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Decentralized Payroll Calendar Glossary

Below you will find terms and definitions that are found in the Decentralized Payroll Calendar that is published monthly on the State Controller’s Office website.

TERM DEFINITION
1st Half Pay Period Semi-Monthly Term. Alludes to first half of pay period (usually 1-15 of month).
650 FTP DED File Cutoff Cutoff to get 650 FTP file into SCO.
BOM BOM is the Benefit Over Max (CLAS) report that shows any employees with Vacation or Annual Leave balances that are over the maximum cap.
BU18 dd Thru dd (2nd Half mm/yy) Date BU18 can key pay for 2nd half of month before.
BU18 dd Thru dd (1st Half mm/yy) Dates BU18 can key pay for 1st half of current month
CLAS EE Statement Leave balances for all employees.  Annual reports provided to departments based on the month of their choosing.
CLAS Monthly Accrual Cycle Approximately the 8th business day of the month. Leave credits are posted to employee accounts and show in California Leave Accounting System (CLAS) the following day to HR offices.
Compensable Days Amount of days paid in the pay period.
CTO Aging Report A report showing employees with Compensating Time Off (CTO) that was earned more than nine (9) months ago and CTO amounts that are at or above the maximum cap.
Cutoff for Voluntary Paid Sick Leave (VPLP)

Last day to post the Earnings ID for employees enrolling in VPLP.  (Day before the VPLP run)
EBA Report Earned Benefit Audit Report.  A report of any earned or credit adjust transactions that are higher than the standard amount set by the California State Auditor or CalHR that were keyed in the current or any prior leave period.
EH Restore Employee History (EH) Restore.
References:
PAM 10.3.1 – These are the dates PPSD runs the EH Restore (EHDB – Employment History Data Base Restore) process to reestablish INACTIVE EH records to the ACTIVE EH.
PAM 10.25 – Restore Process is usually done on Monday and Wednesdays.
1. If Monday falls on a holiday, semi-monthly payroll cutoff, monthly payroll cutoff or the last workday of the month, the EH RESTORE process will not run.
2. If Wednesday falls on a holiday, on semi-monthly, or monthly payroll cutoff, the EH RESTORE is scheduled the next day (Thursday).
3. If Thursday is a holiday, the next EH RESTORE is processed the following Monday, except as noted in 1.
Requests to restore EH records must be received by Personnel Operations by 12 noon on the date of the EH RESTORE process is scheduled. Requests after this time will be run on the next EH RESTORE.
Earning Statement (ES) CLAS Cutoff The ES CLAS Cutoff is on the same day as Monthly Payroll Cutoff. Leave information that is printed on the bottom of the warrants each month is extracted at COB on this day.
Extract SPARS Extract Student Payroll Action Request (SPAR) is when Transaction A98 positions the campuses key by KEYM are put in the system.
Green Cycle A daily cycle that falls between monthly payroll cutoff and the end of the pay period. Includes daily payroll and supplemental monthly payroll.
HBD-12 Retro Cutoff Health Benefit Form HBD-12. Retroactive forms have to be keyed by these days for adjustments to process the following month.
IBT Intermittent Employee Benefit (IBT) Tracking Report. Identifies intermittent time base employees who are eligible for certain benefits (SISA/MSAs), range change, retirement, health and dental benefits, probation hours, personal holiday/vacation waiting periods, maximum hours worked and actual time worked (ATW). The report identifies employees who are nearing or are eligible for one or more benefits.
Include 105 Trans When campuses can key a Transactions 105 that changes the social security number.
Issue Date The date a warrant/payment is redeemable.

Inquiry & Pay Hist Available After Monthly Payroll is Run

 PIMS and POIS (HIST) will be available after monthly payroll has run.
LAB Leave Activity and Balances (LAB) Report.  Created for each department to show the prior month’s balances, usages, credits, and miscellaneous transactions.
Monthly Mailed Payroll Warrants sent out to agencies.
Monthly Payroll Cutoff Date that transactions need to be keyed to ensure monthly pay to be accurate for monthly rate employees in roll codes 1 and 2. NO Cycle Day the following day and Inquiry and Pay HIST only available after monthly payroll is done.
Monthly Personnel Cutoff NO Cycle Day the following day and Inquiry and Pay HIST only available after monthly payroll is done.
MSA Update An annual increase equivalent to one step in the salary range to which the employee is entitled if he/she meets the standards of efficiency required for the position.
No Cycle Days that no pay will issue.
OK To Clear MPC For Prior Month (August 2021 Calendar, approximately 1st and 16th of Month – the 16th is for bi-monthly). PPM Section M – Monthly Payroll Certification: The Monthly Payroll Certification (MPC) system is a decentralized on-line system used to update the Certification Status on the Attendance Certification File. The Personnel/Payroll System uses the Attendance Certification File to identify when the attendance for a Reporting Unit has been reconciled. Whenever a Payroll Cycle is run, the Attendance Certification File is accessed to determine if the Certification Status has been updated to reflect completion of attendance reconciliation for Reporting Units. Transactions suspended pending disposition of warrants (e.g., PAR/PPT transactions keyed after Monthly Payroll Cutoff) will be processed in the first Payroll Cycle after the Certification Status has been updated. If the Reporting Units are not updated on MPC, transactions keyed after Monthly Payroll Cutoff will remain suspended and transfer of funds, adjustments and/or regular pay will not be generated.
Pay Day Day that warrants are given to employees.
Pay Hist Not Available Intermittent Pay
PH Accrual Cycle Approximately the 2nd day of pay period. Personal Holidays (PH) are posted for employees who earn them (new employees have waiting period of 6 months).
Retro Benefit Cutoff Benefits other than health
Semi-Monthly Payroll Cutoff Day that semi-monthly payroll must be keyed by to issue with semimonthly pay
Semi-Monthly Personnel Cutoff Day that semi-monthly PARS must be keyed by to issue with semimonthly pay
SS BB Report State Service Begin Balance Audit Report.  A report of any State Service Begin transactions that were keyed in the current leave period or any prior leave periods.
VPLP Voluntary Personal Leave Program (VPLP).  Posts the appropriate number of VPLP accrual amount to the employee’s leave benefits.  Posts in current month, but not available for use until the following month.