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| Frequently Asked Questions at Year End |
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Why do I need to set November P010 dates for November corrections? My employee is not terminating.
Entering P010 dates forces OSPA to date any November checks with a 2008 date. Without November P010 dates, OSPA dates November checks the same as it would a December check. Namely, 1/2/2009 or 1/15/2009.
See previous e-news announcements for more detail.
Why can't I set correctives for September and October once November has closed?
In order to prepare OSPA for next year's business, OSPS staff must close access to all months prior to November, once November has closed. OSPS stages pay periods, pay dates, and fiscal posting dates for the next year at that time.
November is closed to access following December Run 2, and December is closed to access following February Run 2 for the same reason.
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| Year End Recommended Practice |
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The Year End Practice is a guidebook for agency payroll staff to navigate the murky waters of year end procedures, timelines, and cautions.
This recommended practice is always available in Chapter 6, Entry Guides, of our OSPA Reference Manual.
For 2008, the updated recommended practice was released on 11/1/08. This has been substantially overhauled this year.
Newly-released revisions are announced via the OSPS E-News and are discussed during November's OSPA User Forum.
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| Flow Charts and Tools |
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Worksheet - Layout Guide - Decision Tree
Use this worksheet to help you map out a scenario and how to approach fixing it.
Termination Flow Charts
Corrections Flow Charts
Check Flow Charts
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| Year End Mini-Conference Material |
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OSPS held the 2008 Year End Mini-Conference on Wednesday, 11/19/08 from 1:00 p.m. to 4:00 p.m. Attendees lauded this format and gave great feedback.
Below is material from our conference.
ACH Stops and Check Reversals & Cancels
What to do if you need to do an ACH Reversal, Employee Check Reversal, or Check cancel.
Presenter: Pauline Lewis
PowerPoint Presentation
Corrected W-2s
The Why's? When's? And How's to request Corrected W-2's.
Presenter: Kathyron Parsons
PowerPoint Presentation
Developing a Year-end Plan
Presenter: Sharon McKeehan
PowerPoint presentation
Fringe Benefits
Presenter: Sharon McKeehan
PowerPoint Presentation
IRS Taxable Fringe Benefits Manual
Gross Pay Corrections
Corrections to gross pay are handled differently at year end. These brochures give several examples to help you work through your own unique circumstances at your agency.
Presenter: Allison Absher
Scenario brochures (print double-sided on short end and fold as a booklet):
Blank Worksheet for Year-End Decisions
Hardship Leave & PEBB Worksheets
Presenter: Katherine Bremser
Samples of Completed Worksheets (xls)
iLearnOregon
Presenter: Katherine Bremser
Our Web site has a link to the log-in screen and job aids for establishing an account and enrolling in a class.
P010 & P370 Dates; November Correctives
The importance of P010 and P370 dates at year end.
Presenter: Maria Stalik
PowerPoint presentation
Separations at Year End
Why can't payroll set a prior pay period corrective on a December term? What happens when payroll can't reverse a January 2009 ACH deposit for a late December Termination? These questions are answered in the following presentation.
Presenter: Julie Berbena
PowerPoint presentation
Year End Reports
Presenter: Katherine Bremser
The following reports require special attention at year-end. See the screen descriptions in the report guides:
- ANNLDEC Deceased Employees Agency Summary
- XREF68N Employees with Negative Amount(s) Listed
- E820-1 Gross Pay Adjustments Outdated, E820-2 Gross Pay Adjustments Beginning After
- E820-3 Duplicate Gross Pay Adjustments
- E270-06-1 Income Tax Exemptions
- E560-04-01 List of In/Outdated Deductions
- B850-01 Nov or Dec Pay Reported in Two Tax Years
- E120-052A, E120-042A Payroll Exception Report
- E357-030 Separated Employees with net Pay Positive Adj
- E492 Terminated Employees Having Leave Balances
- E381-30-2 W-2 Distribution List
- EICRPT Yearly Earned Income Credit Report
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| Past Presentations |
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This PowerPoint presentation (.ppt) from the 2007 year end forum introduces you to The Great Date Mate - the number one cause for year end difficulty.
Also included is an overview about P370 dates, Constructive Receipt, Overpayments, Fringe Benefits, and other year-end information.
Most topics in this overview are also covered in great detail in the Year End Recommended Practice .
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