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Employee Separations in OSPA. Oregon Statewide Payroll Services. Class Goal. To provide a new payroll staff member with the “essential” tools needed to pay a separating employee within legal deadlines. Class Objectives. By the end of the class, the student will be able to:

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Employee Separations in OSPA


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    1. Employee Separations in OSPA Oregon Statewide Payroll Services

    2. Class Goal • To provide a new payroll staff member with the “essential” tools needed to pay a separating employee within legal deadlines

    3. Class Objectives • By the end of the class, the student will be able to: • Enter final check dates on the P010 • Identify existing leave types & balances on the P430 • Pro-rate & adjust leave accruals on the P435 • Transfer accrued leave to the Leave Clearing Account

    4. Class Objectives Cont’d • Enter leave pay-offs and review existing adjustments on the P050 • Delete, change, & add deductions on the P070 • Use the P370 to determine if the employee owes the agency for any overpayments & verify entries • Describe the differences in the process for retirees

    5. Class Handouts • PowerPoint Slides • Termination Check Lists (Corrections, Lottery, DAS) • Termination Worksheet (DHS / DAS) • Sample Reports • Exercises #1 - #5

    6. OSPA Reference Manual • Recommended Practices • Separating Employees • Manual Checks • Handbooks • Leave Accrual and Reporting • PEBB Benefits • Public Employee Retirement System

    7. Reference Manual Cont’d • Entry Guides • Direct Deposits • ODT, Entering Time • ODT, Approving Time • Time Capture, Timesheets • Time Capture, Entering Time

    8. Class Outline • Separations from state service • Retirees

    9. P030 OR#######,#####,1,053107 JOB STATUS DATA 030 LEE, ROBERT E *** JOB STATUS INFO *** *** CONCURRENT JOB INFO *** JOB STAT START/STOP 042207/053107 REPORT DISTR CD 140 PERS AGY/POS/DFC/SC #####/0312111/0/Y RECOG SVC DT 042204 PT-FT CD/PCT F/1.0000 CITY CNTY CD 24/M APPOINTMENT TYP DT/CD 042204/P STANDARD HRS PER DAY 8.000 EMP REPR/CLS/OPT/STEP MMN /X1218 /A/A/05 MASS TRANSIT DIST S PERSONNEL TRANS CD 520 TIMESHEET CD N BENEFIT PKG CD XX LEAVE ACCRUAL SVC CD 1 EMPLOYEE ID ######### PERS JOB CLASS CODE 1 CREW-UNIT 1409 WAGE BASIS CD S PERSONNEL BASE RATE 4613.00 ---FUND SPLITS--- -FIXED MLY DIFFS-- ADJUSTED BASE 4613.00 LABOR COSTING PCT PAY PCT/ PCT/ PERSONNEL PAY RATE 4613.00 TYPE AMT AMT EQUIVALENT RATE 26.61 CD HOLIDAY PKG CD O 074760000000 1.0000 LOA BEG DT/CD/END SEPARATION DT/REASON 053107/9L O-T/FLSA CD N/E LAST PA NUMBR/TRAN DT RESIGN 052607 P030 Job Status Data

    10. P030 Fields • JOB STAT START = if in prior or current month, review last action(s) • JOB STAT STOP = separation date • PT-FT CD/PCT • PERSONNEL TRANS CODE = PA Code in the PPDB (Resources, DAS Human Resource Services, HR Systems and Services, PPDB Group)

    11. P030 Fields Cont’d • BENEFIT PKG CD:Publications, Reference Manual, Codes, Benefit Package Codes • LEAVE ACCRUAL SVC CD – for vacation leave adjustments • EQUIVALENT RATE: hourly rate for VA & CT pay-off

    12. P030 Fields Cont’d • SEPARATION DT/REASON: Resources, DAS Human Resource Services, HR Systems and Services, PPDB Group (Separation Code Definitions and Voluntary Separation Form)

    13. JOB STAT START • If date is in current or prior month, review prior job segment(s) to determine reason for change • If PA code = 232 or 237, check LEAVE ACCRUAL SVC CD • If accrual code has changed, use applicable codes to advance VA

    14. Verify / Enter Time Start Prior month closed? Time entered for prior mo? Enter prior month’s time No No Yes Yes Enter current month’s time End

    15. Verify / Enter Time Cont’d • P001/P003 OR P005/P004/P006 • P001: • Timesheet start date – first day of the month • Timesheet end date – last day employed • Pay period ending date – last day of the month

    16. Final Check Dates

    17. Final Checks • BOLI (Resources, Wage and Hour Authorities, Oregon Bureau of Labor and Industries (BOLI), FAQs / Fact Sheets, Final Pay Checks) • If an employee quits with less than 48 hours notice, excluding weekends & holidays, the paycheck is due within five days, excluding weekends & holidays, or on the next regular payday, whichever comes first. ORS 652.140(2)

