OFFICE OF THE COMPTROLLER
DEPARTMENT OF BANKING AND FINANCE
STATE OF FLORIDA
ROBERT F. MILLIGAN
COMPTROLLER OF FLORIDA
TALLAHASSEE
32399-0350
January 8, 2002
IN REPLY REFER TO
DBFBP 02-01
TO:
Agencies Addressed
FROM:
Diana Flagg, Chief
Bureau of State Payrolls
SUBJECT:
Federal Income Tax Withholding and Advance Earned
Income Credit Rates – January 1, 2002
The IRS has released the 2002 version of Publication 15, Circular E,
Employer’s Tax Guide, which includes the revised withholding tax and
Advance Earned Income Credit (EIC) tables effective for wage payments
occurring between January 1, 2002 and December 31, 2002. The
publication may be obtained from the IRS at www.irs.gov or by
telephone at 1-800-829-3676.
The Bureau of State Payrolls is currently in the process of updating
the Payroll Preparation Manual to include these revised rates. Please
refer to Volume IV, Section 3. An updated version of the payroll
manual is available on the Comptroller’s website at
www.dbf.state.fl.us, Accounting & Auditing, Bureau of State Payrolls.
The Comptroller’s payroll system is being modified to use the new
withholding and EIC rates, effective with payrolls paid beginning
January 1, 2002.
The following additional information contained in Publication 15
should be noted by employing agencies:
•
Supplemental Wages – Effective for wages paid beginning January 1,
2002, the supplemental wage flat withholding rate is decreased to
27.0%. The Comptroller's payroll system is being modified to use
the revised rate effective with payrolls paid beginning January 1,
2002.
•
Backup Withholding – Backup Withholding rate is 30.0%
•
Social Security – The 2002 Social Security Wage base is
$84,900.00.
Should you have any questions, please contact Jimmy Cox at (850) 4109447, Suncom 210-9447, or email: jcox@mail.dbf.state.fl.us.
DF/JC:kw
OFFICE OF THE COMPTROLLER
DEPARTMENT OF BANKING AND FINANCE
STATE OF FLORIDA
TALLAHASSEE
32399-0350
ROBERT F. MILLIGAN
COMPTROLLER OF FLORIDA
January 11, 2002
IN REPLY REFER TO:
DBFBP 02-02
To:
AGENCIES ADDRESSED
From:
Diana Flagg, Chief
Bureau of State Payrolls
Subject:
EXPIRATION OF EXEMPT STATUS ON FORM W-4
Employees claiming exempt status on their Form W-4, Employee’s
Withholding Allowance Certificate, must file a new Form W-4 each
year. If the employee does not give you a new Form W-4, the
Internal Revenue Service requires that income be withheld as if
the employee is single with zero allowances.
In order to continue uninterrupted exempt status, employees
eligible to claim exempt status for 2002 must submit a new Form
W-4 to the agency, prior to the first applicable payroll
processing date after February 15, 2002. Refer to the Payroll
Preparation Manual, Volume V, Section 3, for additional
information.
Agency payroll report PW4RYX03 provides a listing of employees
within your agency that have exempt status for 2001. This report
is disseminated through the Report Distribution System (RDS).
Should you need assistance in viewing or printing the report,
please contact your agency’s RDS administrator. These employees
should be notified that a new Form W-4 is required for 2002.
Employees that claimed exempt status for 2001 that expect to
incur income tax liability in 2002 must complete a new form W-4
now to begin withholding for calendar year 2002.
The Internal Revenue Service does not permit nonresident aliens
to claim exempt status on their Form W-4. With some exceptions,
nonresident aliens must claim single with one exemption
regardless of their marital status. Nonresident aliens that are
eligible for an exemption from withholding under the provisions
of a tax treaty should file for the exemption following the
procedures in the Payroll Preparation Manual, Volume V, Section
3.
January 8, 2001
Page 2
Enclosed is a copy of Internal Revenue Service Form W-4 that
contains instructions to assist employees in determining correct
withholding. For those not eligible for exempt status, the W-4
provides a worksheet to help calculate the number of withholding
allowances that may be claimed on the new Form W-4.
For additional information employees should obtain IRS
Publication 505, Tax Withholding and Estimated Tax, and IRS
Publication 919, Is My Withholding Correct for 2000?, or consult
their tax advisor.
Internal Revenue Service forms and publications may be obtained
from the Internal Revenue Service by calling the toll-free number
for forms 1-800-829-3676, or by downloading the forms from the
IRS Website at: http://www.irs.ustreas.gov/.
If you have any questions regarding these instructions, please
call either Janet Joiner at (850) 410-9435, SUNCOM 210-9435 or
Laurine Blair at (850) 410-9440, SUNCOM 210-9440.
DF/JJ:kw
Enclosure
OFFICE OF THE COMPTROLLER
DEPARTMENT OF BANKING AND FINANCE
STATE OF FLORIDA
TALLAHASSEE
32399-0350
ROBERT F. MILLIGAN
COMPTROLLER OF FLORIDA
January 24, 2002
IN REPLY REFER TO:
DBFBP 02-03
TO:
Agencies Addressed
FROM:
Diana Flagg, Chief
Bureau of State Payrolls
SUBJECT:
DEDUCTION CODE 0235 CONSOLIDATED
Effective for payrolls processed after January 31, 2002, deduction code 0235
for RSMITH - AMERICAN GENERAL LIFE will become consolidated. The vendor will
be provided consolidated information and direct payment by the Department of
Banking and Finance. The agencies will receive neither the miscellaneous
deduction warrants nor miscellaneous deduction registers. Should an
employee’s salary warrant with this deduction be cancelled or code 0235
deduction monies need to be otherwise recovered, the agencies will need to
contact:
Juanita Broussard (Zip 6-G2)
American General Life Insurance Co.
P.O. Box 4373
Houston TX 77210-4373
Telephone: (713) 831-3409
Fax: (713) 831-3249
Whenever questions arise from either your employees or the payee about the
use of this deduction code, please attempt to resolve these questions at the
agency level.
Should you have any questions, please contact Steve Isted at (850)410-9450
or SUNCOM 210-9450.
DF/SI:kw
OFFICE OF THE COMPTROLLER
DEPARTMENT OF BANKING AND FINANCE
STATE OF FLORIDA
TALLAHASSEE
32399-0350
ROBERT F. MILLIGAN
COMPTROLLER OF FLORIDA
February 4, 2002
IN REPLY REFER TO:
DBFBP 02-04
TO:
Agencies Addressed
FROM:
Diana Flagg, Chief
Bureau of State Payrolls
SUBJECT:
DELETION OF MISCELLANEOUS DEDUCTION CODES
In an effort to clean up our Miscellaneous Deduction Code directory,
we have reviewed all codes currently assigned. Our review indicates
that the statewide participation in the following codes has been less
than fifteen employees since December 2000.
CODE
DEDUCTION DESCRIPTION
0037
0199
0254
0259
0270
0272
0273
0294
0316
0334
0511
0549
USAA MUTUAL FUND, INC.
2490900004 UNIV SYSTEM
STATE DENTAL PLANS
THE UNITED STATES LIFE INS CO
ALLIANZ LIFE INSURANCE COMPANY
SUN LIFE OF CANADA
MANUFACTURERS LIFE INSURANCE CO
NACOLAH LIFE INSURANCE COMPANY
NORTHWESTERN MUTUAL LIFE INS CO
STANDARD LIFE INSUR CO OF INDIANA
THE CU OF PALM BEACH COUNTY
SARASOTA COASTAL CREDIT UNION
Agencies using these codes should inform vendor representatives and
employees that these payroll deduction codes are scheduled to become
inactive on August 1, 2002. The Bureau of State Payrolls will
reconsider if there have been significant increases in participation
prior to August 1st and will also reconsider based upon a
demonstration of a hardship. The Payroll Preparation Manual requires
at least 50 employees or ten percent of employees in an agency for
deduction code use. See Volume V, Section 5, for policy and procedures
governing this process.
Should you have any questions regarding this matter, please contact
Steve Isted at (850)410-9450, SUNCOM 210-9450, or e-mail
sisted@mail.dbf.state.fl.us.
DF/SI:kw
OFFICE OF THE COMPTROLLER
DEPARTMENT OF BANKING AND FINANCE
STATE OF FLORIDA
TALLAHASSEE
32399-0350
ROBERT F. MILLIGAN
COMPTROLLER OF FLORIDA
February 18, 2001
IN REPLY REFER TO:
DBFBP 02-05
TO:
Agencies Addressed
FROM:
Diana Flagg, Chief
Bureau of State Payrolls
SUBJECT:
Change of Name for Insurance Code 0271
Effective immediately, the payee name for deduction code 0271
will change from Alta Health to UNION CENTRAL LIFE INSURANCE CO.
“UNION CENT LF” will replace the former short description. The
manner of remitting and the address for this deduction is as
follows:
Kelley Insurance Agency
Attn: Terry Kelley
P.O. Box 1501
Marianna FL 32447
Telephone: (850) 526-4298
Fax: (850) 526-4969
If you have any questions concerning these changes, please
contact Steve Isted at (850) 410-9450, SUNCOM 210-9450, or email
sisted@mail.dbf.state.fl.us.
DF/SI:kw
OFFICE OF THE COMPTROLLER
DEPARTMENT OF BANKING AND FINANCE
STATE OF FLORIDA
TALLAHASSEE
32399-0350
ROBERT F. MILLIGAN
COMPTROLLER OF FLORIDA
February 28, 2002
IN REPLY REFER TO:
DBFBP 02-06
TO:
Agencies/Universities Addressed
FROM:
Diana Flagg, Chief
Bureau of State Payrolls
SUBJECT: On-Line W-4 Maintenance - Systems Modifications
_________________________________________________________________
The State Payroll System on-line W-4 Maintenance Menu has been
modified to provide agencies and universities the ability to
update the Type 8 (Excluded Employment Data) and Type 9
(Miscellaneous Tax Data) screens. Staff with W-4 Maintenance Menu
access now have the capability to update these screens.
Effective immediately, agencies and universities should enter the
following forms for their employees using the on-line system:
1. IRS Form W-5 (Earned Income Credit Advance Payment)
2. Form DBF-BP-5 (Reduction or Exemption from Withholding)
3. IRS Form 8233 (Exemption from Withholding on Compensation
for Independent Personal Services of a Nonresident Alien)
4. IRS Form W-8BEN (Certificate of Foreign Status of Beneficial
Owner for United States Withholding)
Upon becoming inactive, processed forms must be retained by the
agency for four years in accordance with the retention schedules.
