Separation Unpaid LOA

BPM Name :
Separation /Unpaid Leave of Absence (LOA)

LOA )
Department :
Organization :
H720
IBM US Payroll
Process Owner (Manager ):
Nicholas Harbol/Endicott/
Process Administrator :
Kristine B.
Taguinod/Philippines/IBM
Reviewer :
Christine Eiskant/Endicott/IB
Mission Statement
The goal of Payroll Separations is to ensure timely removal, accurate separation

payments, and timely identification of overpayments for employees leaving the company.
Separations encompasses all regular employees who separate either voluntarily or
involuntarily, LOA employees, retiring employees, site surplus programs, and employee
deaths.
Description of Process
PROCESS OVERVIEW:
The Separation Process is one that deals with properly updating Payroll records and ensuri
The process also includes the identification of anyone who has left IBM and has been overp
needed by the Separations Processors. These reports can include batch records which may
running of the next system calc (which would then include these payments into the employee
The system output is required to be viewed / reviewed for each record fed to ensure that t
system output will not always be as expected. By this review, batch updates/earning update
Communication with the appropriate HR representative is important to resolve issues/questi

representative. Field managers can initiate a vacation payment update as well as to initi
Aside from the daily reports and requests that come from HR and field managers there are q
Accuracy / consistency of the Ceris and Payroll records are tied to a semi-monthly reconci
Reference Clarification:
DAY1 - refers to the receipt date of the report (exception is when report is run on Satu
DAY2 - refers to the day AFTER the running of the NEXT system calc, regardless if it is a
DP 1: CERIS Interface file Update to Payroll successful?
If no, a reject will occur and be worked applicably.
If Yes, go to AP 1.
AP 1:Run / Receive Daily CERIS Procedure Output (Day 1)
Tasks:
1.
The steps to view RMDS (RM) are:
a.
b.
c.
d.
e.
Logon to TSOW1
Logon to RMDS, view (i) report versions of CER* and note date
Print and retrieve files (reports), if appropriate (refer to print
screens)
Type flist and press ENTER.
Tab to the reports you need to print out Type, ANYOUT by the
first report and = (equals sign) next to the others and press
enter. At each print screen, press enter to send each document to
the printer.
last repor
SELECT OPTION ===> i

I
N
V
D
P
X
Z
LIST REPORT NAMES

REFRESH LIST OF REPORT NAMES
LIST VERSIONS OF A REPORT
DISPLAY REPORT PAGES
PRINT REPORT PAGES
END RMDS SESSION
END RMDS SESSION AND SAVE USER DATA
REPORT NAME ===> cer*

List of Report names
CERAUTOPAY
CERDECEASED
CERFEEDNOHIRES
CERSEPBATCH
CERSEPSUM
CERSIGNON
(keep for reference)
AP 2:Review / Analyze Reports (Day 1) and Appropriate Outside Source Requests
Requests are appropriate Outside Requests (Separation Forms)
List of report and actions to take:
CERAUTOPAY Report
Where AUTOPAY is Y and employee is actually separated / on an LOA.
The situation is not seen every day and updates are required no later than the next semi c
Tasks:
Highlight respective processors serial numbers.
Verify that employee is separated / LOA on 10I screen
o
From the Payroll System, press the HOME key,
o
Type 10I
o
Press PF8.
Make note of Sep/LOA effective date.
Check A9/H1 to verify if employee has been paid beyond Sep/LOA date or
o
open batches exist.
Review payment history on A9I (press HOME key, type A9I and press F8 key)
o
to verify that employee was paid correctly or to note the paid throug
o
date (what date was employee paid through).
Review H1I (press HOME key, type H1I and press F8 key) to look for open (act
o
payment batch records by typing an a in the DETAIL STATUS field and
o
pressing ENTER (refer to print screens):
salary ETV 001

vacation ETV511

separation weeks ETV e510 or e513 & / or e514)

Determine if money due employee or could be used towards recovery of an
o
overpayment situation.
If an overpayment exists and a semi-payment was created which can be held
If an overpayment is identified and NO semi-payment can be held, go to act
CERDECEASED
Identifies deceased employees -See the DECEASED EMPLOYEES section of this procedure.
Mark Deceased Sn on the CERSEPBATCH report.
CERSEPSUM
CERIS Separation Summary Report (DAY1)
Total count should match to count on CERSEPBATCH report
Tasks:
1.
Identify Sep Type field if DE (deceased) (go to activity 3).
Compare CERSEPSUM report to CERSEPBATCH Report identifying any additional seria
2.
3.
Review these sns as you would those appearing on the CERSEPBATCH Report
CERSIGNON
Recoverable Payments (Sign-on Bonus, Retention, Executive Payments, etc)
Tasks:
Currently, all tasks are handled by the Processor for the Recoverable Sign-on Bonus & Rete
The signon and retention bonus recovery processor will provide details to the CERIS/Seps p
.
CERFEEDNOHIRES
Refer to the unique procedure for each Status Code (Column labeled STACT).
The codes are:
PE - Pay entity Transfer
RH Rehire
RN - Rehire with no prior record on Payroll
RE Reinstate
RL Return from Leave
CERSEPBATCH
Review the batches for each serial number. Highlight the exceptions in each column for eac
The action to be taken will be found later in the procedure ( example activity 3)
The following paragraphs list each column in the report and the specific exceptions to hig
Excerpt of CERSEPBATCH Report (DAY 1)
DV
-6C
6C
6C
6C
6C
6C
6C
TX
-SE
SE
SE
SE
SE
SE
SE
EFFDT
---------2009-10-02
2009-10-02
2009-10-02
2009-10-02
2009-10-02
2009-10-02
2009-10-02
EM
CC
-FR
FR
FR
FR
FR
FR
FR
CREATED
MM DD YY
---------09-25-2009
09-25-2009
09-25-2009
09-25-2009
09-25-2009
09-25-2009
09-25-2009
S
N
-7G
7G
7G
7G
7G
7G
7G
for 9/25/09:
VAC.
WEEKLY SEP
C T ETV
SEQ C
BATCH
AMOUNT
DAYS
RATE
WKS DTECRE1
C V # BATCH DATE NO T TJC
------- --------- ------ ---------- ---- ---------- - - --- ---------- ---- - --CER2052
0.00 13.50
333.4646
0 2009-07-27 F E 511 2009-07-21
58
CAA
X100145
0.00
0.00
0.0000
0 2009-07-28 F E
2009-07-21
16 W CAA
CER2671
0.00
0.00
0.0000
0 2009-09-25 F E
2009-10-01
85 W CAA
CER2671
0.00 11.50
333.4646
0 2009-09-25 F E 511 2009-10-01
88
CAA
CER2671
0.00
0.00 1634.6308
8 2009-09-25 J E 513 2009-10-01
89
CAA
CER2671
-6.20
0.00
0.0000
0 2009-09-25 F E 443 2009-10-01
87
CAA
CER2671
-46.53
0.00
0.0000
0 2009-09-25 F E 441 2009-10-01
86
CAA
DV Division
No specific action
TX- Status
Indicates Status such as Separation (SE) or Leave of Absence (LO) or Deceased (DE) or Pri
Highlight LO when the following also appear:
o
--an RL or Separation with the same effective do
--TJC code is CAA
Highlight DE
Highlight SO
An SO code is a separation that has been paid out and this is a record feed. An SO norma
there are no active batches and autopay is off.
Highlight SE when the RL appears on the CERFEEDNOHIRE report on the same report date
Highlight active batches in each case. The detail procedure will provide steps to ensure t
EM CC - Employee category
Indicates employee category (EMP CAT) such as Full time regular (FR), Part time (PT), FL {
Highlight PT and FL codes and see the Part Time & Flex Leave instructions
Highlight TM look to see if an email was received to initiate a final salary analysi
Highlight RX - Normally, the executive separation was fed and processed earlier. Ensu
RSN - Reason
Highlight the 85 or 6K code and an active vacation &/or separation weeks batch.
Code 85 Long Term Disability (LTD) are employees who were on a Leave of Absence
Code 6K employee on Unpaid LOA and did not return.
prior to
ETV # - Batch code for earnings, or tax or deductions

A caveat is that when multiple batches appear for an etv #, it alerts you that monies may
If the payment was made prior, then, delete the batch. Apply this concept when looking at
Highlight e510 and e513
E510 and E513 are separation weeks etv#s.

The number of weeks to be paid is in column Sep Wks.
Highlight when the number of week
When the number of weeks is greater than 26, validate the number of weeks with the Manage
Normally no more than 26 separation weeks is paid out.
Highite E514
E514 is a lump sum separation payment. Highlight and validate the lump sum payments with t
Highlight E511
Highlight E511 is Vacation etv#. The number of days to be paid is in column vac days.
Highlight when the number of days is greater that 25 or when number of days is a negativ
When the number of days is greater that 25 validate the number of days with the SEPLOA em
Normally, no more than 25 vacation days is paid out.
V360
Highlight ETV V360

indicates monies due IBM per the separation form.
When the MA check should process, then, always change CHK:CODE M to CHK:CODE J on the MA c
go to activity 3 for further processing of the v360).
Highlight Negative vacation (e511) &/or V360
when fed with out enough separation payments(salary, vacation, separation weeks) to recove
When the separation/LOA effective date is beyond the current pay cycle and it is either be
Processing tasks covered after activity 11 for possible recovery tasks.
Highlight personal benefit batches (etv 44x and etv# 564)
When the batch date is a Saturday and dated the 1st or 16th of the month or
Sunday and dated the 1st, 2nd or 16th, or 17th of the month.
There is no salary to payout for the pay period.
Delete personal batches for etv#s e441 & e564 related to the separation pay period.
Batch Date
Normally, batch date is the separation date or the day before the LOA start date (last day
Highlight batch dates where the batch date is prior to the date that the last salary was p
Highlight when the ACTIVE batch date is the year before the current year.
All active Vacation and/or separation week payment batches with BATCH DATE (effective date
The reply will provide the guidance for the action to take. The reply could lead you to A
Exception is a late feed in January to February of the prior year November or December sep
Highlight any serial number with a possible incorrect SE / LO year.
Example - Fed a 1/4/xx effective date for separation on the 1/10/xy report date.
The time period between the separation date and the feed is more than two months.
Go to a
Highlight Separation date is a non-business day:
Highlight when the batch date is a Saturday and dated the 1st or 16th of the month or
Sunday and dated the 1st, 2nd or 16th, or 17th of the month. Delete personal batches et
Highlight multiple batch dates for the same etv# as was noted in the above section la
Different batch dates for one serial number indicate that there was a prior separation or
Analyze B4i payments for vacation & separation weeks and ensure that neither is being paid
TJC- Tax jurisdiction Code
Highlight California. Go to the California section of the procedure.
Highlight Oregon. Go to the Oregon section of the procedure.
Garnishment
A deduction from the salary, vacation,and/or separation checks.
Garnishments do not appear on the Batch report.
o
Garnishment notification is dependent on an email from the Garnishment team.
o
Look for the Garnishment team email to you on the morning of the DAY 1 Batch re
o
When the request says to deduct a percentage of the disposable income, then, th
Example:
Please deduct the following from the employee's final separation check;
V001 Please
V002 V014 -
100% (Shelter $8,848.96 - this means you can take all of his pay but leave him the $8,500.00)
deduct from his final salary/vacation check :
226.70
15% of disposable up to $35,929.67
V001
$9,000.00
-$8,500.00
----------$ 500.00
V014
Do an a9z to
$1,500.00
+$ 20.00
+$ 10.00
----------$1,530.00
x 15%
----------$229.50
=
=
monies in net field of a9z

per instructions leave this net amount in check
Garnishment deduction for
calculate the
=
monies
=
V 405
=
V 406
etv # V001
net.
in net field of a9z
stock deduction
stock deduction
Disposable income to use as base for garnishment calculation
Garnishment etv # V014 = 15% of disposable up to $35,929.67
Garnishment etv # V014
Batches:
V001, chk code = J, for AMT $500.00 (from separation weeks)
V002, chk code = F, for AMT $226.7 (from Salary check direct from email, no calc)
V014, chk code = F, for AMT $229.50 (from Salary check)
Normally, you may want to do an A9Z for final checks with a garnishment to ensure that the check wil
DP 2: Employee overpaid?
If employee is overpaid, go to DP3
If employee is not overpaid, go to DP 4

DP 3: Can overpayment be recovered?
If overpayment cannot be recovered, contact the Overpayment Coordinator
If overpayment can be recovered, go to DP 4
DP 4: Clarification Required?
If clarification is not required, wait for the Next Payroll Calc
If clarification is required, send a note to the manager, then go to DP 5 if response
DP 5:
Can Action be Taken

If action cant be taken, go to AP 9 Request Assistance from Business Analyst
If action can be taken, go to AP 3 Take Required Action
Activity 3:
Take Required Action
California Employees Exception processing
Highlight California based on TJC codes provided
If the code in the TJC column on the Day 1 report is any code listed below, the Payroll Pr
team will provide the CERIS Lead and Tech any update to the TJC specific to "work Californ
California TJC
AKB
CA0
CA1
CA2
CA3
CA4
CA5
CA6
CA7
CA8
CA9
CAA
CAB
CAC
CAD
codes:
CAE
CAF
CAG
CAH
CAI
CAJ
CAK
CAL
CAM
CAN
CAP
CAQ
CAR
CAS
CAT
CAU
CAV
CAW
CAX
CAZ
CB0
CB1
CB2
CB3
CB4
CB5
CB6
CB7
CB8
CB9
CL0
CL1
CL2
CL3
CL4
CL5
CL6
CL7
CL8
CL9
Check Delivery:
Salary and vacation payments are to be received by the manager or the employee by the sep
or
on the day of the semi calc place the batches on hold.
Activate the batches for the next daily or weekly calc (normally it is the next business d
Clerical check:
1)
If the sep date is tomorrow, then do the clerical check today and ensure delivery is OVERN
If the next day is Saturday and the checks are to be received Saturday (special arrangemen
Locate the steps to process the clerical check in Activity 7
Go to the Clerical check se
Hold batches on Semi-calc date:

1)
Specifically, when the California separation feeds on the Semi calc date and the separatio
Activate the batches for the next daily or weekly calc (normally it is the next business d
and allow the check to create and mail out.
Examples :
10/22 Thursday Semi calc date
10/23 Friday
10/24 Saturday 10/25 Sunday
10/26 Monday
10/27 Tuesday separation date
10/28 Wednesday
Example 1:
Separation fed 10/22/yy Thursday
Semicalc date = 10/22/yy Thursday
Semi print date = 10/27/yy Tuesday
Separation date= 10/27/yy Tuesday
Work backwards from sep date:
Check has to be mailed as overnight delivery one business day before the separation date.
Mail check on 10/26/yy ( Monday).
Activate batches & allow check to process on 10/23/yy ( Friday)
Hold batches on 10/22/yy
Example 2:
Separation fed 10/22/yy Thursday
Semicalc date = 10/22/yy Thursday
Semi print date = 10/27/yy Tuesday
Separation date= 10/26/yy Monday
Work backwards from sep date:

A clerical check is required for checks to be mailed on 10/23/09 and received on 10/26/09
The check has to be mailed by 10/23/09 (Friday)as overnight delivery which is one business
Create clerical on 10/22/09 from fed batches & specify mailing as Overnight delivery
In this case you have one day grace period, in that if the clerical can be processed after
Legal Guidelines:
Our payroll practice is to have the checks delivered to the manager on or before the separ
Our practice is different from the law to ensure on time delivery.
This following paragraph is provided for information only.
California law states that separated and employees going on LOA MUST receive their final wage payments within 72 hours
Loa Start Date & return from Leave date are same date {LOA = RL}
The CERFEEDNOHIRE report will show the LOA start and Return from Leave effective dates are
For CA, look to see if there are e 393 active batches or if any recent e 393 on the B4i sc
If yes, then email the SICKACC@us.ibm.com email id and ask if the vacation, salary, and se
Vacation: Fulltime vacation rate
Use R in the USRFD field when paying vacation via a batch for CA employees.
the USRFD field and vacations is recovered at the lower rate.
The "R" pulls
Vacation : Part time vacation hours
1)Determine number of vacation hours the employee is entitled to for the year.
o
Based on years of service and hours worked per week,
o
determine how many vacation hours the employee is entitled to for the year.
o
Use the Julien calendar.
o
Take number of days passed in current year up to last day worked and divide it
o
Take this percentage and multiply it by vacation hours the employee could earn
Example: employee due 120 hours vacation a year based on years of service
120 hours
=
due hours of vacation a year based on years of service
6/1/yy
=
Separation date is Day 152
41.65%
120
---49.98
50
=
=
percentage of Day 152 of 365

multiply the percentage by 120
=
=
hours
Hours entitled to for the year & rounded to the nearest hour
2) Calculate California Part time hourly salary rate

