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