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