Monthly - SAAM

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

Monthly - Health Care Authority

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.

February - Sick Leave Buyout

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

January - ZHR_RPTPY681

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.

January - Sick Leave Buyout

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

November - Agency action

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.

December - Year End SSV, Personal Data - Change Existing Record

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.