Administrative & Accounting Resources

Payroll Resources

These resources are intended to aid an agency in fulfilling payroll requirements:

  1. Link to Personnel/Payroll Association (PPA) website:

    http://www.dop.wa.gov/payroll/PPA/Pages/default.aspx


  2. AFRS to SAP Crosswalk (04/03/09)

  3. HRMS Statewide Vendor Contact List (rev. 11/16/09)

  4. Mid Period Transfers:
  5. Manual Cancellation and Overpayment Templates:

  6. Duplicate W-2s:

  7. Account 035 Reconciliation:
  8. Authorization for Electronic Funds Transfer (EFT) of Wages (rev. 12/05/08)

  9. Garnishments:
  10. Indebtedness of the state of Washington to deceased employees:

  11. Shared Leave - Donations and Reversions:

  12. Uniformed Service Shared Leave Pool:
  13. State Paydates, State and Federal Holidays, and IRS $100,000 Next-Day Deposit Rule Dates (Calendar Years):

  14. Memo from Department of Retirement Systems:
  15. Federal Tax Reconciliations:

  16. Year End Reconciliations:
    Forms 941, 941c/941-X, W-2, and W-2c must balance for the calendar year. If these forms are not in balance, penalties from the IRS and/or SSA could result. Use forms for the calendar year being balanced only.
    Examples: If you have a Form 941-X that was for 4th quarter 2008, include it in the 2008 reconciliation. If you have a Form W-2c for 2007, include it in the 2007 reconciliation.
    OFM strongly suggests that you reconcile at the end of each quarter. Note: When running a W-3 report in HRMS, be sure to use 12/31/yyyy in the "Reporting Period End Date" field and the end date of the quarter you are reconciling in the "Consider Payroll Results up to" field.
    If you are in balance, there probably are not any problems.

  17. Wages Subject to Taxes (rev. 11/13/08)

  18. Overpayments - Sample Letters:
    Below are three sample letters for overpayments. The first two letters are for employees who are not represented. The Notification of Payroll Overpayment letter lets the employee know about the overpayment, provides them with their options and the ability to ask for a review. The Confirmation-Notification of Payroll Overpayment letter lets the employee know the result of the review, if one was requested, and the right to appeal if still not satisfied. The Notification of Payroll Overpayment - Represented Employees letter is for employees who are part of a bargaining unit, whose overpayment would then be covered by the collective bargaining agreement.

    Each of these letters can be modified by an agency to add other relevant employee and/or account coding data. The XX on the letter to represented employees who are part of a bargaining unit is to be replaced with the number of days specified in the bargaining agreement:

  19. Overpayments - HRMS and Accounting Examples:

    The above documents provide wage type and accounting examples for the following instances:

    • Master Data Change Only - One Recovery Payment
    • Discover Overpayment, No Agreement Made
    • Discover Overpayments, Repay Plan Made
    • Recover Across Years - No Prior Year Payments Made
    • Convert Overpayment Begun in Prior Year - Complete Collection in Current Year
    • Discover Overpayment in Current Year and Prior Year
  20. Emergency Payment/Manual Tax Deposit Procedures:
  21. Payroll - Calendar Year End Information:
  22. IRS Materials:


Last modified: November 19, 2009
E-mail: OFM.Accounting@ofm.wa.gov