November 14, 2025
Leave Accounting Letter #25-009 – California Leave Accounting System Annual Year-End Purge Process
Action Required: Share the following information with all human resources (HR) office employees.
Description: Leave Accounting Letter #25-009 – California Leave Accounting System Annual Year-End Purge Process is available on the State Controller’s Office website.
Population Affected: All HR Offices
Contacts: A list of contacts is provided in the letter for further assistance.
Payroll Procedures Manual Update: Section B - Codes & Section H - Deductions
Action Required by Department: Share the following information with all human resources (HR) office employees.
Description: Payroll Procedures Manual (PPM) Section B – Codes and Section H – Deductions are updated. Areas of revision are noted by the revised date(s) in the Table of Contents.
A comprehensive Revision Chart is located on the State Controller’s Office website.
Population Affected: All HR Offices.
Personnel Action Manual Update: Section 2 - PAR Items, Lines 8 – 9; | Section 2 - PAR Items, Lines 10 – 12 | Section 3 - PAR Appointment Transactions
Action Required by Department: Share the following information with all human resources (HR) office employees.
Description: Personnel Action Manual (PAM) Section 2 – PAR Items, Lines 8 – 9; Section 2 – PAR Items, Lines 10 – 12; Section 3 – PAR Appointment Transactions are updated. Areas of revision are noted by the revised date(s) in the Table of Contents.
A comprehensive Revision Chart is located on the State Controller’s Office website.
Population Affected: All HR Offices.
Tips for Lump Sum Separation Pay
Action Required: Share the following information with all human resources (HR) office employees.
Description: To help ensure that your lump sum separation Personnel Action Request (PAR) packages are accurately processed and meet the mandated requirements, use the tools in the Lump Sum Separation Toolkit and follow the tips below.
- Separation Pay at Alternate Salary Rate
- PAR Item 962 must be completed for payment at an alternate rate.
- Please refer to Personnel Action Manual (PAM) Section 2.149, Payroll Procedures Manual (PPM) Section B 008 and page 4-5 of A Guide for Avoiding Common Errors: Lump Sum Documentation and Processing.
- Alternate Work Schedule
- Alternate work schedules must be documented in PAR Item 215.
- Please refer to PAM Section 2.36.
- Employee's Final Lump Sum Payment
- Lump Sum PAR packages are first processed through Civil Service (CS) Audits and then forwarded to CS Payroll once the PAR documentation has been verified. Please note that the employee's final lump sum payment will not be issued the day after the Employment History (EH) entry, as the CS Payroll team requires additional time to verify documentation and process payments.
- Lump Sum Cashout and Disbursement of Funds
- If the departmental Human Resources Office has entered a lump sum cashout, and all payments have not issued, please allow three additional pay cycles for the funds to be disbursed.
- Departmental Universal Email Box
- Please check your department’s universal email box regularly in the event a Ding or PR250 irregularity notice was sent requesting corrections to a PAR package. Failure to respond within two (2) business days will result in the cancellation of the PAR package.
Population Affected: All HR Offices
Questions and Answers - Transaction Supervisors’ Forum – October 2025
Action Required by Department: Share the following information with all human resources Transaction Supervisors and Managers.
Description: The questions and answers (Q&As) addressed at the October 2025 Transaction Supervisors’ Forum are now available on the State Controller’s Office (SCO) website. To access previous forum Q&As, visit the Transaction Supervisors’ Forum webpage.
Population Affected: All HR Offices