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Payroll Bulletins

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These bulletins are designed to provide the reader with important information regarding several state payroll issues.

2016

Volume Formats Publish Date Topics
2016-06 [PDF] [Word] May 11, 2016
FYE Bulletin Revised May 17, 2016 -- Final Approved Retirement Rates
2016 Fiscal Year End Processing
  • Payroll Processing - FYE 2016
  • Benefit/Deduction Rates
  • FY 17 Healthcare Rate Tables
  • Payroll Operations Calendar - June - November, 2016
2016-05 [PDF] [Word] May 9, 2016
  • VEC Multiple Worksite Reporting Update
  • CIPPS/FINDS No Longer Available When CARS Decommissioned
2016-04 [PDF] [Word] March 25, 2016
  • Employee Payments in Cardinal
  • Splitting Garnishment Payments
  • Health Insurance Recons Email Address
2016-03 [PDF] [Word] March 14, 2016
  • CIPPS Introductory Payroll Training
  • CIPPS Introductory Leave Training
  • Developing a Basic In-House Training Program
2016-02 [PDF] [Word] March 14, 2016
  • Pay Card Changes
  • Health Insurance Recons
  • Child Support
2016-01 [PDF] [Word] December 28, 2015
2016 Calendar Year Payroll Operations And Leave Processing
  • Payroll Accounting
  • Payroll Deductions
  • Payroll and Leave Contact Personnel
  • Payroll Operations Calendars
  • Payroll Certification Schedule

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2015

Volume Formats Publish Date Topics
2015-13 [PDF] [Word] December 9, 2015
  • 2015 Imputed Income for Terminated OPR Participants Eligible for Continued Group Life
2015-12 [PDF] [Word] November 2, 2015
  • Reclassification of Taxable Income for Flex Reimbursement Card Payments
  • Name and Address Format Requirements
2015-11 [PDF] [Word] October 28, 2015 PAYROLL PROCESSING - CALENDAR YEAR-END 2015
  • Issues Requiring Special Attention
  • Key Dates
  • 2015 Payroll Processing
  • Miscellaneous Exception Reports
  • Payroll Operations Calendar
  • Year-End Processing
  • Year-End Leave Processing
  • W-2 Form Contents
  • Contact Information
  • Summary of Quarterly and Year-to-Date Reports
  • Attachments
2015-10 [PDF] [Word] September 2, 2015
  • CIPPS Introductory Payroll Training
  • CIPPS Introductory Leave Training
  • Developing a Basic In-House Training Program
2015-09 [PDF] [Word] August 7, 2015
  • Cardinal Payroll Project Update
  • Compensation Eligible for Deferral
  • Modifications to Report 855 and 857
  • CARS/FINDS Decommission
  • Collection of Flexible Reimbursement Funds Outside of Payroll
  • Return Policy for Closed VSELP Accounts
2015-08 [PDF] [Word] July 24, 2015
  • General Guidelines for August 2015 Salary Increase
  • Hybrid Request For Adjustment Review Form
  • Deduction Refunds: Employer along with Employee
  • Weight Watcher Reimbursements -- New Schedule
  • Reminder: Overtime Payment Audit Report
  • Reminder: Deferred Comp/Annuity Deductions from WC/STD-WC Benefits
  • Best Practice: Healthcare Payment from LWOP/WTA Employees
2015-07 [PDF] [Word] July 1, 2015
  • Roth 457 - Additional Supplemental Retirement Option
  • 2015 Payroll Conference
2015-06 [PDF] [Word] May 26, 2015
  • VNAV Reminders and Updates
  • Changes in State Payroll Operations Staffing
  • Roth 457 - Additional Supplemental Retirement Option
2015-05 [PDF] [Word] May 15, 2015
Revised June 02, 2015
2015 Fiscal Year End Processing
  • Payroll Processing - FYE 2015
  • Benefit/Deduction Rates
  • FY 16 Healthcare Rate Tables
  • Payroll Operations Calendar - June - November 2015
2015-04 [PDF] [Word] April 20, 2015
  • Roth 403(b) Annuity Option
  • Supplemental Insurance Fee
2015-03 [PDF] [Word] April 7, 2015
Revised
April 10, 2015
  • CIPPS Training Courses
  • Payroll Course Information
  • Developing a Basic In-House Training Program
2015-02 [PDF] [Word] February 19, 2015
  • Deceased Pay Processing Update
  • Report 861, Employees to be Purged
2015-01 [PDF] [Word] December 8, 2014
2015 Calendar Year Payroll Operations And Leave Processing
  • Payroll Accounting
  • Payroll Deductions
  • Payroll and Leave Contact Personnel
  • Payroll Operations Calendars
  • Payroll Certification Schedule

