OSPS E-News ~ YE Reminder: Manual Check Dates & P010 Dates

[Announcements from OSPS to the users of the Oregon State Payroll Application]

Good morning,

Reminder about manual check requests this week, for ongoing employees, to date them for January 1st.  Two primary examples would be for timesheet out of balance and timesheet corrections.  December dates should be used when there is a separation in state service.

You may release the checks prior to January 1st provided you have the employee sign the attached early release form.  This form includes the information that should an employee cash the check prior to January 1, 2016 this will cause them to receive a corrected W2 for both the 2015 and 2016 tax years.

We are attaching a copy of the early release for you to use.
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Please note the following in regards to P010 dates.



DECEMBER DATES

You can ask OSPS staff members to enter, change or delete December dates. Write "please set P010 dates" on your manual check request. If you are not ordering a manual check, send an email to the OSPS Help Desk. To set December dates for terminations at the agency level, wait for personnel to process the PA.



DECEMBER P010 DATE AFTER DECEMBER RUN 1 -- If you are considering requesting a December P010 date after December Run 1 final, consider the following:

* Does the P190 Payroll Register Data screen show a December set?

* If it does, did that set calculate taxes for the new tax year?

* If it is an ACH, do you have time to send in an ACH stop?



If the answer to all of these questions is "YES," first reverse the check or cancel the ACH that created the set. Then you can ask OSPS to set December P010 dates.



If there is no P190 set for December Run 1, P010 dates can be set.



REMOVING A DECEMBER P010 DATE -- If you wish to remove a December check date for an employee who still works for the agency:

* See if there is an existing P190 set in the old tax year, the action needs to be reversed/addressed before requesting removal

* Ask OSPS to delete the date



SEPARATIONS IN DECEMBER -- If a separating employee will receive his/her final pay during December, we need to include that payment in the current year's W-2. We can force the wages into the current year by entering December FINAL CHECK ISSUED and FINAL CHECK PERIOD ENDING dates on the P010 screen.


TRANSFERS IN DECEMBER -- Do not request check dates for December if an employee is transferring from one state agency to another. The IRS considers all State of Oregon agencies as one employer. Without check dates, OSPA will combine the December wages from both agencies into the December paid January wages and report them in the next tax year.

If you have any questions about this or anything else please contact our Help Desk at 503.378.6777 '0' or by email osps.help at oregon.gov<mailto:osps.help at oregon.gov>.

Thanks,

Seth Lewis
Interim Manager
DAS/EGS/FBS/Oregon Statewide Payroll Services
503.373.0259 - direct
503.378.3518 - fax
seth.lewis at oregon.gov<mailto:seth.lewis at oregon.gov>
Visit Our Online Resource Center:  State of Oregon: Oregon Statewide Payroll Services<http://www.oregon.gov/DAS/EGS/FBS/OSPS/Pages/index.aspx>

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