NYS Comptroller Seal

 

Bureau of State Payroll Services

 

  Date:  July 1, 2003 Bulletin No.  414

Subject Employee Certification Process for the Unified Court System (UCS)
Purpose To explain the new certification process resulting from the Payroll System upgrade.
Affected Employees Employees who require certification or recertification by the Office of Court Administration (OCA).
Overview

Transactions such as hires, rehires, returns from leaves, and promotions, that are entered into the payroll system each payroll period, require certification by OCA before paychecks for the affected employees can be released.  Also, paychecks for an employee whose Recertification Date has expired will not be released until the employee has been appropriately recertified by OCA.  Each payroll period, OSC will produce a report that identifies employees that had certifiable transactions entered into the payroll system.  A public query will be used each pay period by OCA to identify all employees whose Recertification Date will expire prior to the last day of the payroll period being processed and will update the Recertification date, if applicable.  OCA will review this report and certify employees directly in the payroll system and will, if applicable, update the Recertification Date for all affected employees.

New Page

Emp Job Certification

Path Home>Administer Workforce>Administer Workforce(GBL)>Use>Emp Job Certification
Highlights of Changes

The Employee Certification panel will be replaced by the Emp Job Certification page and will be used by OCA and OSC in the certification process. The NHRP715 Transactions Not Certified Report has been redesigned for OCA use and will include only the employees requiring certification, as well as their related employment information.

The Emp Job Certification page will store all transactions entered on the Job Data record that require OCA certification, as well as the Recertification Dates assigned by OCA.  It will provide an historical record of certifiable transactions and enable OSC, OCA and UCS agencies to view transactions that require certification and the status of the approval process.

OSC Automatic Processing

Upon conversion, a row will automatically be inserted on the new Emp Job Certification page for all UCS employees whose status on the Job Data record is active or paid leave.  The row will include any Recertification Dates or Comments on the Employee Certification page.  The Employee Certification value on the inserted row will be “Approved.”

Effective payroll period 11C/10L, a new row will automatically be inserted on the Emp Job Certification record each time a transaction requiring certification is inserted on the Job Data record and certification is required.  When this occurs, information from the Job Data record will default, and the Employee Certification value on the inserted row will be updated to “Not Certif.”  All employees whose Certification value is “Not Certif” will appear on the NHRP715 Transactions Not Certified Report.  The query OCA_RECERTIFICATION_DATES has been developed to provide a list of all employees whose Recertification Date will expire prior to the last day of the current pay period.
OCA Action

OCA will review the NHRP715 Transactions Not Certified Report and certify employees directly on the Emp Job Certification record by updating the Employee Certification value from “Not Certif” to “Approved” and, if applicable, will update the employee’s Recertification Date to reflect the date the employee will require recertification.

OCA must complete the certification review process and the update of the Emp Job Certification records by the close of business on the Tuesday following the agency payroll submission deadline.
OSC and OCA Certification Reconciliation Process

On the Wednesday following the agency payroll submission deadline, OSC will identify all UCS employees who had a certifiable transaction entered in the current payroll period and the status on the employee’s Emp Job Certification record is “Not Certif”.  All employees whose Recertification Date is expiring prior to the last day of the payroll period being processed will also be identified. 

OSC will contact OCA regarding these employees.  All employees who have not been appropriately certified by OCA by Wednesday at noon will have their direct deposit disabled, if applicable, and their paychecks held pending OCA approval on the Emp Job Certification record.
Questions

Questions regarding this bulletin may be directed to the Payroll Audit mailbox.