State Agencies Bulletin No. 1893

Subject
Reporting Adjustments to Overtime
Date Issued
February 4, 2021

Purpose

The purpose of this bulletin is to describe new Time Entry Earnings Codes to be used to adjust overtime.

Affected Employees

Employees who require adjustments to overtime that cannot be automatically adjusted by the PayServ system are affected.

Background

To better facilitate the tracking of overtime adjustments in PayServ, new Earnings Codes have been created.

Effective Dates

Effective immediately.

Eligibility Criteria

Employees who worked overtime that requires a manual adjustment are eligible.

OSC Actions

OSC has created the following Earnings Codes in PayServ to be used in place of Earnings Code AJR to retroactively adjust overtime payments that cannot be automatically calculated by the system:

New Earnings Code  Description
ARO Adj Retro Raise for OT and RCL 
ARC Adjust Retro Raise for C19 OT

OSC has created the following Earnings Codes in PayServ to be used in place of Earnings Code ADJ to adjust overtime payments that were incorrectly paid by the agency:

New Earnings Code  Description
AOR Adjustment for OT and RCL
ACO Adjustment for C-19 Overtime 

Agency Actions

Agencies must use the new Earnings Codes to report applicable adjustments to overtime that cannot be automatically adjusted by the PayServ system. Earnings Codes that are not automatically adjusted by Payserv include overtime Earnings Codes requiring a manually calculated amount, such as: OTT, OTO, CVO, and CVA.

When entering an adjustment code, a detailed comment must be entered explaining the adjustment calculation and reason for the adjustment.

Reporting Adjustments to Overtime Using the New Earnings Codes

To report one of the new Overtime Adjustment Earnings Codes the agency must submit the appropriate Earn Code in the Time Entry Page using the following procedure:

Earnings Begin Date:  The first date included in the adjustment 
Earnings End Date: The last date included in the adjustment
Earn Code: Enter appropriate code
Amount: Adjusted amount
Comments: A detailed explanation of the adjustment 

Tax Information

These monies are taxable income, will be included in the employee’s taxable gross, and are subject to all employment and income taxes.

Payroll Register and Employee’s Paycheck/Advice

The Earnings Codes and the amount will be displayed on the payroll register. The earnings description and the amount will be displayed on the employee’s paycheck or advice.

Questions

Questions regarding this bulletin may be directed to the Payroll Earnings mailbox.