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2014

Volume Formats Publish Date Topics
2014-16 [PDF] [Word] December 4, 2014
  • PMIS to CIPPS New Hire Interface Update
  • Employee Payline Accounts
  • Virginia State Employee Loan Program
  • Terminated Employees with Child Support
  • Earnings Reclassification with Reciprocal State Taxation
2014-15 [PDF] [Word] November 18, 2014
  • 2014 Imputed Income for Terminated ORP Participants Eligible for Continued Group Life
  • Administrative Fee on Hybrid, 457 and Cash Match Adjustments
2014-14 [PDF] [Word] November 5, 2014
  • Reclassification of Taxable Income for Flex Reimbursement Card Payments
  • Name and Address Format Requirements
2014-13 [PDF] [Word] October 28, 2014
PAYROLL PROCESSING - CALENDAR YEAR-END 2014
  • Issues Requiring Special Attention
  • Key Dates
  • 2014 Payroll Processing
  • Miscellaneous Exception Reports
  • Payroll Operations Calendar
  • Year-End Processing
  • Year-End Leave Processing
  • W-2 Form Contents
  • Contact Information
  • Summary of Quarterly and Year-to-Date Reports
  • Attachments
2014-12 [PDF] [Word] October 8, 2014
Revised
October 21, 2014
  • PMIS to CIPPS Interface Enhancement: New Hires
2014-11 [PDF] [Word] September 3, 2014
  • CIPPS Training Courses
  • Payroll Course Information
  • Developing a Basic In-House Training Program
2014-10 [PDF] [Word] June 6, 2014
  • VRS Hybrid Opt-in for Plan 1 State Employees
  • Deleting Pending File Transactions
2014-09 [PDF] [Word] May 27, 2014
  • Cash Match System Enhancement
  • Deferred Compensation Processing Reminders
  • VRS Deduction Reminder - Less Than 12 Month Employees
  • Shift Pay System Enhancement
2014-08 [PDF] [Word] May 14, 2014
Revised
June 24, 2014
  • Payroll Processing - FYE 2014
  • Benefit/Deduction Rates
  • FY 15 Healthcare Rate Tables
  • Payroll Operations Calendar - June - November, 2014
2014-07 [PDF] [Word] May 5, 2014
  • Newest Member of State Payroll Operations
  • Foreign National Inquiries
  • Staffing in Foreign Countries
2014-06 [PDF] [Word] April 28, 2014
  • Virginia State Employee Loan Program (VSELP) Changes
2014-05 [PDF] [Word] March 26, 2014
Calendars Revised
April 1, 2014
  • VRS Hybrid Plan FAQs
    • New Hires
    • ORP-Eligible Employees
    • Purchase Prior Service (PPS)
    • Transfer Employees
    • Automated Reconciliation
    • Retirement Calculation Spreadsheet
  • Revised Payroll Operations Calendars, March - May
2014-04 [PDF] [Word] March 5, 2014
  • CIPPS Introductory Payroll Training
  • CIPPS Introductory Leave Training
  • Developing a Basic In-House Training Program
2014-03 [PDF] [Word] January 15, 2014
  • New Cash Match Report
2014-02 [PDF] [Word] January 3, 2014
Revised January 7, 2014
  • VRS Hybrid Retirement Plan
2014-01 [PDF] [Word] December 13, 2013
Revised January 31, 2014
2014 Calendar Year Payroll Operations And Leave Processing
  • Payroll Accounting
  • Payroll Deductions
  • Payroll and Leave Contact Personnel
  • Payroll Operations Calendars
  • Payroll Certification Schedule

