HRMS Processor Guide

Procedure Updated: 
Friday, March 13, 2020

The HRMS Processor Guide is a group of checklists that will assist agency processors ensure successful pay-period, monthly, quarterly, and yearly processing. This guide includes activities as a recommendation to aid your work; please continue to follow your internal agency processes and policies as well.

OFM IT is committed to providing assistance and solutions to agencies and employees during processing.  If you need assistance to correct a problem, it is important that you send a ticket to HereToHelp@ofm.wa.gov so that we can assist you as soon as possible. 

HRMS Processor Guide – by Pay Period

Use the HRMS Processor Guide – by Pay Period to ensure pay-period processing is successful for your agency. This guide includes activities as a recommendation to aid your work; please continue to follow your internal agency processes and policies as well.

OFM IT is committed to providing assistance and solutions to agencies and employees during processing. If you need assistance to correct a problem, it is important that you send a ticket to HereToHelp@ofm.wa.gov so that we can assist you as soon as possible.

Daily Activities

Continue master data updates as needed

Processor Activity Resource
Payroll

Run the Corrections and Returns Report to identify employees who have a rejection of their direct deposit information from their financial institution. To correct a Bank Details (0009) infotype record, refer to the  Bank Details - Copy and Update Record user procedure. 

ZHR_RPTPY151, Bank Details - Copy and Update Record
Personnel Administration

Run the Task Monitoring Report to identify tasks that have been entered in the Monitoring of Tasks (0019) infotype that require action.  To update a Monitoring of Tasks (0019) infotype record, refer to the  Monitoring of Tasks – Update Status or Extend Record user procedure. 

S_PH0_48000450, Monitoring of Tasks – Update Status or Extend Record

Day 0 Activities

Continue master data updates as needed

Processor Activity Resource
Time

Create any necessary manual time and attendance entries. Ensure all leave is entered appropriately and hours are completed for part-time, hourly, and other applicable employees.

CAT2
Time

Run a Time Transfer to ensure all manual CAT entries are transferred for your employees. Repeat Time Transfer, as necessary.

ZCATA
Payroll, Personnel Administration

Run the Preemptive Basic Data Check Report to identify employees with missing master data in order to eliminate errors during payroll processing. Deselect Bond Purchase (0103), Insurance Benefits (0168), and Work Tax Area (0208) infotypes before executing this report. The state of Washington does not use these infotypes.

ZHR_RPTPYN06
Payroll, Time

Remind employees and supervisors of approaching payroll cutoff. Employees should have all leave requests entered for the period and supervisors should finish processing leave requests accordingly.  

Agency Action
Payroll

Process any pending offcycle-workbench entries. Payroll Day 0 is the Off-cycle Workbench cutoff. The Off-cycle Workbench will not be available again until payroll processing has completed (Payroll Day 4). 

PUOC_10
Personnel Administration, Time

Run a Periodic Increment and Longevity Increase Projection Report to identify employees receiving a Periodic Increment on a mid-period date (any date other than the first day of the pay period). Then run the Flexible Employee Data Report to identify any mid-period PID employees who are also on a 24/7 schedule. Create Schedule Substitutions for the entire period to avoid an error.

ZHR_RPTPA803, ZHR_RPTPAN02, Work Schedule Substitution

Day 1 Activities

Continue master data updates as needed

Processor Activity Resource
Benefits, Payroll, Personnel Administration, Time

Check the Payroll Cutoff Errors for your agency's errors. Employees on these lists will be locked out of final payroll processing if left uncorrected. Match the specific type of error in the error list to the Common  Redline,  ALAS, or  RPCIPE Error documents for further instructions to correct the error(s). 

Payroll Cutoff Errors, Redline, ALAS, RPCIPE
Personnel Administration

Run the Periodic Increment and Longevity Increase Projection Report to identify any employees who have missed their increase for the period. Corrections should be made to Basic Pay (0008) infotype if necessary, refer to the Basic Pay – Add Next Increase Date procedure. ​

ZHR_RPTPA803, Basic Pay – Add Next Increase Date
Time

Create any necessary manual time and attendance entries. Ensure all leave is entered appropriately and hours are completed for part-time, hourly, and other applicable employees.

CAT2
Time

Run a Time Transfer to ensure all manual CAT entries are transferred for your employees. Repeat Time Transfer, as necessary.

