On May 10, 2023, we communicated we would provide additional information about Lump Sum Payments resulting from the Collective Bargaining and Enacted Budgets effective July 1, 2023. This email contains the additional information agencies will need to process the lump sum payments.
Lump Sum Payments
Several different lump sum payments were approved in various 2023-25 collective bargaining agreements and enacted budgets. Agencies will determine employee eligibility based on the authorizing language and criteria.
Incentives for Up-to-Date COVID-19 Vaccination
Beginning July 1, 2023, incentives for being up-to-date with COVID-19 vaccinations can be processed for eligible employees. Represented eligible employees must be covered under a CBA by a Union that has bargained the one-time lump sum payment for voluntarily providing proof of up-to-date COVID-19 vaccination, refer to the applicable CBA for this language. Non-represented and exempt employees are eligible to receive the one-time lump sum payment if the employer is included in the funding for the incentive. All eligible employees must voluntarily provide their employer with proof of being up-to-date with their COVID-19 vaccination, as recommended and defined by the CDC at the time proof is provided, to be eligible to receive the one-time lump sum incentive. This incentive is not prorated for part-time employment.
The following wage types have been created for paying these vaccination incentives:
COVID19 Up-to-Date-No Due (1901)
COVID19 Up-to-Date-Dues (1940)
Use the appropriate wage type depending on whether the payment is subject to union dues or not; refer to the COVID Lump Sum FAQ for more information. Refer to the HRMS Data Definitions Resource Guide for wage type data definitions.
Recognition and Retention, Retention, and other Lump Sum Payments
Agencies will determine employees eligible for recognition and retention, retention, and other lump sum payments. Refer to collective bargaining agreements and/or enacted budgets to determine type of payments allowed, eligibility criteria, and payment amounts.
Review all relevant CBA and enacted budget language regarding lump sum payments
Identify employees who are in one or more positions on July 1, 2023, and are authorized to receive a lump sum payment (check employment status and bargaining unit/personnel subarea)
Identify part-time employees whose lump sum payments are subject to pro-ration
Identify concurrent employees and coordinate with their other employers as needed
For employees who must have been continuously employed since July 1, 2022, or earlier, use their unbroken service date or run an actions report to ensure no separations
The following wage types are available for paying these lump sum payments:
Lump Sum – No Union Dues (1912) *NEW
Recruit/Ret Inc-No Union (1913) *NEW
Recruit/Retention Incent (1132)
Use the appropriate wage type depending on the type or reason for payment. Refer to the HRMS Data Definitions Resource Guide for wage type data definitions.
Winshuttle
Agencies may manually input employee lump sum payments in HRMS. If you have 30 or more payments, you can submit a Winshuttle spreadsheet to the OFM Help Desk. Winshuttle spreadsheets must be submitted to HeretoHelp@ofm.wa.gov no later than close of business on Monday, July 17, 2023 to have the payments included on the July 25 paycheck. For payments after July 25, submit your Winshuttle spreadsheet(s) by close of business on payroll day 2.
There are three Winshuttle scripts available to create new Additional Payments (0015) records (see below or refer to the Winshuttle page on the HRMS Support Hub). OFM recommends using the Assignment Number field on the Additional Payments (0015) infotype to record the reason or type of payment. This is especially important for wage types that are used for multiple types of payments, such as Recruit/Ret Inc-No Union (1913). When paying this wage type, for example, it is strongly recommended to enter a description in the Assignment Number field such as “WFSE Recog/Retent” or “WSPTA Retention”. To add text in the Assignment Number field, use the “Additional Payments Create with Assignment” script.
