Comptroller Fiscal Year Memo Letter Head


M E M O R A N D U M

To:Chief Fiscal Officers, Payroll Directors and MMARS Liaisons
From:Martin J. Benison, Comptroller
Date:June 16, 2009
Re:Earnings Codes Processing During Split Year Pay Period (Revised)

Comptroller Memo
# FY2009-35a


Executive Summary

The purpose of this memo is to inform Departments of the methodology for distributing and recording Payroll charges in HR/CMS and LCM/ MMARS during the Split Year payroll period. All reimbursements and leave related earnings codes will charge to FY2009. Included is information about how payroll will distribute for employees terminating employment during Split Year. This memo provides Payroll Directors detailed guidelines on how FY2009 and FY2010 payroll accounts will be charged. Revision: Additional earning codes were added in June 2009.


The Office of the Comptroller (CTR), in conjunction with the Information Technology Division (ITD), developed a model to process HR/CMS payroll for LCM processing. The methodology uses HR/CMS summarized posting dates for recording payroll charges. The Summary Date Model is not exact and will require budget offices to understand the situations in which special calculations are to be considered.

The general model for payroll distribution assumes no HR/CMS Job Actions or LCM mid period time slices which could impact the percentages.

SplitYear

Split Year refers to the period in which one pay period spans two fiscal years. This year the Split Year pay period begins June 21 st and ends July 4 th. LCM will process HR/CMS payroll based on a 10-work day schedule (Monday - Friday). There are 7 workdays in the Prior Fiscal Year (June 22 to 26 - June 29 to June 30) and 3 workdays in the New Fiscal Year (July 1 to 3).

For funding purposes, departments are reminded that Payroll Holds (PHs) are not liquidated until the start of Accounts Payable periods: 7/18, 8/1 and 8/15. For Split Year payroll processing, any funds encumbered in PHs will decrease any available FY09 funds.

The Split Year Percentage (SYP) is 70/30 for FY 2009 and FY 2010 respectively. This percentage can be used to describe most departments' Split Year distributions with the exceptions discussed in this memo.

Earnings that will be split based on SYP (70/30)

  • Weekly Elapsed Time (WET) postings will be split regardless of day posted.
  • Additional Pay Postings.

Exceptions that will cause payroll NOT to split based on SYP (70/30)

Prior Period Adjustments

All Prior Period Adjustments entered during the Split Year will be for activity prior to June 21, 2009. These postings will charge to FY 2009. Note however any Implied Exceptions based on Prior Period Adjustments will not all charge to FY 2009; the related Implied Exceptions will split 70/30.

Furlough Processing

Furloughs taken during Split Year pay period using earnings code FCT will post to FY09. If a department uses earnings code FUR, the value of earnings will split over both years. Earnings Code FUR reduces Regular hours, which are then split between years. As an example, FUR for 7.5 hours will reduce the number of hours paid from regular time by that amount, and the normal schedule of 75 hours for the bi-weekly pay period would be reduced to 67.5 hours. The reduced hours would be split 70/30. If departments using FUR wish to make sure the full savings are realized in FY09, then earnings code FCT should be used in the Split Year pay period.

Reimbursements, Retro and Settlement Codes
Reimbursement earning codes that normally charge to the BB subsidiary (or C98 for Contractors) will have a Posting Date of 6/30/09 and charge to FY 2009. Any Code with "Retro" in the description will have a Posting Date of 6/30/09 and charge to FY 2009. All Comptroller Settlement codes will have a Posting Date of 6/30/09 and charge to FY 2009.

ERNCD

DESCRIPTION

OBJ

B01

Travel And Other Expense/Out of State

B01

B02

Travel Expense/ In State

B02

B03

Overtime Meals Expense

B03

B04

Tuition/Non-Graduate

B04

B05

Conference and Training

B05

B06

Membership Dues and Licensing Fee

B05

B08

Clothing Allowances

B08

B10

Exigent Job Related Expenses

B10

B1B

Travel Lodging Expense

B01

BAE

Automobile Allowance (where applicable)

B02

BAF

Travel Airfare Expenses

B05

BB1

Travel Airfare Expenses

B01

BB4

Tuition/Graduate

B04

BH7

Housing Allowance

B07

BHR

Housing: Cash RET

B07

BMI

Car Mileage Reimbursement

B02

BMO

Trning-MOSESCarLadder Reimburs

B05

BMV

Moving Reimbursement

B02

BNA

Train NAGE CarLadder Reimburse

B05

BPD

Per Diem No Ret

B02

BPK

Parking Reimbursement

B02

BSE

Trning SEIU CarLadder Reimburs

B05

BT7

Tangible Asset Allowances

B07

BTL

Toll Reimbursement

B02

BX6

Membership Reimburse Unit 6

B05

C98

Travel Expense-Contract Service

C98

FCT

Furlough Pay Reduction

A01, All C

ROH

Retro Holiday Pay

A10

ROP

Retro Other Pay

A01, All C

ROR

Retro Regular Pay

A01, All C

ROS

Retro Shift Pay

A07

ROT

Retro Overtime Pay

A08

ROV

Retro Standby No RET

A06

ROW

Retro Holiday Pay RET

A10

ROX

Retro Other Pay RET

A01, All C

ROY

Retro Shift Pay RET

A07

ROZ

Retro Overtime Pay RET

A08

S/J

Settlement/Judgment

A11*

SJA

Settlement/Judgment (no Wthld)

C11*

SJB

Settlement/Judgment RET

C11*

SJC

Settlement/Judgment Contract Empl.