ZCATA
Financial, Payroll, Personnel Administration, Time

Check for pay errors on your spool reports. Depending on your agency practice, export and save spool files as necessary.

SP01
Payroll, Personnel Administration

Run the Preemptive Basic Data Check Report to identify employees with missing master data in order to eliminate errors during payroll processing. Deselect Bond Purchase (0103) infotype, Insurance Benefits (0168) infotype, and Work Tax Area (0208) infotype before executing this report. The state of Washington does not use these infotypes.

ZHR_RPTPYN06
Payroll

Run the Wages not subject to OASI Medicare Report to display employees who are nearing or have reached the OASI maximum for the year and have transferred mid-year between agencies. If an employee is close to or has met their maximum for the year, the gaining agency needs to create a Payroll Results Adjustment for the employee. Refer to the OASI adj for EEs that transfer between agencies document for instructions on creating this adjustment. ​

ZHR_RPTPY632, OASI adj for EEs that transfer between agencies
Financial, Payroll

Run the Payroll Posting Report to check for accounting or funding discrepancies in payroll processing. When running the Payroll Posting Report during Payroll Processing Days for the current period, you will need to enter the Run ID and Sequence number. The Run ID and Sequence numbers can be found at the bottom of the Payroll Cutoff Error file. 

ZHR_RPTPY126

Day 2 Activities

Continue master data updates as needed - Finalize master data processing

Processor Activity Resource
Benefits, Payroll, Personnel Administration

Check the Payroll Cutoff Errors for your agency's errors. Employees on these lists will be locked out of final payroll processing if left uncorrected. Match the specific type of error in the error list to the Common  Redline,  ALAS, or  RPCIPE Error documents for further instructions to correct the error(s).

Payroll Cutoff Errors, Redline, ALAS, RPCIPE
Agency GAP Processors

Submit GAP1 file if necessary. Payroll Day 2 is GAP1 Cutoff.

Agency Action
Time

Create any necessary manual time and attendance entries. Ensure all leave is entered appropriately and hours are completed for part-time, hourly, and other applicable employees.

CAT2
Payroll

Run a payroll simulation for your full agency in the background with Display Log turned off to look for employees with redline errors. Use the  Common Redline Errors to correct any redlines.

PC00_M10_CALC_SIMU, Common Redline Errors
Financial, Payroll, Personnel Administration, Time

Check for pay errors on your spool reports. Depending on your agency practice, export and save spool files as necessary.

SP01
Time

Run a Time Transfer to ensure all manual CAT entries are transferred for your employees. Repeat Time Transfer, as necessary.

ZCATA
Payroll, Personnel Administration

Run the Preemptive Basic Data Check Report to identify employees with missing master data in order to eliminate errors during payroll processing. Deselect Bond Purchase (0103), Insurance Benefits (0168), and Work Tax Area (0208) infotypes before executing this report. The state of Washington does not use these infotypes.

ZHR_RPTPYN06
Payroll, Time

Run the Preemptive Time Data Check once a Time Transfer has been completed to ensure employee hours have transferred and hours are correctly entered. 

ZHR_RPTPYN07
Payroll

Run the Preemptive Compensation Data Check report to identify possible payroll issues such as missing infotypes, incorrect entries of garnishment vendors, deductions not taken (DDNTK), or wage types in arrears (ARRS). 

ZHR_RPTPYN08
Payroll

Run the Payroll Threshold report to check for possible payroll issues such as arrears, claims, deductions not taken, missing hours, and pay that is too high or too low. 

ZHR_RPTPYN09
Financial, Payroll

Run the Active Employees with No Retirement Deductions Taken report (GAP 24 report) to check for any active employees who will not have retirement deductions taken for the period.  Corrections should be made to Savings Plans (0169) infotype if necessary. 

ZHR_RPTPY024, Savings Plans Corrections
Financial, Payroll

Run the Payroll Journal Report to examine Gross and Net Pay (this is an alternative to going into each employee’s pay results one at a time.)     

ZHR_RPTPYN33
Financial, Payroll

Run the Payroll Posting Report to check for accounting or funding discrepancies in payroll processing. When running the Payroll Posting Report during Payroll Processing Days for the current period, you will need to enter the Run ID and Sequence number. The Run ID and Sequence numbers can be found at the bottom of the Payroll Cutoff Error file. 