The W-4 Maintenance Menu is accessed through the Payroll Main
Menu. Procedures for updating these screens are located in Volume
V, Section 3 of the Payroll Preparation Manual. Procedures for
obtaining Payroll System Access are located in Volume V, Section
1. The Payroll Preparation Manual is accessible through the
Comptroller’s website at http://www.dbf.state.fl.us/bosp/bsp.html.
If you have any questions concerning this memorandum or if you
would like additional guidance in implementing these employee
record update procedures, please contact Janet Joiner at (850)
410-9435, SUNCOM 210-9435, or e-mail jjoiner@mail.dbf.state.fl.us.
Questions concerning nonresident alien taxation should be directed
to Elda Quijano at (850)410-9448, SUNCOM 210-9448 or e-mail
equijano@mail.dbf.state.fl.us.
Please note that we are also offering more extensive training, as
outlined below:
Tallahassee Area
By reservation, you may choose from among three workshops to be
held on April 1, 2002. The location for all workshops is Room
245, Fletcher Building, 101 East Gaines Street, Tallahassee. The
time slots (EST) are:
8:00 AM to 9:00 AM
9:30 AM to 10:30 AM
11:00 AM to NOON
Phone Conference Option
By reservation, you may choose from among three conference calls
scheduled for April 2, 2002. They are:
9:00 AM to 10:00 AM (EST)
Call:
850-921-6455 or SC 291-6455
10:30 AM to 11:30 AM (EST)
Call:
850-921-6513 or SC 291-6513
2:00 PM to 3:00 PM (EST)
Call:
850-921-6580 or SC 291-6580
Please respond no later than March 15, 2002, by contacting Shelly
Hoffine at (850)410-9441, SC 210-9441 or email
shoffine@mail.dbf.state.fl.us to reserve space(s) and for further
information/assistance with directions or special accommodations,
as needed.
DF/ET:kw
OFFICE OF THE COMPTROLLER
DEPARTMENT OF BANKING AND FINANCE
STATE OF FLORIDA
TALLAHASSEE
32399-0350
ROBERT F. MILLIGAN
COMPTROLLER OF FLORIDA
March 1, 2002
IN REPLY REFER TO:
DBFBP 02-07
TO:
AGENCIES ADDRESSED
FROM:
Diana Flagg, Chief
Bureau of State Payrolls
SUBJECT:
DEDUCTION CODE 0503 CONSOLIDATED
Effective immediately, deduction code 0503 for the USF Federal Credit
Union has become consolidated. The vendor will be provided
consolidated information and will receive their payments directly from
the Department of Banking and Finance. Agencies will not receive
miscellaneous deduction warrants. Should an employee’s salary warrant
with this deduction be cancelled or code 0503 deduction monies need to
be otherwise recovered, universities/agencies will need to contact:
Robin Bennett
USF Federal Credit Union
13302 North Palm Drive
Tampa, FL. 33612
Telephone: 1-813-974-3472
Fax: (813)979-1947
Email: rbennett@usffcu.org
Whenever questions arise from either your employees or the payee about
use of this deduction code, please attempt to resolve these questions
at the agency level.
Should you have any questions, please contact Steve Isted at (850)4109450 or SUNCOM 210-9450.
DF/SI:kw
OFFICE OF THE COMPTROLLER
DEPARTMENT OF BANKING AND FINANCE
STATE OF FLORIDA
ROBERT F. MILLIGAN
COMPTROLLER OF FLORIDA
TALLAHASSEE
32399-0350
March 5, 2002
IN REPLY REFER TO
DBFBP 02-08
TO:
Agencies Addressed
FROM:
Diana Flagg, Chief
Bureau of State Payrolls
SUBJECT:
Criminal Justice Incentive Program Payments
We are conducting an audit of the Criminal Justice Incentive
Program (CJIP) and have discovered that several Senior Management
Service employees have been receiving unauthorized CJIP payments.
Corrective actions have been initiated.
As a reminder, according to Section 943.22 (4),
“No individual filling a position in the Senior
Service as defined in s. 110.402 is eligible to
the salary incentive program authorized by this
Florida Statutes,
Management
participate in
section.”
All agencies are reminded to review Section 943.22, F.S. and be
aware of their Criminal Justice Incentive Program
responsibilities.
Should you have any questions concerning this matter, please
contact John Bennett at 850-410-9420, SUNCOM 210-9420, or email:
jbennett@mail.dbf.state.fl.us.
DF/JB:kw
OFFICE OF THE COMPTROLLER
DEPARTMENT OF BANKING AND FINANCE
STATE OF FLORIDA
TALLAHASSEE
32399-0350
ROBERT F. MILLIGAN
COMPTROLLER OF FLORIDA
March 6, 2002
IN REPLY REFER TO:
DBFBP 02-09
TO:
Agencies Addressed
FROM:
Diana Flagg, Chief
Bureau of State Payrolls
SUBJECT:
UPDATED PAYROLL PREPARATION MANUAL
Enclosed is a printed copy of the updated Payroll Preparation Manual.
This manual contains general instructions for preparing and submitting
payroll and employee data, as well as schedules, tables, and codes
used in the payroll system. In the absence of specific rules to the
contrary, the Payroll Preparation Manual is the administrative
authority. This is the last time the manual or any updates will be
printed. In the future, all updates will appear on the website at
http://www.dbf.state.fl.us/bosp/BOSP_MANUAL.pdf.
You will be notified by e-mail of the updates. In order to receive
these notifications, please forward your correct e-mail address to
Konni Wells at kwells@mail.dbf.state.fl.us.
Please direct your questions regarding this memorandum to the Bureau
of State Payrolls at 410-9416 or SunCom 210-9416.
DF/CL:kw
Enclosure
OFFICE OF THE COMPTROLLER
DEPARTMENT OF BANKING AND FINANCE
STATE OF FLORIDA
ROBERT F. MILLIGAN
COMPTROLLER OF FLORIDA
TALLAHASSEE
32399-0350
April 8, 2002
IN REPLY REFER TO:
DBFBP 02-10
TO:
Agencies Addressed
FROM:
Diana Flagg, Chief
Bureau of State Payrolls
SUBJECT:
New On-Demand Payroll System
The Bureau of State Payrolls (BOSP) has developed a new payroll
system called the “On-Demand Payroll System.” It will be used to
process manual payrolls and revolving fund reimbursements. Once
implemented, an On-Demand Payroll transaction will generally be
processed on a nightly basis, Monday through Friday, excluding
state holidays. We are currently in the final stages of testing
and will begin the roll-out of this new payroll system using a
phased approach, as soon as the testing has been completed.
In the initial phase, BOSP will be the sole user of the system.
We will notify the agency when to expect the first transactions
that BOSP processes through this system. After this phase, we
will provide training to state agency and university personnel.
System access will only be granted to appropriate agency and
university personnel who complete the BOSP training. Training
information will be provided at a later date.
Since this is a new payroll type, your agency will receive
additional payroll files (F0013) and reports as payments are
processed through the system. These files and reports will be
made available in the same manner as your regular payroll files
and reports, including RDS reports. Again, we will be contacting
you prior to you receiving your initial transactions. In
addition, earnings statements created from the On-Demand Payroll
System will be available in the same manner as regular payroll
earnings statements.
It is important to note that the On-Demand Payroll System is
essentially another payroll type with the following differences:
1
•
There will be On-line screen edits to verify that payments
are processed in accordance with current rules and
regulations.
•
Payment calculation data will be available on-line for
agencies prior to approving each payment for processing.
•
Posting to FLAIR accounts will occur the night the payroll
is processed, instead of the next night.
•
Warrant and EFT transactions will be dated two business days
following approval of the transaction.
•
EFT cancellations will not be possible.
Those agencies who currently receive a regular payroll return
file (F0013) will need to contact the HELP DESK at (850)410-9340,
SUNCOM 210-9340 or email: dis_helpdesk@mail.dbf.state.fl.us
(please include the word “Help” in the subject) to establish the
Data Set name to be used. It is extremely important that the
Data Set name provided be different than the name used for your
regular payroll, as it is possible that a F0013 will be created
for both an On-Demand Payroll and a regular payroll, on the same
day.
Once fully implemented, we hope you will find this new payroll
system to be very beneficial. If you or your staff should have
any questions, please feel free to contact Cindy Langley at 850410-9423, SUNCOM 210-9423, or email
clangley@mail.dbf.state.fl.us.
DF/CL:kw
2
OFFICE OF THE COMPTROLLER
DEPARTMENT OF BANKING AND FINANCE
STATE OF FLORIDA
TALLAHASSEE
32399-0350
ROBERT F. MILLIGAN
COMPTROLLER OF FLORIDA
April 15, 2002
IN REPLY REFER TO:
DBFBP 02-11
TO:
AGENCIES ADDRESSED
FROM:
Diana Flagg, Chief
Bureau of State Payrolls
SUBJECT:
DEDUCTION CODE 0433 CONSOLIDATED
Effective for payrolls processed after April 15, 2002, the deduction
code 0433 for the Florida A&M University Credit Union has become
consolidated. The vendor will be provided consolidated information and
receive payment directly from the Department of Banking and Finance.
Agencies will not receive miscellaneous deduction warrants. Should an
employee’s salary warrant with this deduction be cancelled or code 0433
deduction monies need to be otherwise recovered, universities/agencies
will need to contact:
Victoria Chan
Florida A&M University Credit Union
1550 Melvin Street
Tallahassee FL 32301
Telephone:
(850)222-4541
Whenever questions arise from either your employees or the payee about
your agency's use of this deduction code, please attempt to resolve
these questions at the agency level.
Should you have any questions, please contact Steve Isted at (850)4109450 or SUNCOM 210-9450.
DF/SI:kw
OFFICE OF THE COMPTROLLER
DEPARTMENT OF BANKING AND FINANCE
STATE OF FLORIDA
TALLAHASSEE
32399-0350
ROBERT F. MILLIGAN
COMPTROLLER OF FLORIDA
April 23, 2002
IN REPLY REFER TO:
DBFBP 02-12
TO:
Agencies Addressed
FROM:
Diana Flagg, Chief
Bureau of State Payrolls
SUBJECT:
Suppression of Social Security Numbers on Payroll Warrants
Effective with the supplemental payroll warrant dated April 29, 2002,
social security numbers will be suppressed on the paper payroll
warrants only. This will be accomplished by replacing the first five
digits of the social security number with X. For example, 123-45-6789
will become XXX-XX-6789. There will be no suppression of social
security numbers on earning statements, files, reports, etc., that
currently display social security numbers.
