State Controller's Office - Personnel and Payroll Services Division

Customer Relations Survey

How would you like to receive information from us during this time? Please send suggestions to our HR Suggestions Inbox at PPSDHRSuggestions@sco.ca.gov.

COVID-19 Update

The Personnel and Payroll Services Division (PPSD) is monitoring the COVID-19 pandemic closely. At this time, PPSD is open for business as usual. PPSD will continue to stay on top of the latest COVID-19 information and update departments of any changes that may impact services to our customers. PPSD is updating the State Controller's Office (SCO) State Human Resources and State Employees webpages with service information as it becomes available. These webpages will be updated regularly, as necessary.
SCO has developed streamlined processes to expedite financial transactions and to report.
- PPSD will accept electronic signatures. Please follow your electronic signature protocol.
Updates have been made to the COVID-19 Emergency Family Medical Leave Act (E-FLMA) calculator. Please be sure to use the most up to date version of the calculator.
SCO has made a permanent decision to no longer impose restrictions identified in PPSD's Decentralized Security Program Manual and Decentralized Security Guidelines below:
- Access and use of SCO’s systems shall only be initiated from workstations that are owned or leased by the state agency and that are physically located within a facility that is owned or leased by the state agency and;
- Access and use of SCO’s Human Resource Management Systems shall only be initiated from workstations that are owned or leased by the state agency and that are physically located within a facility that is owned or leased by the state agency.
- Instead, agencies and campuses should review and adhere to the following policies and procedures for remote access of information systems.
- Updates to PPSD’s Decentralized Security Program Manual and Decentralized Security Guidelines to reflect this change in policy will be made as soon as practical.
For more information, please access our COVID-19 FAQs.

Email Subscription Service

To ensure you're receiving essential PPSD notifications, please subscribe to our email subscriptions listed below. Also, we invite you to share this information with anyone who would be interested in PPSD notifications.
- California Leave Accounting System (CLAS) Letters
- State Controller's Office Letters (Personnel / Payroll Operations)

Personnel and Payroll Operations Bureau (PPOB)

Statewide Direct Deposit Program - Jill Souza
- In October 2019, the State Controller's Office launched an initiative to increase Statewide participation in Direct Deposit. At that time, participation was at 76.9% statewide. The goal is to achieve 85%.
- As of August 2020, Statewide Direct Deposit participation is 82.08%. SCO targeted ten state departments with a significant total number of employees that currently receive paper warrants.
- As of 08/25/2020, we have received over 5,333 responses. We will begin to analyze the data in September and determine our next steps.
- Department-specific enrollment data is available and can be requested by email to jsouza@sco.ca.gov.
Statewide Position Control Program - Karin Johnson-Anderson
- We are accepting email documents via PPSDTempOps@sco.ca.gov with Position Control in the subject line.
Statewide Disability Program - Karin Johnson-Anderson
- We are accepting email documents via PPSDTempOps@sco.ca.gov with Disability in the subject line.
Statewide Civil Service Benefits - Bryce Miller
- Open Enrollment (September 21-October 16, 2020)
- Civil Service Benefits has established an email box for agencies to send open enrollment documents to OpenEnrollment@sco.ca.gov.
- Open Enrollment changes will be effective January 1, 2021.
- Workload restructuring - will see weekly processing dates updated.
Statewide Civil Service Payroll - Renee McClain
- Processing Emergency Paid Sick Leave Act (EPSLA)/Emergency Family Medical Leave Act (EFMLA) with Personal Leave Program (PLP):
  - At this time, Departments that have employees on EPSLA/EFMLA with PLP are advised to either key a 603 PIP transaction to reduce the employee’s time if the employee is not entitled to receive a full master at the reduced PLP rate for the pay period, or allow the master to issue at the reduced salary rate; both of which will require submitting a Std. 674 to SCO requesting the adjustment of the salary rate for benefit hours to be paid at the unreduced salary rate. If possible, please submit your Std. 674s during the first green cycle. SCO will be processing the Std. 674 documents as a priority during the green cycles to ensure employees are made whole by payday.
  - Before submitting your Std. 674 documents, please ensure that all employees utilizing the EPSLA/EFMLA benefit have a 215 transaction code keyed on employment history. This will be SCO's first step in verifying the information on the Std. 674.
  - In the remarks section of the Std. 674, please indicate the total number of hours the employee is using for each benefit, and the total hours they are supplementing for the pay period.
  - As a reminder, the PLP/Furlough hours for the pay period will be prorated based on the hours paid that are not EPSLA/EFMLA using the intermittent charts per the bargaining units found on CalHR's website.
  - SCO has established the PPSDepslaefmlaadj@sco.ca.gov email box which will be used for departments to submit these 674s.674s, Civil Service Payroll is developing sample Std. 674s to assist with how to document the time and salary for EPSLA/EFMLA payroll adjustments. The samples will be included in the PLP Fact sheet that is currently on the SCO webpage.

Program Management Analysist Bureau (PMAB)

Statewide Personnel and Payroll Training - Tim Ramsden
- Classroom Training?
  - Library of eLearning modules
  - New eLearning modules:
    - Fundamentals of Payroll (4)
    - SDI (2)
    - NDI (1)
    - more on the way…
California Leave Accounting System (CLAS) - Tim Ramsden
- Personal Leave Program
  - Benefit Over Max (BOM) report
  - Union Release Time Bank

Cal Employee Connect (CEC)

CEC and the Our Promise Campaign – Stephan Higginbotham
- The state is partnering with United Way to implement a more secure process for making donations during the Our Promise campaign.
- State employees interested in donating during the campaign will use CEC to securely start the registration process with United Way.
- Please see the announcement in the "What's New" section of CEC.
- Questions:
  - Is the CEC going to continue beyond this time period where everyone is teleworking?
    - Answer: Yes, we were developing CEC long before the pandemic. This is a long-term portal for state employees.
  - Did CEC fix the issues with allowing semi-monthly employees to see what their pay is before payday?
    - Answer: We haven't resolved that yet. The payday calendar is somewhat in flux, so we're still trying to find the right logic.

Contact

Statewide Customer Contact Center (916) 372-7200,
HR Suggestions Email  (All HR Staff) PPSDHRSuggestions@sco.ca.gov
CS Escalation Email (HR Supervisors and Managers)  PPSDOps@sco.ca.gov

Disclaimer: This publication is intended for reference only. It does not supersede current applicable laws or regulations, and it is not intended for purposes of providing legal advice.