this document needs to go to for agency approval and then click on the 'Send' button. When the document has been signed by the agency authorizer it will automatically route to DSP for processing.  DPA has the ability to send this form to DFM or DHR who can add comments before returning it for processing.  When the document has completed the process the Document Status will 'Archived'.
 

 
FILLING OUT THE FORM
 
Fields that are mandatory will have yellow font and must be completed before the document can be submitted or sent to the next reviewer/approver.
 
Effective Date - The system will populate this field with the current date.
 
Employee PCN - Enter the employee's position control number (PCN).
 
Pay Date Problem Occurred - Enter the pay date the problem occurred.
 
Check Applicable Box - Choose the appropriate action.
 
Remarks - MVA remarks are required.
 
 


To establish a ‘zero net’ Adjustment, check the box marked Adjustment (zero net).  In the Remarks area give a detailed explanation as to why the adjustment is necessary, an example - 8 hours of ACT were coded on payroll #04005 and should have been 8 hours of SIC.
 
All overtime accrual adjustments must also be included on this action. If you need to adjust OTA hours, you must show them at the extended hours.
 
 

If there are changes to the Overtime and Shift indicators, use the 'Overrides' section.
 


To establish a Manual, check the box marked ‘Manual’. In the Remarks area give a detailed explanation as to why the manual is necessary. When creating a manual, include any notes that would show an exception to what the system would process. (Example: the employee was incorrectly set up as Federal and State Tax exempt when taxes should be withheld or the employee and employer share of health insurance should be a different amount than is on the system).
 
Other Earnings:  If the earnings being paid on the manual would normally be paid on an Other Earnings Action, please indicate in the remarks area the earnings code and the amount.  DSP will route the Payroll MVA Action for the appropriate approvals.
 
If OVT or Shift overrides are necessary, please choose the appropriate override indicator.  If the override indicators are left blank, the defaults on the employee's record will be used.
 
Regular Earnings:  If the manual is for regular time that was not paid or paid incorrectly, use the time card provided to report the time to be paid. Use ACT hours for all hours actually worked and code all leave taken. DSP will calculate the overtime.
 
Note:  The Universities must send overtime hours on their payroll transmission as time and a half, the system will not calculate the half time since these are sent as manual checks.
 

To establish a Void, check the box marked ‘Void’.  In the Remarks area, give a detailed explanation as to why the void is necessary. The void will not be approved until DSP receives the warrant being voided, or a personal check for the full amount of the net pay. Personal checks should be made out to the State of Idaho.  The only exception is a direct deposit void.
 
Deadline for reversing Direct Deposit for VOID.  Division of Statewide Payroll Accounting (DPA) must be notified by 11:00 a.m., 2 working days (usually Wednesday) before payday to reverse the direct deposit.  The notification must be in writing and can be e-mailed to the DSP Help Desk (DSPHelp@sco.idaho.gov), or faxed to the State Controller's Office at 208-334-3338.  After this deadline, we are unable to process the automatic reversal and the employee will have to write a personal check for the full amount of the net pay.  As of the May 23, 2003 pay-date DPA started reversing direct deposits for void purposes only.  This means DPA will be able to retrieve money back from an employee's bank account after DPA has sent the original direct deposit without requiring them to write a personal check.  DPA cannot stop an original direct deposit from being sent to an employee's account. The reversal process works in the following manner.  DPA sends the direct deposit file created out of payroll as soon as payroll is completed.  If a void is needed, DPA is now able to send a reversal file up to two working days before pay date telling the employee's bank to reverse the direct deposit.  The employee will then see a direct deposit amount being put into their account and then a reversal direct deposit amount being taken back out of their account.  The financial institution will decide what processing order and/or method this direct deposit and reversal show in the employee's account.  When using this process to reverse the employee's direct deposit, make sure you have alerted the employee as to how the process works and to watch their account closely.  If they are not made aware of the process, they could overspend their account.