C11*

SJP

Settlement and Judgment RET

A11*

SJR

Settlement/Judgment (no Wthld)

A11

*Requires CTR Legal Approval

Departments with Reimbursement payments that must charge Fiscal Year 2010 can do so by either paying from their Dynacash or processing in the next pay period.

SBA, SBB, VIL and VLA Earnings Codes
All Leave-related codes will have a Posting Date of 6/30/09 and charge to FY 2009.

The following codes will charge FY2009:

ERNCD

DESCRIPTION

OBJ

SBA

Sick Leave Buy Back - Amts

A12

SBB

Sick Leave Buy Back - Hrs

A12

VIL

Vacation In Lieu - Hours

A13

VLA

Vacation In Lieu - Amounts

A13

Note: These codes will charge to FY2009 regardless if entered in Weekly Elapsed Time or Additional Pay. Any Leave Buyouts that need to charge FY2010 should be done in the following Accounts Payable Payroll pay period.

Earnings codes that are based on other earnings
Some Departments pay various implied exceptions in addition to their base pay. These earnings are set up in Additional Pay to automatically calculate and will be split in accordance to the base earnings.

Example:

REG that is split 70% and 30% will have their applicable Education Incentive (or any other base-pay incentive/differentials) split 70% and 30%.

REG that is split 25% and 75% (because the Employee is hired 6/30 and paid 1 day in June and 3 days in July) will have their applicable Shift Differential (or any other base-pay incentive/differentials) split 25% and 75%.

However, as noted above, any Implied Exceptions based on Prior Period Adjustments will split 70/30, whereas the base earnings charge all to FY2009.

HR/CMS Job Actions that can be made during Split Year
Job Actions in HR/CMS will not impact the specific Fiscal Year logic applied to Reimbursements and Leave Buyouts but can impact the other Split Year distribution percentages mentioned in the preceding sections. The following scenarios will cause split distribution percentages to be based on the Effective Date of the HR/CMS Action:

  • Midweek Rate Increases (or step progressions) will calculate REG dollars for original rate and for new rate. Only REG hours on or after the Effective Date will be calculated at the increased rate. The Split percentage by dollars will be weighted based on the start of the increase. Additional Pay earnings based on REG hours will follow the related REG hours. Note: Additional Pay earnings NOT based on other earnings (like ADS) will split based on the SYP of 70/30.
  • New Hires will take into account the effective date of the Hire when determining All distributions. The Total dollars may not split 70/30. The split percentage will be based on the effective date of the HIRE action. Hires effective 7/1 or later will charge all dollars in the new Fiscal Year. Hires on or before June 30 will have some percentage charged to the Prior Fiscal Year.
  • Rehires will reflect a percentage consistent with the rehire Effective Date (similar to New Hire).
  • For Terminations prior to 7/1 with no Additional Pay, all WET will charge to FY09.
  • Mid pay period transfer postings in WET will reflect a percentage consistent with the midweek action Effective Date; however, all additional pay earnings will charge to the new Chart of Account Distribution.

HR/CMS Job Actions that should be avoided during Split Year
Due to the processing of summarized payroll data, the following HR/CMS job actions will cause payroll dollars to not distribute based on 10 days in LCM. Reimbursements and Leave Buyouts will still be applied to the specific FY. However, users should note how WET and Additional Pay distribute if the following action is entered in Split Year.

  • Termination (TER) with Additional Pay (effective 6/21 - 6/30). Postings in WET will charge to FY09; however,
  • Termination (TER) with Additional Pay (effective 7/1 - 7/4). Postings in WET will split according to the number of work days in each year before the termination date; however, the additional pay earnings will split between FY09 and FY10.
  • Termination with Pay (TWP). Postings in WET and additional pay earnings will split between FY09 and FY10, but the split may not be 70/30. The number of work days after the TWP date in each fiscal year will determine the split between the years. In some cases, all charges may post to FY10.
  • Home Unit/ Object Code or Data change will change the pay Period Begin Date to that of the change Effective Date; the split may not be 70/30.

How to process a termination or termination with pay in Split Year
'Terminations' and 'Terminations with Pay' Job actions should not be entered in HR/CMS until the next pay period. The following steps can be followed to ensure Split Year proration and finalizing the termination:

  • Post daily attendance in WET for Split Year.
  • If appropriate, end date additional pay earnings with an effective date of 6/21/09; this action ensure the additional pay is not paid in the following pay period.
  • Zero out employee's default schedule in TRD effective 7/05/09 to ensure that no TRD is entered for future periods.
  • View general deductions to determine if deduction should be taken, ended, or adjusted.
  • Additional pay earnings can be posted in pay period ending 7/18/09 with Accounts Payable earnings codes.
  • In PPE 7/18/09, if there are additional payments, use the 'TWP' action; otherwise use 'TER'. The correct Effective Date should be entered.

LCM Distribution
For departments that use LCM for distribution, it is important to understand the impacts of processing DEPTE that will capture the Posting Date.

Example:

  • To create a DEPTE for a B01 (Travel) payment during Split Year: B01 will have a Posting Date of 6/30/09; the DEPTE must have a timeline effective as of 6/30/09.
  • To create a DEPTE for a SBB (Sick Buy Back) payment during Split Year: SBB will have a Posting Date of 6/30/09; the DEPTE must have a timeline effective as of 6/30/09.

DEPTE documents with an Effective Date in the middle of the Split Pay Period should be avoided. The processing of HRCMS Summary Data to a mid period DEPTE changes the FY proration and detailed distribution. In some instances postings will not split the FY charges and may only use the most recent DEPTE.

If you have any questions regarding HR/CMS, please contact CommonHelp at 866-888-2808. If you have any questions regarding LCM/MMARS, please contact the MMARS Helpline at 617-973-2468.

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