Personnel Administration

Run the Preemptive Basic Data Check Report to identify employees with missing master data in order to eliminate errors during payroll processing.

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.   

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.

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. 

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. ​

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

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). 

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 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. 

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.