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2013

Volume Formats Publish Date Topics
2013-12 [PDF] [Word] November 14, 2013 PAYROLL PROCESSING - CALENDAR YEAR-END 2013
  • Issues Requiring Special Attention
  • Key Dates
  • 2013 Payroll Processing
  • Miscellaneous Exception Reports
  • Payroll Operations Calendar
  • Year-End Processing
  • Year-End Leave Processing
  • W-2 Form Contents
  • Contact Information
  • Summary of Quarterly and Year-to-Date Reports
  • Attachments
2013-11 [PDF] [Word] November 6, 2013
  • 2013 Imputed Income for Terminated ORP Participants Eligible for Continued Group Life
  • Reclassification of Taxable Income for Flex Reimbursement Card Payments
  • Name (e.g. suffix) and Address Formatting Requirements
  • VRS Benefit Corrections Policy for Administrative Errors (not Insufficient Funds)
2013-10 [PDF] [Word] October 7, 2013
  • CIPPS Overtime Calculation Methods
  • Payroll@DOA.Virginia.gov
  • PAT Payroll Audit Tool and ARMICS
2013-09 [PDF] [Word] September 10, 2013
  • CIPPS Introductory Payroll Training
  • CIPPS Introductory Leave Training
  • Developing a Basic In-House Training Program
2013-08 [PDF] [Word] June 24, 2013
  • July Check Dates
  • Health Care/Automated Update Changes for July 1, 2013
  • Change in Utility Field for Pre-tax Deductions
  • Optional Group Life Rate Changes
  • Modification to PAT 1500-Hour Report
2013-07 [PDF] [Word] May 6, 2013
Revised May 21, 2013
  • Payroll Processing - FYE 2013
  • Benefit/Deduction Rates
  • FY 14 Healthcare Rate Tables
  • Payroll Operations Calendar - June - November, 2013
2013-06 [PDF] [Word] May 3, 2013
  • PAT 1500 Hour Reports Adjusted for Affordable Care Act Changes
  • VRS Deduction Reminder - Less Than 12 Month Employees
  • Cash Match for 18-Pay Employees
  • Deceased Pay Processing, Revised
2013-05 [PDF] [Word] March 14, 2013
  • CIPPS Introductory Payroll Training
  • CIPPS Introductory Leave Training
  • Developing a Basic In-House Training Program
2013-04 [PDF] [Word] February 27, 2013
  • Mobile Device Allowances
  • Mobile Workforce and State Taxing
2013-03 [PDF] [Word] January 31, 2013
  • IRS Guidance for Lost W-2s
  • New Field on HMCU1 - VSDP Indicator
  • Initial Population of VSDP Indicator
  • VRS Processing for Adjustments Occurring Before October 2012
  • Special Considerations for ORP Eligible Employees During the Election Period
2013-02 [PDF] [Word] January 3, 2013
  • VRS Automated Reconciliation Process
  • Interpreting the Automated Reconciliation Reports
  • How to Process the Automated VRS Reconciliation
2013-01 [PDF] [Word] December 12, 2012 2013 Calendar Year Payroll Operations and Leave Processing
  • Payroll Accounting
  • Payroll Deductions
  • Payroll and Leave Contact Personnel
  • Payroll Operations Calendars
  • Payroll Certification Schedule

