May 26, 2021

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

Description:  On April 30, 2021, the State Controller's Office (SCO) processed a mass update to apply a R01 transaction for Civil Service and CSU employees. This R01 transaction was used to assign a CalPERS Retirement Designation in Employment History on more than 286,000 records. On May 21, 2021, during monthly payroll validation, it was discovered that the R01 Transaction Code used to update employee records inadvertently carried forward Personnel Action Request (PAR) item 606, Time To Be Paid. This resulted in the inaccurate issuance of payroll for a select population of Civil Service and CSU employees. 

On May 21, May 24, and May 25, 2021, SCO released communication to all department and campus HR offices notifying customers of this. SCO is in the process of resolving this in time for payroll with an issue date of June 1, 2021, which will be released on payday, May 28, 2021.

Population Impact:  8,566 Civil Service and CSU employees

Action Required by Department/Campus: See below – Department/Campus Next Steps:

What Occurred: On May 25, 2021, SCO reviewed payroll results and processed adjustments for the population of employees not adjusted through the 505 Transaction Code mass update.  Adjustments to regular pay will have a June 1, 2021, issue date and taxes will aggregate.

The following information is intended to provide departments a better illustration of what occurred after the 505 Mass update and what is occurring now through manual intervention:

Department/Campus Next Steps: On May 26, 2021, as an additional payroll validation step, departments and campuses are asked to review the under and overpayments issued to ensure accuracy for each individual impacted employee. The following information is intended to provide departments and campuses with additional instructions for the following scenarios:

Civil Service:

  Employees Separated or on Disability – Departments are instructed to follow standard processing procedures. This includes submitting an Industrial/Non-Industrial/State Disability Pay/Adjustment Request, Form 674D through the SCO Statewide Disability Program, as typically required.

 DOCK situations (Report of Absence Without Pay, form STD. 603 or Supplemental Form Employee Time Certification Form STD. 966) - NO ACTION required by departments. Please do not attempt to correct.  A population of 466 civil service employees has been identified as having DOCK.  SCO is currently validating each individual employee record, identifying the number of DOCK days and hours, and resolving the record.

CSU:

 Payment Type D situations:

 On May 25, 2021 – SCO will redeposit any payment that issued from the mass update

 On May 26, 2021 – SCO CSU will key any payment due after the redeposit

If a department or campus continues to identify inaccuracies related to this subject, they are to contact the Statewide Customer Contact Center (916) 372-7200 immediately. This will allow SCO the ability to respond and resolve accordingly.

As stated above, SCO will continue to validate payroll results and make adjustments as needed.

Previous Communications on this Subject:

April 29, 2021, Personnel Letter #21-009: Employment History Mass Update – CalPERS PEPRA Account Codes and CalPERS Enrollment Level Indicator 

April 29, 2021, Payroll Letter #21-004: Implementation of Maximum Compensation Limits For CalPERS Members

May 21, 2021, Broadcast Email - May 2021 Pay Period - R01 Retirement System Transaction for Civil Service and California State University (CSU) Employees

May 24, 2021, Broadcast Email – Follow-up to May 2021 Pay Period - R01 Retirement System Transaction for Civil Service and California State University (CSU) Employees

May 25, 2021, Broadcast Email – Second Follow-up to Follow-up to May 2021 Pay Period - R01 Retirement System Transaction for Civil Service and California State University (CSU) Employees 

Contacts: 

Statewide Customer Contact Center (916) 372-7200  

HR Suggestions Email (All HR Staff) PPSDHRSuggestions@sco.ca.gov 

CS Escalation Email (HR Supervisors and Managers)  PPSDOps@sco.ca.gov 

Cal Employee Connect Email connecthelp@sco.ca.gov 

Cal Employee Connect Feedback Email connectfeedback@sco.ca.gov 

SCO Key Initiatives:  

Cal Employee Connect Project

California State Payroll System Project