2.a)Calculate Total Annual Salary
Get the 10I PT monthly salary and multiply it by 12 (months) and add (if any)
the Variable Pay Incentive (087, 530, 072 earning number ETVs from B4I screen) of
(if separation date is prior to Variable Pay/Executive Incentive
calc, which is in March, use the prior years incentive amount.
If separation date is after the Variable Pay/Executive Incentive calc,
use the current years amount).
Example:
$1,000.00
=
10i screen monthly base salary
52
=
multiply by 52 weeks
---$52,000.00 =
Annual base saalry
$500.00
=
Variable Pay Incentive etv# e087 in current year
---$52,500.00 =
Total Annual Salary
2b). Calculate Weekly salary

Next, take this annual salary amount and divide it by 52.00 weeks to get weekly salary.
This weekly salary is then divided by PT hours worked per week to get hourly salary to the
Example:
$52,500.00 =
Total Annual Salary
52
=
divide by 52.00 weeks
--$1009.6154 =
Weekly salary
2c). Calculate Part time hourly salary rate
This weekly salary is then divided by PT hours worked per week to get hourly
salary to the 4th decimal (round up)..
Example
$1009.6154 =
Weekly salary
20
=
Part time weekly hours ( when 10i shows 43.33 pat time hours)
---$50.4808
=
California Part time hourly salary rate
2d).
Get batch sequence number from Sep Batch Report. Press HOME key
and type H1I and press F8. Tab to DETAIL STATUS field and type A and
ENTER (this brings up all active batches).
2e)
Locate batch requiring to be updated and type G5U at HOME and the
number in the far left hand column that is next to that batch, press F8. Tab down to the H
the manually calculated hourly rate. Press Enter.
Personal Choice holidays (PCH): Days vs Hours

Obtain number of PCH days
Go to the Separation form in the

Excerpt of form:
Paid Time Off Information
Unused Personal Choice Holidays:
Paysep2 email id and write the number of PCH days shown
Part Time employee
If the employee is a part time employee, then, payout the Personal Choice Holidays in hour
You will need to convert the days into hours
Full time Regular employee
o
Add the number of PCH days to the active vacation e511 batch.
Excerpt of active vacation batch:
EMP# xxxxxx
CHK CD G ETV CD E ETV# 511
PAY YR 09 PER 18 AMT
0.0
NAME OTIS,
PAY ENT
SEMI2
ACT
CALC
HOURS
3.00 DATE
09302009 USRFD R
ITEM
0184
o
Updated batch with 4 PCH days added to original number of days:
EMP# xxxxxx
0.0
NAME OTIS,
PAY ENT
SEMI2
ACT
CALC
HOURS
7.00 DATE
09302009 USRFD R
ITEM
0184
o
If no vacation batch was fed , then ,create an e511 (vacation) batch:
Input G in the CHK CD field
Input etv # e511 for the etv cd and etv#
Input the number of PCH days into the hours field,
Input R in the USRFD field
Excerpt of new batch:
EMP# xxxxxx
0.0
NAME OTIS,
PAY ENT
SEMI2
ACT
CALC
HOURS
4.00 DATE
09302009 USRFD R
ITEM
0184
The end of the California exceptions.
Oregon Employees Exception processing
Oregon Legal requirement for final salary and vacation pay delivery
Delivery of final salary and vacation pay is to be received no later than one business day
CERIS/Seps team will follow the California guidelines that are used for separating employe
The tax jurisdiction codes noted below refer to Work Oregon.
affect work Oregon.
Oregon TJC codes
OR1
ORA
OR2
ORB
OR3
ORC
OR4
ORD
OR5
ORE
OR6
ORF
OR7
ORG
OR8
ORH
ORI
ORJ
ORK
ORL
ORM
ORN
ORO
ORP
ORQ
ORR
ORS
ORT
ORU
ORV
ORX
ORY
ORW
ORZ
If any of these TJCs are
When managers submit the separation form (i.e. 7-28 days prior to separation date) the reg
Salary and vacation payments are to be received by the manager or the employee by the sepa
semi calc, please place the batches on hold.
See 1 and 2 below for process:
Example: when clerical check may be needed:
1) If the sep. date is the next business day, then do the clerical check on the same day
Hold batches on the semi-calc. date

2)
Specifically, when the Oregon separation feeds on the Semi calc. date, the separa
and mail out.
The end of the Oregon exceptions.
Etv# E514 Batch on Day 1 report

Send email to manager to describe what the amount is for (lump sum separation payment
Sample email :
Good Morning
The separation form shows $44.00 as Additional Amount Due Employee.
Part of our verification process is to clarify if that the amount is truly separation pay
Could you please reply with clarification?
Excerpt from separation form:
Additional Amount Due Employee
Additional Amount: 44
If it is for separation pay, then, allow the batch to process as is.

If NOT separation pay, then , each situation is handled by type of the type of pay
Example:
Commonly the amount is for expenses incurred by an ex-employee and did not put
You would inform the manager to submit an Accounts Payable Reimbursement form
You would delete the e514 batch.
Example:
Manager reply was:

The amount was to reimburse the employee
for the cost
the employee incurred to
ship his laptop ba
Email sent to manager:

If an employee has separated and needs to be reimbursed for expenses incurred by an ex-employee
The URL for the APU form is https://w3.ibm.com/procurement/pesapu/common/enUS/index.html.
(a
Also, the contact info is:

Accounts Payable Administrator. apuadmin@us.ibm.com (607-429-4848, Tieline: 620-4848).
LOA to Separation - Codes 85 & 6k, vacation, & separation weeks

Steps to ensure that duplicate salary, vacation or separation is not paid.
Vacation:
VACATION not accrued while on LOA:
Any employee who is returning from leave for the purpose of separating should not receive
LOA.
When you see this condition, delete the vacation batch that feeds with the separati
Prior paid vacation (prior or multiple batch dates for e511):
Reason code 85
Identifies employees who were on a Leave of Absence prior to Long Term Disability status
For code 85 delete the active vacation batch if they were paid vacation for the associated
Do not pay vacation for time on unpaid LOA.
Employees that separate under code 85 may have already been out on unpaid
The team should be looking at the B4i record
If the employee already received vacation (etv 511), then, delete the vac
If the employee was not paid out for vacation, it should be paid as fed w
When the separation was preceded by an LOA ensure that vacation is paid f
Reason Code 6K
Same process as vacation for code 85.
EXAMPLE:
A distinct example of prior paid vacation
Here is an example from a California employee which takes personal choice Holidays into ac
The 2009-07-21 batch date indicates that 13.5 vacation days were paid out earlier. The B4i
Calculate total eligible number of days of vacation and Personal Choice Holidays(PCH). In
Then reduce the total number by the number of days paid to date and the number of days tak
In this case, emails with the manager were required to obtain the total number of eligible
Example:
As of 9/25/09 Eligible Days
10
vacation days (excludes time on LOA)
4
PCH ( Per manager new information)
---14
Total Eligible days
Paid
8.5
5.0
--13.5
to date
:
vacation days
PCH
Total days paid
No Vacation or PCH Days Taken after return from LOA

Difference:
1.5
vacation days (excludes time on LOA)
-1
PCH ( Per manager new information)
---0.5
Total Eligible days to pay out
{Create batch for e511 for 0.5 hours field and the USRFD field = R}
Salary:
Same Day Separation and Return from Leave
Look for any serial number that appears on the CERFEEDNOHIRE report as an RL
and on the B
Perform the following actions to prevent an erroneous 1 day salary check from generating.
a)
Ensure Autopay (A1U screen) is off for all dates while employee was on a leave. Turn off A
b)
Delete the X batch with the N check code (CHK CD field)
that feeds when the RL feeds
c)
If personal batches for etv#s e441 & e564 are active, then,
delete personal batches for etv#s e441 & e564 related to the separation pay period becaus
Separation weeks (e510 & e513):

Reason Code 85
Reason Code 85 identifies employees who were on a Leave of Absence
prior to Long Term Dis
If the reason code on the batch report is 85 (LTD Type separation, then,
If yes, separation weeks were paid out prior, then email the SICKACC@us.
When an active separation weeks batch occurs and separation was paid out
If the weeks should be paid out, then, email the SICKACC@us.ibm.com with
Receive the reply before proceding.
Reason Code 6K
If the separation weeks (e510 or e513) were paid prior to this feed of active batches, the
An email is NOT sent to the SICKACC rep for code 6k.
Overpayments:
Highlight Overpayments and notate with the initials OP
Overpaid salary
V360 batches
Negative vacation
On DAY 1 take every action that is possible to recover or minimize the overpayment
and
On Day 2 Go to Review System Output activity 4 (DAY 2 after the next NPS calc run)..
Highlight batch dates where the batch date is prior to the date that the last salary was p
When the separation date is before the end of the pay period and the semi calc for that pa
Go to the 3 Sections in this procedure:

1)
Section labeled Recover monies owed to IBM in general
2)
Sections in the Appendix labeled EXCEPTION PROCESSING
a.
Combine Current Semi Payment with Future Feed to Capture / Minimize Overpaym
b.
Separation / LOA Fed BEFORE / ON the Current Payroll Close Date OR During Ho
Obvious Overpayments:
The current pay period is 2 pay periods after the effective date of the separation and the
The overpaid amount exceeds the recoverable amount of the overpayment. You have attempted
On Day 2 add the overpaid Serial number to the Iactive Overpayment database
TURN off AUTOPAY for sns on Inactive OP DBASE:
in either of the two Special Situations that follow:
1)Sep date before semi calc

When the separation date is any date in the current pay period AND the semi-calc has not r
Example:
11/2/09
=
Separation date
11/3/09
=
Today
11/5/09
=
Current semicalc date
TURN off AUTOPAY effective 11/1/09
2)Sep date is the next pay period.
When the separation date is any date in the next pay period then, turn off the auto pay.
The off effective date is the first day of the next pay period.
Example:
11/18/09
11/3/09
=
=
Separation date (Pay period 16)

Today (Pay period 15)
TURN off AUTOPAY effective 11/16/09
The Turn off prevents the system from generating an erroneous semi-monthly check or a sala
Overpaid salary, vacation and v360 monies may be recovered if there are sufficient payment
The sections labeled Semi Monthly Hold Cycle & Daily Hold Cycle and Exception Processi
Day 2 review will determine overpayments from the Day 1 processing.
Examples of recovering OP sal or vac or v360 from sep batches: add these examples
Examples of not recovered & placed on op dbase OP sal or vac or v360 from sep batche
Highlight any negative vacation (e511) &/or V360 fed with out enough separation payments (
documented hold cycle (see activity 4 for timing) Go to Exception Processing tasks cov
Autopay Adjustments
Update autopay when a request is received from an outside source or a manual update is mad
Tasks:
1.
Using the effective date provided, go to the A1U screen to update the
AUTOPAY date to N or Y:
a. Go to A1I by pressing HOME key and typing A1I and press F8.
b. Put in the serial number of employee and press ENTER.
c. Press HOME key and type A1U and press F8.
d. Tab to Effective Date field and type in the 10I date.
e. Tab to the Pay Action field and type IC.
f. Tab to AUTOPAY field and change the Y to an N or vice versa,
and press ENTER.
2.
Enter all serial numbers with an overpayment on the Overpayment Database.
Deceased employees
Deceased employees fed in the Day one Batch report
Validate Final Salary Payment of Deceased Employee
The salary for a full pay period is due to that serial number as long as:
The status was active on the deceased date
The status was NOT on unpaid LOA on the deceased date.
The deceased date occurred in that pay period
The
TERM date in Payroll is the separation date ad it is the actual date of dea
Excerpt of 10i screen:

10I1 12I
HR RECORD
EMP # 876047
LAST NAME,INITIALS WELLS,CE
EFF DATE
10072009
STATUS
DE
COMMENTS 89
HR STATUS I
EMP CAT FR
STATUS DATE
DATE OF HIRE
SERVICE REF
TERM DATE
10072009
07011998
07011998
10072009
DEATH
DECEASED
INACTIVE
F/T REGULAR
LOA START
00000000
LOA END
00000000
CNTRY SERIAL
CNTRY NUMBER
- separation date
Analyze Salary:
Analyze Salary both regular and beneficiary serial numbers and determine if the salary is
The full pay period salary is due to the employee if the date of death is any date in the
Example;
The date of death is 8/1/09 for Pp 15.
The employee is due the full salary for PP 15.
Beneficiary record is the serial number of the deceased employee with a B at the end of
1.Using the Separation Date on the 10I, check the A9I payment screens for
the last few payments made to this Serial number (again, looking
under both serials numbers) to determine if employee has been overpaid.
2.Check the H1I screen for any open/held batches.
Etv # E001 or E005 - Delete any open salary batches (etv e001 , e005) and ta
ETV# e640 pays out salary on the B record (PostDeath salary etv#).
Process the batch if he is underpaid and is due salary.

Delete the batches if he is paid correct or overpaid.
ETV# e003 is an accumulator for the B record (Pre-Death salary etv #, do not
3.Go to the a6I screen to review the tax withholding status on the B record.
The take codes for $002 and the state tax numbers should be ZZ.
No payment on the B record should be made until this update is done by the tax team.
Salary paid correct:
When the salary is correctly paid (no under or over payment), then, see if there are open
Delete the salary ( e001, e005, and e640) and tax related batches.
Salary is underpaid:
Issue a salary check on etv# e640
and on the B record and use
D in the CHK CD
field
Salary Overpaid:
If the serial number is overpaid, it is at the discretion of deceased employees
man
overpayment should be recovered. Normally the answer is no. Then copy the PAYSEP1 email i
Example:
A deceased record feeds to payroll after semi processed the salary for the pay period foll
o
11/25/xx
Deceased date
o
12/09/xx
Fed to Payroll
o
12/5/xx
Semicalc date
o
12/8/xx
last day for EFT delete requests
Hence, the EFT was transmitted to the bank account
Here is a sample email to revise as needed for the current situation:
Dear Mgrs name.........

I am so sorry for your loss.
I regret to say that I must ask the next question.
The
mm/dd/yy full semi-monthly salary was paid out to the serial number.
IBM policy is "If the deceased employee is overpaid, it is at the discretion of the deceas
Would you, please, reply to this email at your earliest convenience with your decision whe
Email on Deceased employee for additional payment:

Often before or after the deceased record feeds to Payroll, you may receive an email conta
The worksheet indicates the amount of vacation to be paid out. The number could be zero to
To process the payment:
Ensured that the tax records are correct
Next, setup the batch on the normal serial number
Hit enter twice .
Go back to the batch and type a B at the end of the serial number in the seventh position.
An example of the Deceased Employee's Processing Worksheet is found in the appendix.
Example of the batch with the B
EMP# 840858B
CHK CD D ETV CD E
NAME ESTATE OF LOVELAND,BJ
HOURS
5.00 DATE
04252009
WEEKS
0 FACTOR O/R 0.0000
DIV
DEPT
LD#
in the seventh position:

ETV# 511
0.00
PAY ENT
SEMI8
ACT
CALC
USRFD D
ITEM
0050
RATE
432.6508
STATUS R
IND
LOBID
Employee dies while on LOA (Leave of Absence)

Delete any payment batches that were fed under the B record serial to avoid check genera
The system creates salary payment batches for deceased employees who have died while on LO
Preventing an overpayment:
You may receive an email regarding the deceased employee prior to the record feeding to pa
If the deceased date is within the pay period before the current pay period and the semi-m
Example11/3/09
=
Today is
10/17/09
=
Deceased date
11/1/09
=
turn off autopay effective date
If the deceased employee is overpaid for a full pay period, then, email the manager as in
Executive Separations
ETS FORM EXECUTIVE Separation Checks:
Turn off autopay
The effective date is the day after the last day paid shown on the form.
Look to
If yes,
Look to
If yes,
see if the serial number is on CEDAR (overpaid)

communicate with requestor and Overpayments team to determine amount to be recover
see if the sn was paid Payments such as retention &/or Sign-on
bonus ( etvs ar
communicate with the requestor and follow the recovery process for overpaid bonus.
All Executive checks are mailed out to the requested address on the ETS form. Each check h
** NOTE
Executive checks are always special handled as overnight delivery to the address listed on
Separation Payment
Always process the separation weeks and /or special separation payments before processing
The form may provide the following:
-Separation weeks only
-Separation weeks and the associated total gross separation dollar amount
-Total gross separation dollar amount, only
-In rare cases, a rare separation payout
Separation weeks:
Summary of things to do:
Calculate the weekly rate
Determine the etv code to use
Prepare the batch
Go back to the batch and adjust ( calculated weekly rate &/or number of weeks)
Calc, Post, and PB the FC with the CHK:CODE J
Special handle the delivery of the check.