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2012

Volume Formats Publish Date Topics
2012-20 [PDF] [Word] December 6, 2012
  • CIPPS Direct Deposit Data Used for EDI
2012-19 [PDF] [Word] November 16, 2012
  • 2012 Imputed Income for Terminated ORP Participants Eligible for Continued Group Life
  • Reclass of Taxable Income for Flex Reimbursement Card Payments
  • Name and Address Formatting Requirements
2012-18 [PDF] [Word] November 9, 2012
Updated 12/12/2012
PAYROLL PROCESSING - CALENDAR YEAR-END 2012
  • Issues Requiring Special Attention
  • Key Dates
  • 2012 Payroll Processing
  • Miscellaneous Exception Reports
  • Payroll Operations Calendar
  • Year-End Processing
  • Year-End Leave Processing
  • W-2 Form Contents
  • Contact Information
  • Summary of Quarterly and Year-to-Date Reports
  • Attachments
2012-17 [PDF] [Word] November 6, 2012
  • Corrections to Quarterly VEC Reporting
  • VRS Policy Change - Long-Term Disability Deduction
  • VRS Policy Change - 60-Day Election Period for ORP Eligible Employees
  • VRS Modernization - No Payment Process Required for CIPPS Agencies
  • VRS Modernization - Working Examples Updated
  • Expiring Tax Cuts in 2013
2012-16 [PDF] [Word] October 5, 2012
  • VRS Modernization Changes - Part 4 of a Series
  • Insufficient Funds for Member Contribution
  • VRS Modernization Working Examples
  • Review Online Pending File Employer's Statement of Wage Earnings
  • Agency Profile Updates
2012-15 [PDF] [Word] September 25, 2012
Updated 10/01/2012
  • CIPPS Introductory Payroll Training
  • CIPPS Introductory Leave Training
  • Developing a Basic In-House Training Program
2012-14 [PDF] [Word] September 13, 2012
Updated 11/15/2012
  • General Guidelines for FY 13 Bonus
  • Change to 2012 Certification Schedule
  • New VRS Legislation Prompts "Act Now Campaign"
  • Modified Calculation Spreadsheets Reflecting VRS Modernization Rules
2012-13 [PDF] [Word] August 30, 2012
Revised 09/05/2012
  • VRS Modernization Changes - Part 3 of a Series
  • Processing Instructions - VRS Modernization
2012-12 [PDF] [Word] August 10, 2012
Revised 09/04/2012
  • VRS Modernization Changes - Part 2 of a Series
  • Less than 12 Month Employee Transition Period 8/10-24/2012
2012-11 [PDF] [Word] July 12, 2012
  • VRS Modernization Changes - Part 1of a Series
  • Retro Payments for Earnings Prior to 6/25/12
  • U075 - Flex Reimbursement Account Error Report Runs Each Pay Period
  • Deduction End Date for Plan Year 12 Flexible Reimbursements
  • DGS Parking Rates
  • Out of State Taxing Considerations
2012-10 [PDF] [Word] June 19, 2012
Revised 07/06/2012
  • July Check Distribution
  • Changes to Deductions for Flexible Spending Accounts
  • 401(a)17 Retirement Maximum
2012-09 [PDF] [Word] June 11, 2012
  • Important Garnishment Fee Processing Change Effective June 13th
  • Processing Child Support and Garnishment Fees
  • New Report Writer Report 907 - Missing Child Support Fees
  • Wage Assignments From Payday Lenders
  • Group Life Processing When Employees Retire During the Severance Benefit Period
2012-08 [PDF] [Word] May 25, 2012
Revised 06/12/2012
  • Data Entry of Address on H0BID
  • Payline User Demo
  • Maryland State and Local Tax Reporting
  • July Check Distribution
  • Quarterly Reporting with Virginia Employment Commission (VEC)
2012-07 [PDF] [Word] May 15, 2012
Revised 06/04/2012
  • Payroll Processing - FYE 2012
  • Benefit/Deduction Rate Changes
  • FY 13 Healthcare Rate Tables
  • Payroll Operations Calendar - June - November, 2012
2012-06 [PDF] [Word] April 3, 2012
  • CIPPS Introductory Payroll Training
  • CIPPS Introductory Leave Training
  • Developing a Basic In-House Training Program
2012-05 [PDF] [Word] March 27, 2012
  • New Support/Garnishment Processing Features
  • Garnishment Processing Examples
  • PAT 1500 Reports - Employees with Multiple EIN Records
  • Processing Assistance for CIPPS or Payline
  • Updated VSDP and Pay Dock Spreadsheets Available on Web
2012-04 [PDF] [Word] March 15, 2012
  • Health Care Incentives to be Paid through CIPPS
  • Additional "Deactivate VRS Deductions" Retirement Codes
2012-03 [PDF] [Word] March 7, 2012
  • FY 12 Retirement Rate Changes Effective 3/25/12
2012-02 [PDF] [Word] January 6, 2012
  • Imputed Life Calculations
  • Standard Hours Calculations
  • H0BUO Required Fields - Contract Length and Number of Pays
  • PMIS to CIPPS Interface Update
  • Pay Type "3" for Non-Benefited Flat Rate Employees
  • Quarterly Control Totals - PAT
  • Review Online Pending File
  • Deceased Pay SUI Taxable
  • Maryland State and Local Tax Payments
2012-01 [PDF] [Word] December 12, 2011
  • Payroll Accounting
  • Payroll Deductions
  • Payroll and Leave Contact Personnel
  • Payroll Operations Calendars
  • Payroll Certification Schedule

