Purpose
The purpose of this bulletin is to inform agencies of the automatic system termination of employees who have not received a paycheck since 12/31/2018 and to provide agencies instructions for the use of Action Reason code ACV to identify employees who should not be included in the automatic system termination program.
Affected Employees
Employees who have records in PayServ and meet the following criteria may be affected:
- Status: Active
- No paychecks issued after the paycheck date of 12/31/2018
- Pay Basis Code: HRY, AJT, FEE
All departments will be included, with the following exceptions:
- Legislature (04XXX)
- DMNA (01071 and 01072)
- Civil Service Test Monitors (08060)
- Unified Court System Proctors (05007, 05017)
Background
In an effort to clean up payroll data prior to the scheduled PayServ upgrade, employee records that have been inactive for more than one (1) year and meet the other specific criteria listed in the Affected Employees section will be automatically terminated. This process will occur prior to the upgrade and will continue on an annual basis going forward.
Effective Date(s)
The automatic system terminations will be processed for the following dates:
Administration Pay Period 24L/25C, paycheck date 03/18/2020
Institution Pay Period 25L/26C, paycheck date 03/26/2020
Control-D Report Available Prior to Processing
The following Control-D report will be available 01/30/2020 for agency review before the automatic system terminations have been processed:
NHRP770 – Prior Termination Report
This report identifies all employees with records that meet the eligibility criteria for automatic termination. The report includes the Department ID, Department Description, Employee Name, EmplID Number, Empl Record and the Effective Date of the Last Paycheck.
Agency Actions
Agency Determined Exclusions
To exclude employees from the automatic system termination process, agencies must identify all employees from Control-D Report NHRP770 who should not be included in the automatic system termination process.
The agency must then enter a row on the employee’s Job Data page using Action/Reason code DTA/ACV with an effective date no later than 02/19/2020 for Administration Pay Period 23L/24C or 02/26/2020 for Institution Pay Period 24L/25C.
OSC Actions
On 03/05/2020 OSC will automatically insert a row on the employee’s Job Data page effective the date of the last paycheck issued or the date of the max effective dated row on Job Data, whichever is greater, using Action/Reason code TER/STE.
Control-D Reports Available After Processing
The following Control-D report will be available on 03/06/2020 for agency review after the automatic system terminations have been processed. The report will be sorted by Department ID, then by employee name in alphabetical order.
NHRP748 – Post Termination Report
This report identifies all employees who had records that were automatically terminated. The report includes the Department ID, Department Description, Employee Name, EmplID Number, Empl Record, Effective Date of Termination and Sequence Number.
Questions
Questions regarding this bulletin may be directed to the Payroll Earnings mailbox.