Number of separation weeks Provided:
Normally the ETS form provides the Number of separation weeks to be paid out.
Details of things to do:
Weekly rate
Calculate the weekly rate by adding together the salary and incentive pay that appears on
ETV CODE
The etv code to use ( e510 or e513 ) is based on the separation reason code.
To determine the etv code to use go to the 751 tables and TABLE NUMBER 30
On the 10i screen, input
Example:
751 in the upper left hand corner and hit f8:
10I1 751
HR RECORD
EMP # 868166
EFF DATE
10012009
Type 30 into the TABLE NUMBER field:

Example:
7511
* * * TABLE MAINTENANCE
TABLE NUMBER:30
Type the separation reason code into the COMM CODE field. Hit enter.
The Etv # will appear in the SEP ETV field.
In the example below, the 7G separation reason code is associated with
the e513 etv code
Example:
7511
* * * TABLE MAINTENANCE * * *
TABLE NUMBER: 00030
STATUS COMMENTS CODE
EFFECTIVE DATE: 01011901
COMM CODE: 7G
EDIT PATT: SE
DESC: INVOL RESR ACT-NO JOB OFFER
SEP ETV: 513
VAC IND: C
CHK CDE: J
PB ETV: 530
**NOTE: Default to
ETV E510 if the Sep ETV field is blank on Table 30
BATCH
Prepare the batch and input check code J (CHK CD), etv code, and number of sep weeks. H
***Go back to the batch and input the calculated weekly rate*** Hit enter twice.
Process a9 check:
Process the FC with the CHK:CODE J. Verify the total gross amount is correct and the aft
Often, the FICA tax($$001)limit is reached with the separation weeks check.
If the check is correct , then, calc post and PB the check.
If the check is not correct, blow it up and start over and recheck the processing.
Total dollar amount provided:
-Separation weeks and the associated total gross separation dollar amount
-Total gross separation dollar amount, only
The dollar amount and the number of weeks of separation pay is provided.
Prepare the batch fields as normal for a separation weeks batch
J is the CHK CD J
The sep date is the DATE field
Input the Total dollar amount provided into the AMT field.
Input etv# e514 for now.
Hit enter twice.
Enter the # of weeks if provided into the WEEKS field
Hit enter twice.
Change the etv# to e510 or e513 (whichever etv # pertains to the sep reason code).
Hit enter twice.
If the number of weeks is not provided, then, go back to the batch item and in the weeks f
Hit enter twice.
If the number of weeks is not provided, then, stop the bacth is done.
Now, go to the prior step labeled Process a9 check with the CHK:CODE J.
In rare cases, a rare separation payout
99% of the time you will use e510/e513.
Ask the requestor if this is special payment that should use etv# e514.
You would use e514 something over and above a normal 26 week payout.
Refer to the steps above to prepare the batch and process the payment.
Vacation Payment:
Summary of things to do:
Verify that the Monthly salary amount on the ETS form matches Payroll to within
Include the steps from the California Section of this procedure for any Ca
o
Example - The USRFD field in the batch is R for California
Prepare the batch with etv code E511
Calc, Post, and PB the FC with the CHK:CODE G
Details of things to do:

Prepare the batch including the check code G (CHK CD), etv code, and n
o
The USRFD field in the batch is:
D for vacation days for Non-California

R for California

H for hours for Non-California

Hit enter twice.
Process the FC with the CHK:CODE G. Verify the total gross amount is co
The FICA tax($$001)limit may be reached in this check if it was not reac
If the check is correct , then, calc post and PB the check.

If the check is not correct, blow it up and start over and recheck the pr

Salary:
Normally salary is paid via the semi-monthly EFTS process.
Rarely is salary processed in a hardcopy check, but it can happen.
Process the check as you would any salary check such as an NC check.
Verify it for accurate salary and reasonable deductions and taxes.
Calc post and PB the check .
Overpaid Salary:
When the sep date is prior to the last business day end of the pay period and the semi-mo
Actions:
Communicate with the requestor.
The requestor may decide to change the sep date to the last business day of
Options available to offer:

During the HOLD timeframe, HOLD and CR the check and process a hardcopy s
During the EFT DELETE timeframe (one day), request EFT delete before 2:0
Recover the overpaid salary in the vacation pay
Recover the remainder of the overpaid salary in the separation weeks chec
PLOA-WO(Working LOA)- Separation pay rates

When identified & instructed by HR:
Vacation and/or Separation Weeks are calculated at the 100% Full time rate.
Overtaken vacation is calculated at the reduced rate.
1)Calculate the PLOA-WO(Working LOA)100% full-time regular rate
a)Go to the 10I screen and Write down the PLOA-WO(Working LOA) semi monthly hours located
fields, next to the SCHD HOURS field (should be less than 86.67).
b) Calculate the Percent reduced work hours to the fulltime hours. Divide the number of h
monthly hours for a full time employee). This results in a percentage,
rounded to the nearest whole percent (hundredths decimal).
c)Determine salary:
c.1) If employee commissionable, COMM IND field is Y on 10I - use the 1.EARN
AMT amount on 10i screen as the 100% rate).
c.2) If employee is NOT commissionable, COMM IND field is N on 10I - use the BASE SALAR
d) Divide the salary by the percentage. This result equals the employees 100% monthly bas
This 100% monthly base salary multiplied by 12 (months), divided by
52.00 (weeks) determines a weekly rate needed to the 4th decimal for the
100% weekly rate used for any separation weeks due.
Divide the weekly rate by 5 days to get the 100% daily vacation rate to the 4th dec
Example:
43.33 =
sched hours field on 10i
50%
=
Percent reduced work hours to the fulltime hours {43.33 divided by 86.67
$2967.00
=
Base rate salary from 10i
$1,483.50
Reduced Monthly Base salary = $2976.00 divided by 50%
100% Weekly rate:

$342.35
=
$1,483.50
times 12 months divided by 52 weeks
100% Daily rate:

$68.4693
=
$342.35 divided by business 5 days
5.
6.
Update batches to reflect appropriate rate

a.
Go to H1I by pressing the HOME key on the keyboard, typing in H1I
and pressing F8.
b.
Press the HOME key again and type G5U and the number in the far
left hand side of the batch you want to adjust.
c.
Input newly calculated 100% weekly and/or daily rates within the
appropriate batch record(s). Press ENTER.
Go to Review System Output activity 4.
Part time {PT} Tasks & separation pay rates

Vacation is paid in hours at the hourly daily rate
Assess hours due to be paid
Acquire separation form from the PAYSEP2 ID via Lotus Notes
by double-clicking the PAYSEP2 database icon and opening the appropriate monthly folder se
folder). If search bar is not active, click on the binocular icon to make it active. Type
pick up printout. (ALL DOCUMENTS view can be searched on as well if desired).
Determine if any vacation days have been taken (as completed by the manager, if
Determine vacation hours accrued
o
o
Use the vacation accrual table

The vacation accrual table is found on the IBM W3 website at :
http://w3-01.ibm.com/hr/images/ushr107.pdf
***Note there are 2 distinct tables depending if the Employee was hired or rehired prior o
o
On NPS, press HOME key and type 10I and press F8 to figure out the years
Make note of the semi hours worked in the SCHD HOURS field (will be less
Determine Hours per Week Worked by viewing the following matrix:

Read this chart: 10i screen shows 34.67 in the SCHD HOURS field.
Look for 34.67 in the semi column.
Find that 16 is the associated weekly hours.
WK
SEMI
WK
SEMI
WK
SEMI
WK
SEMI
WK
16
17
34.67
36.83
18
19
20
43.33
SEMI
21
45.5
26
56.33
31
67.17
36
78
22
47.67
27
58.5
32
69.33
37
80.17
39
23
49.83
28
60.67
33
71.5
38
82.33
41.17
24
52
29
62.83
34
73.67
39
84.5
25
54.17
30
65
35
75.83
40
86.67
Send a note to submitting manager on the form if there is an amount other than
Sample Email:
Example of an email to be revised as need be for each situation :
To : manager email address
CC: paysep1@us.ibm.com
Subject: SN ______
Separation Part time vacation hours payout - Please reply today
Good Morning,
A separation file has been received on the subject part-time employee.
Part-time employees are paid vacation on
Based on the years of service and hours worked per week, the employee has accrued X.XX
hours of vacation time.
Could you provide the number of hours of vacation taken ?
_______ # of hours
For future reference.....

Here is the link to the vacation accrual
http://w3-01.ibm.com/hr/hrinfo/totalrew.nsf/4b5ea8ce09457afe85256b16007e5bbf/79c8614de1c03b1f85256b17005eab6b?Op
Put all appropriate payment batches on HOLD until response is received

from the manager.
a.
Press HOME key from H1I screen.
b.
Tab to the DETAIL STATUS field and type an A and Press ENTER to
get a list of active batches
c.
Type G5U and the number on the far left column (01, 02, 03 etc) of
the batch you need to see, press F8.
d.
Tab to the Status field of the appropriate batch record(s),
which should presently be an A, for EACH batch record requiring
to be held and type over the A with an H, press Enter.
will
a.
b.
c.
d.
Receive response from manager clarifying the vacation hours taken (amount
be needed in the next task)
Take batches off the hold status.
Press HOME key from H1I screen.
Tab to the DETAIL STATUS field and type an A and press ENTER to
get a list of active batches.
Type G5U and the number on the far left column (01, 02, 03 etc) of
the batch you need to see, press F8.
e.
Tab to the Status field of the appropriate batch record(s),

which should presently be an H, for EACH batch record requiring
to be held and type over the H with an A, press Enter.
Calculate Hourly Rate:

Take the Part-Time monthly salary amount on 10I and multiply it by 12 (months) and then di
rate to the 4th decimal. This hourly rate would then be entered into the adjusted/new batc
Update batch to reflect appropriate payment due/overtaken
Non- California employees:

o
Get batch sequence number from Sep Batch Report. Press HOME keyand type H
o
Tab to DETAIL STATUS field and type A and ENTER (this brings up all ac
o
Locate batch requiring to be updated and type G5U at HOME and the number
o
press F8.
o
Tab to the HOURS field and type in the hours due/overtaken from the manua
o
Tab to the rate field and enter in the hourly rate figured in the manual
o
Tab to USRFD field and change the D to an H (days to hours)
o
press Enter.
After you hit enter twice go back and verify that the rate is correct .
If the rate is incorrect, then, type in the correct rate.
California employees: Go to the California section
Recover monies owed to IBM in general
During the Day 1 review the payroll calendar points out payroll events that could allow fo
There are four ways to prevent monies from being paid out.
Hold & CR the current semi monthly EFTS
Request a EFT delete & CR the current semi monthly EFTS
Request an EFT Reversal the current semi monthly EFTS (when the full pay perio
Special handle & Reverse ( CC or CR) the semi monthly Hardcopy check back to P
An EFTS is identified normally be $0.00 in the NET field of the a9 check header
Example:
A9I2
ONLINE CHECK DATA EMP# XXXXXX

INQUIRY DATE 11302009
NAME SMITH, X
TYPE
PERIOD 22 YR 09
PAY ENTITY EXECA TAX ENTITY 00001 CHK:CODE R STAT A
CHECK NOS:
INT 093230084463 EXT
REV
PAY ALL NOW?
CHECK DATES: LD 11302009 CHECK 11302009 FINAL 00000000 PRT/DEL
DUP O/R U
GROSS
7371.80 NET
0.00 TX:ALL N DAYS 000 FREQ:EARN
DED
ETV ETV #
DEPT
IND
V
925
HOURS
DV
0.00
LD DATE 11302009
Example:
RATE
AMOUNT
LABOR DISTRIBUTION#
LOBID
0.0000
WARN:AMT
4152.64
0.00
BASE
CLC
STAT
-10468.65
MSG
A
SEQ 0026
A hardcopy is identified by a number other than zero in the NET field of the a
A9I2
ONLINE CHECK DATA EMP# XXXXXX

NAME SMITH, X
TYPE
PERIOD 22 YR 09
PAY ENTITY EXECA TAX ENTITY 00001 CHK:CODE R STAT A
CHECK NOS:
INT 093230084463 EXT
REV
PAY ALL NOW?
DUP O/R U
GROSS
7371.80 NET
DED
ETV
ETV #
HOURS
RATE
AMOUNT
BASE
CLC
STAT
DEPT
IND
DV
LABOR DISTRIBUTION#
LOBID
Current Pay Period Close / Salary Holds

(can also be applied to Day 2 review)
Identify and act on those serial numbers whose:

Final payment batches include prior effective dates and / or
Outside source received (separation form), will result / did result in an ov
Fed / received within the Semi Hold window and a salary hold is required
o
(salary hold/EFT delete window time frame is normally a period of 1
Note: go to Exception Processing tasks if a separation / LOA effective date beyond the c
In this case, it would require pulling together the current and future semi salary/payme
When the current semi payment already ran, see if salary HOLD, EFT delete, or an EFT rever
Tasks: (for separation forms and other Outside Sources received)
1.
FROM THE MORNING AFTER THE CLOSE UNTIL APPROPRIATE HOLD CUTOFF: (for Sep Batch, separation
Cutoffs:
Using the Payroll Monthly Scheduling calendar and see dates for:
EFTS HOLDS - day after the semi-calc up to 7:45 am of the day of the Run S
EFTS deletes -- day of Run S3p ( Third party calc)- EFTS deletes
EFT Reversals -- Day after Run S3p up to and including the last business day
Semi-monthly printing
2.
Determine if a Hold and Reversal (CR) of the current hardcopy/electronic
payment of any separated/LOA employees current semi payment, which will
partially reduce or completely recover a salary overpayment, is required
(go to activity 4 for the tasks involved).
3.
General rules:
Reversals (CRs) are done in a time frame from the morning after the payroll
prior to this processing deadline. Hardcopy checks are recalled using the special handlin
Things to look at/for in determining if a hold or recall
is appropriate:
Effective date: if separation/LOA effective date is inside the Current pay c
Moneys owed IBM: Overpaid salary, negative vacation and v360.
Refer to Activity 3 section titled Recover monies owed to IBM from the v360
4.
Determine if semi monthly salary payment is generated as an EFTS or Hardcopy Check record.
This is determined by looking at the A9I screen
for that current semi pay periods payment which ran with the semi calc.
If there is a positive net balance and an external check number, it is a
hardcopy check payment. If there is a zero net with no external check
number and an ETV925 in the check detail, it is an EFTS (electronic)
payment.
5.
Process to HOLD a semi-monthly EFTS.
(Requests for holding semi monthly checks are submitted via the holds database form availa
Process the Hold, then Process the CR on the a9U screen. Do both on same day.
HOLD Process
rd
Timing- on the business day after semi-calc up and up to 7:45 am on the date of the 3 par
a.Each processor adds his/her serial numbers directly into the database
over the appropriate time frame.
a.
Each processor will click on the shared drive.
b.
Through that application open up the form:
HOLD DB.APR
c.
Select a New Record and complete all appropriate Fields.
d.
The required fields have red borders.
e.
When the form is ok to submit Double Check and confirm your
entries
f.
File and close after you have verified your input.
6.
Process to request an EFT delete
On the day of the 3rd party calc and after the HOLD cutoff, send an email to th
Timing- EFT deletes can only be requested up until 3:00 pm
Copy the accountant for the 180 account, the EFTS COORDINATORs back-up and pay
CR the check on the same day.
Sample email:
Antoinette Bragaglia/Endicott/IBM 11/23/2009 09:59 AM
To: James R Struble/Endicott/IBM@IBMUS {EFTS COORDINATOR}
Cc: paysep1@us.ibm.com, vjpowell@us.ibm.com, Michelle Gillette/Endicott/IBM@IBMUS {EFTS COORDINATOR back-up}
Subject: SN
878395
EFT DELETE for efts semi checks
Jim,
Would you please DELETE the EFTS for the subject sn for pay period
The check will be cr'd today.
22
Excerpt of a9z:
A9I2
ONLINE CHECK DATA EMP# 878395

NAME HILLIER,AR
TYPE
PERIOD 22 YR 09
PAY ENTITY SEMI5 TAX ENTITY 00001 CHK:CODE R STAT A
CHECK NOS:
INT 093230003797 EXT
REV
PAY ALL NOW?
DUP O/R U
GROSS
4556.80 NET
DED
ETV ETV #
HOURS
RATE
AMOUNT
DEPT
IND
DV
LABOR DISTRIBUTION#
LOBID
E
001
86.67
0.0000
4476.70
LD DATE 11302009
WARN:AMT
0.00
MSG
BASE
CLC
0.00
SEQ 0001
STAT
A
7.
The CR Process
associated with the EFTS HOLD or EFTS Delete
Each Separations Processor processes his/her own check reversals (CR) of
current sem
Locate the semi payment requiring to be reversed for each serial number on t
Press PF5, Type CR in the TYPE field, and press Enter.
Press the F10 key to Calc the record
Press the F4 key to post the record (these steps reverse each ETV entry with
8.
The EFTS Reversal Process
When a full pay period is overpaid, then, an EFTS reversal is requested for a full pay per
Sample:
11/11/09 = Today and separation fed today as seen on the Day 1 report
11/9/09 = date of the 3rd party calc
10/26/09 = separation date
Overpaid for the full 11/15/09 pay period
EFTS Reversal instructions for the CERIS/SEPS team:

A note is sent to the employee's manager only.
Forward that note to EFTS COORDINATOR and his back-up requesting the reve
EFTS COORDINATOR will reply with in 5 days on the success or non- success
EFT Reversal is NOT successful:

Add the Overpayment to the Inactive OP Database
EFT Reversal is Successful AND

rd
There are NO after tax 3 party deductions:

Process the CC
Email reply back to EFTS Coordinator & copy back-up and request a jour
Write - Journal the monies to the V095 account

Do NOT add the Overpayment to the Inactive OP Database
rd
Yes, there are after tax 3 party deductions:

Email reply back to EFTS Coordinator & copy back-up and copy Overpmt@

More than one pay period is overpaid:

Email reply back to EFTS Coordinator & copy back-up and Overpmt@us.ibm

Sample email to manager:
Subject: EFTS REVERSAL FOR

Name
__
SN ____________- ACTION REQUIRED
Your submission of separation has identified the subject employee as overpaid for
mm/dd/yy throug
Since the employee is not due any of the funds from his mm/dd/yy pay period check, we are attemptin
However, the employee is still overpaid.
Please notify this employee immediately that Payroll will be attempting to reverse the direct deposi
Any additional overpayment will be calculated to recover additional salary and
or deductions paid to his accounts (ie. 401k, benefits, stock etc).
The IBM overpayments team will contact the employee to arrange for repayment .
If you have further questions on the overpayment , you may directly
contact the
Sample email to request the EFTS Reversal to EFTS Coordinator ,etc..

