To: Management Council Members, VPs of Finance, CHROs and Payroll Contacts
From: Shared Services Center
Area: Human Resources/Finance
Date: April 14, 2020
Re: Payroll Processes for New Special Pay Code for Public Health Emergency Leave (PHEL) and Families First Coronavirus Response Act (FFCRA)
The System Office is currently testing AIS to ensure all new special pay codes (065,088,089) have been configured properly to post. Due to limited time and resources, there are not any plans for HRMS to be configured for these new pay codes for the wage hours or a new absence leave plan for the salaried employees. CIPPS is already configured to use the new pay codes.
The DOA Payroll Bulletins attached, address the Public Health Emergency Leave (PHEL) and Families First Coronavirus Response Act (FFCRA). DOA has created spreadsheets for agencies to utilize for calculations and can be found on the DOA website https://www.doa.virginia.gov/reference/payroll/
To track hours used towards PHEL and/or FFCRA, DHRM has directed Wage employees to use REG hours on their timesheet, and use the comments section to denote the leave they are using. Salaried employees can use the Other Leave type in HRMS and add comments for tracking purposes. It is recommended to utilize a standardized comment or set of comments that contain the information that your agency will need for tracking. This will allow for easier filtering when trying to view all FFCRA related entries. SSC TLAM and SO ITS are currently working on updating queries in HRMS to show and filter the comments. Until these queries are ready for use, please ensure you are uploading all supporting documentation/spreadsheet for Payroll to reference.
It is the responsibility of each agency to determine eligibility for their employees and to track the PHEL and FFCRA hours for compliance purposes. All payments need to be approved by your Human Resources Department and then submitted to the appropriate Payroll Department for manual processing.
For colleges utilizing the SSC Payroll Services, the SSC will reclassify the previous pay period based on the comments saved in HRMS. This will be for the bi-weekly pay period 3/13 – 3/26/20 and the semi-monthly pay period 3/25 – 4/9/20. If any adjunct faculty pay requires reclassification, please notify payroll.
Moving forward, if you submit your adjunct faculty pay on a spreadsheet to the SSC, be sure to identify PHEL or FFCRA payments versus regular payments (016, 018, or 023).
Please distribute this information to the agency’s appropriate contacts and email SSC Payroll Operations at payroll with any questions.
Your patience during this difficult time is greatly appreciated.