ZHR_RPTPY126

Day 3 Pre-Noon Activities

Minimal master data updates - Only when necessary - Complete before noon if possible

Processor Activity Resource
Benefits, Payroll, Personnel Administration, Time

Check the Payroll Cutoff Errors at 9 a.m. for your agency's errors. Employees on these lists will be locked out of final payroll processing if left uncorrected. Match the specific type of error in the error list to the Common  Redline,  ALAS, or  RPCIPE Error documents for further instructions to correct the error(s).

Payroll Cutoff Errors, Redline, ALAS, RPCIPE
Time

Create any necessary manual time and attendance entries. Ensure all leave is entered appropriately and hours are completed for part-time, hourly, and other applicable employees.

CAT2
Time

Run a Time Transfer to ensure all manual CAT entries are transferred for your employees. Repeat Time Transfer, as necessary.

ZCATA
Payroll

Run a payroll simulation for your full agency in the background with Display Log turned off to look for employees with redline errors. Use the  Common Redline Errors to correct any redlines.

PC00_M10_CALC_SIMU, Common Redline Errors
Financial, Payroll, Personnel Administration, Time

Check for pay errors on your spool reports. Depending on your agency practice, export and save spool files as necessary.

SP01
Payroll, Personnel Administration

Run the Preemptive Basic Data Check Report to identify employees with missing master data in order to eliminate errors during payroll processing. Deselect Bond Purchase (0103), Insurance Benefits (0168), and Work Tax Area (0208) infotypes before executing this report. The state of Washington does not use these infotypes.

 ZHR_RPTPYN06
Payroll

Run the Preemptive Time Data Check once a Time Transfer has been completed to ensure employee hours have transferred and hours are correctly entered. 

ZHR_RPTPYN07
Payroll

Run the Preemptive Compensation Data Check report to identify possible payroll issues such as missing infotypes, incorrect entries of garnishment vendors, deductions not taken, or wage types in arrears. 

ZHR_RPTPYN08
Payroll

Run the Payroll Threshold report to check for possible payroll issues such as arrears, claims, deductions not taken, missing hours, and pay that is too high or too low. 

ZHR_RPTPYN09
Financial, Payroll

Run the Payroll Journal Report to examine Gross and Net Pay as well as audit to ensure all LNI Risk codes are coded to your agency. (This is an alternative to going into each employee’s pay results one at a time.) 

ZHR_RPTPYN33
Financial, Payroll

Run the Payroll Posting Report to check for accounting or funding discrepancies in payroll processing. When running the Payroll Posting Report during Payroll Processing Days for the current period, you will need to enter the Run ID and Sequence number. The Run ID and Sequence numbers can be found at the bottom of the Payroll Cutoff Error file. 

ZHR_RPTPY126
Personnel Administration

Run the Actions Report to identify employees who may have a missing or incorrect ACA Status Code. To update the ACA status code, refer to the Planned Working Time – Change Existing Record procedure.

Actions Report, Planned Working Time – Change Existing Record
Financial

Run the IT0027 Employee Cost Distribution report to identify employees with a mis-match in funding. Cost Distribution coding should match your business area. To update a Cost Distribution (0027) infotype record on the employee, refer to the Employee Cost Distribution – Change Existing Record user procedure.

ZHR_RPTFI0027, Employee Cost Distribution – Change Existing Record
Financial

Run the IT1018 Position Cost Distribution report to identify positions with a mis-match in funding. Cost Distribution should match your business area coding. To update a Cost Distribution (0027) infotype record on the employee, refer to the Employee Cost Distribution – Change Existing Record user procedure.

ZHR_RPTFI1018, Position – Maintain Cost Distribution

Day 3 Post-Noon Activities

Minimal master data updates - Only when necessary for pay - Complete before noon if possible

Anything keyed after noon requires a Payroll Simulation to be run on the employee to check for redlines, claims, and funding issues

Processor Activity Resource
Benefits, Payroll, Personnel Administration, Time

Check the Payroll Cutoff Errors at 12:30 p.m. for your agency's errors. Employees on these lists will be locked out of final payroll processing if left uncorrected. Match the specific type of error in the error list to the Common  Redline,  ALAS, or  RPCIPE Error documents for further instructions to correct the error(s).