Subject: SN 5d6950
EFTS reversal
Jim,
Would you please reverse the EFTS for the subject sn for
Excerpt of a9z:
A9I2
ONLINE CHECK DATA EMP# 5D6950
pay period
21?
IBM Overpayment te
NAME ROSENTAL,N
TYPE
PERIOD 21 YR 09
PAY ENTITY SEMI0 TAX ENTITY 00001 CHK:CODE R STAT A
CHECK NOS:
INT 093080093994 EXT
REV
PAY ALL NOW?
DUP O/R U
GROSS
2941.50 NET
DED
ETV ETV #
DEPT
IND
E
HOURS
DV
001
86.67
LD DATE 11152009
RATE
AMOUNT
LABOR DISTRIBUTION#
LOBID
0.0000
WARN:AMT
BASE
2940.50
0.00
MSG
CLC
STAT
0.00
SEQ 0001
9.
SEMI-Monthly check is Recalled
On Semi-monthly Print day on the Special Handling Database
Recall to attention of Ceris/Seps Processor
The code is SS for Semi Separation hardcopy check

When semi hardcopy check is received by Payroll, could take several days bef
If requested check is NOT returned, go to activity 8.
Reverse the check (CC vs CR) after the Check # appears on the a9 screen.
Four scenarios to prevent an overpayment with a hardcopy semi-monthly check are based on w
1)
When made aware of Overpayment --->
On or before 3rd party calc day
After tax 3rd party deductions?
NA
Check reversal
Check CTL sheet
CR on or before 3rd party calc day (do not reverse after the 3rd party
calc'd)
The CR sent the Void of funds to the bank.
(Variance is "CR no CHECK")
Write - "Deposit to 180 account" (clears the variance)
If the check is not returned - NO Check CTL
Submit a Stop Pay Form.
2)
Write ----->
Stop Pay,
Pay, no reissue".
"
On Semi Print day (Day after 3rd party calc)
NO
Check reversal
Check CTL sheet
After check # appears on Semi Print day, then, CR .

The CR sent the Void of funds to the bank
Write - "CR and the date of the CR"
Submit a Stop Pay Form.
3)
Write ----->
Stop Pay,
Pay, no reissue".
"
On Semi Print day (Day after 3rd party calc)
YES
Check reversal
After check # appears on Semi Print day, then, "CC".

The net amount is input as etv# V095.
The "CC" does NOT send a Void to the bank.
{As long as the check is returned, a manual void request is not
necessary}
Write - "Deposit to V095 account" (clears the variance).
Check CTL sheet

1)Submit a Stop Pay Form and Write -----> "Stop
please,
please, do a Manual void".
Pay,
Pay, no reissue,
reissue, and
The VOID automatically hits the V098 act.

2) Email Journal Request to 180 accountant to journal $XXX.00 from
V098 to the V095 account.
Preventing an overpayment during the Close Cycle - More actions

Or also known as SEMI-MONTHLY HOLD/ DELETE/RECALL Cycle
The instructions above for EFTS hold, EFTS Delete and recalling the Semi-monthly hardcopy
In addition:
If salary hold was done due to a need to combine the current and future semi month
If overpayment still exists after reversing the current semi monthly payment, note
If employee is entitled to a final payment after the reversal of the current semi
feed of partial salary payment and any other moneys due (if no other payments due from rev
Hold Separation form / outside request to ensure that 10I is updated Properly
o
Follow-up with appropriate HR representative with a call and/or a note until
not yet been processed by the manager yet) If Ceris/Payroll not fed the separations/LOA b
o
When batches are fed, update the check codes of these separations payments
if AUTOPAY had been shut off on the day of the semi close.
Go to H1I by hitting the HOME key and typing H1I and hit PF8.

Find the active/open batch records by tabbing to the DETAIL STATUS fie

From HOME, type G5U and the correct sequence number of the batch entr

Tab to the CHECK CODE field and update the F to a G for ETVs 510

Go to activity 4 to check/verify system output.
The employee is due a payment monies and/or the employee owes monies
and the SEPARATION/LOA record has fed.
Go to activity 7 if the semi payment that was reversed included additional p
Wait to create any additional payments due the employee in the reversed semi
Be especially careful with monies like garnishments.
If a garnishment deduction is in the semi that was reversed, bring this to t
the payment fed with the separation/LOA feed.

If this is not done, IBM would be liable for paying the appropriate agency.
Recover monies owed to IBM from the v360 batch

See the Recover monies in general section, also.
1.
Review separation form from the PAYSEP2 ID
The categories handled by the CERIS /SEP processor for v360 are Travel Advance and AMEX ch
V360 amount < $10.00 : Delete the batch and the MA pending check.
Change the MA A9 check for v360 from CHK:CODE M to CHK:CODE J.
o
Anytime that the MA check is to be processed. CHK:CODE J prevents the chec
Travel Advance
Recover as much of the monies as is possible
Follow the steps below, however, remember that you will recover as much a
Do an a9z calc to determine how much of the v360 can be deducted fr
If the total v360 amount can be recovered, then:
Go to the pending a9z MA check for the v360
Change the check code from M to J
Calc post and PB that check - it will mail out with the separation
If the check
Update the v360 batch

The v360 batch amount
Go to the pending a9z
Delete the pending a9
Another Example:
zero nets, then, the v360 amount shown in the check i
to reflect the v360 amount in the zero net ch

has to equal the v360 amount in the final che
MA check for the v360 and update the amount o
check.
You may need to utilize all of the separation payments in order to
If you have two v360 batches , then, you need to have two a9 MA che
For example:
The total v360 that can be collected from the separation chec
$200.00
from the F salary check (modify fed batch to th
$500.00
from the separation check (add a batch with the s
$700.00
total v360 that can be collected.
Modify the MA v360 check to be $200.00
Create one more ma v360 a9 check to equal $500.00
The sum of both v360 MA checks is $700.
Note**
Change the MA A9 check for v360 from CHK:CODE M to CHK:CODE J anytime that the MA check is
Email the manager and sepchk@us.ibm.com on Day 1 and include the employees serial number,
a paragraph to advise the manager that if the advance is outstanding, that the employee is
Sample email:
The separation form for sn xxxxxx Mr. Smith contained $100.00 for a Travel advance.
There were enough funds in the separation checks to recover $85.00.
In addition, the manager will receive a payment check for $85.00 made out to the employee.
debt is cleared, then, the check is given to the employee. If the debt is not cleared the
o
o
AMEX charge card balance

Either recover the full amount or do not recover any at all
Change the MA A9 check for v360 from CHK:CODE M to CHK:CODE J, anytime that the
Follow the next steps for v360 batches and MA checks:
2.Verify the separated employee has more monies due from IBM vs. monies owed to IBM.
Take into consideration the available payments that can be applied to he recovery of the v
a.
If there is a question as to whether there will be enough moneys due to an e
A9Z process:
Go to the A9Z screen and have the system calculate the final check.
Type in appropriate serial number, press HOME and type A9Z. Press F8. The system wi
Press the F5 key to enter check processing.
Type FC in the TYPE field and press F1 (all fields will go to 0 or be blank excep
Enter the pay period the employee is separating in the PERIOD field; enter the curren
and type the last day of the pay period entered in the period field above in a MMDDYYYY fo
using the information the system supplies), then enter last day employee was to be paid (d
Press F10 to calculate the check. Using of an F Check Code pulls in ALL other open
The system will state Calc Successful.

3.Review the NET field:
3.a)If the NET amount is $0.00, then amount due employee is less than amount
owed.
3.a.1)
Review the V360 deductions amount within this Calc (by scrolling
forward (F2) or backward (F3) until the V360 entry is seen) and compare it to the V360 amo
In this case, the A9Z V360 amount will be less than the Sep Batch V360 amount. An error me
This removes this pending calc from the system.
3.a.2)
If the separation date is in a future pay period and it is on or before the current pay
3.b)If the NET amount is greater than $0.00, verify that the V360 on this A9Z
calculation is equal to the V360 amount on the Sep Batch Report. (you
will calc, post and PB this check in the next task)
3c)If there is no question that moneys owed are greater, go to the next
task.
4.No money or not enough money due to employee to recover the v360 amount(the employee is
These steps will result in the deletion of the V360 deduction batch record as well as the
4.a)Press HOME key and type in H1I, press F8. Tab to DETAIL STATUS
field and type in an A, press ENTER.
4.b)Press HOME key and type G5U and the number in the far left column
of the batch sequence that has the V360 payment in it. Press F8.
4.c)Tab down to the STATUS field which will be an A and change it to
a D, press ENTER.
4.d)Batch record now deleted
4.e)Delete MA check. Go to A9U by pressing HOME key and F8. Find the
pending check (P in the STAT field) and press F5 to open
record and verify that it is an MA check type with a V360 ETV with
same dollar amount as the batch report reflects.
4.f)Tab to the PRT/DEL field and type ** and press ENTER key. This
screen record will disappear if the system update is successful.
5.Enough money in employees last salary, separation and/or vacation
payment to recover amount owed.
5a) These steps will result in the calc, post and printing of the Final (FC) check:
5.a.1)From the FC check, press HOME and type A9U and press F8.
5.a.2)Press F5 to open payment record and verify the information
previously entered during the A9Z task.
5.a.3)Press F10 to Calc the payment
5.a.4)Press F4 to Post the payment.
5.a.5)Tab to PRT/DEL field and type PB to Print the check in Batch
during the next scheduled system calc.
5.b)
These steps will result in the calc, post and printing of the V360 MA
check.
5.b.1)Press HOME key and type A9U and press F8.
5.b.2)Scroll back in this employees payment history and locate the
pending check (P in the STAT field).
5.b.3)Press F5 to open record and verify that it is an MA check type
with a V360 ETV with same dollar amount as the batch report
reflects.
5.b.4)Change the M check code to a J check code (CHK:CODE field).
5.b.5)Press F10 to Calc the payment.
5.b.6)Press F4 to Post the payment.
5.b.7)Tab to PRT/DEL field and type PB to Print the check in Batch
during the next scheduled system calc.
7.
Other Monies Field
See Attachment section of this process for more information on "ot
Contact the manager for any moneys owed on the separation form under the Other field to
This could be an ALAP (Academic Learning Assistance Program) or other type of money due.
Refer to the section labeled Travel Advance for the process to determine, only, how to r
When the ALAP debt is greater than the net of the separation checks:
Turn off autopay effective the first day of the overpaid pay period
Delete the separation batches
Add the sn to the Inactive Overpayment database and indicate the payments
Email the manager:
Inform him that there were insufficient funds in the separation che
o
o
Request that he email the Inactive Overpayment team directly at OVE
o
Sample email to manager from Inactive Overpayment team :
We will setup the ALAP recovery and apply the salary and vacation due after taxes automatically.
We will need the A/P spreadsheet indicating the amounts paid out for tuition.
Th
We will also need a c
Once the overpayment is established, a hard copy letter will be mailed to the employees home address
When the ALAP debt is less than or equal to the net of the separation checks:
If there is sufficient monies to recover the ALAP debt, then, follow the processing steps
Also, email the manager as is mentioned in the Travel Advance section.
Validate Excessive Separation Weeks and / or Vacation Days
(Sep Batch Report / Separation Form) Due / Overtaken / Possible Incorrect Effective Year
Tasks:
1. Review the separation form on the paysep2 id.
2. Request information
Send an e-mail with a copy of the paysep2 separation form attached to ask if the excess pa
Email Vacation question to IBM Vacation administrator Kimberly.Winston
Email Salary and /or Separation question to SEPLOA team
3.
May hold batches
Put batch or associated batches on hold BEFORE end of business day if no response is rec
to the next system calc, when this separation would be processed.
a. Press HOME and type H1I and press F8. Tab to DETAIL STATUS field
and type in an A, press ENTER. Locate the batch with the
questionable vacation / separation weeks and press HOME key. Type
G5U and the number in the far left column of the appropriate
Batch and press F8.
b. Tab to the STATUS FIELD of the batch record in question and change
the A to an H and press ENTER. This payment is now held and
should not run with the next system calc.
4. Modify and/or activate the batch per the reply to the email
Example 1:
27
=
Vacation days batch on Day 1 report
Email Kimberly.Winston@fmr.com.
13
Reply from Kimberly.Winston@fmr.com
Change HOURS field from 27 to 13. Activate the held batch and other held baches for this s
Separation date is a non-business day-Delete Health Care &/or GLI
When the batch date is a Saturday and dated the 1st or 16th of the month
Sunday and dated the 1st, 2nd or 16th, or 17th of the month.
or
That sn is not due salary for the Pay period (the employee has not worked/will not work in
Delete the active personal deductions batches such as e564 (GLI), e441 (Health care) batc
Since there is no salary payment for the pay period, there should be no personal deduction
Example :
Separation date 9/2/09
9/2/09 is a Sunday and 9/1/09 is a Saturday.
Hence, No business days and no salary payment
Tasks:
o
o
o
o
o
o
Delete all
Press HOME
Tab to the
Press HOME
Tab to the
Review the
to be processed. Delete the e564 and e441 b
appropriate ETV 441 and/or 564 batch records as required to

key and type H1I.
DETAIL STATUS field and type A and press Enter. All active
key and type G5U and appropriate number from far left column
Status field which should presently be an A for EACH batch
system output the next day to verify accuracy.
av
An alternative to deleting these batch records is to update the payment (separation and/or
The payments will be generated and the deduction records will run but NOT effect these pay
First review the H1I screen for any other open payment/recovery batch records. If there ar
Activity 4:
Verify Day 2 System Output (Day 2 or after a calc)
Review System Output (Day 2 or after a system calc)

Tasks:
Verify / review system output via A9I screen the morning after the next
1.
system calc* for accuracy of anticipated results from Day 1 activities.
2.
Take what ever source you have which states what should have processed in
that past nights calc.
3.
Locate check on A9I, once found, press F5 to open this record and check
each ETV for appropriate output (ex: checking vacation days, separation
weeks, entitled salary, rate updates, other required payments, split
payments (ETV360), recoveries and/or deductions) by scrolling forward or
back (F2 and/or F3).
DP 6: Is Output Accurate?
If Yes or No, go to DP7 - Check Generated?
DP7: Check Generated?
1.
If System Output is Accurate

If system output from report batches, created batches, recreated batches
is accurate AND no overpayment exists, check off serial number on the
CERSEPBATCH report and no further action is required for that serial
number. System has either properly recovered the overpayment from the
final payment or generated a corrected final payment.
Move on to the next serial on the report and repeat the Day 2 review.
1.a If
If the
1.b If
If the
Check generated
output is accurate and check generated, the check will be routed to Bowne and will
No check generated
output is accurate and no check generated, go to AP10 Daily Operator Activity Logs
2. If system output is incorrect:
2.a Incorrect output AND No check generated:

Go to H1i to see if active negative gross batches exist.
Review the separation batches and the prior salary checks.
Look for an overpayment that would have prevented a check from generating. See Overpaymen
If there are open neg gross batches for etv #s other than salary ( e001 or e005), see the
Example: e075 is the personal illness etv # . see the Timecards rep before proceding.
After review, if the employee is overall due monies, process payment and recover as much o
Example: A negative vacation batch not noticed on Day 1 is an overpayment
If the overpaid salary or negative vacation is not recoverable, then add the sn to the ina
Proceed to AP6 Check Investigation (B. Checks Not Generated / Check Generated Not Includin
2.b Incorrect output and check generated
Go to DP8 - Need to retrieve check?
DP 8: Need to retrieve check?
If
NO need to retrieve check

Go to activity 7 to generate an additional payment.
Not every inaccurate payment needs to be recovered. Partial payment could st
Recoveries/Adjustments/additional payments can be made in the additional check
If there was an overpayment, always recover the total overpayment in the additi
Go to the next step .Retrieve Check
If check need/s to be retrieved

under certain conditions
The conditions are:
The check is incorrect and there is no additional payment
And/or the overpayment was not recovered in the check

Always retrieve the check when there is no additional payment and there is an o
o
Recall the check (Activity 5 Recall Inaccurate Final Checks)
o
Reverse the check (CC or CR)
o
Process as needed based on the following possible conditions
If there is an overpayment see if the overpayment can be recovered.

