Item 621 - Lump Sum To Be Paid

Accumulated vacation, and extra hours for which an employee is to be paid upon separation or reassignment from a non-academic to an academic year position.

 

Coding:

V (Vacation). Time is reported in days, hours and tenths.

E (Extra Hours). Time (Holiday Credit, Personal Holiday, Excess Hours) is reported in days, hours and hundredths.

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Example:

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System
Audits:

621-01  LUMP SUM VACATION NOT PERMITTED. ACADEMIC YEAR EMPLOYEE.

If lump sum vacation is entered and class is academic, transaction code must be A60 with detail transaction code 35.

621-02  LUMP SUM VACATION EXCEEDS 400 HOURS FOR HOURLY EMPLOYEE. PLEASE VERIFY ENTRY.

If salary per is 'H', lump sum vacation hours may not exceed 400 hours.

621-03  LUMP SUM VACATION MUST BE LESS THAN WORK DAY FOR TIME BASE.

If time base from the prior record is numeric, hours entered in 'lump sum vacation' must be less than the fractional equivalent of an 8 hour day if lump sum vacation days are less than 99. Verify the validity of the entry by using the following formula:

(a) Multiply the numerator times 8

(b) Divide the product by the denominator

Example: If Time Base is 15/99, 15 x 8 = 120 / 99 = 1.2 hours.

When requesting lump sum vacation for a fractional employee, Audit message 621-04 may issue even though time entered is correct. If entry is in error, make the necessary correction. If the audit message issues on a valid entry, attach the printed message to a PPT and route to CSU Audits for processing.

625-01  LUMP SUM EXTRA HOURS NOT PERMITTED. ACADEMIC YEAR EMPLOYEE.

If ’lump sum extra' is entered and class is academic, transaction code must be A60 with detail transaction code 35.

625-02  LUMP SUM EXTRA HOURS MUST BE LESS THAN WORK DAY FOR TIME BASE.

If time base from the prior record is numeric, hours entered in 'lump sum extra' must be less than the fractional equivalent of an 8 hour day if lump sum extra days are less than 99.

625-03  LUMP SUM EXTRA HOURS (DAYS) NOT PERMITTED. HOURLY EMPLOYEE.

If salary per is 'H', lump sum overtime, days cannot be entered.

Audit
Instructions:

  1. Overtime compensable under FLSA should not be entered on the EHDB; this time should be submitted for payment on PIP.

  2. Payment of lump sum sick leave is not available to CSU employees upon service or disability retirement. Unused sick leave balances may be used to extend service credit (Item 888), only as appropriate.

  3. The portion of lump sum separation pay that extends beyond the November pay period may be deferred and issued in the following tax year. Refer to Item 877-Lump Sum Pay Deferral, and Item 999 -Deduction From Separation Pay, for additional information.

  4. If erroneous lump sum payment has been reported, process a corrected transaction. If appropriate, a F674 must also be submitted to the SCO to establish an account receivable or to return an erroneous warrant.

  5. Holiday, Personal Holiday and Excess Hours credits need not be identified separately on the PIMS transaction.

  6. Academic employees are entitled to payment for Personal Holiday credit only when separated prior to the end of the academic quarter, semester, or year and should be requested as settlement pay (Item 810).

  7. Questions concerning the disposition of leave credits when a CSU employee transfers to a civil service agency or another campus, should be directed to the Director of Benefits, Human Resources, Office of the Chancellor.

  8. To affect a transfer of funds from regular pay to Lump Sum Vacation/Extra hours, submit a F674 to the SCO, Payroll Services, when the separation or Transaction A60 is keyed.

  9. 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 PPT’s to CSU Audits and indicate in comments, Line H, why the PPT’s are being sent.

  10. If an employee holds more than one position in differing CBID's and separates from one of the positions, he/she may be entitled to lump sum vacation for credits accrued in the separated position. Refer to respective collective bargaining agreement or other appropriate provision for non-represented employees.

  11. If lump sum vacation/extra hours exceed 99 days, refer to SCO Personnel Letter 95-009 for detailed calculation and key entry instructions.

  12. If Lump Sum Extra Hours exceeds 90 days 7.5 hours, Item 621 will highlight. When this occurs, time in excess of 90 days 7.5 hours must be shown as Lump Sum Vacation. Enter the total amount of lump sum extra in Item 215 - Employment History Remarks.

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