March 25, 2022

Payroll Processing Reminders

Action Required by Department: Share the following information with all human resources (HR) office employees. 

Description: The State Controller's Office (SCO), Personnel and Payroll Services Division is sharing the following reminders to HR offices to assist with the efficiency of processing accounts receivables for separating employees and documentation of Supplemental Paid Sick Leave (SPSL)

  • Accounts receivables for separating employees - If you have an employee who is separating state service and has an outstanding balance due to the State of California, you must contact the SCCC at (916) 372-7200 so they can advise you of the steps that are needed to submit your document to SCO. Do not upload your document until you have received direction from the SCCC as special processing priority is given specifically for separating employees.
  • SPSL Documentation – HR offices are required to document a 215 PAR transaction with the start and end date in Employment History when employees are approved for the SPSL benefit.  Before processing any Std. 674 payroll adjustment forms verification of the 215 PAR transaction is made in Employment History.  If this documentation is missing it may cause delays in processing the payroll adjustment request. Please refer to the Covid-19 Supplemental Paid Sick Leave (SPSL) Toolkit for detailed instructions. 

Population Affected: All HR Offices. 

Contacts:    

SCO Key Initiatives:  

Websites​: 

Management Information Retrieval System (MIRS) Survey

Action Required by Department: Share the following information with all MIRS report writers. 

Description: According to MIRS Letter 22-001, the Personnel and Payroll Services Division MIRS team is making updates to MIRS to accommodate the new ethnicity field changes (see Personnel Letter 22-006 and March 4, 2022 State Controller’s Office Broadcast Email).

The MIRS team requests that all current MIRS users take a few minutes to respond to a short, seven question survey.  The survey results will be used to guide the MIRS team to make appropriate updates to each MIRS Common Library Report that includes ethnicity data.  

The survey is available here: https://www.surveymonkey.com/r/CLRRRFQ

Please respond by close of business Friday, April 1st.

Population Affected: All HR Offices. 

Contacts:    

SCO Key Initiatives:  

Websites​: 

Communication Reminders

Action Required by Department: Share the following information with all human resources (HR) office employees. 

Description: The State Controller's Office (SCO), Personnel and Payroll Services Division is sharing the following reminders to HR offices to assist with the efficiency of receiving and addressing inquiries, and the reduction of misrouted documents received by SCO.

  • Inquiries – If you have an inquiry on a document your Human Resources (HR) previously submitted and the SCO has passed the weekly processing dates, CS Weekly Processing Dates (ca.gov), please call the appropriate program via the Statewide Customer Contact Center (916) 372-7200.  Please have the original date of form submission and method of submission (physically mailed, emailed to tempops, uploaded to ConnectHR) available. HR offices are not to submit inquiries or duplicate documents.
  • ConnectHR Directory- Before uploading documents to the ConnectHR, HR offices are required to use the ConnectHR Directory to assist with uploading documents to the correct program. In addition, HR offices are to use the Payroll Procedures Manual Personnel Payroll Manual (PPM) section B to assist with identifying payment types/deduction codes/payroll codes.
  • Please refer to the Escalation Email Guidelines for the following examples of inquiries to escalate:
      • Not receiving a return call after two business days
      • Pay adjustments due to mid-month separations (deceased employees) as directed by CalPERS
      • Employee Official Grievances Award
      • Employee did not receive current pay period Master warrant
      • Personnel/payroll/benefit requests for Judges, Legislators and other Statutory employees
  • Personnel/Payroll Irregularity Notice(s) – These are commonly referred to as “ding” notices.  When agencies receive a response from a Personnel/Payroll Program requesting additional documentation, departments must submit the requested items according to the response times below. If we do not receive the required documentation timely the escalated inquiry will be considered closed.
  • Notification of Correction/Cancellation of PAR Transaction Form PSD40 – If you receive a PSD40 notice you must respond within one business day.
  • Payroll Irregularity Notice Form PR250 – If you receive a PR250 notice you must respond within two business days.

Population Affected: All HR Offices. 

Contacts:    

 SCO Key Initiatives:  

Websites​: