Ad Hoc Committee on HR - July 2020

State Controller's Office – Personnel and Payroll Services Division

Customer Relations Survey

How would you like to receive information from us during this time?  Please send suggestions to our HR Suggestions Inbox at PPSDHRSuggestions@sco.ca.gov.

COVID-19 Update

  • The Personnel and Payroll Services Division (PPSD) is monitoring the COVID-19 pandemic closely. At this time, PPSD is open for business as usual.  PPSD will continue to stay on top of the latest COVID-19 information and update departments of any changes that may impact services to our customers. PPSD is updating the State Controller's Office (SCO) State Human Resources and State Employees webpages with service information as it becomes available. These webpages will be updated regularly, as necessary.
  • SCO has developed streamlined processes to expedite financial transactions and reporting.
    • PPSD will accept electronic signatures. Please follow your electronic signature protocol.
  • Updates have been made to the COVID-19 Emergency Family Medical Leave Act (E-FLMA) calculator. Please be sure to use the most up to date version of the calculator.
  • The State Controller’s Office (SCO) has made a permanent decision to no longer impose restrictions identified in the Personnel and Payroll Services Division’s (PPSD) Decentralized Security Program Manual and Decentralized Security Guidelines below:
    • Access and use of  SCO’s systems shall only be initiated from workstations that are owned or leased by the state agency and that are physically located within a facility that is owned or leased by the state agency and;
    • Access and use of SCO’s Human Resource Management Systems shall only be initiated from workstations that are owned or leased by the state agency and that are physically located within a facility that is owned or leased by the state agency.
    • Instead, agencies and campuses should review and adhere to the following policies and procedures for remote access of information systems.
    • Updates to PPSD’s Decentralized Security Program Manual and Decentralized Security Guidelines to reflect this change in policy will be made as soon as practical.
  • For more information, please access our COVID-19 FAQs.

Email Subscription Service

Personnel and Payroll Operations Bureau (PPOB)

  • Statewide Disability Program – Karin Johnson-Anderson
    • The Statewide Disability Program is continuing to utilize email to assist in expediting Std. 674 D - Industrial/Non-Industrial/State Disability/Adjustment Requests in need of correction.  A Disability Specialist will email the PR 250 (irregularity notice) to the Agency Specialist and will accept the corrected document(s) returned via secure email, fax (916) 327-7205, or mail.
    • To assist the team in processing Disability documents timely, please put your first and last name, phone number- including extensions and email address on Disability documents/674D's so that the team is able to contact you.
    • Documents are now accepted via secure email to PPSDTempOps@sco.ca.gov. Include Disability in the subject line to ensure documents are routed to the appropriate unit. 
    • Karin Johnson-Anderson- Interim manager for Direct Deposit and Position Control, if you have any questions or need further assistance, please reach out to Karin Johnson-Anderson at (916) 322-3497 or kjohnsonanderson@sco.ca.gov.
  • Direct Deposit Initiative – Jill Souza
    • Please be on the lookout for a survey regarding the direct deposit initiative coming this month.
    • In October 2019, the State Controller's Office launched an initiative to increase Statewide participation in Direct Deposit.
    • At that time, participation was at 76.9% statewide. The goal was to achieve 85% participation by June 2020.  We came very close to meeting our goal, with current statewide enrollment is 81.57%
    • Department specific enrollment data is available and can be requested by email to jsouza@sco.ca.gov.
  • Position Control
    • Position Control forms can be sent to SCO to PPSDPositionControl@sco.ca.gov or PPSDTempOps@sco.ca.gov. Include Position Control in the subject line to ensure documents are routed to the appropriate unit.
    • Karin Johnson-Anderson- Interim manager for Direct Deposit and Position Control, if you have any questions or need further assistance, please reach out to Karin Johnson-Anderson at (916) 322-3497 or kjohnsonanderson@sco.ca.gov.

California State Payroll System (CSPS) Project

Cal Employee Connect (CEC)

  • Cal Employee Connect Implementation – Stephan Higginbotham
    • As of June 15, 2020 all state employees have access to CEC
    • As of July 28, there were 144,000 registered users
    • For staff assisting employees with registration, the May 2020 PPSD Register article provides some helpful tips on how to calculate total deductions using POIS/HIST
  • Direct Deposit Advice (DDA) Suppression – Stephan Higginbotham 
    • Cal Employee Connect Letter #20-003 notifies departments that SCO will permanently suspend the printing of direct deposit advices for most state employees
    • If an employee chooses not to use CEC to access their earnings, departments will need to work with the employee to furnish them with a copy of their earnings through any available means
    • PPSD will not process pay history requests submitted by employees if the department has access to the information being requested
    • As functionality in CEC is expanded, HR offices will be provided with the ability to generate DDAs for employees using a dedicated Admin Console – this functionality is tentatively targeted for end of 2020. 

Contact

Disclaimer: This publication is intended for reference only. It does not supersede current applicable laws or regulations, and it is not intended for purposes of providing legal advice.