Payroll Cutoff Errors, Redline, ALAS, RPCIPE
Payroll

Run a payroll simulation for your full agency if any changes are being made to master data after noon. Run in the background with Display Log turned off to look for employees with redline errors. Use the  Common Redline Errors to correct any redlines.

PC00_M10_CALC_SIMU, Common Redline Errors

Day 4

Resume master data updates as needed

Processor Activity Resource
Benefits, Payroll, Personnel Administration, Time

Check the Payroll Cutoff Errors for your agency's errors. Employees on this list have been locked out of final payroll processing and will need to be paid outside of HRMS. Match the specific type of error in the error list to the Common  Redline,  ALAS, or  RPCIPE Error documents for further instructions to correct the error(s). Manually paying an employee outside of HRMS requires creating an Additional Payment record using Wage Type 3100 for the amount the employee was paid outside of HRMS. The Additional Payment record will need to be dated in the next period so the employee is not overpaid. Refer to the  Additional Payments - Create One-Time Payment or Deduction user procedure.   

Payroll Cutoff Errors, Redline, ALAS, RPCIPE, Create One-Time Payment or Deduction
Financial, Payroll

Run the Wage Type Reporter to ensure the wage types processing are in accordance with your expectation. 

PC00_M99_CWTR
Financial, Payroll, Tax Reporter

Run the 3rd Party Payroll Reconciliation to verify IRS - EFTPS vendor (vendor number 2181700), and VEBA payments.

PC00_M99_URMR
Benefits, Payroll

Run the Health Care Reconciliation Report to reconcile the differences between PAY1 and HRMS amounts related to Account 035/GL 5181 and W-2 reporting requirements.

ZHR_RPTBNN36
Financial, Payroll

Run the Payroll Journal Report to examine Gross and Net Pay (This is an alternative to going into each employee’s pay results one at a time.)     

ZHR_RPTPYN33
Financial, Payroll

Run the Accrued Payroll Deductions report to ensure employee payroll and mandatory deductions are balanced. 

ZHR_RPTPY010
Financial, Payroll

Run the Payroll Posting Report to check for accounting or funding discrepancies in payroll processing. 

ZHR_RPTPY126
Financial, Payroll

Run the Payroll Journal Voucher Report to display records of money being transferred between agencies or out of HRMS as a result of payroll processing.

ZHR_RPTPY376
Tax Reporter

Run a Test Form 941 Employer’s Quarterly Federal Tax Return. Verify information is correct and your agency is in balance.

PU19
HRMS Processor Guide – by Month

Use the HRMS Processor Guide – by Pay Period to ensure pay-period processing is successful for your agency.  This guide includes activities as a recommendation to aid your work; please continue to follow your internal agency processes and policies as well.

OFM IT is committed to providing assistance and solutions to agencies and employees during processing.  If you need assistance to correct a problem, it is important that you send a ticket to HereToHelp@ofm.wa.gov so that we can assist you as soon as possible. 

Monthly Activities

Monthly processing is completed to ensure your Fund 035 is in balance

Processor Activity Resource
Accounting Office, Financial

Run the Enterprise Reporting General Ledger Trial Balance Report for Fund 035 after AFRS has closed for the month. This report will assist in determining what your agency’s General Ledger balances are in Fund 035 as of the end of the month.

General Ledger Trial Balance – Case Handout
Accounting Office, Financial

Run the Enterprise Reporting General Ledger Analysis Flexible Report for Fund 035 after AFRS has closed for the month. This report will show detailed accounting activity for all GLs in Fund 035 for the month.

General Ledger Activity Flexible – Case Handout, Reconciliation Template
Financial, Payroll

Run the Payroll Posting Report to check for accounting or funding discrepancies in payroll processing. This report will assist in reconciliation of GLS 1324, 5124, 5145, 5180, 5181, 5187, 5189, and 5199.

ZHR_RPTPY126
Financial, Payroll

Run the Payroll Journal Voucher Report to display records of money being transferred between agencies or out of HRMS as a result of payroll processing. This report will assist in reconciliation of GLs 1324, 5180, and 5187.     Be sure to utilize the Report IDs 13 and 14 to identify mid-period transfers.  

ZHR_RPTPY376
Payroll

Calculate holiday pay for hourly employees ensuring you are following SAAM guidelines. Refer to SAAM Manual 25.30.30.b for calculations.