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2011

Volume Formats Publish Date Topics
2011-22 [PDF] [Word] December 16, 2011
  • Why Refunds for Weight Watcher Fees are Taxable Income
  • Employee Tax Paid by Employer
  • Manual Paysets - Cautionary Tips
2011-21 [PDF] [Word] December 7, 2011
  • New Tax Laws - Employees who Live and Work in Pennsylvania
  • HMCU1 - Healthcare Membership Type "E"
  • Health Insurance Plan Awards/Incentives are Taxable Income
  • Revised Calculation for Imputed Income
  • Collection of VRS Benefit Amounts over Contract Period
2011-20 [PDF] [Word] November 21, 2011
  • Issues Requiring Special Attention
  • Key Dates
  • 2011 Payroll Processing
  • Miscellaneous Exception Reports
  • Payroll Operations Calendar
  • Year-End Processing
  • Year-End Leave Processing
  • W-2 Form Contents
  • Contact Information
  • Summary of Quarterly and Year-to-Date Reports
  • Attachments
2011-19 [PDF] [Word] November 8, 2011
Page 2 revised 11/17/2011
  • 2011 Tax Reporting for ORP Retirees
  • Reclassification of Taxable Income for Flexible Reimbursement Card Payments
  • Deferred Compensation and Optional Retirement Plan Errors
2011-18 [PDF] [Word] November 1, 2011
  • Elimination of Health Insurance Codes for LWOP
  • LT code on HMCU1 turns off Imputed Life on H10AS
  • IRS Qualified Transportation and Commuter/Transit Pass Limits for 2012
2011-17 [PDF] [Word] October 5, 2011
  • Taxability of Cell Phone Stipends/Allowances
  • Retirement Code LT Deactivates Optional Group Life
  • Deleting Manual Paysets Reminder
  • Employee Name/Address Formatting
2011-16 [PDF] [Word] September 30, 2011
  • Disposable Earnings: Solution Includes Mandatory Retirement Deductions
  • Contract Lengths - 9, 10, 11 Month Employees
  • Deduction Override Processing
2011-15 [PDF] [Word] September 19, 2011
  • New Field for Group Insurance and Retiree Credit Only
  • Changes to H0ZDC
  • New Health Care Provider
  • Processing Assistance for CIPPS or Payline
  • Fidelity Enrollment Forms
2011-14 [PDF] [Word] September 19, 2011
  • CIPPS Beginners Payroll Training
  • CIPPS Introductory Leave Training
2011-13 [PDF] [Word] September 8, 2011
  • Prior Service Credit for VSDP Work-Related Short-Term Disability
  • 60 Day Election Period for ORP Eligible Employees
  • Social Security Number Protection Act and IRS Payment Agreements
  • Manual Paysets - Cautionary Tips
2011-12 [PDF] [Word] August 15, 2011
Pages 6-8 revised 08/18/2011
2011-11 [PDF] [Word] July 22, 2011
  • Retirement Contributions When Pay is Docked
  • Coming Soon - Other Transactions Affecting Retirement Contributions
  • Special Pay 075, Dock & Ben and Special Pay 076, Dock Pay
  • New Calculation Spreadsheets
  • Employees with Retirement Buyback
  • Use of LT Retirement Code
  • Deferred Comp Enrollment for Employees Re-Hired from WTA-Status
2011-10 [PDF] [Word] June 21, 2011
  • July Check Distribution
  • How to Process Retirement Plan Code Corrections
  • New - Report 869 - Employees Not Paying Member-Portion Retirement Contributions
  • Change in Benefit Base for Retirement Calculations
2011-09 [PDF] [Word] May 31, 2011
  • Optional Group Life Premium Update
  • Creditor Garnishments - Disposable Income
  • FIPS Code Error Report
  • Increase in VGEA Dues
2011-08 [PDF] [Word] May 17, 2011
  • New PAT Leave Module Available
  • Tracking Recognition Leave Earned - 4/22/11
2011-07 [PDF] [Word] May 5, 2011
Revised May 25, 2011
  • Payroll Processing - Fiscal Year-End 2011
  • Benefit/Deduction Rate Changes
  • FY 12 Healthcare Rate Tables
  • Payroll Operations Calendar - June - November, 2011
2011-06 [PDF] [Word] March 8, 2011
  • CIPPS Beginners Payroll Training
  • CIPPS Introductory Leave Training
  • Supplemental Tax Rates
  • Deferred Compensation and Annuity Update
  • Processing Tax-Deferred Deductions
  • Social Security Number Protection Act of 2010
2011-05 [PDF] [Word] February 4, 2011
  • Tax-Related Reminders
  • Wage Repayments
  • Taxable Fringe Benefits
  • Garnishment Processing - Disposable Income
  • Employee OASDI on U093
2011-04 [PDF] [Word] January 24, 2011
  • Policy Change - Employee Associations
2011-03 [PDF] [Word] January 19, 2011
  • Special Processing for Prior Year FICA Tax Adjustments
  • Misc Insurance & Annuities Focus Meeting
2011-02 [PDF] [Word] December 22, 2010
  • Buyback Changes for Plan 2 Employees
  • Reduction in Miscellaneous Fields in CIPPS
  • Employee OASDI Rate Change for 2011
2011-01 [PDF] [Word] December 15, 2010
Revised January 07, 2011
2011 Calendar Year Payroll Operations and Leave Processing
  • Payroll Accounting
  • Payroll Deductions
  • Payroll and Leave Contact Personnel
  • Payroll Operations Calendars
  • Payroll Certification Schedule

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