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| July 2004 |
To avoid errors regarding the correct pay for October 1, 2004, we are requesting that no discretionary pay raises be processed with an effective date between August 14 and October 2. Payroll Services will continue to process promotions to a new position and/or transfers.
The proposed status on the Employment Action form for promotions and/or transfers should show two assignment lines—the first line with the effective date of the promotion and/or transfer and the second line with the raise program effective date of October 1 (monthly paid) or September 25 (biweekly paid). Although, in most cases, the pay will be the same on both lines, the second entry will confirm the correct pay effective with the raise program. These forms will supersede any entry in HRS as a result of the above raise program.
Many times departments are interested in rehiring employees to
work after they have left the university. Departments need to be aware of
several state rules when rehiring.
· OTRS retirees cannot be rehired within sixty days of retirement.
· Due to recent legislation, OTRS does not allow retirees to volunteer services
for sixty days after retirement.
· Separated State employees cannot be used as a consultant (independent
contractor) within two years after they leave the employment of a State agency.
They can only come back to work as an employee. This is state law.
OTRS Change Extended Sick Leave
Recent legislation improved retirement for employees who are members of OTRS.
Those who became members of OTRS on July 1, 1992, or thereafter, may be able to
apply unused sick leave to receive up to one year additional service credit for
OTRS retirement benefits. These members are also covered by the Rule of 90
retirement.
In addition to regular sick leave accrual, OSU tracks amounts that are forfeited
by the 1600 hours sick leave maximum in an Extended Sick Leave account. Both
regular and extended sick leave are reported to OTRS at retirement.
Upon separation, departments should record both the regular sick leave balance
and the extended sick leave balance on all separation EAs to establish a
permanent record of the employee’s leave upon separation. The separated employee
may want a copy of the separation EA. The amounts in HRS are zeroed six months
after an employee leaves.
The sick leave balance and extended sick leave balance can be found on HRS
Screen 046. The extended sick leave balance is recorded in the Half Salary Sick
field.
New Job Code for Non-Retirement Faculty
Starting July 1, 2004, there is a new Job Code for non-retirement faculty.
Previously non-retirement faculty were coded Job Code A with a Class Code of
either 6608 (Visiting/Adjunct Faculty), 6589 (Post Doctorial Fellows), 1979
(Interns), or 1971 (Residents). These positions will now be coded with Job Code
B.
We will automatically change appropriate employees to the new job code and
notify Administrative Officers of the specific changes. Please use the new Job
Code on the EA for future employment actions.
Internal Audit of Special Pays
Internal Audit is currently performing an audit of the on-line Special Pay system. In the course of their review, they have noted the use of an administrative assignment (assignment #998, position #000001) to repeatedly pay an employee. An administrative assignment is intended to be used for occasional payment once or twice a fiscal year.
Employees who are receiving regular or frequent payments through the Special
Payment system should be placed in a specific hourly position so payments are
identified. When these employees work, the department will just need to input
the hours worked on time input.
If the individual is a bonafide independent contractor, the accounting system is
the appropriate and most cost effective form of payment as the university is not
required to pay and/or withhold for certain benefits, such as workers’
compensation, unemployment, and FICA, for independent contractors.
Below is a new A16 Screen in HRS which allows staff with access to HRS to view all employee L16 Assignments without the pay rates. Instead of pay rates, the assignment line lists the Assignment Div/Dept. This information will allow departments to determine whether an employee has a current assignment or not and where that employee is employed. The assignments listed on this screen will not include additive assignments or canceled assignments. The A16 Screen is FY sensitive. If you enter a fiscal year in the FY field of the command line, only assignments in that FY will be displayed. If no fiscal year is entered, all assignments in HRS will be displayed.
