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(804) 225-3038

Virginia Department of Accounts

Financial Accountability. Reporting Exellence.

State Payroll Operations

Contact Information

Cathy McGill, Acting Director
Voice: (804) 371-7800
Email: Cathy.McGill@doa.virginia.gov
Fax Number: (804) 225-3499
Payroll Email Address: payroll@doa.virginia.gov

Payroll Sites

Payroll Navigation

Important Documents

  • 2017 Payday and Holiday Calendar[PDF]
  • 2009 Budget - Appropriations Act - pg 560 Comptroller's Authorization to Mandate Electronic Payment of Wages [PDF]
  • Maximum Deferral Calculation Spreadsheets for Special Pays [Excel]
  • Memorandum to Fiscal Officers - Payroll Stop Payments - February 1, 2003 [PDF]
  • Report Writer Matrix[PDF]
  • Post Retirement Life Insurance Calculation Worksheet for ORP Retirees [Excel] - Revised October 24, 2014
  • Virginia Paycard [PDF]

State Payroll Operations - Overview

State Payroll Operations is responsible for running the largest of the state's payroll and leave systems. Most state employees (100,000-plus) are currently served by DOA's central payroll and leave system, CIPPS, a heavily modified version of Infor (formerly GEAC) Millennium software. Eight of the largest state-supported universities operate independent payroll systems serving approximately one-third of the state workforce.

In addition to running the system that calculates and disburses salaries and wages, State Payroll Operations is also responsible for federal and state tax compliance. This includes implementing system modifications, developing policies and procedures, and training users. Other central activities include federal tax depositing and reporting, payroll accounting, accounting and disbursement processing for benefit deductions, payroll auditing, and payroll system end-user training.

State Payroll Operations - Organization

Agency Assistance and Training

This team is responsible for providing agency users procedural assistance on the processing features of the CIPPS Payroll and Leave Accounting systems. They are available to the user community on a daily basis to respond to inquiries or problem resolution. This team conducts the Introductory Payroll and Leave training programs on a semi-annual basis as well as develops and presents topic specific training courses for new systems features. This team also tests system enhancements and software version upgrades and establishes processing and procedural guidelines.

This team also works with central staff, agency users and DOA Systems and Programming staff to execute mass transactions, design and write special report writer programs, develop system requirements, and run system tests related to system modifications.

Payroll/Benefits Accounting

This team is responsible for accounting, reconciliation and disbursement processing for employee payroll and benefit programs including, healthcare, flexible benefits, deferred compensation, and CVC. Other activities include preparation of IRS form 941 (Employer's Quarterly Federal Tax Return) for all CIPPS agencies, release of CIPPS checkwrites into CARS, reconciliation of payroll expenditures in CARS to disbursements by the Treasurer of Virginia, and administering Millennium password security for all CIPPS users.

Payroll Production

This team is mutually responsible with agency payroll staffs for ensuring that all payrolls are processed accurately and timely. Activities include, scheduling payroll production jobs, problem resolution, payroll certification monitoring, checkwrite reconciliation, payroll report requests, recovery and distribution, direct deposit and tax deposit file transmissions, and direct deposit program administration.

Payroll Statistics (for CY 2014):

  • $3.8 billion in annual gross payroll processed through CIPPS
  • 24,065 direct deposit notices
  • 2,071,548 paperless (web) notices
  • 18,622 paychecks
  • 121,696 W-2's issued
  • 162 individual federal identification numbers - 941 tax reporting

Miscellaneous Insurances and Annuities

Payroll deductions for Miscellaneous Insurance Policies and Pre-Tax Annuities (where authorized) are administered by a Third Party Administrator (TPA), FBMC Benefits Management Inc. The following manuals and forms are published by the TPA and contain information and procedures necessary to set-up and maintain these deductions.

Forms

Miscellaneous Insurances and Annuities

Introductory Leave Accounting Training Manual

  • Introductory Leave Accounting Training Manual [PDF] [Word] - March, 2016
  • Leave Accounting Reports [PDF] [Word] - March, 2016

Contact Information

Phone Number:

Main: (804) 225-3038
Fax: (804) 371-8587

Street Address:

Department of Accounts
James Monroe Building
101 North 14th Street,
2nd Floor
Richmond VA 23219-3638

Mailing Address:

Department of Accounts
PO Box 1971
Richmond VA 23218-1971

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