SAAM 25.30.30
Benefits, Financial, Payroll

Use the monthly HCA reports you have received from HCA, the Reconciliation Template found on the OFM website, and the Health Care Reconciliation Report to reconcile the differences between PAY1 and HRMS amounts related to Account 035/GL 5181 and W-2 reporting requirements. . Use the Health Insurance Sample Reconciliation and Instructions resource as needed.

Health Care Authority, Reconciliation Template, ZHR_RPTBNN36, Health Insurance Sample Reconciliation and Instructions
Financial, Payroll

Run the Wage Type Reporter to ensure the wage types processing are in accordance with your expectation. Run this report for Wage Type 3005 - Garnishment:     Writs to assist in balancing GL 5189. 

PC00_M99_CWTR
Financial, Payroll

Run the Display Stored Payroll Results if you find an employee who is out of balance. This will allow you to look at the detail of what was processing, any arrears activity, and if there is retroactivity that may need to be accounted for. 

PC_PAYRESULTS
HRMS Processor Guide – by Quarter

Use the HRMS Processor Guide – by Quarter to ensure quarterly processing is successful for your agency.  This guide includes activities as a recommendation to aid your work; please continue to follow your internal agency processes and policies as well.

OFM IT is committed to providing assistance and solutions to agencies and employees during processing.  If you need assistance to correct a problem, it is important that you send a ticket to HereToHelp@ofm.wa.gov so that we can assist you as soon as possible.

Quarterly Activities

Quarterly processing is completed to ensure your Fund 035 is in balance

Processor Activity Resource
Payroll

Run the Wages not subject to OASI Medicare Report to display employees who have wages not subject to OASI and Medicare or are nearing the OASI maximum for the year and have transferred agencies within the tax year.  HRMS calculates by Business Area individually and will not combine the total.  To correct OASI maximum, refer to the  OASI Adjustments for EEs that Transfer Between Agencies user procedure.

ZHR_RPTPY632, OASI Adjustments for EEs that Transfer Between Agencies
Financial, Payroll, Tax Reporter

Run the 3rd Party Payroll Reconciliation to verify IRS - EFTPS vendor (vendor number 2181700).

PC00_M99_URMR
Financial, Payroll

Run the Medical Aid Detail Report to display Gross Salary, Work Hours by Medical Aid code for the quarter.

ZHR_RPTPY394
Payroll

Run the Payroll Posting Report to check for accounting or funding discrepancies in payroll processing. This report will assist in reconciliation of GLS 1324, 5124, 5145, 5180, 5181, 5187, 5189, and 5199.

ZHR_RPTPY126
Financial, Payroll

Run the Tax Exempt Status Report to display active employees who have “N” in their withholding tax schedule.     

ZHR_RPTPY661
Financial, Payroll

Run the PFML Quarterly Wages Premiums & Hours Report to identify the PFML premiums, wages, and hours that have been reported to Employment Security Department.  Save this report for your records, HRMS does not save historical data for this report.

ZHR_PFML_REPORT
Tax Reporter

Run a Test Form 941 Employer’s Quarterly Federal Tax Return. Verify information is correct, your agency is in balance in relation to your agency's W-3 (total of wages, withholding, etc.), and you are ready to generate your 941 in production.     

PU19
Tax Reporter

Generate a Production Form 941 Employer’s Quarterly Federal Tax Return.

PU19
Tax Reporter

Once your Form 941 has been generated in production, signed by the designated authority, and mailed, complete the Form 941 Generation Date. The Generation Date should equal the date that the form was signed.

PU19
Tax Reporter

If 941 is out of balance, run a Test Form 941-X for Employer’s Quarterly Federal Tax Return. Verify information is correct, your agency is in balance in relation to your agency's W-3 (total of wages, withholding, etc.), and you are ready to generate your 941-X in production.

PU19
Tax Reporter

If necessary, generate Form 941-X in production.  You cannot generate a 941-X unless you have run a Form 941 in production and there are corrections or changes to be made to the past quarter. When completing a 941-X in production, you should never enter a Generation Date.

PU19
Benefits, Payroll, Personnel Administration, Tax Reporter, Time

Attend the Personnel Payroll Association (PPA) meeting.  Visit the PPA website for details on time, date, and location. Sign up for the OFM dl SWA Contacts distribution list by emailing OFM Statewide Accounting at OFMAccounting@ofm.wa.gov to receive meeting agendas and handouts.