The timeframe is during the EFT Hold, EFT delete, and /or the semi Print day(s)
o
Example: The timeframe is during the EFT Hold or EFT delete Cycles
Assess that the salary in the semi-monthly check can recover an overpa

Hold EFT or Request EFT Delete within the appropriate timeframe

Reverse the check with a CR

Or Recall the hardcopy semi-monthly check on the semi-monthly print da
o
Hardcopy check with payment that did not recover overpayment

Example: Retrieved check paid only vacation and did not recover overpaid sal
If there are sufficient vacation days to recover the salary:
Create the vacation batch and associated separation batches
Process an a9z to determine if the vacation does recover the sal
If yes, then, good, because the overpayment is recovered.
If no, then, add the serial # to the overpayment database with n
The same example can be applied to overpaid (negative) vacation.
Remember checks containing positive salary, vacation
and /or separati
If there is an overpayment and it obviously can not be recovered, then:

Add the sn to the overpayment database
Recall the check (Activity 5 Recall Inaccurate Final Checks)
Reverse the check (CC vs CR)
If the check can be retrieved & reprocessed and there is no overpayment that is good.
Activity 5: Recall Inaccurate Final checks

Recovery of Inaccurate Final Check
Tasks:
Recover Inaccurate Final Check
Input a Special Handling request into the special handling tool.
The return address will be the IBM Payroll Office
DP9 : Check received by Payroll?

If check was not received, follow up on missing check.
If there is a need to retrieve a within a day after it has been mailed, start the retrieva
Typically the receiver of the separation check (check is coded F, J, or G) is shown
If the check is coded N, D, or M it mails out to the employees home, hence you wou
Home Phone #s are found in CERIS on the PA screen
STOP PAY process:

In a situation where the return of the check is questionable or it will not be returned, f
1.b.1.a) Email the Stop pay desk to see if the check has been cashed.
1.b.1.b) If not cashed :
1.b.1.c) Inform the receiver that a STOP PAYMENT will be placed on the check and tell them
requested check is NOT returned to Payroll.
1.b.1.d) Submit the stop pay form
Input the instructions:
Stop pay on check# ________, Do not Reissue, Do not Void, After receipt of you stop con
1.b.1.e) Receive the stop pay desk confirmation that the Stop is complete.
1.b.1.f) Reverse ( CC or CR) the check.
Take appropriate action
such as a check reversal (CC or CR)
If Check was received:

Complete the Check Control Sheet for Returned checks
If check is returned:
If the check was Stopped check and/ or Reversed ( cc or Crd), input on the check contro
If the check was CRd and not stopped, then, indicate on the check control the date the ch
If the check was a Clerical check that is reversed input on the check control sheet on t
Go to AP6 Check Investigation
Activity 6:Check Investigation
A.
Returned Final Checks
Proper Handling / Disposition of ALL Separations Related Checks Received Back to Payroll a
Tasks:
1) Assess who the check belongs to
1.a) Review contents of check and your history of emails and or notes.
90% of the checks logged to you will be yours to disposition.
Adjustment check required by manager
Reinstated or reversed LOA employee
Erroneous duplicate check
Bad address:
o
Email mgr and request current address, then, mail out check.
1.b)If it appears that this check should not be logged to you, then, investigate and relog
1.b.1)Review STATUS field on the 10I screen to determine if employee is active active or s
1.b.1.a)Active Serial Number:

Review payment stub attached to the Check Control Sheet as well as the A9I screen, if nece
of this payment on the Check Control sheet and give it back to the Check Control coordinat
Still cannot identify the owner?Email the employee to find out who the check should go to
1.b.1.b)Inactive Serial Number:
1.b.1.b.1)Look on CEDAR If the sn has an overpayment balance relog the check to the overp
1.b.1.b.2)Still cannot identify the owner?-- Follow the process mentioned above for the ac
1.b.1.b.3) Still cannot identify the owner?-- Email the sepchk@us.ibm.com email id to see
overpayments, credits, etc.)
1.b.1.b.4) Still cannot identify the owner? Email the manager of the sn, then, Contact ma
2) If it belongs to you
then continue
2.a) Email the manager of the sn for more information, when the reason that the check was
There are a number of reasons that checks are sent to Payroll:
Mailing to an incorrect address
Adjustment check required by manager
check returned by manager without notice employee failed to sign separation
paperwork) and is not entitled to payment
When information as to where check should be sent is received,

write on Check Control Sheet :
Mail Out and the new address information.
2.b)When a RETYPE is required

If a retype is necessary for whatever reason (check in wrong name, check is stale dated)
Retype steps:
Circle Void/Retype on the Check Control sheet.
Cross out erroneous information and hand write corrected information on the
Complete Special Handling form with all appropriate information (original ch
o
Request the Stop Payment desk to research status of check (needs to be
Request initial of an appropriate Accounting/Bank Reconciliation

depart
Request initial by Payroll management.
Bring completed/authorized forms to the Clerical Check desk.
3) Check should be reversed - CC vs CR vs W2C

Before a check is reversed, review the Fica tax amount (etv # $$t 001.
See the appendix section labeled Reaching FICA Max.
When the maximum amount of FICA is reached at the same time that the subject check
FICA tax.
Maximum amounts are reached typically for high compensated individual like executi
Considerations for FICA tax:

Ensure it is correct in any subsequent checks
Ensure that any tax that is owed due to a reversed check is handled.
Recover the underpaid amount of FICA tax in any subsequent check
If the FICA tax cannot be recovered, then, log it to the Inactive Overpayment d
You may need to handle the overpaid FICA tax in a W2C
Review with peer as needed to ensure correctness
See the A9 Education Package (Payroll Online Check Transaction) for more informati
To determine if the reversal is a CC or CR A9 Education Package and/or your te
3.a) CR Process
See the A9 Instruction. Brief description provided here.
Process a Check Reversal (CR), if appropriate (go to activity 7 to create
correct fi
Locate the payment requiring to be reversed on the A9U screen by matching
it up agai
rd
A CR of a returned hardcopy check should only be done if there are NO 3 voluntary Part
If a CR is justified:
a.
Press F5 and Type CR in the TYPE field, and press Enter.
b.
Press F10 key to Calc record.
c.
Press F4 key to post record (these steps reverse each ETV entry
within the semi payment, which lowers employees accumulators
as if this semi record never happened).
3.b) CC Process
See the A9 Instruction. Brief description provided here.
3.b.1)In most cases CCs will be performed by the Overpayment Calculation

processors
the Accounting/Bank Reconciliation
department. Note on the Check Control sheet that
3.b.2) CC will be done whenever the dollar amount owed by the employee is less than the ne
check payment.
3.b.3)Calculate gross dollar amount of overpayment determined from task 4 of
this ac
3.b.4) Need to utilize an A9Z calculation:

1.
Press Home, type A9Z and enter separated employees serial number and
press F8.
2.
Press F5 - all fields will go blank
3.
Type MA in the TYPE field, press F1.
4.
Complete the following fields: PERIOD, YR (both with current pay period and year), CH
involved in this adjustment (will then take
back TDSP and Stock). Press Enter.
5.
Enter ETV of E (earnings) and correct ETV # of overpayment (if
overpayment in
6.
Enter dollar amount in AMOUNT filed and press F10 to have the system
calculate
7.
Print screen ALL entries from the A9Z calculation (needed for the CC
transactio
8.
Need to make note of the 4 digit department and 2 digit division fields from this A9
9.
Review a prior semi monthly salary check to determine if earnings are REM(retirement
on the A9Z print screens as well.
10.
Press Home key and type A9U and press F8 key.
11.
Press F5 to open the check record.
12.
Type CC in TYPE field and press F1.
13.
Type in header record information (PERIOD, YR, CHK CODE, CHECK DATES: LD, CHECK) from
14.
Type in the gross dollar amount (could be positive or negative), each
earnings
information from the A9Z print screens).
15.
Update LD DATE field for each 001 ETV entry with the transaction to
reflect t
This update is necessary to properly reflect what the employee was paid for each pay perio
16.
Press F10 to calc entry.
17.
Expect an ERROR message to appear noting a net dollar error (remember
that no n
** and press Enter.

You would then need to go back and start from the beginning of this task.
18.
If error net dollar amount is the same as the A9Z net amount, tab down
and add
19.
IMPORTANT: NOW update EACH separation ETV from 514 to the appropriate ETV(510, 511,
20.
Press F10 to calc - ensure that the net amount calced is 0.00 and no
error message is displayed.
21.
Press F4 to post entry- this step will properly reverse the sign of each dollar amoun
3.c) W-2 Correction Process

Only done for prior year earnings adjustment check received has an issue date of the p
See the Dept. tech or team lead for more information ad instructions since the W2C process
3.c.1)Calculate gross dollar amount of overpayment determined. Make sure to take into acco
3.c.2)Need to utilize an A9Z calculation: follow same instructions from CC above.
3.c.3)Instead of processing a CC which would be done for a current
year chec
3.c.4)Get the W2 and W2cs issued to date to the employee for he subject year from your de
3.c.5)Get a hardcopy blank W2 Correction form.Fill out form in accordance to the W2 Correc
Correction Coordinator for assistance if necessary.
3.c.6) After completed, ensure that these forms are properly authorized.
3.c.7)Give completed/authorized forms to the W2 Correction Coordinator.
3.c.8) Take net amount of overpayment from CC and/or W2-C processed in the previous two ta
3.c.9) The request needs to be audited by an independent party.
3.c.10) Request initial of an appropriate Accounting/Bank Reconciliation department member
3.c.11) Update the Check Control sheet by logging the check to the folder for disposition
3.c.12) The updated Check Control sheet AND authorized request sheet is handed to the Chec
B. Checks Not Generated / Check Generated Not Including Expected Payments
Investigation When Anticipated Check Is NOT Generated or Generated Check Does NOT Include
Tasks:
1.
Review H1I screen for current batch activity on effected serial number - contac
Also, batches could have ran complete and for whatever reason, did not generate a payment.
If the employee is overpaid
and there is sufficient salary & /or separation payments to r
If the employee is overpaid
and there is insufficient salary & /or separation payments to
2.
Review 201 screen for recent record updates (Salary adjustments, etc..). Could be loo
employee would have to be requested to be set up on CEDAR.
3. When a check is generated without all necessary payments:

Follow steps from Activity 4 and stp labeled If system output is incorrect
For example, the vacation batch ran but was not included in the final check.
(0% of the time, recreate the vacation batch as a check code G.
If manager is insistent about getting one check, instruct him/her to send it back to payro
an overnight delivery service they may choose to use to speed up the process.
At this point, either go to Activity 5 for recovery or let it be distributed AND go to Act
4.
If overpayment exists, update the Overpayments Database.
5.
If action/correction required is known, go to activity 21 for resolution.
6.
If resolution can not be identified, go to Activity 6.
Activity 7: Final Resolution
Possible Actions & Create and / or Recreate Final check Payment
1. Legal Settlement
After SE has updated Payroll - handled by Payments department.

2. Separation weeks due
Update 10I screen with appropriate Separation code, if requested.
Tasks: Create and/or recreate, if appropriate, payment/recovery batches.
See appendix for Batch Creation steps
3. Backwards / Forwards LOA / SO / SE
3.a
Separation or leave of Absence (SO or LA) - General update Process
All dates to be entered as mmddyyyy
LOA updates (LA) are to be made for the same date as supplied by Ceris.
Separation updates (SE/SO) are to be made for one day LATER than the day supplied by CERI
Press Home and type 10U, type in employee serial number and press F8
At the EFF DATE field, enter the separation effective date (separation
Tab to the STATUS field and type SO for separations or LA for Leave
Tab to COMMENTS and type the appropriate separation reason code (for SO
When the effective date is changed for an LOA Start date, this date will
Tab to TERM DATE and type in the date (same as the date you entered in
Press Enter
Payroll system now updated to reflect a Separation/LOA record
3b.
Update the separation/LOA effective date FORWARD (ex. from 6/1/00 to 6/15/00).
Press Home and type 10U, type in employee serial number and press F8.
At the EFF DATE field, enter the NEW separation effective date (separation effec
Tab to the STATUS field and type SO for separations or LA for Leave of Absen
NOTE: For a LOA, DO NOT enter a LOA type in the comments field. The LOA type can
Tab to LOA END (for Leave of Absence only) and either type over same date or ent
Tab to TERM DATE and type in the NEW separation date (same as the date you enter
Separation/LOA date now adjusted forward
3c.
Update the separation/LOA effective date BACKWARDS (ex. from 6/15/00 to 6/1/00).
Backwards SO update (separations only)
Press Home and type 20U, type in employee serial number and press F8.
Press F2 key to go forward in record viewing until the latest STATUS DATE fi
Press the F3 key back until a screen with a STATUS DATE, COMP DATE, and POS
Tab to EFF DATE at the top of the screen and enter the new separation ef
Tab to FLG field and type I (insert).
Tab to STATUS and type SO (always).Tab to COMMENTS and type the SAME rea
Tab to the TERM DATE and type in the SAME date as the EFF DATE field.
Press Enter (error message could result if you did insert at incorrect pla
Press Home and type 10U and press F8.
Refresh the EFF DATE field with the same date shown.
Tab to STATUS and type SO.
Tab to COMMENTS and refresh or update the reason code (depending on reques
Tab to TERM DATE and put in NEW separation effective date
Press Enter
Backwards SO now complete
3d.
Backwards LA update (for LOA only).

