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.
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).
Mid-Feb - Hold an internal agency year-end debriefing meeting. Document lessons learned during year end in preparation for the next year-end.
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.
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.
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.
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 collections, etc.
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.
Check for pay errors on your spool reports. Depending on your agency practice, export and save spool files as necessary.
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).