Item 210 - Effective Date & Hours

The date and time that a transaction is effective. PIMS transactions are pre-programmed to assume an "effective time of day" for the respective transaction. The effective time is either at the beginning of the business day/shift (BOB), or at the close of the business day/shift (COB). Exceptions to BOB/COB time frames must be noted in Item 210. Note that BOB/COB exceptions may affect an employee's pay.

 

Coding:

Date: MM/DD/YY (Including leading 0's.)

Hours: X.X (Refer to Definitions of BOB and COB)

Example:

If an employee separated August 22, 2001 at 9:00 am (8:30 to 5:00 shift), enter: 08/22/01 0.5

System
Audits:

None

Audit
Instructions:

  1. Enter hours only if a non-academic employee was employed for less than a full day on the effective date. To delete hours, enter 000's.

  2. A new effective date is generated by all transactions involving changes to pay, retirement, and position status. Effective date does not change when changing personal status (social security number, name or birth date) or when there is activity in an additional position.

  3. The effective date of most transactions must fall within the current or a prior pay period. Do not key transactions that bear future pay period effective dates unless special arrangements have been made with the CSU Audits Unit. Note: Transactions for Academic Year appointments may be keyed on or after the effective date of the AY pay period (e.g., a September AY pay period begins in late August). The effective date of a separation transaction may be a future pay period. Refer to HR 2002-31, Payment of Wages at Separation - Update. Contact CSU Audits before keying any future dates.

  4. Deductions and Separations:

    1. To maintain benefits, employees with Item 962 coded as 1110, 1111, or 1112 should always have a separation effective date at the beginning of the pay period (BOB) following the issue of the employee’s final pay. May be used for temporary faculty who do not have benefits, but are left on payroll for all monies due. When left on payroll for July and August, the effective date should be one day before the new academic fall pay period.

    2. Academic employees are not entitled to have benefit deductions withheld from their final settlement pay when the effective date (Item 210) is the beginning of a pay period (BOB), the time to be paid (Item 606) is 'NON", settlement pay (Item 810) is completed, and the employee has benefits.  Due to a system problem, deductions are taken in error when separations are keyed at the campus.  Note: This does not apply to deductions from separation pay (Item 999).  

    3. When the effective date of the separation is the beginning of a pay period (BOB), the PPT must be sent to CSU Audits for processing.  Enter in Line H 'NO BENEFIT DEDUCTION TO BE TAKEN'.  If not entered, the PPT will be returned to the campus.  

    4. For deductions to be taken, the effective date should be the end of the academic year, or leave the employee on payroll to maintain the benefit eligibility.   

  5. Academic Year Employee:

  1. Separations, NDI, and Leaves Without Pay transactions with effective dates that fall within the Gray Period and request settlement pay (Item 810) will not automatically issue pay.

    • For NDI and Leaves Without Pay transactions: Submit to PPSD Payroll Services for processing.

    • For separation transactions: Do not submit to PPSD Payroll Services. Per Assembly Bill 2410, Timely Issuance of Separation Pay, PSD receives a listing of separation transactions that do not generate pay after each payroll cycle. This listing is researched and appropriate action is taken the same day.

  2. When the transaction is effective in the "Gray Period", allow the master to issue. Do not include the master as part of the final settlement (Item 810).

  3. When using an effective date in the "Gray Period", or if there are no academic days in the month (e.g., July/August), enter ’NON’ in Item 606. If effective date is not a gray period, and is prior to cut-off, complete Item 615, or leave blank if after cut-off.

  1. Extra Quarter/Extra Term-Summer Employee:

  • When an employee is left on payroll through summer (worked academic year) and is to be separated at the end of August, the effective date must be the next calendar day, BOB, after the end of the academic August pay period. This is to be used only when the employee did not work summer term and no final settlement (Item 810) is due. Item 606 = NON, Item 640 = last day worked.

  • Example: If an academic employee hired in the fall for one year is left on payroll through the summer and the Quarter/Term ends 09/05/2001, enter: 09/06/01 BOB.

  1. Refer to Item 810 regarding mid-month separations.

  2. When voiding a separation with lump sum that has issued, and re-entering the separation with a different effective date, (even if the same period), submit the PIMS transactions to CSU Audits and indicate in comments, Line H, why the transactions are being sent.

More Info:

  1. When an appointment transaction is effective at other than the beginning of the shift, enter the number of hours to be paid.

  2. When an employee separates from pay status for less time than the normal shift, enter the number of hours to be paid.

  3. If tenths only are entered for the time, type 0 as the hour, the decimal point and then the time (e.g., 0.7).

  4. If number of hours, BOB or COB is entered, an appropriate entry must also be made in Item 606 (Time To Be Paid New), and, if applicable, in Item 607 (Time To Be Paid Old).

  5. Do not make an entry in hours when:

  1. an appointment, change of status or miscellaneous change is effective at the beginning of the employee's work shift

  2. a separation or leave of absence is effective at the close of the employee's work shift

  3. the employee is to be paid on positive attendance or the appointment is not rostered

  4. it is an academic year employee