Suppressing social security numbers on paper payroll warrants is
another step toward our goal of ensuring the protection of sensitive
payroll information. If you have any questions, please feel free to
contact Marvin Naiman at (850) 410-9444, SUNCOM 210-9444, or email:
mnaiman@mail.dbf.state.fl.us.
DF/MN:kw
OFFICE OF THE COMPTROLLER
DEPARTMENT OF BANKING AND FINANCE
STATE OF FLORIDA
TALLAHASSEE
32399-0350
ROBERT F. MILLIGAN
COMPTROLLER OF FLORIDA
May 9, 2002
IN REPLY REFER TO:
DBFBP 02-13
TO:
AGENCIES ADDRESSED
FROM:
Diana Flagg, Chief
Bureau of State Payrolls
SUBJECT:
DEDUCTION CODE 0345 CONSOLIDATED
Effective for payrolls processed after May 17, 2002, deduction code
0345 for UNUM LIFE INS CO-BENEFIT AMERICA has become consolidated.
The vendor will be provided consolidated information and receive
payment directly from the Department of Banking and Finance. Agencies
will not receive miscellaneous deduction warrants. Should an
employee’s salary warrant with this deduction be cancelled, or code
0345 deduction monies need to be otherwise recovered,
universities/agencies will need to contact:
Kelley Phillips
Life Solutions
P.O. Box 15698
Tallahassee FL 32308
Telephone:
1-850-552-0642
Whenever questions arise from either your employees or the payee about
the use of this deduction code, please attempt to resolve these
questions at the agency level.
Should you have any questions, please contact Steve Isted at (850)4109450 or SUNCOM 210-9450.
DF/SI:kw
OFFICE OF THE COMPTROLLER
DEPARTMENT OF BANKING AND FINANCE
STATE OF FLORIDA
TALLAHASSEE
32399-0350
ROBERT F. MILLIGAN
COMPTROLLER OF FLORIDA
May 21, 2002
IN REPLY REFER TO:
DBFBP 02-14
TO:
Agencies Addressed
FROM:
Diana Flagg, Chief
Bureau of State Payrolls
SUBJECT:
Change of Name for Deduction Code 0232
Effective immediately, the payee name for deduction code 0232 will
change from Capital Casualty - Auto to P&C SELECT D/B/A CAPITAL
CASUALTY. The short description for earnings statements and the
manner of remitting will remain the same.
If you have any questions concerning this change, please contact Steve
Isted at (850) 410-9450, SUNCOM 210-9450, or email Steve Isted at
sisted@mail.dbf.state.fl.us.
DF/SI:kw
OFFICE OF THE COMPTROLLER
DEPARTMENT OF BANKING AND FINANCE
STATE OF FLORIDA
TALLAHASSEE
32399-0350
ROBERT F. MILLIGAN
COMPTROLLER OF FLORIDA
May 28, 2002
IN REPLY REFER TO:
DBFBP 02-15
TO:
AGENCIES ADDRESSED
FROM:
Diana Flagg, Chief
Bureau of State Payrolls
SUBJECT:
DEDUCTION CODE 0257 CONSOLIDATED
Effective for payrolls processed after May 28, 2002, deduction code
0257 for HYATT LEGAL PLANS OF FLORIDA has become consolidated. The
vendor will be provided consolidated information and receive payment
directly from the Department of Banking and Finance. Agencies will
not receive miscellaneous deduction warrants. Should an employee’s
salary warrant with this deduction be cancelled, or code 0257 deduction
monies need to be otherwise recovered,
universities/agencies will need to contact:
Barbara Catney
1425 Piedmont Drive, Suite 301
Tallahassee FL 32308
Telephone:
1-850-386-3100
Whenever questions arise from your employees or the payee about the
use of this deduction code, please attempt to resolve these questions
at the agency level.
Should you have any questions, please contact Steve Isted at (850)4109450 or SUNCOM 210-9450.
DF/SI:kw
OFFICE OF THE COMPTROLLER
DEPARTMENT OF BANKING AND FINANCE
STATE OF FLORIDA
TALLAHASSEE
32399-0350
ROBERT F. MILLIGAN
COMPTROLLER OF FLORIDA
June 5, 2002
IN REPLY REFER TO:
DBFBP 02-16
TO:
AGENCIES ADDRESSED
FROM:
Diana Flagg, Chief
Bureau of State Payrolls
SUBJECT:
DEDUCTION CODE 0271 CONSOLIDATED
Effective immediately, deduction code 0271 for UNION CENTRAL LIFE
INSURANCE COMPANY has become consolidated. The vendor will be
provided consolidated information and receive payment directly from
the Department of Banking and Finance. Agencies will not receive
miscellaneous deduction warrants. Should an employee’s salary warrant
with this deduction be cancelled, or code 0271 deduction monies need to
be otherwise recovered, agencies and universities will need to
contact:
Irene Lawrence
Union Central/AllianceLife
225 Green Meadows Drive South
Westerville, Ohio 43081
Telephone: 1-800-257-4997, ext.222
Fax: 614-436-5907
Whenever questions arise from either your employees or the payee about
the use of this deduction code, please attempt to resolve these
questions at the agency level.
Should you have any questions, please contact Steve Isted at (850)4109450 or SUNCOM 210-9450.
DF/SI:kw
OFFICE OF THE COMPTROLLER
DEPARTMENT OF BANKING AND FINANCE
STATE OF FLORIDA
TALLAHASSEE
32399-0350
ROBERT F. MILLIGAN
COMPTROLLER OF FLORIDA
June 7, 2002
IN REPLY REFER TO:
DBFBP 02-17
TO:
AGENCIES ADDRESSED
FROM:
Diana Flagg, Chief
Bureau of State Payrolls
SUBJECT:
DEDUCTION CODE 0538 CONSOLIDATED
Effective immediately, deduction code 0538 for FLORIDA CENTRAL CREDIT
UNION has become consolidated. The vendor will be provided
consolidated information and receive payment directly from the
Department of Banking and Finance. Agencies will not receive
miscellaneous deduction warrants. Should an employee’s salary warrant
with this deduction be cancelled or code 0538 deduction monies need to
be otherwise recovered, agencies and universities will need to
contact:
Joe Matta, Accounting Manager
Florida Central Credit Union
3333 Henderson Boulevard
Tampa, Florida 33679
Telephone:
1-800-528-3330, Ext.7431
Whenever questions arise from either your employees or the payee about
the use of this deduction code, please attempt to resolve these
questions at the agency level.
Should you have any questions, please contact Steve Isted at (850)4109450 or SUNCOM 210-9450.
DF/SI:kw
OFFICE OF THE COMPTROLLER
DEPARTMENT OF BANKING AND FINANCE
STATE OF FLORIDA
ROBERT F. MILLIGAN
COMPTROLLER OF FLORIDA
TALLAHASSEE
32399-0350
June 19, 2002
IN REPLY REFER TO
DBFBP 02-18
TO:
Agencies Addressed
FROM:
Diana Flagg, Chief
Bureau of State Payrolls
SUBJECT:
Year-End Bonus Payments Reminder
All agencies are reminded of the following guidance regarding the
processing of Year-End Bonus Payments:
1)
Agencies that plan on using an Awards Payroll for their
bonus submissions must submit these via the PC Payment
System only.
2)
The allocation approved by OPB is for the gross salary
charge. This equals the gross salary plus employer
contributions.
3)
Agencies must use Appointment Status Code “YE”.
BOSP will continue to monitor Year-End Bonus payments for each
payroll to ensure that the allocation approved by OPB is not
exceeded.
Should you have any questions concerning this matter, please
contact Cindy Langley at 850-410-9423, SUNCOM 210-9423, or email:
clangley@mail.dbf.state.fl.us or Yvette McCullough at 850-4109449, SUNCOM 210-9449, or email: ymccullo@mail.dbf.state.fl.us.
DF/JB:kw
OFFICE OF THE COMPTROLLER
DEPARTMENT OF BANKING AND FINANCE
STATE OF FLORIDA
BERT F. MILLIGAN
COMPTROLLER OF FLORIDA
TALLAHASSEE
32399-0350
June 14, 2002
IN REPLY REFER TO:
DBFBP 02-19
TO:
AGENCIES ADDRESSED
FROM:
Diana Flagg, Chief
Bureau of State Payrolls
SUBJECT:
NEW MISCELLANEOUS DEDUCTION CODE for FSFSA Union Dues
Effective immediately, deduction code 0696 for the FLORIDA STATE
FIRE SERVICE ASSOCIATION(FSFSA) will be available for use by
State employees who are FSFSA union members. Code 0696 will be
used for union dues. Monthly-paid members can have $28.00
deducted on each monthly payroll. Biweekly-paid members can have
$14.00 deducted on 24 biweekly payrolls per year. The payroll
system automatically disallows deductions on the third biweekly
payrolls that occur in two months each year.
Code 0696 will be designated for consolidated reporting with the
deduction monies remitted directly by the Department of Banking
and Finance to the FLORIDA STATE FIRE SERVICE ASSOCIATION.
Agencies will receive neither the miscellaneous deduction
warrants nor miscellaneous deduction registers. Should an
employee’s salary warrant with this deduction be cancelled or code
0696 deduction monies need to be otherwise recovered, you will
need to contact:
Gene Lazarus, Treasurer FSFSA
Florida State Fire Service Association
P.O. Box 167
Lowell, FL. 32663-0167
Telephone: 1-352-258-6937
If questions arise from your employees or the payee about the use
of this deduction code, please attempt to resolve these questions
at the agency level.
Should you have any questions, please contact Steve Isted at
(850)410-9450, SUNCOM 210-9450, or via email:
sisted@mail.dbf.state.fl.us.
DF/SI:kw
OFFICE OF THE COMPTROLLER
DEPARTMENT OF BANKING AND FINANCE
STATE OF FLORIDA
TALLAHASSEE
32399-0350
ROBERT F. MILLIGAN
COMPTROLLER OF FLORIDA
June 28, 2002
IN REPLY REFER TO:
DBFBP 02-20
TO:
Agencies Addressed
FROM:
Diana Flagg, Chief
Bureau of State Payrolls
SUBJECT:
United Way Name Change
Effective immediately, the following miscellaneous deduction codes
will have a payee name change due to a merger.