Press Home type in 103, type in employee serial number and press F8.
Refresh EFF DATE with SAME date shown on screen
Overwrite STAT field with LA
Tab to the LOA START field and type in new updated LOA start date
Refresh END field with the SAME date as shown on screen. Press enter.
3e.
Update separation reason code
Press Home and type 10U and press F8
Refresh the EFF DATE field with the same date shown
Tab to STATUS and type SO.
Tab to COMMENTS and input new separation reason code based on request re
Tab to TERM DATE and refresh same separation effective date. Press enter
Separation reason code is now updated
Additional Possible Actions Final Resolution/Action of Requests/Investigations (may include one or more of the followi
4. Alternate Tax code process ( AT ):

1.
Process an AT if required (Alternate Tax code).
ATs should ONLY be processed when a daily calc with NO retro is planned to run. An A
set up in the Risk Group**.
An AT is needed when an employee has gone from one corp. code to another (ex. from IB
during an earlier period when he/she received the payment/was due a payment that requires
BEFORE attempting to do an AT, go to the 20I screen and tab forward (F2) to the most
changes, and also make note of the old/prior corp. code.
Steps:
Press Home and type A13, the employees serial number and press F8.
Tab to EFF DATE field and enter appropriate date (if a CC or MC is required, th
the AT will be the Pay Period Begin Date of the check to be reversed, either the 1st or th
Tab to the PAY ENTITY field and type in the old/prior corp code (tax entity)
Tab to the PAY ACTION field and type AT.
Tab to the AUTOPAY field and type N (always).
Press Enter. (The system will respond with message 0967 indicating that Alter
To request salary hold, if necessary, go to Activity 4.
To update AUTOPAY on A1U, go to Activity 4.
To create payment/recovery batches (vacation weeks, separation weeks, overpayme
To identify an overpayment, go to Activity 4 (ex: if check has already been cas
5.
To
a.
b.
Go
Stop Payment request:

send a Stop Payment request, go to Stop Payment / Reissue Request Form via the IBM In
Complete the appropriate fields of the form and click Submit.
If you are requesting a Stop Pay / No Reissue, make sure to include where the money sho
to Activity 5 for additional information regarding the Stop Pay process.
6. Clerical Checks
This is usually done when a payment (could include a recovery) is required for NEXT day re
Start this process with a basic salary analysis (no matter who the authorized requester is
if a garnishment is required.
Make sure to Check:
o
A9 for prior payments,
o
H1I for open/held batches (could be negative gross),
o
201 screen for transaction history,
o
Garnishments
o
CEDAR system for a possible overpayment.
o
This activity could require the need to create and/or pull in batches t
o
Go to activity 7 to create appropriate payment/recovery batches - come ba
o
Go back to the previous task if open/held batches require to be updated
Two scenarios for Clerical checks

Emergency Separation Process.
o
Informed today that checks are required in managers hand the next day.)
No system feed and a V360
o
V360 is money owed to IBM, pretty rare occurrence
1.
Emergency Separation Process
Informed today that checks are required in managers hand the next day.
To create a Final Clerical check, three top level actions occur:

-Process a final check on A9 ( calc, post , NO PB)
-Type a hardcopy clserical check request form
-The hardcopy check will be created in Endicott ad mailed out from Endicott on the same da
You will either be pulling in active payment/recovery batches set up by the system or crea
To process a Final check with NO PB check:

You will either be pulling in active payment/recovery batches set up by the system or crea
Press Home, type in A9U and press F8.
System brings up last check record for the employee. Press F5 key.
Type FC in TYPE field and press F1 (all fields will go to 0 or be blank
Enter Pay Period the employee is separating in (01-24) in the PERIOD field,
Enter current year (ex.: 00in YEAR field,
Tab to CHK:CODE field and put in an F or G, depending on check code (CC
Tab to CHECK DATES:LD and type the last day of the pay period entered in the
Then type the date the check would print, (business day morning after the ne
Enter.
Press F10 to calc the information the system will pull into this payment. Us
Use of a G code will only pull in ALL other open G batch records.
The system will state Calc Successful, if the NET amount is greater than
Verify that the proper deductions on this A9U calculation is equal to the de
Press F4 to POST the entry. This will generate an FC payment which will incl
System will state, Post Successful.
Print Screen this for use with the clerical check. One clerical L/C 6Z requi
The Check Request form :

L/C Z clerical check will automatically clear/wash the calc/posted system entry (uses th
Complete the Check Request form; following the steps below by completing the following fie
Bank (Follow Clerical Check Process)
PP (current pay period),
L/C (6Z),
Name (employees name on both requests),
Net (net amount of check),
Reason (briefly describe the reason for the check as well as the way the check
Requested By (your name),
Date,
Your phone number
Your department number
Mark that check is required TODAY and write down the date,
Check request auditors initials,
An authorized signer from the Accounting/Bank Reconciliation department.
Manager signature is required.
Complete the Special Handling section being sure to note the correct location/
the case.
After the request is authorized / audited, bring the original and two copies of the signed
Hold folder watching for the eventual feed (if not already fed) of the payment/recovery ba
Press HOME key and type in H1I, press F8.
Tab to DETAIL STATUS field and type in an A, press ENTER
Press HOME key and type G5U and the number in the far left column of the CERIS fed ba
Tab down to the STATUS field which will be an A and change it to a D, press ENTER
Batch record now deleted, repeat as necessary until all CERIS fed batches are deleted
2.
No system feed and a V360 (money owed to IBM), pretty rare occurrence.
Requires two clerical checks, one for employee payment, one due back to IBM as recovery of
This is ONLY to be done when the separation form is in hand and a note from HR is received
You will be calcing and posting these checks (NO PB__NOT printed in batch). Payment/reco
To process a Final check with NO PB check:

On a9z, Process an FC no PB.
o
Check the NET field:
o
If the NET amount is $0.00:
Then amount due employee is less than amount owed. You should also rev

Batch Report. In this case, the A9Z V360 amount will be less than the Sep Batch V360 amoun
o
If the NET amount is greater than $0.00:
Verify that the V360 on this A9U calculation is equal to the V360 amou

amount owed to IBM as well as any garnishment batch record(s) you were instructed to creat
o
Create the MA check for the V360 amount owed to IBM.
The amount has already been taken out of the payment for the employee and now has to be se
Press Home, type A9U, the employee serial number and press F8.

System brings up last check record for the employee. Press F5 key

Type MA in TYPE field and press F1 (all fields will go to 0 or be

Enter Pay Period the employee is separating in (01-24) in the PERIOD f

Enter current year (ex.: 98) in YEAR field,

Tab to CHK:CODE field and put in a M,

Tab to CHECK DATES:LD and type the last day of the pay period entered

the prior task.

Tab to the ETV field and type V - for deduction, tab to ETV# field a
Press F10 to Calc MA check, system will state Calc Successful
Press F4 to Post check, system will state, Post Successful
Two clerical L/C 6Z required, one for the payment, the other for the recovery are needed.
Complete Check Request forms.
See prior Check Request forms instructions to complete form.
Two copies and the original check requests need to be given to Clerical check desk.
Send a note to SEPCHK@US.IBM.COM to make them aware of:

These checks were processed and the v360 amount
Tell sepchk to inform the Travel Accounting organization of moneys due IBM (possibly requi
Note should be sent same day the clerical requests are requested and should include the em
not necessary if V360 was under $10.00).
Hold folder watching for the eventual feed of the payment/recovery batches.
Payment/recovery batches will need to be deleted, as will the system generated MA check cr
Properly handle special requests/payments for California employees. See CALIFORNIA se

First determine the employee work state from the A1I screen (press Home, A1I and F8) If
Provide requester with results of analysis/system review/source documentation information.

Communicate (phone/on-line note) to the originator of the request (manager, H/R, employee
Update/correct employee earnings with W2 Correction (up- generate payment, or down- employ
A Clerical check that is CRd or CCd
Mark the Check control sheet in field # 5 with words Deposit to 180 account because the
Do not circle CR this notation will create a variance.
The CR notation does nnot hit the 180 account.
If you do accidenly, indicate CR, then, the correction is:
Submit a stop pay form and write- stop pay no reissue and manual void.
Check was CRd pri
Activity 8:Outside Source Requests & Inquiries

Sources Other than CERIS Reports
Tasks:
Monitor e-mail.
Handle phone requests/messages.
Receive FAX requests.
Receive variance/E message reports from Payroll variance coordinators.
Receive Check-in-folder control sheet from the Check Control desk (may or may no
Receive CERIS Recon Report on semi-monthly basis (reconciling separated employees
Go to Activity 8 for all requests/inquiries to perform a salary analysis (except f
Salary Analysis
For All Outside Requests/Inquiries/Variances (one or more of the following)
These tasks are necessary to determine if the employee has been paid correctly. You do thi
Tasks:
Validate authorization source of outside request and/or action required, if appropria
36-month Average request).

o
CERIS / Bluepages can be used to validate whether or not a source is authorized
effective dates can only be authorized by Human Resources.
o
Completeness of payment form request needs to be reviewed.
o
Non-complete payment forms need to be sent back to the originator for completio
Redirect request to H/R via an e-mail to the appropriate ID, if appropriate (managers
Review the 201 screen for appropriate information/transaction history.
o
Press Home key and type 201 and press F8.
o
Checking for CREATE (feed) date of separation/LOA, what last date paid should b
Review H1I screen for possible open/held batches.
o
Press Home key and type H1I and press F8.
o
Tab to the DETAIL STATUS field and type an A and press ENTER to get a list
o
Tab to the DETAIL STATUS field and type an H and press ENTER to get a list
o
Press Home key and type G5I and the number in the far left hand column (01,
o
View what each entry within these open/held batches are and contact the appropr
Review A9I screens for payment history/check replacement.
Look on A9I for any payment of NET activity and no gross for the dollar amount in que
processed, log the check to Accounting/Bank Reconciliation. May need to notify Overpayment
Relog checks received to appropriate area.
o
If it is determined that the employee is active or separated and NOT overpaid a
payment codes on A9I for this payment. Write this department number on the Check Control s
o
If CEDAR record is found with ANY balance due to IBM, update Check Control Shee
separated employee.
o
o
o
o
and
Acquire check status (paid or outstanding) from Stop Payment desk if required.
Request the Stop Payment desk to research status of check (needs to be outstanding to
Check CEDAR (Overpayment Tracking System) for any overpayment history.
Review / research generic notes received on personal and PAYSEP IDs as well as Imagi
Lotus Notes documents:
Be signed on to the appropriate Lotus Notes ID (PAYSEP ids are shared with a
Click on SEARCH and when a search bar appears, type in the serial number (pre
Any and all documents within that ID containing that serial number or name will
Review them until the desired information is located, if received.
Imaged documents:
Request review of imaged documents from the department Imaging Coordinator.
Request a review of JAT for possible year end payments which were funded by a W-2 Cor
W-2 Correction activity (payments made in one year for a prior years earnings).
Answer/resolve requests/variances that do not require further analysis/action/process
Go to activity 7 for requests/inquiries/variances requiring system updates/additional
Requested Check is Not Received

Take Appropriate Action(s) When a Requested Check is Not Received
Tasks:
Review the Special Handling database regarding the address the check was sent to if i
If the check was not entered into the Special Handling Database, review the Label fil
If check is recovered, go to Activity 6.
If final check is NOT recoverable, go to Activity 8 for check status.
If check is NOT recoverable and it was already CRd, go to activity 4 to identify as
Activity 9:Request Assistance from Business Analyst

Contact appropriate CERIS/ Separations Team lead.
Tasks:
1)Provide pertinent information to CERIS/SEPARATIONS Team Lead:
The note should include all of the following information:
The date of the incident,
Serial number of employee(s) impacted,
Dollar amounts, ETV numbers, batch information, basic history (what payment repres
This may require a meeting if it is difficult to cover the issue properly/thorough
2.
If required/possible/necessary, implement a manual work-a-round.
Given this one issue has been resolved / addressed; addressing similar cases in the future
should be made aware of these issues depending on the impact on Payroll and the volumes of
a.
A Change Request (CR) should be requested of the requirements support member. This is
Change Management team and with current CR volumes and program time available, it is very
teams Requirements contact will allow you to keep informed on the status of any/all open
DP 10: Problem resolved?
If No, go to Activity 9 to Request assistance from Business Analyst
If Yes, go to Activity 3 - Take action required (Day 1)
Daily/Weekly/Monthly Activities:
Activity 10:Daily Operator Activity Logs (DAR)

Tasks:
Audit Daily System Activity Report
o
Receive and audit daily operator log. If you did processing the day before and
Type RL on the VM command line.
Type receive next to the report sent, press enter. Report will be received into the
Press F3 to get back to main menu.
Type flist and press Enter to look at your files, which include this report.
Tab to report needing to be printed and type anyout and press enter. Retrieve repo
o
After comparison/audit of activity is complete, the signed audited report must
but the review should not.
Appendix
EXCEPTION PROCESSING
Overpayment Recovery
Combine Semi & Future feed
Combine Current Semi Payment with Future Feed to Capture / Minimize Overpayment
Negative vacation or a V360 batch with no / not enough separations payment / salary due fe
documented hold cycle (ex: 6/18/98 separations/LOA effective date fed on 6/3/98 with 5 o
Perform an A9Z transaction for future cycle to determine if there is enough salary pa
o
Go to the A9Z screen and have the system calculate this final check before th
Type in appropriate serial number, press HOME and type A9Z. Press F8.
Type FC in TYPE field and press F1 (all fields will go to 0 or be blank except fo
Enter Pay Period the employee is separating in (01-24) in the PERIOD field, enter cur
V360 entry.
Tab to CHECK DATES:LD and type the last day of the pay period entered in the PERIOD F
actually be creating this check entry, just using the information the system supplies), th
Press F10 to calc the information the system will pull into this payment. Use of a F
Check the NET field:
o
If the NET amount is negative and/or the system responds with an error message
This removes this pending calc from the system. Go to NEXT exception task (creating batc
o
If the NET amount is greater than $0.00, then amount due employee is more than
From the FC check, press HOME and type A9U and press F8.

Press F5 to open payment record and verify the information previously ent

Press F10 to Calc the payment (this would pull in the garnishment batch

Press F4 to Post the payment.

Tab to PRT/DEL field and type PB to Print the check in Batch during the

Go to activity 3 for additional steps required for a V360 issue.

Go to activity 4 for system output review.
Creating batch records which will result in the combining of both the current and the
Separation/LOA Fed BEFORE/DURING the Current Payroll Close Date OR Hold/CR Cycle:
Go to activity 4 if hold/reversal of current semi salary payment required for hold/re

Create payment/recovery batch with batch records for CURRENT semi pay cycle (since se
Print screen prior semi pay detail (found via A9I and F5 to view payment record detai
o
o

Batch must ALWAYS include :

Salary (001)
And if called for (if deducted in prior semi detail):
Health Care (441),
GLI (564),
After tax deductions :
INCLUDE Any established garnishment (002 - 024) ETVs.
Batch should NOT INCLUDE any other after tax deductions such as :
Stock (v 405, v 406), TDSP loans , Credit Union (900
NOTE: during batch creation, use NEXT Pay Period (PP), not current. If you do not, th
period that it represents (date used would be the LAST day of this current semi pay cycle)
be compromised if this is done)
Go to activity 7 for batch creation steps (of the current semi). Once complete, A9U
salary days/separations payments due from IBM and V360 moneys owed to IBM in next pay cycl
o
Press Home, type in A9U and press F8.
o
o
Type FC in TYPE field and press F1 (all fields will go to 0 or be blank exc
field and put in an F or G, depending on check code (CC) of batches fed/created for th
would print, (business day morning after the next calc) as MMDDYYYY in the CHECK field, th
o
Press F10 to calc the information the system will pull into this payment. Use o
records.
o
If the net of this combined activity is less than $0.00 and it ONLY included a nega
record entries that may have been generated by going to activity 3.