PPA
Payroll, Personnel Administration

Audit employees with leave without pay for potential date adjustments. Refer to  collective bargaining agreements and WAC 357 (or historical documentation as needed) for details on when date adjustments are needed and what criteria to consider. To correct a Date Specifications (0041) infotype record, refer to the  Date Specifications - Copy and Update Record user procedure.  To adjust a Next Inc Date in the Basic Pay (0008) infotype record, refer to the  Basic Pay - Add Next Increase Date user procedure.

Date_Adjustments_Guide , Collective bargaining agreements, Date Specifications - Copy and Update Record, Basic Pay - Add Next Increase Date
HRMS Processor Guide – by Year

Use the HRMS Processor Guide – by Pay Period to ensure pay-period processing is successful for your agency. This guide includes activities as a recommendation to aid your work; please continue to follow your internal agency processes and policies as well.

OFM IT is committed to providing assistance and solutions to agencies and employees during processing. If you need assistance to correct a problem, it is important that you send a ticket to HereToHelp@ofm.wa.gov so that we can assist you as soon as possible.

October Activities

Processor Activity Resource
Payroll

Run the Tax Exempt Status Report to display active employees who have “N” in their withholding tax schedule. Be sure this is the correct designation for the employee in accordance with their selection. 

ZHR_RPTPY661
Payroll, Personnel Administration

Mid-Oct - 1st run of EVS Verification Failure Report to check for employees who have a mismatch in their SSN or Name provided.  Work with your Personnel Administration Processor to make any corrections on the Personal Data (0002) infotype, refer to the  Personal Data - Change Existing Record procedure.

Year End SSV, Personal Data - Change Existing Record
Benefits, Financial, Payroll, Personnel Administration, Tax Reporter, Time

Late-Oct -  Create an internal checklist cutoff calendar to identify agency deadlines and create a communication plan for items such as:

  • Address changes (W-2 mailing).
  • Documents that affect gross pay (account code changes, cash allowances, CTR, health/life/LTD insurance changes).
  • Leave (including LWOP).
  • Misc. deduction changes.
  • Overtime/standby/callback/shift differential, part-time and hourly employee hours.
  • Taxable travel.
  • Work location changes, moving expenses.
  • Taxable fringe benefit reporting.
  • New hires and terminations.
  • Anything else identified by the agency.
Agency action

November Activities

Processor Activity Resource
Tax Reporter

Early-Nov - Review the current year Tax Reporter production runs for 941s to ensure all quarters have been executed and generation dates entered correctly.

941 Quarterly Report
Benefits, Payroll, Personnel Administration

Early-Nov - Remind employees of PEBB Annual Open Enrollment, including items such as:

  • Opportunity to change health benefits enrollment.
  • If employees have a qualified WA state registered domestic partner to review IRS Section 152 eligibility and make any changes to deductions if necessary. 
  • Good time to review their beneficiaries for life insurance, retirement, deferred comp, and HSA.
  • Employees who are currently participating in a CDHP and do not wish to participate in the upcoming year to stop their HSA deduction.
  • New IRS limit for HSA contributions, so employees can adjust deduction amounts if desired. 
PEBB, 941 Quarterly Report, IRS Section 152, HCA CDHP
Benefits, Payroll, Personnel Administration, Time

Nov - Attend the Year-End Personnel Payroll Association (PPA) meeting.  Visit the PPA website for details on time, date, and location. Sign up for the OFM dl SWA Contacts distribution list by emailing OFM Statewide Accounting at OFMAccounting@ofm.wa.gov to receive meeting agendas and handouts. 

PPA
Payroll

Mid-Nov - 2nd run of EVS Verification Failure Report to check for employees who have a mismatch in their SSN or Name provided. Work with your Personnel Administration Processor to make any corrections on the Personal Data (0002) infotype, refer to the  Personal Data - Change Existing Record procedure.

Year End SSV, Personal Data - Change Existing Record
Payroll, Personnel Administration

Mid-Nov - Remind employees to update their mailing address for accurate W-2 mailings. Address changes can be made through MyPortal or the Addresses (0006) infotype. Refer to the  Addresses user procedures.