Code
Old Payee Name
New Payee Name
0718
UNITED WAY OF HILLSBOROUGH
FSEC
UNITED WAY OF TAMPA BAY FSEC
0729
UNITED WAY OF PINELLAS COUNTY
FSEC
UNITED WAY OF TAMPA BAY FSEC
IMPORTANT: Deduction code 0729 is scheduled for deletion July 15,
2002. Agencies with employees using deduction code 0729 should move
the deduction amount from code 0729 to 0718 as soon as possible.
The manner of remitting and the address for deduction 0718 remains
the same but code 0729 reports will be sent to the following
address.
United Way of Tampa Bay
1000 North Ashley Drive, Suite 800
Tampa FL 33602
If you have any questions concerning these changes, please contact
Steve Isted at (850) 410-9450, SunCom 210-9450, or email:
sisted@mail.dbf.state.fl.us.
DF/SI:
OFFICE OF THE COMPTROLLER
DEPARTMENT OF BANKING AND FINANCE
STATE OF FLORIDA
TALLAHASSEE
32399-0350
ROBERT F. MILLIGAN
COMPTROLLER OF FLORIDA
July 23, 2002
IN REPLY REFER TO:
DBFBP 02-21
TO:
AGENCIES ADDRESSED
FROM:
Diana Flagg, Chief
Bureau of State Payrolls
SUBJECT:
DEDUCTION CODE 0514 CONSOLIDATED
Effective immediately, deduction code 0514 for the SEMINOLE BOOSTERS
has become consolidated. The organization will be provided
consolidated information and receive payment directly from the
Department of Banking and Finance. Agencies will receive neither the
miscellaneous deduction warrants nor miscellaneous deduction
registers. Should an employee’s salary warrant with this deduction be
canceled or code 0514 deduction monies need to be otherwise recovered,
agencies and universities will need to contact:
Peggy Bazzle
Seminole Boosters, Inc.
205 Wildwood
Tallahassee, FL 32306
Telephone: (850) 644-3484
Whenever questions arise from either your employees or the payee about
the use of this deduction code, please attempt to resolve these
questions at the agency level.
Should you have any questions, please contact Steve Isted at 850/4109450 or SUNCOM 210-9450.
DF/sh
OFFICE OF THE COMPTROLLER
DEPARTMENT OF BANKING AND FINANCE
STATE OF FLORIDA
TALLAHASSEE
32399-0350
ROBERT F. MILLIGAN
COMPTROLLER OF FLORIDA
August 6, 2002
IN REPLY REFER TO:
DBFBP 02-22
TO:
Agencies Addressed
FROM:
Diana Flagg, Chief
Bureau of State Payrolls
SUBJECT:
On-Demand Payroll System
As you may be aware, a new payroll application called the “OnDemand Payroll System” was developed for the purposes of
processing manual payrolls and salary revolving fund
transactions. This system is currently being used by BOSP, along
with several agencies and universities who have completed the
mandatory training. In the near future, all agencies and
universities will be required to use this new system. Therefore,
we encourage agency and university staff to obtain the necessary
training as soon as possible. The following are important dates
and guidelines regarding system use:
•
Manual Payroll Transactions:
Effective September 16, 2002, BOSP will no longer process
manual payroll transactions for any state agency or
university. Authorized state agency and university
personnel will need to utilize the On-Demand Payroll System
to initiate and process these types of transactions, with
the exception of employee settlement agreements. These must
continue to be submitted according to guidelines in the
Payroll preparation Manual, at
http://www.dbf.state.fl.us/bosp/BOSP_MANUAL.pdf, Volume IV,
Section 13, pages 1 through 10, until further notice.
•
Salary Revolving Fund Calculations and Reimbursements:
Effective November 1, 2002, BOSP will no longer process
salary revolving fund calculations and reimbursement
transactions. Authorized state agency and university
personnel will need to utilize the On-Demand Payroll System
to initiate and process these types of transactions. The
salary revolving fund reimbursement codes will become
inactivated for all payrolls after this date. Therefore,
all revolving fund transactions that are not initiated using
the On-Demand Payroll System will need to be processed prior
to November 1, 2002. The reason for this policy is that the
On-Demand Payroll System cannot be used to process salary
revolving fund reimbursement transactions that were not
calculated by this system.
As a reminder, authorization to use the On-Demand Payroll System
will only be granted to agency and university personnel who have
completed the required BOSP training program. If the appropriate
personnel in your agency/university have not received training or
are not currently signed up to receive upcoming training, please
contact BOSP immediately. We are willing to work with your staff
to accommodate your On-Demand Payroll System training needs. Our
upcoming training schedule is as follows:
Training Location
Dates
Tallahassee, Florida
Gainesville, Florida
August 9, 2002
August 19-20, 2002
All agencies and universities are strongly encouraged to begin
using the On-Demand Payroll System as soon as possible. For
additional information about the On-Demand Payroll System, please
refer to DBFBP 02-10, dated April 8, 2002, which is available at
the following web site: http://www.dbf.state.fl.us/bosp/200210.pdf.
If you should have any questions about this memorandum or want to
inquire about training for the On-Demand Payroll System, please
contact Cindy Langley at (850) 410-9423, SUNCOM 210-9423, email
clangley@mail.dbf.state.fl.us or Jimmy Cox at (850) 410-9447,
SUNCOM 210-9447, email jcox@mail.dbf.state.fl.us.
DF/CL:sh
OFFICE OF THE COMPTROLLER
DEPARTMENT OF BANKING AND FINANCE
STATE OF FLORIDA
TALLAHASSEE
32399-0350
ROBERT F. MILLIGAN
COMPTROLLER OF FLORIDA
August 14, 2002
IN REPLY REFER TO:
DBFBP 02-23
TO:
AGENCIES ADDRESSED
FROM:
Diana Flagg, Chief
Bureau of State Payrolls
SUBJECT:
Criminal Justice Incentive Program (CJIP) Payroll
Modifications and Guidelines
Effective October 9, 2002, this is to inform you that we will be
implementing the following modifications to all CJIP payrolls in order
to prevent ineligible employees from receiving CJIP payments:
1.
All CJIP payments will be dropped whenever an employee’s CJIP
class code is different from their regular salary class code.
The payroll system will generate an error message to a newly
established Fatal Error Report with RDS form ID U**9 (**
represents each agency’s unique identifier), Report Name:
“PCJRELGF”.
2.
All CJIP payments will be dropped whenever an employee has not
not received a regular salary payment in the same month as
their CJIP payment. The payroll system will generate an error
message to the Fatal Error Report as previously stated above.
3.
An audit message will be generated whenever an employee’s CJIP
retirement code does not match their regular salary retirement
code. This audit message will be displayed in a newly
established Audit Error Report with form ID U**8, Report Name:
“PCJRELGA”.
Please note that the payroll system will default to the
employee’s CJIP payment pay cycle of “4” whenever there is a
retirement code mismatch, which may result in withholding tax
being calculated at the current flat tax rate for biweekly
employees.
In order to receive the new CJIP RDS reports, you must have these
reports set-up under your RDS access prior to October 9, 2002.
For those agencies/universities that currently have employee class
code discrepancies between their regular salary payment and CJIP
payment, we will soon be providing a list of these employees. Each
agency/university receiving this discrepancy list is responsible for
for auditing the list and making the necessary changes prior to the
October 9, 2002 CJIP payroll by using the following guidelines:
1.
If you determine that the employee’s correct class code is
eligible for CJIP payments, you will then need to determine
if the employee’s correct class code is currently authorized
on the CJIP payroll. To assist you with this effort, we have
attached a list of the current Class Codes on the CJIP
Authorization File maintained by this office.
2.
If the correct CJIP eligible class code is not on the CJIP
Authorization File, you will need to complete and submit the
attached DBF-BP-CJIP Form to BOSP in order to have this class
code added to the file. The DBF-BP-CJIP Form must be submitted
at least “five” business days prior to the CJIP payroll
processing date and must be signed by the agency head or
designee.
3.
Your agency/university must submit a CJIP
the PC Payment System for either the CJIP
process on September 12, 2002 or the CJIP
process on October 9, 2002 to correct the
master record maintained by the Bureau of
change order, using
payroll scheduled to
payroll scheduled to
employee’s CJIP
State Payrolls (BOSP).
In the future, any agency/university that wants a specific class code
added to the CJIP Authorization File will have to complete the
attached DBF-BP-CJIP Form and submit it to BOSP.
Special Note: We strongly recommend that each impacted agency correct
all of their Class Code discrepancies without delay. As always, BOSP
staff are available to assist you in any way.
If you have any questions about this memorandum, please feel free to
contact Cindy Langley at (850) 410-9423, SUNCOM 210-9423, email
clangley@mail.dbf.state.fl.us or Jimmy Cox at (850) 410-9447, SUNCOM
210-9447, email jcox@mail.dbf.state.fl.us .
DF/CL:sh
Attachments
Criminal Justice Incentive Program (CJIP)
Class Code/Position Number Table Maintenance Request
1. Request class code __________, position number __________, be added to
the CJIP Authorization file.
2.
This officer filling this position has:
(check all that apply)
_____ Completed a Commission-approved Basic Recruit Training
Program;
_____ Has passed the State Officer Certification;
_____ Is employed full-time;
_____ Has FBI and FDLE processed fingerprints on file.
3.
CHECK ALL THAT APPLY:
_____ This employee is a correctional officer with the primary
responsibility of the supervision, protection, care, custody, and
control or investigation, of inmates within a correction
institution.
_____ This employee is a correctional probation officer with the
primary responsibility of the supervision, protection, care,
custody, and control or investigation, of inmates within a
correction institution or the supervision, command, training and
guidance of correctional probation personnel.
_____ This employee is a law enforcement officer who is vested
with the authority to bear arms and make arrests and has the
primary responsibility of preventing and detecting crime or
enforcing the penal, criminal, traffic, or highway laws of the
state or the supervision, training and management of law
enforcement personnel.
4. Pursuant to Section 943.22, Florida Statutes, I certify the above to be
an accurate representation of the duties and responsibilities of:
__________________________
_____________________
(Employee name)
(Employee SSN)
The Agency Head or Designee must sign this form.