    18. Final Checks Cont’d • If an employee quits with notice of at least 48 hours, the final check is due on the final day worked, unless the last day falls on a weekend or holiday. In that case, the check is due on the next business day. ORS 652.140(2) &(3) • If an employee is discharged, the final paycheck is due not later than the end of the next business day. ORS 652.140(1)

    19. Civil Penalty for Late Final Check • If an employer willfully fails to pay any part of an employee's final wages when due, then, as a penalty, the compensation of the employee shall continue from the appropriate due date, at the same regular hourly rate, for eight hours per day, until the wages are paid or until an action for collection is filed. The maximum penalty is for 30 days compensation. ORS 652.150

    20. Civil Penalty Cont’d • As of January 1, 2002, the penalty may not exceed 100% of the unpaid wages if the employer pays the wages due within twelve days after written notice of nonpayment is sent to the employer and the employer has not willfully violated the final pay provisions of the law in the preceding year.

    21. Setting Final Check Dates • If the separation date is near a normal payday, process with normal payroll run • If not close to a scheduled payday, agency or manual (off-cycle) check • Enter on the P010 Withholding Data/Locator Data • FINAL CHECK ISSUED – date printed on the check • FINAL CHECK PERIOD ENDING– last day of pay period

    22. P010 Tax Related Fields • Change if employee submits new W-4: Forms, Employee Forms • EFF DATE – MMDDYY • FEDERAL: • STAT – J=joint, S=single, N=exempt • EXEM -- ## of exemptions claimed • ADDL – additional amount to be withheld • STATE STAT, EXEM, ADDL

    23. P010 OR####### ##### WITHHOLDING DATA / LOCATOR DATA 010 LEE, ROBERT E WH09 UPDATE COMPLETED WH66 ENTER NEW KEY OR MORE UPDATES RDC/CREW/CST CTR 140 ----------MANDATORY WITHHOLDING---------- ? TAX DATA FOLLOW-UP FLAG: N BEG DATE STAT EXEM ADDL END DATE ? FINAL CHECK ISSUED: 033109 ? FED 000000 00 0000 000000 ? FINAL CHECK PERIOD ENDING: 033109 ? STATE 000000 00 0000 000000 ? RETIREMENT START DATE: 000000 EFF ----FEDERAL---- -----STATE----- EIC RTMT RTMT RTMT FICA SAIF UNEM DATE STAT EXEM ADDL STAT EXEM ADDL CD SYST STAT ACCT SUBJ SUBJ SUBJ ? 043007 S 02 0000 S 02 0000 N S D 376705 Y Y Y ? 053196 S 00 0000 S 00 0000 N S D 376705 Y Y Y ----WAIVERS---- CLASS DATE CLASS DATE CLASS DATE CLASS DATE CLASS DATE CLASS DATE ? ? ? ? ? ? P010 Withholding Data / Locator Data

    24. Exercise #1

    25. Leave and Comp Time

    26. Accrued Leave • Accumulates or is added to periodically • LARS accrues: • Compensatory time (CT, ST) • Furlough obligation (LA) • Personal business (PB) • Sick leave (SL) • Vacation leave (VA)

    27. Accrued Leave Cont’d • Accrued leave has a positive balance • Other leaves have a negative balance (leave used) • LARS generally updates sick and vacation leave one day after final run 2 (Processing Tools, Processing Calendar)

    28. Leave Types to Adjust on P435 • At a minimum, if eligible: • Advance SL & VA accruals for current (or prior & current) month(s) • Transfer SL and PB to Clearing Account • Evaluate VA & CT for eligibility for pay-off • Adjust other leave balances to 000.00 • E492 Terminated Employee with Leave Balances report includes CT, LA, ML, PB, PR, SL & VA

    29. EE eligible? Prior mo accrualhasrun? Adjust prior month’s accruals Yes No Start No Yes EE worked enough hrs? Adjust current month’s accruals Yes End No For some contracts employee must have 32 paid hours in the month to accrue leave Accrue SL & VA?

    30. Pro-rating Leave Accrual • Reasons to prorate: • If employee works < full-time in current (or prior) month (P002, P007) • The LEAVE ACCRUAL SVC CD on P030 changed in current (or prior) month

    31. Pay Off or Transfer to Clearing Account? EE still on trial service? No PB, SL to Clearing Account Pay-off VA & CT to max allowed Start Yes HR Pol. 60.000.05? PB, SL to Clearing Account Pay-off CT to max allowed Adjust other leave balances to 000.00 No Yes PB, SL, VA to Clearing Account End

    32. Advance Leave on the P435 • ?: A • ADJ OR TRFR FM/TO: A • HOURS LEAVE: # of hours to advance (e.g., 8.00) • REMAIN ADV: # of hours to advance – (e.g., 8.00-) • COMMENTS: 12 characters

