State Agencies Bulletin No. 1810

Subject
Automatic System Termination of Employees Inactive More Than One Year
Date Issued
January 23, 2020

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.