___________________________
(Printed Name)
___________________________
(Authorized Signature)
_______________________
(Title)
_____________
(Phone Number)
_______________
(Date)
DBF-BP-CJIP FORM
Class Codes on CJIP Authorization File
DATE: 08/09/2002
CLASS CODE
CLASS CODE CLASS CODE
1961
8039
8631
1962
8040
8726
2603
8045
8923
2606
8046
8974
2608
8047
9242
2609
8061
9340
2724
8236
9398
3628
8237
9525
4398
8238
9526
5256
8239
9527
5257
8240
9602
5258
8242
6004
8256
6275
8327
6288
8363
6291
8383
6661
8390
6662
8452
6663
8512
6664
8515
6665
8517
6666
8518
6900
8519
7570
8520
7738
8521
7787
8522
7858
8524
7918
8525
7957
8526
7962
8527
7972
8528
7974
8530
7975
8532
7983
8534
8003
8539
8005
8540
8011
8541
8013
8572
8015
8575
8016
8580
8017
8581
8026
8584
8028
8590
8029
8593
8036
8613
OFFICE OF THE COMPTROLLER
DEPARTMENT OF BANKING AND FINANCE
STATE OF FLORIDA
TALLAHASSEE
32399-0350
ROBERT F. MILLIGAN
COMPTROLLER OF FLORIDA
August 14, 2002
IN REPLY REFER TO:
DBFBP 02-23
TO:
AGENCIES ADDRESSED
FROM:
Diana Flagg, Chief
Bureau of State Payrolls
SUBJECT:
Criminal Justice Incentive Program (CJIP) Payroll
Modifications and Guidelines
Effective October 9, 2002, this is to inform you that we will be
implementing the following modifications to all CJIP payrolls in order
to prevent ineligible employees from receiving CJIP payments:
1.
All CJIP payments will be dropped whenever an employee’s CJIP
class code is different from their regular salary class code.
The payroll system will generate an error message to a newly
established Fatal Error Report with RDS form ID U**9 (**
represents each agency’s unique identifier), Report Name:
“PCJRELGF”.
2.
All CJIP payments will be dropped whenever an employee has
not received a regular salary payment in the same month as
their CJIP payment. The payroll system will generate an error
message to the Fatal Error Report as previously stated above.
3.
An audit message will be generated whenever an employee’s CJIP
retirement code does not match their regular salary retirement
code. This audit message will be displayed in a newly
established Audit Error Report with form ID U**8, Report Name:
“PCJRELGA”.
Please note that the payroll system will default to the
employee’s CJIP payment pay cycle of “4” whenever there is a
retirement code mismatch, which may result in withholding tax
being calculated at the current flat tax rate for biweekly
employees.
In order to receive the new CJIP RDS reports, you must have these
reports set-up under your RDS access prior to October 9, 2002.
For those agencies/universities that currently have employee class
code discrepancies between their regular salary payment and CJIP
payment, we will soon be providing a list of these employees. Each
agency/university receiving this discrepancy list is responsible for
for auditing the list and making the necessary changes prior to the
October 9, 2002 CJIP payroll by using the following guidelines:
1.
If you determine that the employee’s correct class code is
eligible for CJIP payments, you will then need to determine
if the employee’s correct class code is currently authorized
on the CJIP payroll. To assist you with this effort, we have
attached a list of the current Class Codes on the CJIP
Authorization File maintained by this office.
2.
If the correct CJIP eligible class code is not on the CJIP
Authorization File, you will need to complete and submit the
attached DBF-BP-CJIP Form to BOSP in order to have this class
code added to the file. The DBF-BP-CJIP Form must be submitted
at least “five” business days prior to the CJIP payroll
processing date and must be signed by the agency head or
designee.
3.
Your agency/university must submit a CJIP
the PC Payment System for either the CJIP
process on September 12, 2002 or the CJIP
process on October 9, 2002 to correct the
master record maintained by the Bureau of
change order, using
payroll scheduled to
payroll scheduled to
employee’s CJIP
State Payrolls (BOSP).
In the future, any agency/university that wants a specific class code
added to the CJIP Authorization File will have to complete the
attached DBF-BP-CJIP Form and submit it to BOSP.
Special Note: We strongly recommend that each impacted agency correct
all of their Class Code discrepancies without delay. As always, BOSP
staff are available to assist you in any way.
If you have any questions about this memorandum, please feel free to
contact Cindy Langley at (850) 410-9423, SUNCOM 210-9423, email
clangley@mail.dbf.state.fl.us or Jimmy Cox at (850) 410-9447, SUNCOM
210-9447, email jcox@mail.dbf.state.fl.us .
DF/CL:sh
Attachments
Criminal Justice Incentive Program (CJIP)
Class Code/Position Number Table Maintenance Request
1. Request class code __________, position number __________, be added to
the CJIP Authorization file.
2.
This officer filling this position has:
(check all that apply)
_____ Completed a Commission-approved Basic Recruit Training
Program;
_____ Has passed the State Officer Certification;
_____ Is employed full-time;
_____ Has FBI and FDLE processed fingerprints on file.
3.
CHECK ALL THAT APPLY:
_____ This employee is a correctional officer with the primary
responsibility of the supervision, protection, care, custody, and
control or investigation, of inmates within a correction
institution.
_____ This employee is a correctional probation officer with the
primary responsibility of the supervision, protection, care,
custody, and control or investigation, of inmates within a
correction institution or the supervision, command, training and
guidance of correctional probation personnel.
_____ This employee is a law enforcement officer who is vested
with the authority to bear arms and make arrests and has the
primary responsibility of preventing and detecting crime or
enforcing the penal, criminal, traffic, or highway laws of the
state or the supervision, training and management of law
enforcement personnel.
4. Pursuant to Section 943.22, Florida Statutes, I certify the above to be
an accurate representation of the duties and responsibilities of:
__________________________
_____________________
(Employee name)
(Employee SSN)
The Agency Head or Designee must sign this form.
___________________________
(Printed Name)
___________________________
(Authorized Signature)
_______________________
(Title)
_____________
(Phone Number)
_______________
(Date)
DBF-BP-CJIP FORM
Class Codes on CJIP Authorization File
DATE: 08/09/2002
CLASS CODE
CLASS CODE CLASS CODE
1961
8039
8631
1962
8040
8726
2603
8045
8923
2606
8046
8974
2608
8047
9242
2609
8061
9340
2724
8236
9398
3628
8237
9525
4398
8238
9526
5256
8239
9527
5257
8240
9602
5258
8242
6004
8256
6275
8327
6288
8363
6291
8383
6661
8390
6662
8452
6663
8512
6664
8515
6665
8517
6666
8518
6900
8519
7570
8520
7738
8521
7787
8522
7858
8524
7918
8525
7957
8526
7962
8527
7972
8528
7974
8530
7975
8532
7983
8534
8003
8539
8005
8540
8011
8541
8013
8572
8015
8575
8016
8580
8017
8581
8026
8584
8028
8590
8029
8593
8036
8613
OFFICE OF THE COMPTROLLER
DEPARTMENT OF BANKING AND FINANCE
STATE OF FLORIDA
TALLAHASSEE
32399-0350
ROBERT F. MILLIGAN
COMPTROLLER OF FLORIDA
September 17, 2002
IN REPLY REFER TO:
DBFBP 02-24
TO:
AGENCIES ADDRESSED
FROM:
John Bennett, Chief
Bureau of State Payrolls
SUBJECT:
Important Reminder Regarding Criminal Justice Incentive Program
(CJIP) Payments
As described in our DBFBP 02-23 Memorandum dated August 14, 2002, the Bureau
of State Payrolls will be implementing significant payroll modifications to
all future CJIP Payrolls effective October 9, 2002. The following is a brief
summary of the changes:
•
All CJIP payments will be dropped whenever an employee’s CJIP class
code is different from their regular salary class code.
•
All CJIP payments will be dropped whenever an employee has not received
a regular salary payment in the same month as their CJIP payment.
•
An audit message will be generated whenever an employee’s CJIP
retirement code does not match their regular salary retirement code.
Please note that it is not our desire to prevent eligible employees from
receiving their CJIP payments and we have been working closely with all the
agencies and universities who still have some class code discrepancies that
need to be fixed.
Each agency and university is strongly encouraged to refer to the guidance in
the above stated memorandum (DBFBP 02-23) at
http://www.dbf.state.fl.us/bosp/dbfbpmemos_2002.html and to take necessary
corrective actions without delay.
Special Note: Agencies will have to contact the Bureau of State Payrolls to
process any retroactive CJIP payments dating back more than 12 calendar
months as a result of our CJIP payroll modifications.
If you have any questions about this memorandum, please do not hesitate to
contact Cindy Langley at (850) 410-9423, SUNCOM 210-9423, email
clangley@mail.dbf.state.fl.us or Yvette McCullough at (850) 410-9449, SUNCOM
210-9449, email ymccullough@mail.dbf.state.fl.us .
JC/JB:sd
OFFICE OF THE COMPTROLLER
DEPARTMENT OF BANKING AND FINANCE
STATE OF FLORIDA
TALLAHASSEE
32399-0350
ROBERT F. MILLIGAN
COMPTROLLER OF FLORIDA
October 17, 2002
IN REPLY REFER TO:
DBFBP 02-25
TO:
Agencies Addressed
FROM:
John Bennett, Chief
Bureau of State Payrolls
SUBJECT:
Canadian Province Code Required on W-4 Records
This is to inform you that new Federal requirements related to
1042-S reporting require us to capture province codes for employees
who are Canadian residents. As a result, effective October 21,
2002, the W-4 MAINTENANCE MENU screen will be modified to
facilitate collection of province codes. The following instructions
are being provided to assist you in this process:
A valid Province Code must be entered in the DIVISION
CODE field on the W-4 MAINTENANCE MENU when entering
excluded employment (of W-4 Type 8 or 9) for Canadian
residents. Valid Province Codes are listed in the
DIRECTORY MAINTENANCE MENU (DM), which can be accessed
from the PAYROLL MAIN MENU. From the DIRECTORY
MAINTENANCE MENU, select PAD to display valid Canadian
Province Codes.
If you have any questions about this new requirement, please feel
free to contact Pattsy Burgess at (850)410-9435, Suncom 210-9435,
or by email at pburgess@mail.dbf.state.fl.us, or Anna Gray at (850)
410-9305, Suncom 210-9305 or by email at
agray@mail.dbf.state.fl.us.
