Date: December 11, 2015 TECHNICAL LETTER HR/EHDB From: Evelyn Nazario Theresa Hines

Size: px

Start display at page:

Download "Date: December 11, 2015 TECHNICAL LETTER HR/EHDB From: Evelyn Nazario Theresa Hines"

Brittney Stafford
6 years ago
Views:

1 Date: December 11, 2015 TECHNICAL LETTER To: Human Resources Officers Payroll Managers From: Evelyn Nazario Theresa Hines Associate Vice Chancellor Director, HRPDOS Subject: PIMS Employment History Database Address Line Field Clean-up Requirement for Fidelity Investments Demographic Data Reporting Colleagues: We are pleased to inform you on an upcoming reporting requirement for Fidelity Investments, record-keeper for the CSU Tax Shelter Annuity Program effective April 1, Individuals responsible for PIMS data review, validation and processing should read the remainder of this technical letter. Technical Letter is attached for your reference. Please feel free to contact us if you have any questions or concerns. Warm regards, Evelyn and Theresa

2 Office of the Chancellor 401 Golden Shore, 4 th Floor Long Beach, CA hradmin@calstate.edu Date: December 11, 2015 Code: TECHNICAL LETTER To: Payroll Managers Human Resources Officers Associate Vice Presidents/Deans of Faculty From: Evelyn Nazario Theresa Hines Associate Vice Chancellor Director, HRPDOS Subject: PIMS Employment History Database Address Line Field Clean-up Requirement for Fidelity Investments Demographic Data Reporting Summary In response to a Fidelity Investments demographics data reporting requirement, 1 database clean-up is needed in the Address Line field (includes address, city, state, zip code data) of the PIMS employment history database. Individuals responsible for PIMS data review, validation and processing should read the remainder of this technical letter. Action Item(s) Appropriate campus personnel will be given access to their respective campus data file of affected employees that require review and correction. Corrections must be completed by the campuses by no later than January 22, The deadline for campus confirmation to (HRM) that processing is completed is January 25, Affected Employee Group(s)/Unit(s) Active employees whose Address Line field in the PIMS database requires correction. Details A demographic data file is needed for an ongoing reporting requirement to Fidelity Investments. This data file will be extracted from the PIMS employment history database. The demographic data file will contain employee specific information, including the employee s address of record. While the vast majority of active employee records can be transmitted to Fidelity Investment s record format as currently keyed in the PIMS database, approximately 700 records require correction, primarily due to missing, misspelled, or incorrect data. Corrections need to be accomplished by the campuses before the final demographic data file is completed. The Process Campuses will be given access to retrieve a secured data file which will identify Address Line 2 data items that require correction. Authorized campus individuals should be those with the authority to access employment history processing in the PIMS employment history database, as determined by the campus. Campuses are responsible for reviewing, validating, and correcting this field in the standard format as noted in the Address Line 2 Format section below. 1 Record-keeper for the CSU Tax Shelter Annuity Program effective April 1, 2016 Distribution: CSU Chancellor Executive Vice Chancellor and CFO CSU East Bay President Vice Chancellor, Human Resources CSU Maritime Academy President All Campus Vice Presidents Executive Vice Chancellor and CAO State Controller s Office/PPSD

