OregonYear End Separations

Presented by: Julie Berbena

Date: November 19, 2008

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This is easy…

• Checks for December Run 1 of 2009 will be dated ?

January 1, 2010

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P010 and Year End Separations• After December Run 1 has processed,

you are notified of a December 28th resignation.

• The employee’s paycheck has already been produced, or the ACH deposit has processed, with January’s date.

• What do you need to know?

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Resignation or Transfer?

• If this is a transfer it can process with the normal run of payroll. This is not a true resignation, but rather a transfer between state agencies.

• No need for P010 dates.

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Leaving State Service? ACH?

• Did the employee have a net ACH deposit?

• Determine if there is still time to cancel the ACH.

• If so, fax the ACH stop form to OSPS.• Process ALL prior and current corrections

in Dec, along with payoffs and fax P370 to OSPS with request to set Dec. P010 dates.

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Leaving State Service? ACH?

• If too late to cancel the ACH deposit, the funds are out of the State’s possession and will remain reportable in the new year.

• You can still process any corrections for prior pay periods in December, along with any payoffs and fax P370 to OSPS, however these funds will report in the year 2010. Do not set P010 dates, as December has already paid in 2010.

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REMEMBER

• If you’re requesting this payoff that you know will process as 2010 wages for an employee, you must submit a P370 like this:

– P370 OR#######,123109,010110

• Once printed, cross out 010110 and write in the date you would like to deliver the check.

• If you fail to do this, the requested check will include December 2009 wages all over again because OSPA already processed December wages for 2010, but not 2009.

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Leaving State Service? Check.

• Complete ‘Reverse Employee Check’ form provided the subsequent check will be delivered by 12/31/08.

• Determine if there are any prior pay period adjustments.

• Consolidate ALL corrections in December. WHY?

• Cannot have a prior corrective on a December term.

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Why No Prior correctives on December Term?• If you set a corrective on a prior pay

period, what date will the corrective process?

• With Dec. Run 2, pay dated 01/15/10 Why?

• P010 is only looking at the pay period end date for which it is set: 123109.

• Prior pay period correctives will process with the current open pay period, in this case 123109 with a Run 2 pay date of 01/15/10.

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December PERS Retirees?

• December wages received by a retiree on January 2nd will be reportable to PERS in December.

• Ensure that personnel does not process a new hire PA prior to January run 2 for any retiree that plans on returning to state service for January 1st 2010. Doing so would cause their 123109 Insurance coverage to back out.

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Year End Resources

• Year End Separation

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Put it all together - • You found out too late that a person is terminating on

December 28th. – December run one has already processed and it’s too

late to cancel the ACH. You know that there is nothing OSPS can do and the wages received for this employee will be reportable in 2010.

– However; you have a large quantity of vacation to payoff for this employee and it must also be done as 2010 wages (because you can’t process the December term in 2009 or it will pay all of December wages again.)

– To add to this you realize that this employee has already fulfilled the social security wage base for 2009.

– Knowing that this employee’s payoff is reportable in 2010 wages and therefore must be taxed for social security, what do you do to order the final check for December 28th?

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Put it all together -

Do NOT set P010 datesPrint the P370 like this

• P370 OR#######,123109,010110

Once you print the P370 cross out the 010110 date and write the term date, in this scenario 12/28/09.

Fax to OSPS to request a manual check.