OFFICE OF THE COMPTROLLER
DEPARTMENT OF BANKING AND FINANCE
STATE OF FLORIDA
TALLAHASSEE
32399-0350
ROBERT F. MILLIGAN
COMPTROLLER OF FLORIDA
October 21, 2002
IN REPLY REFER TO:
DBFBP 02-26
TO:
Agencies Addressed
FROM:
John Bennett, Chief
Bureau of State Payrolls
SUBJECT:
Additional Information Regarding Canadian Province
Codes Required on W-4 Records
We recently sent out DBFBP 02-25 Memorandum dated October 17, 2002
that informed you of new Federal requirements related to 1042-S
reporting that require us to capture province codes for employees
who are Canadian residents. For clarification purposes, the
following additional information is being provided:
•
We need to capture province codes for individuals who are
Canadian residents.
An individual means any employee,
independent contractor, student or other Canadian resident
receiving monies from the State of Florida and its
agencies and/or universities.
•
Province codes only apply to Canadian resident individuals
who are reported through the payroll and voucher systems.
As a friendly reminder, effective October 21, 2002, the W-4
MAINTENANCE MENU screen has been modified to facilitate
collection of province codes. Please refer to our DBFBP 02-25
Memorandum dated October 17, 2002 for processing instructions.
This memorandum is also located at our website:
http://www.dbf.state.fl.us/bosp/bsp.html.
Should you have any questions, please feel free to contact Pattsy
Burgess at (850)410-9435, Suncom 210-9435, or by email at
pburgess@mail.dbf.state.fl.us.
OFFICE OF THE COMPTROLLER
DEPARTMENT OF BANKING AND FINANCE
STATE OF FLORIDA
ROBERT F. MILLIGAN
COMPTROLLER OF FLORIDA
TALLAHASSEE
32399-0350
October 24, 2002
IN REPLY REFER TO:
DBFBP 02-27
TO:
Agencies Addressed
FROM:
John Bennett, Chief
Bureau of State Payrolls
SUBJECT:
Additional On-Demand Payroll System Guidance
This is to inform you of some important dates and information
regarding the On-Demand Payroll System. The following guidance
applies:
•
Effective November 1, 2002, all revolving fund transactions must
be processed through the On-Demand Payroll System and all
revolving fund codes will be inactivated for use on the Biweekly,
Supplemental and Monthly Payrolls. Agencies and universities
should ensure that all revolving fund transactions, which are not
initiated using the On-Demand Payroll System, are reimbursed
through the normal payroll process no later than the Biweekly
payroll scheduled to process on October 28, 2002. For additional
information on Revolving Fund regulations, please refer to
Chapter 3A-31.226, F.A.C., titled “Wage Payments from Revolving
Funds”.
Special Note: Due to tax changes scheduled to take effect on
January 1, 2003, agencies will not be able to recalculate a 2002
revolving fund reimbursement in calendar year 2003. All agencies
should ensure that revolving fund payments are reimbursed in the
calendar year the revolving fund payment is issued to the
employee.
•
Under Federal requirements, all tax-deferrals must be at the
appropriate provider by December 31, 2002. In an effort to
comply with this requirement, the On-Demand Payroll System will
not allow input or approval of any transaction with a tax
deferred annuity deduction (deduction codes 0001-0040) or
deferred compensation deduction (deduction code 0041) after 5:00
p.m. on December 27, 2002. All unapproved On-Demand transactions
containing any of these deductions will be deleted after 5:00
p.m. on this day.
•
Due to end of year processing constraints, the last OnDemand Payroll impacting calendar year 2002 reporting will
be processed on December 30, 2002. All outstanding
unapproved On-Demand transactions will be deleted after 5:00
p.m. on December 30, 2002.
•
Agencies and universities will be allowed to add On-Demand
Payroll records from December 31, 2002 through January 3,
2003; however, they will not be allowed to process any
transactions through salary calculate or approval until
January 6, 2003, which is when the first On-Demand Payroll
is scheduled to be processed in 2003.
•
The On-Demand Payroll processed on December 30th, 2002 will
be warrant dated for December 31, 2002 and will be a warrant
only payroll.
Important Note: In the
be changing the current
Program (CJIP) payments
System. The new record
should make appropriate
code.
near future, the Bureau of State Payrolls will
Record code for Criminal Justice Incentive
processed through the On-Demand Payroll
code will be O-372. Agencies and universities
file changes to accommodate this new record
For additional information about the On-Demand Payroll System, please
refer to DBFBP 02-10 dated April 8, 2002 and DBFBP 02-22 dated August
6, 2002, which are available at the following web site:
http://www.dbf.state.fl.us/bosp/dbfbpmemos_2002.html.
Should you or your staff have any questions about this memorandum,
please feel free to contact Yvette McCullough at 850-410-9449, SUNCOM
210-9449, email ymccullough@mail.dbf.state.fl.us, or Cindy Langley at
850-410-9423, SUNCOM 210-9423, email clangley@mail.dbf.state.fl.us.
JB/CL/jc:sd
OFFICE OF THE COMPTROLLER
DEPARTMENT OF BANKING AND FINANCE
STATE OF FLORIDA
ROBERT F. MILLIGAN
COMPTROLLER OF FLORIDA
TALLAHASSEE
32399-0350
October 25, 2002
IN REPLY REFER TO
DBFBP 02-28
TO:
Agencies Addressed
FROM:
John Bennett,Chief
Bureau of State Payrolls
SUBJECT:
Payroll Processing Guidance for the 24-Hour December Annual
Leave Payouts for Career Service Employees
Each December, a permanent career service employee shall be entitled,
subject to available funds, to a payout of up to 24 hours of unused
annual leave in accordance with F.A.C. 60L-34.0041(4)(b) and F.S.
110.219(7). The following limitations apply for employees to be
eligible for these payments:
1.
After the payout, the employee’s annual leave balance must
be at least twenty-four hours.
2.
The cumulative payout shall not exceed the lifetime maximum
allowed (240 hours) as described in Chapter 60L34.0041(6)(a), Florida Administrative Code.
3.
The employee must have been continuously employed by the
State of Florida for at least twelve months or will have
twelve months of continuous service on or before December 1,
2002.
In order to process these 24-Hour annual leave payouts, the Bureau of
State Payrolls (BOSP) is providing the following guidance:
•
BOSP has established the Appointment Status Code “CS” to identify
these payments. Agencies may submit these payments using the
P.C. Payment System or the COPES nonrecurring system, using key
code 24 with appointment status code “CS” on a Biweekly, Monthly
or Supplemental Payroll dated in December 2002.
•
Agencies should be aware that both the P.C. Payment System and
the COPES nonrecurring (ALL OTHER NONRECURRING line on the N/R
menu) system will convert key code 24 to key code 31 for
processing through the payroll system, however agencies must
input key code 24.
•
Agencies will be notified by BOSP when the updated version of the
P.C. Payment System is available, which will allow processing of
these payments. Release of this new version is not expected
until the latter part of November 2002. Once released, it will
be included in Volume IV, Section 7 of the Payroll Preparation
Manual.
•
Agencies may also submit these payments through the On-Demand
Payroll System using Earnings Code 9108, with appointment status
code “CS”.
•
In all cases, agencies must submit these payments with
appointment status code “CS”.
•
Tax withholding calculations on these payments will be performed
using the procedures for “Supplemental Wages Payments” as
described in Volume IV, Section 3, Page 4, of the Payroll
Preparation Manual. The Payroll Preparation Manual is available
at the following web site:
http://www.dbf.state.fl.us/BOSP/BSP.html.
•
The payroll return file (F0013) will contain earnings code 9108
(Annual Leave) with appointment status code “CS”. Agencies
should ensure that necessary changes are made to accommodate the
use of appointment status code “CS”.
For your convenience, the payroll processing dates for December 2002
are:
December
December
December
December
December
December
3, 2002
9, 2002
17, 2002
20, 2002
23, 2002
26, 2002
Supplemental Processing
Biweekly Processing
Supplemental Processing
Biweekly Processing
Monthly Processing
Supplemental Processing
Special Note: The On-Demand Payroll is scheduled to be processed
daily in December except on Christmas day, weekends, and December 31,
2002.
Should you or your staff have any questions, please feel free to
contact Yvette McCullough at 850-410-9449, SUNCOM 210-9449, or e-mail:
ymccullough@mail.dbf.state.fl.us or Cindy Langley at 850-410-9423,
SUNCOM 210-9423, or e-mail: clangley@mail.dbf.state.fl.us.
JB/YM/jc:sd
OFFICE OF THE COMPTROLLER
DEPARTMENT OF BANKING AND FINANCE
STATE OF FLORIDA
TALLAHASSEE
32399-0350
ROBERT F. MILLIGAN
COMPTROLLER OF FLORIDA
November 5, 2002
IN REPLY REFER TO:
DBFBP 02-29
TO:
Agencies Addressed
FROM:
John Bennett, Chief
Bureau of State Payrolls
SUBJECT:
Earned Income Credit Advance Payment Certificate Expiration
This is to inform you that Earned Income Credit Advance Payment Certificates
(Form W-5) for 2002 will expire on December 31, 2002. This includes any W-5
forms for 2002 that are input between now and the end of this calendar year.
Additional guidance follows:
•
Agency payroll report PW4RYX05 (RDS Form ID Q**W)lists your employees
who have a W-5 that will expire on December 31, 2002. This report is
available through the Report Distribution System (RDS). If you need
assistance in viewing or printing your report, you will need to contact
your agency's RDS administrator.
•
Employees who are eligible to file for calendar year 2003 must complete
a new W-5 Form. In order to continue uninterrupted participation, a new
2003 W-5 Form must be entered in the W-4 subsystem no later than 5:00
P.M. on January 3, 2003. However, we caution against entering W-5’s for
2003 prior to the last two weeks in December. Year 2003 W-5’s that are
entered into the system this calendar year will remain pending records
until updated by the system on January 2, 2003. This will prevent you
from entering any W-4 changes until after the pending record has been
updated on January 2, 2003. Please refer to Volume V, Section 3 of the
Payroll Preparation Manual for procedures.
•
We anticipate 2003 W-5 Forms being available from the Internal Revenue
Service (IRS) some time in November 2002. You will be able to obtain W-5
Forms by calling the IRS toll-free number (1-800-829-3676) or by
accessing the IRS website http://www.irs.gov. You are encouraged to
maintain a supply of W-5 Forms for your employees.
Should you have any questions regarding this memo, please call Pattsy Burgess
at (850) 410-9435, SUNCOM 210-9435, or email at pburgess@mail.dbf.state.fl.us.