Agency action
Payroll

Mid-Nov - Remind employees to submit a new Form W-4 if their filing status, allowances, or exempt status has changed since the last time they filed a W-4 (if no changes, do not resubmit). For changes, follow the  Withholding Info W4/W5 US - Copy and Update Record user procedure.

IRS Form W-4, Withholding Info W4/W5 US - Copy and Update Record
Managers for all Roles

Mid-Nov - Begin planning for adequate staffing levels for December and January processing.

Agency action
Payroll

Final Day 4 in Nov - Research employees locked out of the 11/25 payroll. Take appropriate cross-calendar year actions to pay and correct the employee. This includes but is not limited to: pay employee outside of system, enter manual YTD adjustments,  cross-calendar year overpayment corrections, etc.   

Payroll Cutoff Errors, Cross-calendar year overpayment corrections

December Activities

Processor Activity Resource
Payroll, Tax Reporter

Early-Dec - Identify and enter manual adjustments (this includes manual adjustments for other state taxes).

Manual Adjustments
Payroll, Tax Reporter

Early-Dec - Prior to the first payroll run for the upcoming year,  identify and  clear all existing overpayments  or claims from current year. A current period claim is processed through wage type /561 and a claim from through wage type /563 in payroll processing. Claims can be identified easily running the  Wage Type Reporter. 

Overpayment, PR Overpayment scenarios Wage Type Reporter
Payroll, Tax Reporter

1st Day 4 in Dec - Research and correct employees locked out of 12/10 payroll.  Prepare for pay period 24, Payroll and Tax Reporter roles should work together to ensure everything is in balance. 

Payroll Cutoff Errors
Tax Reporter

1st Day 4 in Dec - Balance 941 to W-2.  

Tax Reporter User Procedures 
Benefits, Payroll, Personnel Administration, Time

1st Day 4 in Dec - Key final payroll master data updates into HRMS in anticipation for final payroll cutoff.  Verify no errors are immediately present following master data updates with frequent Payroll Simulations. 

Processor Guide - by Pay Period
Payroll, Tax Reporter

Mid-December - Verify that accounts payable has all IRS Form 1099-MISC data needed for amounts paid to the claimant of deceased employees' estates.

SAAM 25.70.30
Payroll, Tax Reporter

Final Day 0 in Dec - Final  Offcycle Workbench for the year. Once the final Day 0 concludes, agencies will no longer to be able to process an Offcycle workbench for the closing year. If this deadline is missed,  manual adjustments will be required. 

Agency awareness, Offcycle Workbench, Manual adjustments
Benefits, Payroll, Personnel Administration, Time

Final Payroll Cutoff in Dec (Final Days 0-4) - Ensure your agency runs each report identified in the HRMS Processor Guide - by Pay Period meticulously. If you have any questions or concerns, please contact  HereToHelp@ofm.wa.gov immediately. 

Processor Guide - by Pay Period
Tax Reporter

Final Day 4 in Dec - Balance 941 to W-3.  Add each 941 quarterly total to ensure this amount matches your W-3 total for the year. 

Tax Reporter User Procedures
Benefits, Payroll, Personnel Administration, Time

Final Day 4 in Dec - Research employees locked out of the 12/24 payroll. Take appropriate cross-calendar year actions to pay and correct employee.  This includes but is not limited to: pay employee outside of system, enter  manual YTD adjustments,  cross-calendar year overpayment corrections, etc.   

Payroll Cutoff Errors, Manual YTD adjustments, Cross-calendar year overpayment corrections
Payroll

Late-Dec - 3rd run of EVS Verification Failure Report to check for employees who have a mismatch in their SSN or Name provided.  Work with your Personnel Administration Processor to make any corrections on the Personal Data (0002) infotype, refer to the  Personal Data - Change Existing Record procedure.

Year End SSV, Personal Data - Change Existing Record
Payroll, Time

Late-Dec – Begin agency planning and preparation for Annual Sick Leave buyout process:

  • Contact Leave Approvers to ensure all calendar year sick leave is processed as soon as possible.
  • If requesting print or mail services through Department of Enterprise Services, initiate contact by emailing PrintCSR@des.wa.gov.
Sick Leave Buyout

January Activities

Processor Activity Resource
Benefits, Financial, Payroll, Tax Reporter

1st Week in Jan - Deadline for Manual Year-to-Date (YTD) adjustments for previous calendar year to be entered into HRMS. REMINDER: This cutoff will also include manual adjustments for other state withholding taxes. 