If the net of this combined activity is less than $0.00 due to a V360 batch record
Delete the V360 batch record as well as the pending MA check by going to activity 3 for ba
If the net of this combined activity is more than $0.00:
o
Tab to PRT/DEL field and type PB and press Enter (this should result in the
Send note to the employees manager after the two semi cycles are combined. Explain t
BE coming out of the payment. Also, this payment will be a CHECK and not EFTS. The employe
Hold folder - review system for current as well as NEXT semi payments possibly genera
overpayment (duplicate) of what you manually calcd/posted and PBd in the prior task so t
o
If V360 involved, go back to activity 3 for remainder of steps.
o
If after the above is performed and an overpayment still results, a stationary
serial number. (go to activity 4).
Payments requested for Overpaid employee

A separation processor notified of a needed payment / adjustment to a separated / LOA empl
o
Operations/Separations processor will check with Payroll Overpayment team to se
If they are not, operations may make appropriate changes to their batch r

If it is an outside request, the Separations processor is clear to create

recovered) (CEDAR - access granted as an EXEC - review of system described in activity 6).
If the separated/LOA employee is on CEDAR and the overpayment calculation

apply this payment/adjustment to the overpayment calculation being worked on. Overpayment
record.
If the separated/LOA employee is on CEDAR (earnings adjustment (CC)) alre

separated/LOA employee. You will need to compare the net of this payment to the amount cur
If the net is LESS than balance owed on CEDAR:

Erase the A9Z transaction by tabbing to the PRT/DEL field and typing **

Send a note to the CEDAR administrator (which would include any communica

If an operations batch is involved, also copy the operations administrato

the employee. V096 entry automatically feeds CEDAR through the accounting system but a man
If the net is MORE than the balance on CEDAR:

Erase the A9Z transaction by tabbing to the PRT/DEL field and typin
Create a recovery deduction batch with a V ETV and a 096 ETV# for t
Create an FC check on A9U screen to pull this recovery batch as w
Send a note to the CEDAR administrator (which would include any com
If an operations batch is involved, also copy the operations admini
required.
NOTE: If the payment being made is a request for a 36 Month Average payment from , co
H/C and GLI batch records
Current year separation / LOA effective dates that require deletion of H/C and GLI batch r
A.
Depending on the year, several separation/LOA effective dates will cause erroneous GLI ( E
either a Sunday or a Monday (meaning last day worked was one day prior) within the next pa
activity 3 for deletion tasks. These batches will only require being deleted if additional
B.
One other alternative to deleting these batch records is to update the payment (separation
effect these payments. First review the H1I screen for any other open payment/recovery bat
Helpful Payment Calculation formulas
Payments are calculated from the base salary found on the 10i screen.
The following formulas are used by NPS to calculate salary, vacation and separation paymen
SALARY
MONTHLY SALARY / 2 / # DAYS IN PAY PERIOD * # DAYS WORKED IN PAY PERIOD
EXAMPLE:
$1,000
EMPLOYEE WORKED 5/11 DAYS IN PAY PERIOD

/
MONTHLY
SALARY
# PAYS
PER
MONTH
11
# DAYS
IN PAY
PERIOD
= $227.27
# DAYS
WORKED
IN PAY
PERIOD
SALARY
DUE
EMPLOYEE
VACATION
MONTHLY SALARY (100% for Commissionable employee) * 12 / 52.00 / 5 * # VACATION DAYS
EXAMPLE:
$1,000
EMPLOYEE DUE 10 VACATION DAYS

*
MONTHLY
SALARY
12
# MONTHS
PER YR
52.00
AVG WKS
PER YR
5
# DAYS
PER WK
10
= $459.95
# DAYS
VAC DUE
EMPLOYEE
VACATION
PAY DUE
EMPLOYEE
SEPARATION PAY
MONTHLY SALARY (100% for Commissionable employee) * 12 / 52.00 * # WEEKS SEP PAY
EXAMPLE:
$1,000
EMPLOYEE DUE 20 WEEKS SEPARATION PAY

*
MONTHLY
SALARY
12
# MONTHS
PER YEAR
52.00
AVG WKS
PER YR
20
# SEPS
WKS DUE
= $4599.46
SEPARATION
PAY DUE
EMPLOYEE
HOURLY RATE
MONTHLY SALARY * 12 / 52.00 / 40 (or hours per week if part time)
EXAMPLE:
$1,000
MONTHLY
SALARY
UNPAID ABSENCE:
12
# MONTHS
PER YR
52.00
AVG WKS
PER YR
40
# HOURS
PER WK
= $5.75
HOURLY
RATE
EXEMPT EMPLOYEE:
MONTHLY SALARY / 2 / # DAYS IN PAY PERIOD
EXAMPLE:
$1,000 /
MONTHLY
SALARY
# PAY
PERIODS
PER MO
12
= $41.67
# DAYS
IN PAY
PERIOD
DAILY
RATE
NON-EXEMPT EMPLOYEE:
MONTHLY SALARY / 2 / # DAYS IN PAY PERIOD / 8 (or hrs per day for part time)
EXAMPLE:
$1,000 /
MONTHLY
SALARY
2
# PAY
PERIODS
PER MO
12
# DAYS
IN PAY
PERIOD
8
# HOURS
PER DAY
= $5.21
HOURLY
RATE
If the employees final check includes a salary payment in addition to other moneys, garni
HAG/Commissionable employee information

Employees separating from the company who live in Hawaii, Alaska or Guam (H/A/G) must have
The monthly salary for a H/A/G employee is calculated as follows for regular, non commissi
1.
Start with Base Rate.
2.
Multiply Base Rate * applicable percentage adder.
3.
The result of the above multiplication will be added to the BASE RATE from #1.
4.
The result from step 3 will be the ADJ. BASE. The separation and vacation pay is ca
5.
Hawaii, Guam, and Malaysia = 20% adder.
6.
Alaskas adder comes in two parts.
i.
Fairbanks:
a.
Exempt Employees = 45%
b.
Non exempt employees = 50%
ii.
Anchorage and Juneau
a.
Exempt Employees = 40%
b.
Non exempt employees = 45%
7.
For commissioned employees, See Department Technician.
For salary payments or adjustments, only the base salary from the 10i screen is used in th
Commissioned Employees Separation Calculations
Employees separating from the company who receive commissions as part of their salary must
screen, ETV 001 and ETV 690. The sum of these two amounts is the employees monthly salar
entry.
For salary payments or adjustments, only the base salary from the 10i screen is used in th
E Report analysis and resolution
E-Reports are given to the separations processors following NPS calcs by the E
Separations processors review each serial number on the E-Report for the follow
Salary analysis done using A9, H1I, CEDAR, if appropriate.

G4/G5 and batch line # in H1 screen to open record
If employee has been overpaid, notify O/P Coordinator
If employee is due moneys, create check following adjustment process

If batches are attempting to overpay the employee, print screen and delete batc
Notify E Report Coordinator which serial numbers can be removed from the report
Refer to E-Reports Definition Lotus Notes Database for error identification and
Retro Calc and Retro Batches

Retro creates the batch entries for the employees with a blank check code.
valid check code or a deletion of batches based on analysis.
The blank chec
For retro activity, the employees history is recorded from the 10i, 20i and 201 screens a
retro trigger may be as a result of a change occurring before inactive status or a divisio
Every active batch must be reviewed.
If the employee has been paid correctly according
code to D for inactive employees and the pay period to the current pay period.
Analysis of retro batches (salary adjustment, division/department change, tax adjustment,
If a salary change (a positive or negative adjustment) through the a9i re

If division/department change, is the to/from valid to process (move mo
If tax change, relog to tax department for tax analysis.
How to process an Active or Held batch from retro calc:

On H1I screen view all (A)ctive or (H)eld batches
G4u/G5u and batch line number (i.e., G5u 03) to open record
Change fields as required
If the batch is to be deleted, change the status from A or H to D to dele
If the batch should be released, change all required field and make sure status
Documentation and print screens of batches are sent to imaging.
batch entry
The rules for cleaning up retro in the system are:

On H1i screen, review all (A)ctive or (H)eld batches
If separated or bridge LOA employee and all batches are NEGGROSS, view A9 scree
If LOA employee and all batches are NEGGROSS, view A9 screens to determine if e
If Y4OVRIDE and any other types of batches exist for the same pay period, delet
For a retroactive pay increase for a separated employee, open the batch, change
for retro pay exists, change each entry to reflect the same pay period and cha
Error Codes Resolved (By separations processors)

1.
Code 512 - Payment after Final Check
This error is analyzed to ensure that no additional payments are made to an employee that
2.
Code 518 - Previous Final Check

This error is analyzed to ensure that CERIS and the separations processors did not BO
3.
Code 530 - Duplicate Pay Cycle Tran Rejected
This error occurs because NPS views both F checks and R checks as regular checks and,
pay the employee using a G check code to ensure the check will cut if analysis determine
Batch Creation steps
basis.)
1. Batch Creation steps: (May need to open a new personal batch, or add to a bat
a. Press the Home key and type G1U, press F8
b. Type in the Batch # (example - 36DAJ01) and press enter.
c. Follow screen prompts (F1) to add a batch (refresh the 1st character of batch
d. Add header information:

Enter OP in the BATCH ACTION CODE field, enter Ear
e. Press Home and type G5U and press F8.
2. Complete the payment / recovery batch entries, depending on the circumstances,
a. Complete the following fields for EACH ETV entry:
i. Tab to the EMP # field and type in the employee serial number.
ii.
Tab to CHK CD field and type an F or a G (depending on the circums
iii.
Tab to ETV CD field and type an E or a V (if earnings or deduction
iv.
Tab to ETV # and enter the appropriate salary/separation/deduction ETV
v. Tab to PAY YR and type in last two digits of current year (ex: 98 for 1998)
vi.
Tab to PER and type the current pay period you are in.
vii.
Tab to DATE and type in the last day for that payments pay period (for
b. Depending on the payment/recovery transaction that is to be processed, tab to a
i. AMT for dollar amount, HOURS for hours or days involved (mostly this will b
or H for anyones hours. Also tab to and complete the WEEKS field if separation weeks
ii.
Press Enter, the NAME and RATE fields are now completed/filled in by th
iii.
Adjust RATE field (to the 4th decimal digit) if necessary (examples req
by typing over the rate the system put in with the new one previously calculated. Press
iv.
Continue / repeat the above steps for EACH ETV/payment/recovery required
v.
Balance
and Close the batches
vi.
Press Home key and type in G1U, press F8.
Current personal batch header information needs be in on the top of the s

vii.
viii.
Update Batch Action Code from OP to BA.
ix.
Tab to and complete the following: COUNT, AMOUNT, BASE/HOUR, RATES
x. If system responds with an error message, batch is out of balance. Read/reconfi
and close the batch.

xi.
If system says Batch Balanced, tab to the BATCH ACTION CODE field and
always be the case for separated/LOA employees.

3. Enter the special handling request into the Special Handling Database following
4. If a batch was created for a required garnishment deduction identified in activ
5. If the batch was created for a required clerical check, go back to activity 7.
6. Go to activity 4 the morning AFTER the next system calc to review the system ou
To delete the batch entries:

Press HOME key and type in H1I, press F8.
Tab to DETAIL STATUS field and type in an A, press ENTER.
Press HOME key and type G5U and the number in the far left column of the batch
Print screen this information PRIOR to any update.
Tab to the STATUS field which will be an A and change it to a D, press ENTE
Batch record now deleted.
To delete the A9z pending check ( Example v360):

Go to A9U by pressing the HOME key and F8. Find the pending check (P in the S
information.
Tab to the PRT/DEL field and type ** and press ENTER key. This screen record
UNCLAIMED WAGE (UCW)

You will receive an email from the unclaimed wage desk.
The report will ask if the specific check is still due to the employee.
You will research to see if there is any reason to withhold the check.
Sample email:
Subject: Re: UCW - LC7Z's - Please Respond

Please review the following unclaimed wages (7Z checks) and let me know if the serials are still due
Please reply by noon on Friday, 11/13/09.
I have verified that none have been stopped, CR'd. They do not appear on Cedar either.
Research:
Vacation and/or Salary Check ( e001, e005, or e511):
Search for personal and Paysep1 emails to see if there were any notes indicati
Check on NPS to make sure salary was paid correctly.
If the email and/or the salary analysis lead you to believe the check is NOT du
Possible Follow-up:
Submit a Stop Pay form and reverse the check and apply check to the overp

If the email and or the salary analysis lead you to believe the check is due
Separation Weeks ( e510, e513, e514) or Lump sum) Check:

Same analysis as above and one more step:
Send a note to the mgr to verify the check is due to the employee.
Sample email:
Subject: UCW Please respond
Would you possibly know of any reason that the separation weeks check for this separated
The check # is xxxxxxxx and it pays out 8 separation weeks.
employee,
If the manager replies that the employee is not due the check, it is normally,
Request the manager to return the check to payroll, once the check is rec
Email the UCW desk with your findings and actions taken.

Special Handling (Hardcopy checks)

Special handle to address the delivery of the check and to use the Special Handling Tool
Enter the special handling request into the Special Handling Database following
Clerical Check Request form

Obtain the most current Clerical Check form from the Team lead or dept. tech, if you do no
Sample form from 11/17/09:
Clerical Check
Request Form
PAYROLL & TRAVEL

Payee Name:
copy from 10i
Name Con't:
Serial:
copy from 10i
Line Code:
6Z { for Calc, Post, No PB}
Net Amount:
net of chk
Reason:
Mgr. direction
Initiated By:
Ann Bragaglia
Date:
11/17/2009
Phone:
607-429-7141
Dept.:
H7Q
PAYROLL ONLY
pay period of check
Pay Period:
Distro:
State (if required):
This check clears
with:
c,p, no pb
TRAVEL ONLY
Option 1 - Debit
Advance Account:
CC (M)
Closing Cost
Option 2 - If not debiting advance account, provide account code charge:

Serial
Proj
SIGNATURES
Requestor:
Form Auditor:
Accounting (Payroll Only):
First Line Manager:
2nd Line Manager signature is required for all checks greater than $2,000 EXCEPT:
Stop Pay Reissues, Payroll EFT Returns, UCW Reissues, and Travel Relo Central Checks.
2nd Line Manager signature is required for all checks greater than $100,000.
Is 2nd line signature required?
Yes ___________
Second Line Manager:
HANDLING INSTRUCTIONS
Select One:
Overnight
___________
Airborne # _______
Phone #___________
Special Instructions:
Placed statement in the white business envelope.
Place all clerical checks and the business envelope in the same UPS envelope.
This is check on ______ of _____ Total count___
Specify type of delivery if not just Overnight : Saturday ? Overnight and early am, ? Saturday and early AM ?
Address:
name
street address
city, state, zip
Sample ETS_ Executive Separation form:

Executive Transaction System
Out of Cycle Transactions Form
IBM Confidential
Originated by: Beth Ramasco on 1313-JulJul -2009
Information for: Walter Donaldson Jr .
Status: Draft
All values are displayed in US Dollars .
Address
NO __________
*
*
Transaction
Information
Approval For
Effective Date
Comments
Executive Separation
Jul / 15 / 2009
(mm/dd/ccyy)
Walter Donaldson will be separating as part of SWUA effective July 15, 2009. He will
offer and will receive a 16 week separation payment in the amount of $146,154 (based o
has accrued and will be paid for 7.5 vacation days. Walter will be receiving a specia
to 18 months of COBRA as agreed to by Tom Fleming.
Name
AS/400 Serial
Date of Hire
New Employer Code (A-L)
Position Code
Division / Department
Walter Donaldson Jr.

2A3020
03/05/2001
K
Monthly Salary
Monthly Incentive
Monthly Total
24,667
14,917
39,584
61 / T9MA
Salary Change Pending

* Type of Separation
* CERIS Separation Code
LOB Program
Alternative Program, ETV Code
Executive Going to Competitor
Rehire Eligibility
Key Loss Indicator
Employee currently on Bridge to
Retirement?
Employee currently on Leave of Absence?
Employee currently on AWA ? (Alternative
Work Arrangement / Flex Leave)
Manager
Executive Compensation Program Manager
Executive Compensation Administrator
Check to be cut to Employee or Cash Fund

External Address of IBM Location
Check Distribution Code of this Location
Scheduled date of removal from AAS

Does employee owe any loans?
Days Deferred
Days Accrued
Days Taken
Payout # of Days
Separation
7G
*
*
Last Day Worked

Last Day Paid
No
1
Not a Key Loss
No
No
No
Notes ID
Robert LeBlanc/Somers/IBM
Beth Ramasco/Sterling Forest/IBM
Employee
Mail check to:
Amy Wright
Attention: Eileen Masselli
MD 1296
294 Route 100
Somers, NY 10589
Jul / 15 / 2009
Jul / 15 / 2009
Special Payment
Note
Amy
Send Separation Package To:
Address Change request for an Inactive employee:

Refer the requestor to the following email address:
IBM PENSION//IBM@IBMUS
MSW DEFINITION
As part of the American Jobs Creation Act put in in 2005, we have to tax supplemental wage
The Supplemental Wage base calculation is:

Sum of Supplemental ETV's in current year regardless of Tax Entity minus deferred Comp ET
Supplemental Wage ETV's
Supplemental wage ETV's can be identified on Table 405.
If the TAX: Calc: Method:= 7or 9.
Deferred Comp ETV's

This is a set of ETV's predefined that we are building an accumulator for in Tesseract.
The Supplemental Wage base is used to determine how to tax the EE,
Deferred Comp ETV's are:
25% or 35%.
401,402,407,408,409,410,992, 995
Supplemental Wage ETV's are a Tax Calc Method 7 or 9

123456
His 401% is 10%,
MSW is calculated on Supplemental Wage ETV 100.
MSW amount is -100.14.
This person would be taxed at 25%.
EMPNO
-----------123456
123456
ERNGS
----MSW
100
His ETV 100 was 1001.37
EYAMT
--------------2534.27
25342.65
Semi-monthly EFTS HOLD process by EFTS HOLD desk:

Hold request files are merged by the EFTS HOLD desk who performs/sends
output to the EFTS Coordinator.
a.
Through My Computer click on the shared drive.
b.
HOLD DB.APR
c.
In the box that states All Records, press the down arrow
d.
Click on semi and this will bring up all semi holds entered by the
processors
e.
Click on the Edit box
f.
Click on script and macros
g.
Run Macros
h.
Export Holds
Press OK - This sends the file to the processors desk top, called holds daily.XLS
4.
5.
j.
Click on the file and save as semi holds ppxx.
Verify the accuracy and completeness of the Master serial number list.
a.
Confirm that this master list does not include duplicate serial
numbers.
b.
This will happen with each of the two lists received for each of
the two cutoffs.
This file is sent as an attachment in an email to the EFTS coordinator
copying his/her backup
a.
This will happen with each of the two lists received for each of
the two cutoffs
Separation Commission rate (100% vs Split)

When an employee separates and was on a split commission plan, the final batches that feed
Separation weeks and vacation days are aid at the 100% commission rate for an employee on
field on the 10i screen.
The final salary is paid at the Base salary monthly rate. This rate is found in the BASE
Example:
The comm. Ind field is Y, hence the employee is o nthe commission split.
13204.40
The salary would be paid a monthly salary rate of BASE SALARY
16102.40
{
The Separation weeks and vacation days would be paid a monthly salary rate of
10I1 12I
STATUS
SE
COMMENTS 71
HR STATUS I
EMP CAT FR
HR RECORD
EMP # 837737
LAST NAME,INITIALS CARTA,GJ
SEPARATION
MINIMIZED SEP
INACTIVE
F/T REGULAR
COMP SC SALARY CHANGE

BASE SALARY
13204.40
ADJ BASE
13204.40
1.EARN AMT
16102.40
2.EARN AMT
609.43
EFF DATE
07012009
LOA START
00000000
LOA END
00000000
CNTRY SERIAL
CNTRY NUMBER
STATUS DATE
DATE OF HIRE
SERVICE REF
TERM DATE
07012009
10011996
10011996
07012009
STD EARN# 001

FREQ M
EARNINGS# 690
EARNINGS# 691
COMP
SCHD
COMM
TYPE
TYPE
08012006
86.67
Y
FREQ M
DATE
HOURS
IND
A
D
36 month average payment (E514)

Certain employees who have separated and were on a commission plan have been grandfathered
(36 Month Payroll Services/Raleigh/Contr/IBM@IBMUS or 36 mos avg@us.ibm.com. The amount t
Process:
o
Determine the etv # to use for the payment.
Use the etv# e513 in the batch for Resource Action codes.