JB/PB:sd
OFFICE OF THE COMPTROLLER
DEPARTMENT OF BANKING AND FINANCE
STATE OF FLORIDA
TALLAHASSEE
32399-0350
ROBERT F. MILLIGAN
COMPTROLLER OF FLORIDA
November 13, 2002
IN REPLY REFER TO:
DBFBP 02-30
TO:
Agencies Addressed
FROM:
John Bennett, Chief
Bureau of State Payrolls
SUBJECT:
CALENDAR YEAR END INFORMATION
The following payroll related information is provided to assist agencies in
complying with the calendar year end reporting and processing schedule.
Information concerning upcoming payroll changes and activities is included.
Vehicle Fringe Benefit Reporting
The deadline for reporting vehicle fringe benefits for November 1, 2001
through October 31, 2002 is December 30, 2002. Vehicle fringe benefits must be
reported utilizing the non-cash adjustments on-line system. Agencies
collecting FICA taxes through the payroll process in December should exercise
care to ensure that the values are entered and approved prior to the
processing of their agency’s last payroll of the year. Any on-line
adjustments entered after the last payroll for 2002 has processed, or
adjustments by agencies that elect to pay FICA taxes from their FLAIR
accounts, must be entered and approved in the on-line system by 5:00 p.m. on
December 30, 2002 in order to be considered as 2002 business. This is the
date of the last cancellation and adjustment run of the year. Any reported
benefits entered into the on-line system after that date will result in the
affected employee receiving a corrected Form W-2 (W-2c) for calendar year
2002.
Instructions for completing on-line non-cash adjustments are found in Volume
V, Section 7, of the Payroll Preparation Manual. Questions regarding this
issue should be directed to Pattsy Burgess, 850/410-9435, SUNCOM 210-9435 or
e-mail at pburgess@mail.dbf.state.fl.us.
Elected officials and employees whose calendar year 2002 compensation is
greater than $121,600 are not eligible to use the commuting valuation method.
Instead, they must use the Annual Lease Value Table. Please note the fouryear recalculation requirement when using the Annual Lease Value Table.
Please refer to Volume VI, Section 3, of the Payroll Preparation Manual for
instructions.
Moving Expenses
Comptroller’s Memorandum No. 1 (1998-99) and Payroll Preparation Manual,
Volume VI, Section 3, contain information regarding the Federal tax and
reporting requirements applicable to payments or reimbursements for employee
moving expenses.
1
Forms W-2 & 1042-S Distribution
Original Forms W-2 and Information Statements for calendar year 2002 will be
distributed in all agencies by January 17, 2003. The design of the Form W-2
has not changed from last year. The dimension of the form and the address
placement are the same as last year’s Form W-2. The envelopes for mailing W-2
Forms to employees can be purchased using state commodity #310-420-723-0160.
The alpha list of original W-2s will ONLY be available to the agencies in RDS.
The RDS Form ID is U**6 (**represents your agency ID). RDS administrators
should establish this report for all necessary personnel before January 9,
2003. Information about the Report Distribution System is located in Volume
VIII, Section 2, of the Payroll Preparation Manual.
Original Forms 1042-S for nonresident aliens will be distributed to all
agencies no later than March 7, 2003. The design of the Form 1042-S has not
changed from last year.
Cancellations and Adjustments
All cancellations and adjustments made to year 2002 earnings must be added and
approved in the on-line system by 5:00 p.m. on December 30, 2002 in order to
be considered as 2002 business for W-2 production and withholding tax
restoration. There will be at least a 4-month delay in restoration of
withholding tax for any adjustments processed after December 30, 2002.
No adjustments will be permitted to be inputted or processed from December 31,
2002 through January 3, 2003.
Any cancellations and adjustments made to year 2002 earnings that are approved
after December 30, 2002 will result in the issuance of a W-2c Form.
Cancellations and adjustments entered and approved on January 6-8, 2003 will
result in the message “Employee: Please Hold for W-2c" being printed on the
employee’s original W-2 Form. Any employee receiving a W-2 Form with this
message should refrain from filing a tax return until the W-2c Form is
received. Adjustments processed after January 8, 2003 will generate a W-2c
Form. However, original 2002 W-2 Forms will not display a message.
W-2c Forms resulting from adjustments processed on January 6-8, 2003 will be
mailed directly to affected employees at their home address. However,
agencies will be contacted if the mailing information on file is insufficient.
W-2c Forms initiated after January 8, 2003 may be mailed directly to the
affected employees by the Bureau of State Payrolls or distributed to the
employing State agencies.
FICA Tax Changes
The Social Security wage base will increase from $84,900 to $87,000 in year
2003. The Social Security tax rate will remain at 6.2% for both employee and
employer contributions. The Medicare tax rate of 1.45% for both employee and
employer will also remain the same.
Refund For Overpayment of Salary
Agencies must enter the refund information into the system by December 30,
2002 in order for the system to calculate the correct withholding tax for the
net refund. Employees must repay the net refund by December 31, 2002. In
addition, the records must be approved by 5:00 p.m. on January 7, 2003. All
records entered into the system on or before December 30, 2002 and not
2
approved by January 7, 2003 will be deleted. Records entered after December
30 with year 2002 warrant dates will not have withholding tax or W-2 Gross
adjusted. Information concerning the processing of salary refunds can be
found in Volume V, Section 6, of the Payroll Preparation Manual.
On-Demand Payroll and Revolving Fund Reimbursements
All revolving Fund payments for wages made to employees in calendar year 2002
must be calculated and reimbursed in year 2002 utilizing the On-Demand Payroll
System. All transactions in the On-Demand system must be approved by 5:00
P.M. on December 30, 2002 to be considered as 2002 business. On-Demand
transactions not approved by this time will be purged from the On-Demand
system.
It is federally required that all tax-deferrals be at the provider by December
31, 2002. As a result, the On-Demand system will not allow input or approval
of a transaction with an annuity deduction or a deferred compensation
deduction after December 27, 2002.
If a revolving fund transaction is not reimbursed in the same calendar year as
the payment to the employee, an incorrect W-2 Form will be created
necessitating the issuance of a W-2c Form. In addition, the unapproved OnDemand revolving fund reimbursement transaction will be deleted after 5:00
P.M. on December 30, 2002. Note that revolving fund payments can only be
reimbursed through the On-Demand Payroll System for the exact amount
calculated by the On-Demand Payroll System in the calendar year the Revolving
Fund was paid to the employee. In addition, note that due to tax changes,
which take effect on January 1, 2003, agencies will not be able to recalculate
a 2002 revolving fund reimbursement in calendar year 2003. For additional
information on Revolving Fund regulations, please refer to Chapter 3A-31.226,
Florida Administrative Code, titled “Wage Payments from Revolving Funds".
Please also refer to DBFBP Memo 02-27 for additional information.
Duplicate Forms W-2, W-2c and 1042-S
The last day in 2002 that 1999, 2000, or 2001 duplicate Forms
W-2, W-2c and 1042-S will be available via the on-line request system will be
December 30, 2002. Duplicate 2000, 2001, and 2002 Forms W-2 and W-2c should
be available via the on-line request system by January 21, 2003 or shortly
thereafter. Duplicate 2000, 2001, 2002, and 1042-S Forms should be available
via the on-line request system in March 2003.
Taxable Tuition Waivers and Taxable Education Assistance
Taxable tuition waivers and education assistance must be reported in the
current calendar year utilizing the non-cash adjustments on-line system.
Agencies collecting FICA taxes through the payroll process in December 2002
should exercise care to ensure that the values are entered and approved prior
to processing the last payroll of the year. Agencies electing to pay FICA
taxes from their FLAIR account, or on-line adjustments entered after the last
payroll for 2002 has processed, must enter and approve the transaction by
December 30, 2002 (the last daily cancellation and adjustment run of the
year). Instructions for completing on-line non-cash adjustments are located
in Volume V, Section 7, of the Payroll Preparation Manual. Information
concerning the reporting of taxable tuition waivers is located in Volume VI,
Section 3, of the Payroll Preparation Manual.
Nonresident Alien Non-Cash Scholarships
3
For nonresident aliens, the Internal Revenue Service requires that all U.S.
sources of non-qualified scholarships, fellowships, grants, and financial aid
be reported on IRS Form 1042-S. The IRS may assess interest and penalties on
items not timely reported. Agencies should report non-cash scholarships,
using the on-line non-cash adjustment system, by December 30, 2002 for
calendar year 2002. Before entering the adjustment, you must ensure that the
scholarship recipient has a W-4 form. Instructions for entering these types
of payments into the system are located in Volume V, Section 3, of the Payroll
Preparation Manual. In addition, the non-cash adjustment system will collect
the withholding taxes from the FLAIR account code entered with the
transaction.
State Income Taxes – Intercept 2002 W-2s
Agencies electing to provide payroll deductions for state income tax
withholding for its employees must assume the remitting and reporting
responsibilities. This includes the responsibility for adding the state
income tax amount and state identification number to each affected W-2. To
assist agencies with their responsibilities, the BOSP will provide in early
January 2003 an agency report that lists employees having these deductions and
the amounts deducted. Questions should be directed to Ernest Thompson,
850/410-9432, SUNCOM 210-9432, e-mail ethompso@mail.dbf.state.fl.us.
General Information Only
On January 7, 2003, the Department of Insurance and the Department of Banking
and Finance will merge and become the Department of Financial services.
If there are any questions concerning this Calendar Year End information
memorandum, please do not hesitate to contact our office at 850-410-9416 or
SUNCOM 210-9416.
JB/et/jc/pb:sh
4
OFFICE OF THE COMPTROLLER
DEPARTMENT OF BANKING AND FINANCE
STATE OF FLORIDA
TALLAHASSEE
32399-0350
ROBERT F. MILLIGAN
COMPTROLLER OF FLORIDA
December 9, 2002
IN REPLY REFER TO:
DBFBP 02-31
TO:
Agencies Addressed
FROM:
John Bennett, Chief
Bureau of State Payrolls
SUBJECT:
Enhanced W-4 Edits
Due to Federal reporting requirements, the Bureau of State
Payrolls (BOSP) has implemented some new system edits in the W-4
system. These edits will go into effect December 10, 2002 and
will apply when adding or revising W-4 records. The following
guidance is provided to assist you in processing W-4 records:
•
FIRST NAME: This is a required field and will accept only
alpha and numeric characters, hyphens (-), periods (.) and
blank spaces. However, a blank will not be allowed in the
first space. If you input anything other than the allowed
characters, you will get an on-screen error message
requiring you to correct the entry.