3 Page 2 of 3 Once completed, the campus is requested to provide notification to Systemwide Human Resources Management (HRM), via HRAdmin@calstate.edu as follows: o SUBJECT: Fidelity Investments Address Line 2 Clean-up Requirement Please confirm that the campus completed the clean-up requirement. Address Line 2 Field Format: Corrections will be needed in Address Line 2 if the field contains errors or blanks in the following. 1. STREET (only if blank) 2. CITY 3. STATE 4. ZIP CODE (only if blank) The city and state standard format is: CITY COMMA SPACE STATE. Valid state code values can be obtained from Appendix B of the United States Postal Service (USPS) Publication 28 In most instances, the 25-character field will accommodate the full name of the city, the comma, the space, and the two-digit state code. Examples: Sacramento, CA Humboldt, CA Dallas, TX However, in instances where the 25-character PIMS field cannot accommodate the full name of the city, the comma, the space, and the two-digit state code, the campus should in all cases provide for the two-digit state code, the space, and the comma. Note that the comma is added to allow the 25-character field to better deliminate the city and state for reporting purposes. For extended city names, the campus may use the abbreviated city name as provided by the USPS. A helpful tool in this instance is USPS Look up a Zip Code link, which provides ways accepted by USPS that a given city can be abbreviated for the respective zip code. For example: Default City Name in ZIP Code Please use the default city whenever possible. RANCHO SANTA MARGARITA CA Other city names recognized for addresses in RANCHO STA MARG CA RCHO STA MARG CA RSM CA Zip codes must be provided if the zip code field is blank. The zip code format will consist of the USPS five-digit zip code. Corrections are processed via transaction code E04, Employee Address fields, Address Line 2, - city name and twocharacter USPS state/territory code, and USPS five-digit Zip Code. Please note that the respective employee s Employee Action Request (EAR) document does not need to be amended for this purpose. Processing instructions are provided in Attachment A. Foreign Addresses The current PIMS system does not accommodate foreign address formats. Enter the employee address fields as best possible. Foreign addresses must be identified in the PIMS legacy system by entering in the legacy Zip Code field for affected employees. Do not put the foreign postal code in the legacy Zip Code field. Example: Addressee: The Eiffel Tower Address Line 1: 5 Avenue Anatole France Address Line 2: Paris, FR Zip code: 00001

4 Page 3 of 3 Report Access and Campus Counts To obtain the campus report, access CIRS Compendium Report X80, available via F1 Express Function. The X80 report is in comma separated values (CSV), and should open easily in Excel. Provided below are campus count estimates of affected employees that will require review, validation and correction: Campus Count of AC:SSA Bakersfield 6 Chancellor Office 2 Channel Islands 5 Chico 3 Dominguez Hills 114 East Bay 21 Fresno 4 Fullerton 11 Humboldt 15 Long Beach 30 Los Angeles 57 Maritime Academy 10 Monterey Bay 3 Northridge 88 Pomona 38 Sacramento 34 San Bernardino 31 San Diego 1 San Francisco 110 San Jose 30 San Luis Obispo 38 San Marcos 4 Sonoma 13 Stanislaus 14 Grand Total 682 Timelines: Available now: Campus access to data file Now through January 22, 2016: campus review, validation and corrections processing January 25, 2016: campus confirmation to that processing is completed. Questions regarding this Technical Letter may be directed to Systemwide (562) This Technical Letter is also available on s Web page at: EN/dth Attachment

5 ATTACHMENT A PROCESSING INSTRUCTIONS Address Line Corrections: PIP PROCESSING INFORMATION: Processing Responsibility: Campus Processing Date(s): Campus Keying: Now through January 22, 2016 EAR-related Transaction Code: E04 Address Line information includes: Address Line 1 street address and apartment number or Post Office Box if this section is blank Address Line 2 city name and two character state / territory code; and Zip Code in the prescribed format Amount: Subject to Retirement Withholdings: Taxable/Reportable: Subject to Medicare/Social Security: Included in Calculation for Overtime: Included in Calculation for NDI/DL Payments: Additional Information: Only unless Address Line 1 (street address) is blank, the respective employee s Employee Action Request (EAR) document does not need to be amended for this purpose. Address Line information is included in the PIMS AC file which is updated each Friday. January 22, 2016: the deadline date for campuses to update Address Line information. January 25, 2016: campuses to send confirmation to Human Resources Management that processing is completed via HRAdmin@calstate.edu CMS PROCESSING INFORMATION: Workforce Administration: Temporary Faculty: Benefits: Time and Labor: Leave Accounting: Absence Management: Labor Cost Distribution: Additional Instructions:

Employee Projection System Campus User Guide

Employee Projection System Campus User Guide Office of the Chancellor Administrative Systems Group April 2011 CONTENTS CONVENTIONS USED IN THIS GUIDE... 1 OVERVIEW... 2 DATA SUBMISSION PROCEDURES... 3