For any code that is NOT described as a Resource Action, then, the etv#
o
Go to 751 table maintenance
o
Then go to Table # 30
See the EXECUTIVE section for the instructions on how to use table 751 an

o
Input the separation code into the COMM CODE field and hit enter
o
When the Desc field includes words like RESR ACT or INVOL RESR ACT, then,
o
The appendix contains a sample of Resource Action codes at this point in time,
o
Example:
Input 7G into the COMM CODE field, hit enter
The description is a resource action type INVOL RESR ACT
Hence, the etv # to be used is e 513.
7511
* * * TABLE MAINTENANCE * * *
TABLE NUMBER: 00030
STATUS COMMENTS CODE
EFFECTIVE DATE: 01011901
COMM CODE: 7G
EDIT PATT: SE
DESC: INVOL RESR ACT-NO JOB OFFER

o
o
1.a)

Review CEDAR:
1)Is the serial number on CEDAR with an open balance due?
The
Ask
Set
One
The
The
The
1.b)

CEDAR amount due is less than the payment requested.

the OP team to give me the overpayment net amount that they want reco
up two batches with a D check code and the same year and pay peri
batch etv # e514 (positive sign) for the 36 months payment amount req
second batch recovers the overpaid net amount use etv# v096 (positiv
end result is one D check code with the e514 payment and the v 096
D check mails out to the employees home address.
On CEDAR but o/p amount larger than 36 month average payment Forward the request to the OP team and copy the 36 mos avg team.
OP team
o
2)Not on CEDAR/not overpaid:

Verify amount has not already been processed by checking for e514 for sam
Check the b4i screen
Check the H1i for an active batch
Check the a9I for a processed check
3)If you find that the payment was previously processed, then, do not process a
4)If you find that the payment was NOT previously processed, then, process the
5)Setup a batch for etv # e514 for the amount requested. The batch date is the
The data below is not a request to make a payment. It is just different terminology used w
Each tool uses it's own terminology such as what is in about you, what is on CERIS source
Field mapping for commission employee About You to CERIS Screens to Payroll Screens
About You
Compensation Label
Base Pay Amount
ODM Field used CERIS Field that

to populate AY sources ODM
AACTSAL
SALARY
CERIS 6CU screen Payroll 10I

10I screen
fields
fields
NEW SALARY
EARN AMT
Salary Base Amount
ASALBASE
SAL_BASE
BASE SALARY
SAL_IB
INCENTIVE BASE
AMOUNT
Incentive Base Amount AINCBASE
Resource Action Codes Sample

Payment codes - separation (resource action)
Description of infor
This is the full sala

the incentive base.
referered to as "Sa
Earnings" or "Refe
referred as 100% c
BASE SALARY
Employee's guaran
that will be paid ba
(Semi Salary)
If employee is on a
75% of the employ
NO FIELD ON 10I The additional sala
specifically,
potentially earn is t
however, Earn Amt incentive plan. If e
minus base salary plan, this would be
equals incentive
of the salary. This
base amount)
pay.
Code
Reasons
Separation allowance
54
Outsourcing: invol resource action - no job offer
7G
Invol resource action - no job offer
Minimized separation allowance
53
Outsourcing: invol resource action - with job offer
67
Invol resource action - with job offer
Payment codes - retirement (resource action)
Code Reasons
8G
Invol resource action - retire - no job offer
93
Outsourcing: invol resource action - no job offer - retire
8U
Invol resource action - with job offer - retire
95
Outsourcing: invol resource action - with job offer, retire
Payment codes - retirement bridge (resource action)
Code Reasons
GA
Invol resource action - retiremt bridge - 5 yr. no job offer
AB
Resource action - eligible to retire at the end of the month
KB
Invol resource action - retiremt bridge 1 yr. no job offer
WA
Invol resource action - retiremt bridge - 5 yr. with job offer
PI
Resource action - eligible to retire at the end of the month
CB
Invol resource action - retiremt bridge 1 yr. with job offer
No payment codes - separation, retirement (resource action )
Code Separation allowance
7Y
No payment - involuntary resource action- release not signed
8Y
No payment - involuntary resource action, retire - release not signed
9D
No payment, resource action with job offer, retire - release not signed
5B
No payment, resource action with job offer - release not signed
5C
Outsourcing: no payment, resource action with job offer, release not signed
57
Outsourcing: no payment, invol resource action - release not signed
SEMI-HOLD administrator process
Included the SEMI-HOLD administrator process for information only in case a back-up needed
Hold request files are merged by the one processor who performs/sends
output to the EFTS Coordinator.
a.
Through My Computer click on the shared drive.
b.
c..
d.
e.
f.
g.
h.
Using the symbol >= indicate first day after semi to capture any check holds pu
Click on the Edit box
Click on script and macros
Run Macros
Export Holds
Press OK This sends the file to K:\SEPTEAM\HOLDS 2008
Click on the file and RENAME FOR PP.
i.
4.
HOLD DB.APR
This file is sent as an attachment in an email to the EFTS coordinator by 8 am day of

copying his/her backup
Deceased Form
Copy of the Deceased Form sent to the Paysep1 id.
Employee Information
Name
Sydney L. Wright
Date Employed
12/10/1972
Salary Information
Was this employee an Executive?
Serial
2A5249
Yes X No If Yes, please provide incentive _________________
Was this employee commissioned? Yes X No If Yes, please provide on-target earnings _________
Are you aware of any outstanding monies due IBM from this employee? Yes X No
If Yes, please provide balance due _________________
(Note: Please contact Kathy Bartolone at 1-607-429-7131 if you have any questions about travel expenses or American Express acco
Vacation Information
Accrued Vacation
8.5 (This is based on working 5 months on a regular part-time schedule of 32 hours/week)
Vacation Due (Accrued Taken) 8.5

Please note the following vacation policy:
Current years vacation is based on the number of full months worked during the year as shown on the Vacation Accrual Table, which y
http://w3.ibm.com/hr/hrinfo/totalrew.nsf/4b5ea8ce09457afe85256b16007e5bbf/79c8614de1c03b1f85256b17005eab6b?OpenDocument
A full month worked is defined as having working from the months first workday through the months last workday. The deceased empl
and that you waive the overpayment recovery by initialing here ______.
Vacation will be paid based upon the employees regular salary rate. If an employee was commissioned or on an incentive plan, payme
Payment Delivery Information
A hard copy check will be mailed to the employees home address. If payment should be made to another address or manager, please
Manager Information
Name
Deborah Blake
Telephone 585-723-4425, tl 451-4425
IBM External Mail Address
Special Handling & Check delivery

General delivery guidelines
Mgr instructions to request Special Handling
Tracking information
EXCERPT from thecustomer Service KB:

If you cannot locate any record of the Final Checks in A9i, it should be confirmed that t
then process and have the final check(s) delivered to the managers Blue Pages Business A
process has been completed by the manager.

Regular salary checks will not be mailed to a manager for an executive employee that is se
Employee cannot request that their final checks be sent to an alternate address. These req
and Leaves Team indicating that the employee has signed the Resource Action Separation Agr
After the final check(s) is processed, it will be shipped overnight via UPS to the manager
address, the manager must send an e-mail to the Payroll Services - Separations and Leaves
If the manager requires his employee's final checks to be mailed to a different address ot
separating. The note must include the following information:
Subject Line = Urgent Special Handling
Employees S/N:
Employees Initial and Last Name:
Managers S/N:
Managers Initial and Last Name:
Managers Home Office Telephone number:
Street Address:
City/State/Zip Code:
Please note checks cannot be mailed to employees home address.
Note: The manager must send this 'Alternate Mailing Address Request' as soon as they submi
CSRs can locate tracking information on Final Checks using the following steps:
1.
Check A9i to confirm the date the final check was created in Payroll.
2.
Look on the Bowne Daily list (final check list) with the corresponding date.
3.
Tracking numbers for final checks can be found in the Tracking Number field, column
If CSRs are unable to locate the final checks on the Bowne List, check the Payroll Product
calculation will result in the checks not being printed until the Print Semi date (as no
Managers may track the final checks on the UPS website.
Reaching FICA Max
The following write-up was provided by the inactive Overpayments Team on 12/16/09.
Etv # $$001 U.S. FICA
Go to the Tax Team Lead to obtain the FICA Wage Limit and the FICA Tax limit chart at the
Example:
Tax
Year
----------
Wage Limit
Total
Withholding at
6.2%
----------------
------------------
2007
$97,500.00
$6,045.00
2008
$102,000.00
$6,324.00
2009
$106,800.00
$6,621.60
2010
$106,800.00
$6,621.60
2009 FICA MAX = $106,800 x 6.2% = $6621.60 (maximum amount of tax that can be paid out in
Once you have earned $106,800, you no longer pay FICA (social security) taxes. $6,621.60 i
We could only adjust your social security taxes if we were to lower your earnings below th
Ex. An employee earns $108,200. They were overpaid by $1200. New adjusted earnings are $10
2008 FICA MAX = $102,000 x 6.2% = $6324.00 (maximum amount of tax that can be paid out in
Ex. An employees earnings for 2008 are $145,238.84. Max for 2008 was $102,000, or $6,324.
reflecting in their 2009 W2. New adjusted earnings would be $97,708.64. Since earnings are
$145,238.84
2008 Earnings
$47,530.20 Earnings adjustment
$97,708.64 Adjusted earnings x 6.2% = $6,057.94 (new tax amount)
$6,324.00 2008 tax amount
$6,057.94 New tax amount
$266.06 Tax adjustment for 2008 this would be a refund due employee.
They would owe the full amount of tax in 2009 as they would not have reached the max for 2
$47,530.20 (sep pay) x 6.2% = $2,946.87 - Social Security taxes owed for 2009
$2,946.87 amount of Social Security owed for 2009
-266.06 refund due for 2008
$2,680.81 - due IBM for FICA taxes for 2009
Tracking number
Locate the tracking number associated with the delivery of the check
Go to the A9i and find the check you are looking for
Determine when the check printed based on the INQ date( when the check is closed)
Note the check number in the check header in the EXT field
After you have the check date, you can check the NPSDCHK (D=daily, W=weekly, S=semi
Search for the check #
Go to the "K" drive, and open the Bowne SH test folder
Click on Bowne Close out folder
Search the file to find the spreadsheet labeled with the date the check you are looki
The spreadsheet contains two tabs (Sep Label file & Special Handling)
To search the sep label file you will need to look for the check number, and special
Then you can use the given tracking number and search for shipping information on the
Employee did not sign agreement not to sue Separation weeks check to be returned
Normally an email is received that notifies you the employee did not sign the agreeme
The manager then returns the separation weeks check to payroll.
When the email is received, look at A9i separation weeks check and see if the v360 de
If yes, then , email the manager and inform him that both checks need to be returned
When the check is received in the year after it was issued, then a W2C would be proce
When the check is received in the year it was issued:
o

o
o
o
If the v 360 deduction was taken from the separation weeks check, then, that MA ch
Receive the separation weeks check.
Look at the check and see if the v360 deduction was deducted.
If yes, then did you receive the v360 MA check for the same amount of monies?
If yes, then, reverse both checks.
See CC and CR a9 education package to determine which reversal to do
Normally if the checks contain garnishment deduction a CC is required a
If no, the MA check was not received, then,
Ask stop pay desk if the check had been cashed.
If yes, it was cashed, then, the v360 amount becomes an overpayment.
Normally, you would then, reverse the Separation weeks check and log t

A possible process is suggested to recover a small v360 amount:

If the v360 monies are a small amount, it may be possible to process a

depends if there is sufficient T $$002 in order to recover the v360 monies.
If no, it was not cashed, then, an email the manager to let him know the fol
The v360 MA check #XXXXXXXXX for $XXX.XX was supposed to be returned with
Since it was not returned and not yet cashed, a Stop Payment will be plac
A phone call will be made to the employees home phone number to inform h
his account with a fine.

Phone the employee and inform him as stated above.
Once notification is received that the stop is complete, then
the MA che
Here is an overview accounting in an attempt to avoid a variance:

1)
Original sep check with +v360 deduction
Credits 180 acount
Original
v360 MA payment check
-v360 Debits 180 acount
Net
zero
2)
CR the returned Separation weeks check creates -v360 (negative)
Write-Off the v360 amount
Net
zero
Debits 180 account

Credits 180 acount
3)
Alternate process if i knew Mgr was not sending in the v360 check:
CC the returned Separation weeks check
add another line of T $$002 = -41.66 ( recovers the v 360 net amount)
Net amount of separation weeks check input as v095
CTL sheet is dispositioned to the v 095 account
Do not type in the v360 on the "CC" because the amount was recovered on the T $$002.

Separation Unpaid LOA

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Separation Unpaid LOA

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BPM Name :

Separation /Unpaid Leave of Absence (LOA)

Process Owner (Manager ):

The goal of Payroll Separations is to ensure timely removal, accurate separation

Communication with the appropriate HR representative is important to resolve issues/questi

SELECT OPTION ===> i

LIST REPORT NAMES

REPORT NAME ===> cer*

Verify that employee is separated / LOA on 10I screen

If an overpayment exists and a semi-payment was created which can be held

If an overpayment is identified and NO semi-payment can be held, go to act

ETV # - Batch code for earnings, or tax or deductions

E510 and E513 are separation weeks etv#s.

Highlight when the number of week

Highlight ETV V360

Highlight Negative vacation (e511) &/or V360

Highlight Separation date is a non-business day:

monies in net field of a9z

Garnishment deduction for

Disposable income to use as base for garnishment calculation

Garnishment etv # V014 = 15% of disposable up to $35,929.67

Garnishment etv # V014

If employee is overpaid, go to DP3

If employee is not overpaid, go to DP 4

If overpayment cannot be recovered, contact the Overpayment Coordinator

If overpayment can be recovered, go to DP 4

Can Action be Taken

Take Required Action

California Employees Exception processing

Highlight California based on TJC codes provided

Locate the steps to process the clerical check in Activity 7

Go to the Clerical check se

Hold batches on Semi-calc date:

Work backwards from sep date:

The "R" pulls

Vacation : Part time vacation hours

percentage of Day 152 of 365

2) Calculate California Part time hourly salary rate

2b). Calculate Weekly salary

Personal Choice holidays (PCH): Days vs Hours

Go to the Separation form in the

Paysep2 email id and write the number of PCH days shown

Part Time employee

If any of these TJCs are

Hold batches on the semi-calc. date

Etv# E514 Batch on Day 1 report

If it is for separation pay, then, allow the batch to process as is.

Manager reply was:

for the cost

the employee incurred to

ship his laptop ba

Email sent to manager:

Also, the contact info is:

LOA to Separation - Codes 85 & 6k, vacation, & separation weeks

The team should be looking at the B4i record

No Vacation or PCH Days Taken after return from LOA

that feeds when the RL feeds

Separation weeks (e510 & e513):

Reason Code 85 identifies employees who were on a Leave of Absence

prior to Long Term Dis

Receive the reply before proceding.

Go to the 3 Sections in this procedure:

1)Sep date before semi calc

Separation date (Pay period 16)