•
LAST NAME: This is a required field and will accept only
alpha and numeric characters, hyphens (-), periods (.),
commas (,) and blank spaces. However, a blank will not be
allowed in the first space. If you input anything other than
the allowed characters, you will get an on-screen error
message requiring you to correct the entry.
•
ADDRESS (street): This is a required field and the system
will not allow all blanks. If you leave the field totally
blank, you will get an on-screen error message requiring you
to enter data in the address field.
•
CITY: This is a required field and will accept only alpha
characters and blank spaces. However, a blank will not be
allowed in the first space. If you input anything other than
the allowed characters, you will get an on-screen error
message requiring you to correct the entry.
•
The ST (state) and FOREIGN COUNTRY fields are mutually
exclusive. The system will not allow you to enter data in
both of the fields. Input that is allowed in the ZIP field
is determined by whether you enter data in the ST or in the
FOREIGN COUNTRY field.
•
ST (state): When information is input in this field, you
will be allowed to input only numeric characters in the
nine-character ZIP field. None of the first five characters
of ZIP can be blank and they all cannot be zeros. The last
four characters can be blank but you cannot input all zeros.
If you input invalid entries, you will get an on-screen
error message requiring you to correct the entry.
If you input an incorrect numeric zip code for a United
States address with an address, city and state relationship
that is valid for U.S. postal purposes, the system will
automatically replace the incorrect zip code with the
correct number. In addition, you will get an on-screen
message informing you of the change. When the system
corrects the zip code for a location that is assigned only a
five-character zip code, all zeros will be placed in the
last four spaces of ZIP. This is the only situation in which
the system will accept all zeros in the last four spaces of
ZIP.
•
FOREIGN COUNTRY: when information is input in this field,
you will be allowed to input only alpha and numeric
characters and blank spaces in the ZIP field. A blank will
not be accepted in the first space. If you input invalid
entries, you will get an on-screen error message requiring
you to correct the entry. Note: incorrect foreign zip codes
cannot be corrected by the system.
If you have any questions, please feel free to contact Pattsy
Burgess at(850)410-9435, Suncom 210-9435, or by email at
pburgess@mail.dbf.state.fl.us, or Anna Gray at (850) 410-9305,
Suncom 210-9305 or by email at agray@mail.dbf.state.fl.us.
JB/PB:sd
OFFICE OF THE COMPTROLLER
DEPARTMENT OF BANKING AND FINANCE
STATE OF FLORIDA
TALLAHASSEE
32399-0350
ROBERT F. MILLIGAN
COMPTROLLER OF FLORIDA
December 11, 2002
IN REPLY REFER TO:
DBFBP 02-32
TO:
Agencies Addressed
FROM:
John Bennett, Chief
Bureau of State Payrolls
SUBJECT: Excluded Employment Expiration (Form DBF-BP-5)
Reduction or Exemption from Withholding Reminder
Certain types of income are either exempt from federal
withholding or eligible for reduced withholding under the
Internal Revenue Code or income tax treaties. The Internal
Revenue Service requires that most exemptions from withholding
are only valid for one year and must be renewed each year.
Agency payroll report PW4RYX06 (RDS Form ID Q**X) lists your
employees having an Excluded Employment Withholding Exemption
(Form DBF-BP-5) that will expire on December 31, 2002. The
report lists only those employees that have been paid since July
1, 2002. This report is available through the Report
Distribution System (RDS). If you need assistance in viewing or
printing your report, please contact your agency’s RDS
administrator.
Eligible employees may claim the exemption for year 2003 by
completing a new Form DBF-BP-5. This form is available on the
web at http://www.dbf.state.fl.us/bosp/links/BP-05.xls. In order
to continue uninterrupted exemption from withholding, agencies
must enter a new Form DBF-BP-5 into the W-4 subsystem no later
than 5:00 P.M. on January 3, 2003. We caution against entering
records for year 2003 prior to the last two weeks in December.
This is because these pending records will prevent you from
entering W-4 changes for these employees until the system is
updated on January 2, 2003. Please refer to Volume V, Section 3,
of the Payroll Preparation Manual for procedures.
Agencies and universities are responsible for monitoring the
residency status of employees and the time limitations under
income tax treaties. When an employee is no longer eligible for
the exemption from withholding, the W-4 system should be updated
as soon as possible. Please refer to Volume V, Section 3, of the
Payroll Preparation Manual for procedures.
Agencies and universities should also review the records of
employees that are exempt from Social Security and Medicare to
ensure they still meet the eligibility requirements under the
Internal Revenue Code. These employees should be coded with a
non-contributory retirement code.
If you have any questions concerning the input of these forms,
please contact Pattsy Burgess at (850)410-9435, SUNCOM 210-9435,
or email pburgess@mail.dbf.state.fl.us. If you have questions
concerning the taxation of nonresident aliens, please contact
Elda Quijano at 850-410-9448, SUNCOM 210-9448, or email at
equijano@mail.dbf.state.fl.us.
JB/EQ:sd
OFFICE OF THE COMPTROLLER
DEPARTMENT OF BANKING AND FINANCE
STATE OF FLORIDA
TALLAHASSEE
32399-0350
ROBERT F. MILLIGAN
COMPTROLLER OF FLORIDA
December 23, 2002
IN REPLY REFER TO:
DBFBP 02-33
TO:
Agencies Addressed
FROM:
John Bennett, Chief
Bureau of State Payrolls
SUBJECT:
State Employee Tuition Waiver Program
In accordance with Section 1009.265, Florida Statutes, and the
2002-2003 General Appropriations Act, a new Tuition Waiver Program for
state employees will take effect on January 7, 2003. The new law
provides that full-time state employees (excluding employees of the
state universities) may receive waivers of tuition and fees at either
a state university or community college, for up to six credit hours
per term, for courses taken on a space available basis. Employee
participation in this educational assistance program is subject to
approval by the agency head or the equivalent.
This new law also directs the Office of the Comptroller to cooperate
with the community colleges and universities on identifying and
implementing ways to ease the administrative burden on the educational
institutions, including employment verification. To this end, we have
been focusing our efforts on the development of a web-based employee
verification tool that allows the community colleges and universities
to ascertain via the state payroll system whether an employee is fulltime and receiving regular salary/wages from a state agency. Although
designed for educational institutions to use at their discretion,
state agencies and employees will also have access to this on-line
tool as needed. Please find attached an overview of the tool.
If you have any questions about the employment verification process or
general questions about the new law, please contact Anna Gray at
(850)410-9305/Suncom 210-9305 or email agray@mail.dbf.state.fl.us.
JB/AG:sd
cc:
Cherri Harper, HRM Director, DMS
Attachment
Attachment
OVERVIEW OF TUITION WAIVER EMPLOYMENT VERIFICATION TOOL
AUTHORITY
Section 1009.265, F.S. and General Appropriations Act
ACCESS
The website for this tool is http://flair.dbf.state.fl.us/ .
USERS
Universities & Community Colleges
State Employees
Employing Agencies
INFORMATION NEEDED TO ACCESS THE TOOL
•
Educational Institutions/Agencies: User ID and Password, to be assigned by Department
of Banking & Finance (Effective January 7, 2003, the Department of Financial Services).
The Bureau of State Payrolls must be contacted via business email at
tuition_waiver@mail.dbf.state.fl.us to request a user ID and Password for individual
institutions and agencies.
•
Employees: SSN and the Personal Identification Number (PIN) that they currently use to
access their own earnings statement on the web. If an employee is not currently
registered to view their own earnings statement/W-4 File Information, they may do so at
https://flair.dbf.state.fl.us/dispub/employees.htm.
INFORMATION NEEDED TO USE THE TOOL
•
Employee’s social security number (SSN)
The SSN provides the necessary interface to the salary detail information from which
the system is able to ascertain if the employment criteria (i.e., regular salary and 1.0
FTE) are met.
In the event that the SSN that is entered is incorrect, false, or does not appear in the
database, a screen message will indicate that verification was not successful.
•
Employee’s name, pursuant to his/her federal withholding certificate (Form W-4)
maintained by the State Payroll System.
In the event that the name that is entered does not correspond to the SSN in the
W-4 File or it does not match the name in the W-4 File, a screen message will
indicate that verification was not successful. The last name must be entered exactly
as it appears on the W-4 File, including suffixes, punctuation marks and spaces.
If a university or college is unable to verify employment, possibly due to a name
discrepancy, the employing agency should be contacted for assistance.
Page 1 of 2
Attachment
Employees who desire to confirm their own name as it appears on the W-4 File will
be able to do so by clicking on a link that connects them to the W-4 File on the web.
This is a secure site that only employees may access using their personal password.
(Note: Employees who have never accessed on-line viewing/printing of their
earnings statements (pay stub) or W-4 File may register to do so at
http://flair.dbf.state.fl.us/. Universities and agencies are not authorized to register
employees).
SUCCESSFUL VERIFICATION
When the SSN and name are entered exactly as it appears on the W-4, a “successful” verification
message will appear if there was a regular salary wage payment made during the preceding 31
calendar days and the associated salary detail indicates a 1.00 FTE appointment. Verification
will be available for all employees of the executive, legislative, and judicial branches, excluding
university employees who are not covered by Section 1009.265, F.S.
UNSUCCESSFUL VERIFICATION
The tool will not successfully verify employment if either the SSN or name do not match
information on the W-4 File; the registrant is not a state employee or is a university employee;
the registrant is a part-time employee; or is paid from Other Personal Services (OPS) funds.
SCREEN MESSAGES
All screens may be printed.
SECURITY
This is a secure connection. Any information that is exchanged with this site is encrypted and
cannot be viewed by anyone else on the web.
** IMPORTANT NOTES & REMINDERS **
The use of this tool is intended to assist universities and community colleges in ascertaining
whether the individual is receiving compensation from the State in the form of regular
wages and whether employment is full-time. As such, it can serve to verify eligibility for
the benefit. However, the law makes participation in this program contingent on approval
of the agency head (or, presumably, the agency head’s designee in cases where delegation
of this responsibility is a practical necessity). The State Payroll System cannot verify
whether an individual has been “approved”.
State employees are responsible for providing accurate demographic information to match
what is in the state payroll system. Any discrepancy with the SSN or name that causes the
tool to produce an unsuccessful verification message should be brought to the attention of
the state employee, who should follow-up with the employing agency’s personnel office.
Any questions regarding this employee verification tool should be directed to Ms. Anna
Gray, Bureau of State Payrolls, at (850) 410-9305, S/C 210-9305 or email:
agray@mail.dbf.state.fl.us.
Page 2 of 2