    33. To Zero Out Leave on the P435 • Zero out such leaves as GL, EL, IT, JD, etc. • Most will have a negative balance • ?: A • ADJ OR TRFR FM/TO: A • HOURS LEAVE: CUR from P430 (54.50) • COMMENTS: 12 characters

    34. Transfer SL to Clearing Account • ?: A • ADJ OR TRFR FM/TO: T • CLR ACCT OTHR JOB: C • HOURS LEAVE: total # of SL hours – (e.g., 225.00-) • LV EXP DATE: 2 yrs from separation • COMMENTS: 12 characters

    35. Transfer PB to Clearing Account • ?: A • ADJ OR TRFR FM/TO: T • CLR ACCT OTHR JOB: C • HOURS LEAVE: total # of PB hours – (e.g., 5.00-) • LV EXP DATE: June 30 of fiscal year • COMMENTS: 12 characters

    36. P420 OR####### ##### LEAVE CLEARING ACCOUNT BALANCES LV -----TRANSFERS IN---- ----TRANSFERS OUT---- ACCOUNT LV EXP TYPE DATE AGY HRS DATE AGY HRS BALANCE DATE SL CUR BAL 042606 ##### 108.21 108.21 053109 P420 Leave Clearing Account Balances

    37. P420 Cont’d • Displays leave transferred with the P435 for employees who have: • Transferred from one state agency to another • Separated from state service

    38. VA and CT Payout

    39. P050 Gross Pay Adjustment • Eligible separating employees will be paid for unused accrued vacation leave & compensatory time, up to a defined maximum amount: • Statewide HR policy 60.000.05 (Resources, DAS Human Resource Services, HRSD Rule and Policy Manual, Division 60 Employee Leave) • Bargaining agreement (Resources, Labor Relations Unit, Collective Bargaining Agreements)

    40. P050 Separation Entries • PAY TYPE: • CTP = Compensatory time payoff • VAP = Vacation payoff up to 250 hrs. • VAQ = Additional vacation payoff • For Lottery, Judicial, Legislature, firefighter, and AEE engineers • Balance of 251 to 350 hrs. • Maximum of 100 hrs. • VAL = Additional payoff for firefighters only • Balance >350 • Maximum of 274 hrs.

    41. P050 Separation Entries Cont’d • START DATE – defaults to date used to retrieve record • STOP DATE – defaults to date used to retrieve record • ADJ TYPE – A = one-time (default) • RATE – EQUIVALENT RATE from the P030 • UNITS – CT or VA hours from P435

    42. P050 Separation Entries Cont’d • AMOUNT – OSPA will calculate • Hidden fields • 1st – 20 characters, grant, project, comments • 3rd – 12 characters, biennium, PCA, index • COMMENT – 12 characters • Reason for entry • Creates an audit trail • Prints on the Payroll Register

    43. P050 OR#######,#####,1,053107 GROSS PAY ADJUSTMENTS ON FILE LEE, ROBERT E PAY STRT STOP ADJ DAYS TRAN TYP DATE DATE TYP RATE UNITS AMOUNT WRKD DATE ERROR MSG ? IR 053104 043006 .00 .00 .00 042606 INS RETURN PRO COMMENT INS RETURN ? VAP 053107 053107 A 26.61 136.44 3630.67 042606 VAC PAYOFF RESIGNATION COMMENT VAPOFF042906 ? A COMMENT ? A COMMENT ? A COMMENT ? A COMMENT P050 Gross Pay Adjustment

    44. Exercise #2

    45. P370 Calculation of Current Pay-off • P370 OR####### ##### MMDDYY MMDDYY • MMDDYY = pay period end date & check date • Check entries completed • Look for Prior Mo negative – indicates a prior overpayment • Review deductions from the P070 • Do they create a net pay negative?

    46. Adjusting Deductions

    47. Required include: PEBB Benefits Garnishments Union Dues/Fair Share Deferred Comp Loan Repayment Voluntary, including: Charitable Fund Drive Deferred Comp Direct Deposit(s) Food Bank Parking Union insurances Evaluate Existing Deductions

    48. PEBB Benefits Include • Accidental death & dismemberment • Basic & optional life • Dental • Flexible spending accounts • Long & short-term disability • Long-term care • Medical • Vision

    49. OSPA / pebb benefits Interface PPDB interfaces separation to pebb.benefits Agency staff member reviews P070 / pebb.benefits Nightly Pebb.benefits sends COBRA information to BHS Agency staff member approves separation in pebb.benefits Every Friday BHS sends COBRA notice Pebb.benefits interfaces insurance changes to OSPA OSPA interfaces actual hours worked to pebb.benefits Every 2 min. After run 2

    50. PEBB Benefits • If hours worked + paid leave ≥ 80 hrs, employee is eligible for benefits for following month • PEBB  benefits calculates # of business days between 1st of month & separation date • If ≤9 business days: • Benefits will end with current month • P070 end date of prior pay period