OSPS E-News ~ FW: Nov. Run 2 2024 DAS Workday Clearing Negatives

[FLORES Fabiola * DAS]

On behalf of Workday Admin-
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Good afternoon,

After receiving feedback from agencies and the DAS OSPS team on the difficulty to clear negatives as part of the year end process, the DAS Workday team will be clearing employees with net negatives of $100.00 and above.

Why is DAS clearing employees with net negatives $100.00 and above for November Run 2?

  1.  Provides easily identifiable net negatives for payroll partners to use for pay input entries

  1.  Agencies still need to take action, and this should make the steps below manageable

The process of centrally clearing negatives is being added to the November Run 2 payroll process which will cause longer than normal payroll processing times. While payroll will complete by end of day Monday, Dec. 9, 2024, and employees can be in the system on Tuesday, Dec. 10, 2024, we are asking payroll partners to NOT do any recalculations on Tuesday, Dec. 10, 2024.

On Wednesday, Dec. 11, 2024, Payroll Partners must take the following actions:

Step 1: Run Pay Calculation Results - Deduction Register

  *   Filter on new Deduction Code: "Misc Central Clearing of R2 YE Negatives"
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This report will return a list of employees and the amounts that were centrally cleared for Nov. Run 2. Work with the employees on this list to determine if they will pay back the overpayment in the current pay period or if they will not pay the over payment in the current pay period.

Follow the options below depending on the repayment plan setup with the employee:

Step 1a: Employee is going to pay the overpayment back in full out of December Run 1, or employee plans to make a payment to the agency directly.

  *   Payroll Partner will enter the Miscellaneous Agency Repayment Agreement (MARA) must be setup by Dec. 23, 2024, prior to Dec. Run 1 processing.

  *   Pay input will be entered to create the MARA using the amount cleared on the deduction register report from Step 1 (see above).

  *   Follow the pay input Help Article<https://wd5.myworkday.com/oregon/email-universal/inst/25755$1027/rel-task/2998$40834.htmld> for steps to create a pay input

  *   OSPS will bill agencies for centrally cleared net negatives processed in Nov. Run2

  *   Note: If you have 20 or more employees with negatives that were cleared centrally, you can enter a case, and DAS can mass load those entries

  *   Agency will create a case that includes a list of employees with their OR Number for DAS to create a mass load entry.

Step 1b: Employee will not pay back the overpayment in the current tax year (2024)

  *   Review the employee pay results from November Run 2 (Dec. 13, 2024 pay date) to get the gross amount of the overpayment and this is the amount that will be grossed up and repaid by the employee.

  *   Follow the agency overpayment process for establishing a repayment agreement with the employee to ensure a repayment agreement is in place with the employee.

  *   Enter the pay input in December for the grossed-up amount and open a Help Case

  *   OSPS will run the process to create an on-demand payment to zero out the negative

  *   There will then be an offset of the net created once the pay calc is run by DAS Workday

  *   Agencies will be billed for the cleared amount by OSPS.

Reminder for year end processing and clearing of negatives:

  *   December Run 1 payroll will process on Dec. 26, 2024, with a BT deadline of Dec. 20, 2024, at 5 p.m. for clearing all negatives prior to December Run 1 processing.

  *   All centrally cleared pay results from November Run 2 must be entered by Dec. 23, 2024

  *   MARA entry

  *   Gross Up entry

Reports you can run to identify negatives:

  *   Pay Calculation Results - Deduction Register

  *   PAY|Retro Summary Report by Pay Group

We will be going over these steps in the upcoming Payroll Standup meeting on Dec. 10, 2024. Please submit a case with any questions regarding this communication.

Sincerely,

DAS Workday Team
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