Manual Adjustments
Payroll, Time

1st Week in January – Begin processing Annual Sick Leave buyout:

  • Finalize sick leave processing of previous calendar year leave requests
  • Determine Eligibility
  • Contact eligible employees for opt-in/opt-out options

    Be sure to include a “Respond no later than” date to eligible employees.

Reporting Only Agencies should follow the Sick Leave Buyout – Reporting Only Agency Determine Eligibility/Calculate Sick Leave Buyout process

Sick Leave Buyout
Personnel Administration

1st Day 4 in Jan - Deadline for address updates to reflect on employee's W-2s correctly. Verify that Address (0006) infotype records are current and are not delimited (must be 12/31/9999). 

Addresses - Copy and Update Record
Tax Reporter

2nd Week in Jan - OFM will deactivate Tax Reporter Role.  Prior to deactivation, all manual adjustments should be complete in HRMS. Deactivation period is approximately one week. 

Manual Adjustments
Payroll, Tax Reporter

2nd Week in Jan - OFM will initiate statewide W-2 processing.

Agency awareness
Financial, Payroll, Tax Reporter

2nd Week in Jan - Target date for new LNI Rate implimentation. Once implimented, agencies will need to verify rates.

LNI Rates
Financial, Tax Reporter

Mid-Jan - Once W-2 processing has completed, review and work through any errors and warnings present on the W-2 log manager.

W-2 Log Manager
Tax Reporter

Mid-Jan - Download your agency W-2 spool files to begin preperation for mailing.  Save spool files for your records.  HRMS will retain spool files until the last business day in January.    

SP01
Financial, Tax Reporter

Mid-Jan - Ensure that all IRS Forms 941/941X/W-2/W-2c are in balance prior to  sending off IRS Form 941 for 4th quarter. Forms are due January 31st.

IRS 941, Sending off IRS Form 941
Payroll

Mid-Jan – Receive opt-in/opt-out  forms from employees for Annual Sick Leave buyout. For employees who have opted in:

  • Create Sick Leave Buyout Forms using the Buyout Statements Report
  • Send Sick Leave Buyout Form(s) for return signature

    Be sure to include a “Respond no later than” date for return signature.
Sick Leave Buyout
Tax Reporter

3rd Week in Jan - OFM will reactivate Tax Reporter role. 

Tax Reporter Role
Tax Reporter

3rd Week in Jan - Agencies complete Manual YTD Adj. to be included on 941. Remember to check if a W-2C will be required. Adjustments will not be included on W2 processed by OFM in W-2 processing.

Manual Adjustments
Tax Reporter

3rd Week in Jan - Execute the fourth quarter Federal Tax Report form 941. All manual YTD adjustments input after executing your agency's IRS 941 production run will not be included. Please verify the manual adjustments through the Tax Reporter Log Manager (manual adjustments ignored).

941 Production Run and Entering Generation Date
Tax Reporter

3rd Week in Jan - File Year End forms with  federal, state and local tax authorities.

 Agency Action
Tax Reporter

3rd Week in Jan - Enter Generation Date for 941.

941 Production Run and Entering Generation Date
Tax Reporter

3rd Week in Jan - Final chance to issue and file any last minute correction forms. 

Agency Action
Tax Reporter

Jan 31st - IRS Form 941 for 4th quarter of the previous year is due.  Revalidate all IRS Forms 941/941X/W-2/W-2c are in balance prior to sending.

IRS 941

February Activities

Processor Activity Resource
Payroll, Time

1st Payroll Cutoff in February- Finalize processing Annual Sick Leave Buyout prior to the first payroll cutoff in February. 

  • Receive signed Sick Leave Buyout Forms from employees
  • Create Sick Leave Buyout record(s) - Buyouts should be effective January 31st
Sick Leave Buyout
Payroll

Feb 15th - Exempt IRS Forms W-4 expire.  Begin withholding using the last valid W-4 (non-exempt), or Step 1.c. Single or Married Filing Separately.

Withholding Info W4/W5 US - Copy and Update Record
Benefits, Financial, Payroll, Personnel Administration, Time

Mid-Feb - Hold an internal agency year-end debriefing meeting. Document lessons learned during year end in preparation for the next year-end.

 Agency Action