Purpose

To inform agencies of the automatic system termination of employees who have not received a paycheck in over one (1) year.

To provide agencies instructions for the use of a new Action Reason code 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 effected:

• Status: Active
• No paychecks issued after the paycheck date of 12/31/2017
• Pay Basis Code: HRY, AJT, FEE

All departments are included, with the following exceptions:

• Legislature (04XXX)
• DMNA (01071 and 01072)
• Civil Service Test Monitors (08060)
• Unified Court System Proctors (05007 and 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, effective date 03/06/2019.

Institution Pay Period 25L, effective date 03/13/2019.

New Action Reason CodeandControl-D Report Available Prior to Processing

OSC has created new action reason code DTA/ACV for agencies to use to identify affected employees who should be excluded from the automatic system termination process.

The following Control-D report will be available 01/11/2019 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 Job Action Request using Action/Reason code DTA/ACV with an effective date between 01/08/2019 and 02/20/2019 for Administration Pay Period 23L/24C or 01/08/2019 and 02/27/2019 for Institution Pay Period 24L/25C.

OSC Actions

On 03/07/2019 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 Report Available After Processing

The following Control-D report will be available on 03/08/2019 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.