Home State and Local State Departments Human Resources Library and Resources Broadcast Email Archive December 27, 2023

December 27, 2023

Notes - Transaction Supervisors’ Forum – November 2023

Action Required by Department: Share the following information with all human resources Transaction Supervisors and Managers.

Description: The November 2023 Transaction Supervisors’ Forum notes are now available on the State Controller’s Office (SCO) website.  To access previous forum notes, visit the Transaction Supervisors’ Forum webpage.

Population Affected: All HR Offices

Payroll Warrant Reminders

Action Required: Share the following information with all departmental human resources (HR) and accounting office employees. 

Description: See Payroll Warrant Reminder below:  

• Payroll Warrants that are mailed should not be folded. Please place them in an envelope that is large enough to accommodate the warrant size.    
• Departments should not release Payroll Warrants to employees early, departments should issue Payroll Warrants to employees on the actual issue date of the payments, not prior. In the event that an employee will not be present on the actual issue date, please refer to the CalHR Human Resources Manual, Timely Payment of Wages - Section 1703 and the State Administrative Manual (SAM) - Section 8580.2 for specific guidelines.   
• Please do not release the January 2023 Payroll Warrants until December 29, 2023, as instructed by your Departmental Accounting Office.    
• Encourage all employees to sign up for Direct Deposit.  
• When mailing Payroll Warrants, include a Direct Deposit Enrollment Authorization (STD.699) in the envelope to encourage enrollment.   
• The approved retention schedule for personnel and payroll services requires retention of earnings statements (CD39As) for two months. With the implementation of Cal Employee Connect and suspension of direct deposit advice (DDA) printing by SCO, departments are encouraged to review their internal retention policies and appropriately handle or dispose of undelivered DDAs, as necessary. Please refer to the State Administrative Manual, Section 1615 and the Records Retention Handbook for more information.

Population Affected: All HR Offices and Accounting Offices