General Information | Audit Instructions | Audit Messages
Permanent separation used to separate an employee who is retiring from service.
205 - Transaction Code
210 - Effective Date
210 - Effective Hours
215 - Employment History Remarks
715 - Service Pay Period
606 - Time to be Paid (New Position)
615 - Pay Immediately
621 - Lump Sum to be Paid
635 - Lump Sum (Unit)
636 - Lump Sum (Serial)
640 - Last Day Physically Worked
704B - Management Data Element No. 2
719 - Detail Transaction Code
810 - Settlement Pay (Line G Item)
877 - Lump-sum Vacation/CTO Pay Deferral (Line G Item)
888 - (Unused) sick Leave at Retirement (Line G Item)
962 - HR Letter Authorization (Line G Item)
999 - Deductions from Separation Pay (Line G Item)
DO NOT KEY, ROUTE PPT TO CSU AUDITS
The official service retirement date is determined by the retirement system and may not be the same, nor overlap, the last date an employee is on payroll. For example, if the official retirement date is 06/30/2005, the effective date (Item 210) of the S70 must be 06/29/2005. The last date worked can be 06/29/2005 or earlier. Note: The effective date is never earlier than what the retirement system has provided.
Time between the last day physically worked and the S70 effective date may be covered by sick leave, vacation, CTO, informal leave (dock) or leave of absence unless the employee resigns or otherwise separates before the official retirement date.
If an employee retired under the FERP program, but never actually participated in the program, process a S70C to delete Item 962.
If a disability retirement (Transaction S71) is approved by CalPERS subsequent to a service retirement, process an S71 to accurately reflect the employee’s status.
An employee who opts to retire while on a paid or unpaid leave of absence (including IDL, TD and NDI) must be reinstated before processing the S70.
Master payroll warrants may not be released in lieu of settlement pay if the effective date of separation is in a prior pay period or mid month. If the warrant was inadvertently released, submit the separation PPT along with Form 674 to CSU Audits, requesting a transfer of funds from regular pay to settlement pay. Do not send in the separation for transfer of funds that are keyed after cut off and the effective date is in that pay period and effective the last day of the academic pay period or 'gray period.' In this instance, the employee is entitled to the master and Item 810 amount is residual pay due.
If the employee participates in a tax shelter annuity, refer to the SCO Payroll Procedures Manual Section I 318 and Technical Letter 91-07 regarding warrants with TSA's.
When a 12 month employee is to retire under the FERP program, the employee must be reassigned to a qualifying academic classification before the S70. Refer to HR/Benefits 2004-08, page 2, bullet #4.
If separating a temporary faculty unit employee with a three-year appointment pursuant to Provision 12 of the Collective Bargaining Agreement, delete the information in Item 704B by entering ’*’ EOF. For more information, refer to Technical Letter HR/EHDB 2004-01.
If an employee decides to retire after being laid off (Transaction S30), and the official retirement date is on or before the S30, void the S30 and process an S70 and enter code 42 in Detail Transaction Code (Item 719).
If the employee is issued a layoff letter and applies for and is granted service retirement on or before the effective date of a layoff, process an S70 and enter code 42 in Detail Transaction Code (Item 719).
When separating academic, 8/12, 10/12, and 11/12 employees, refer to the following items for coding instructions:
Effective Date & Hours (Item 210)
Time To Be Paid - New Position (Item 606)
Pay Immediately (Item 615)
Settlement Pay (Item 810)
If a year-end settlement adjustment was requested via PIP because of a time base change or dock and the employee retired in the same pay period, the S70 should reflect the amount paid in Settlement Pay (Item 810). Submit the PPT to CSU Audits for processing.
If the separation was keyed without settlement pay, a corrected transaction with Item 810 completed can be keyed at the campus.
Refer to Item 810 for additional settlement pay conditions that require submission of the PPT to CSU Audits for processing.
If the separation must be voided and/or re-entered, refer to Lump Sum To Be Paid (Item 621) and Settlement Pay (Item 810).
When an academic year or nonacademic year employee retires and starts work as a rehired annuitant the next day (same pay period, mid-month), process as follows:
Before cut-off: After processing the S70, submit a Transaction A56 if there is no change in position, time base or salary. Do not code Item 225 or Item 606. In Line H, enter "audit message 895-04". If changing position, time base, or salary, process as usual and enter Item 225.
After cut-off: Submit the S70 with a Form 674 to transfer funds from regular pay to settlement pay. Follow the same procedure as before cut-off. Submit documents even if changing position, time base, or salary and Item 225 is coded.
If nonacademic employee, key at the campus.
When an academic employee retires, but is working in an additional non-CalPERS position (e.g., summer quarter class 2368, etc.):
Before cut-off: After processing the S70, in the CalPERS position, submit a Transaction A56 for the additional non-CalPERS position. In Line H, enter "audit message 895-04". Do not process a Transaction S31 or change Retirement Account Code (Item 505) to ’NM’ if employee's code is 'N'. Change Item 505 to 'NM' on the next Transaction A56. If the employee is retiring as a FERP with continuous service prior to 04/86, Code Item 505=N.
After cut-off: Submit the S70 in the CalPERS position with Form 674 to transfer funds from regular pay to settlement pay and submit the Transaction A56 in the non-CalPERS position, coded the same as above #a.
When an academic or non academic employee has a CalPERS position in civil service, the procedure for the S70 and the A56 is the same as in #7. If the position is a non CalPERS position, follow the procedures in #8.
If an employee is retiring and has more than one position, enter all documented sick leave hours in Item 888 on the primary position only. For the additional position, enter '888/0000'.
For Item 962 - HR Letter Authorization:
Code 7757 must be entered if employee is retiring to participate in Faculty Early Retirement Program (FERP).
Code 7552 must be deleted if the employee is retiring from the Preretirement Reduction in Time Base Program (PRTB).
Item 962 must be deleted if coded for benefits on grandfathered Lecturers and Coaches, or Part-time Lecturers or Coaches eligible per AB211. This practice should continue as these codes are obsolete.
962-01 CLASS CODE INELIGIBLE FOR FERP.
If class code does not equal 2360 or 2399 or 2482 or 2913 or 2914 or 2919 or 2920 or 2926 or 2927 or 3070 or 3071 or 3072 or 3073 or 3074 or 3075 then Item 962 cannot equal 7757.
Last Updated: October 29, 2019