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Special Payment (91)

Overview

A Special Payment transaction is used to request that a lump sum payment, not added to the base salary, be paid to an employee.  Examples of a special payment are:

  • Vacation Pay
  • Sick Leave
  • Reinstatement
  • Clothing Maintenance
  • Bonus Pay
  • Comp Time

 

TO ACCESS THE SPECIAL PAYMENT SCREEN

From the Menu Bar, select New Transaction.  The Select Transaction screen will display.  From the “Select Transaction” drop-down menu, select 91-Special Payment.   A new, blank Employee ID field will display.

Type the employee’s Employee ID number.

 

THE EMPLOYEE ID LOOKUP WINDOW

If the Employee ID number is not known, click the LOOK UP button.  An EMPLOYEE ID LOOKUP WINDOW will open.

  • To search by Social Security Number, position the cursor on the EMPLOYEE SSN field and type the employee’s SSN.  Dashes and/or spaces are not permitted.

 

  • To search by Name, position the cursor on the LAST NAME field.  Type all or part of the employee’s last name.  The employee’s first name may also be entered to narrow the search.

Click the SEARCH button.  One or more employee records will display.  In the SELECT column, click on the box next to the desired employee.  The user will return to the Select Transaction screen, and the Employee ID field will be populated.


The system will default to the current date as the transaction Effective Date.

  • For Special Payments, this date must equal the day the action is entered.Click SUBMIT.

 

The Special Payment (91) screen will display.

 

The SPECIAL PAYMENT Screen

When the screen displays, the fields in the CURRENT section will be populated automatically with the employee’s most recent employment information.  These fields are not keyable.

 

REQUIRED FIELDS

The following fields on the Special Payment (91) screen require input by the user at all times:

* Pay Amount

* Request Reason Code

* Comments

COMPLETING A SPECIAL PAYMENT Transaction

  1. PAY AMOUNT – This field is required for all Special Payments.  Type the dollar and cents amount of the lump sum to be paid to the employee.  Dollar signs are not necessary.

    2. The Pay Amount must equal the amount specified on the eligibility document or other authorization instrument (SAC date, Merit Board Decision, etc).

  2. REQUEST REASON CODE – This is a required field.  From the drop-down menu, select the reason for the special payment.  Valid options are:

    • 001 - Lump Sum Vacation
    • 002 - Lump Sum Sick Leave
    • 003 - SAC Lump Sum
    • 004 - Lump Sum Reinstatement
    • 005 - Clothing Maintenance Lump Sum
    • 007 - Lump Sum Bonus Pay
    • 008 - Lump Sum Comp Time

  3. EFFECTIVE DATE – This is a display-only field that indicates the effective date of the transaction.


  4. COMMENTS – This is a required field.  Enter any comments that may clarify or support the request.

  5. PRIOR COMMENTS – This is a display-only field.  All text previously entered in the Comments field will be automatically moved to the Prior Comments field after the transaction record is submitted.  The system will capture and display the Logon ID of the user and the date and time that the comment was submitted.


    6. After completing all the necessary fields, select one of the following:

    • SUBMIT will edit the data entered.  If any errors exist, the appropriate error message will display at the top of the screen.  The user must correct the identified error(s) and click SUBMIT again.

    Because all Special Payments are auto-approved, the action will immediately show in the inventory with a status of “Approved,” and will also display in the employee’s history.

    • SAVE will not perform any edits on the data entered.  The transaction will be moved to inventory with a status of “Incomplete.”  It may then be accessed from the inventory and finalized at a later time.

    • DELETE is an appointing authority function that is only available if the inventory status is “Future” or “Incomplete” (the record has been “Saved” instead of “Submitted”).  The appointing authority may access the record from the inventory and delete the entire transaction.
    • CANCEL will cancel the current transaction and return the user to their Home Page.  All information previously entered will be discarded.

    CSC REVIEW FIELDS

    The following fields are reserved for Civil Service Commission use only.

    • DOCUMENT RECEIVED (DPF31’s) – This field is used only for Discipline transactions.  It is not required for Special Payments.

    • CERTIFIED SIGNATURE RECEIVED – A check in this field indicates that the Civil Service Commission received the appropriate signed documentation from the appointing authority.