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.

State Controller's Office – Personnel and Payroll Services Division

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 reporting.
- 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.
The State Controller’s Office (SCO) has made a permanent decision to no longer impose restrictions identified in the Personnel and Payroll Services Division’s (PPSD) 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 Disability Program – Karin Johnson-Anderson
- The Disability team has worked very hard over the past year and have processed very close to 50,000 documents. We are now working within 30 days of receipt, our goal is to work the previous days mail. Peak inventory was July 2019 at 12,345 documents as of Monday June 20, 2020 we have a total of 1,329 documents. NDI was working on June 5, 2020 mail date and IDL was working on May 26, 2020 mail date. When your teams call into our Program please take a moment to give them a shout out.
- The Statewide Disability Program is continuing to utilize email to assist in expediting Std. 674 D - Industrial/Non-Industrial/State Disability/Adjustment Requests in need of correction. A Disability Specialist will email the PR 250 (irregularity notice) to the Agency Specialist and will accept the corrected document(s) returned via secure email, fax (916) 327-7205, or mail.
- Documents are now accepted via secure email to PPSDTempOps@sco.ca.gov. Include Disability in the subject line to ensure documents are routed to the appropriate unit.
- If there are questions for further assistance is needed, please reach out to Karin Johnson-Anderson at (916) 322-3497 or kjohnsonanderson@sco.ca.gov.
Direct Deposit Initiative – Jill Souza
- In October 2019, the State Controller’s Office launched an initiative to increase the number of employees participating in direct deposit.
- Current enrollment in direct deposit statewide is 80.94%.
- The goal is to increase the number of employees participating in direct deposit to 85% by the end of 2020.
- Department specific enrollment data is available and can be requested by email to jsouza@sco.ca.gov.
- A Communications Toolkit was released in April to assist Human Resources offices with outreach efforts. See below:
  - For Employees:
    - Suggested email message to employees
    - Video for employees
  - For Department HR Staff:
    - Video for HR staff
- Std.699 Direct Deposit Enrollment Authorization forms can be sent to the SCO via secure email to PPSDTempOps@sco.ca.gov. Include Direct Deposit in the subject line to ensure documents are routed to the appropriate unit.
- Please be on the lookout for a survey regarding the direct deposit initiative coming in August
Statewide Customer Contact Center (SCCC) – Nastassja Johnson
- The State Controller's Office (SCO) is committed to providing the highest level of customer service possible. With that, we would like to share the reminder that we are here to service Department's and Campus Human Resources (HR) Offices. Employees are best served by their own Department and Campus HR Office, as they have a direct relationship with the employee and can best address the employee's needs. We ask that the Department and Campus HR Offices do not share SCO's direct contact information with employees. If an employee requires HR-related assistance, please direct the employee back to his/her respective HR Representative. Following these guidelines will ensure that SCO can continue providing excellent customer service to Departments and Campus HR Office staff.
- California Personnel Office Directory (CPOD):
  - Please update CPOD with current information.
- The PPSD Register (monthly newsletter):
  - May 2020
  - June 2020

California State Payroll System (CSPS) Project

Project Update – Bill Harrigan
- Please check out the CSPS Project Newsletter – Issue 4!
- For questions and concerns please contact, CSPS Help at cspshelp@sco.ca.gov.

Cal Employee Connect (CEC)

Cal Employee Connect Implementation – Stephan Higginbotham
- All departments have been given access to Cal Employee Connect as of June 15th.
- Please continue to send out pay day and ad hoc communications to employees to keep encouraging adoption.
- For questions or concerns, please contact connecthelp@sco.ca.gov
  - Note: Departments can contact CEC to request stats on number of registered users and adoption rates.
Direct Deposit Advice (DDA) Suppression for Departments with CEC Access – Stephan Higginbotham
- In response to COVID-19, SCO has temporarily suspended the printing of DDAs for departments with access to CEC – this includes all Wave A, Wave B and Wave C (as of 06/19/20) departments, with a few exceptions;
- SCO will not reprint the DDAs that were skipped during the suspension;
- Departments are encouraged to direct employees to CEC for access to the PDF copy of their DDA;
- SCO is also exploring processes and means to implement permanent suppression of DDAs, but no timeline or additional information is available; and
- Please refer to Cal Employee Connect Letter 20-002 for more information.

Helpful Tools

Personnel and Payroll Services Division Subscriptions
Payroll Procedures Manual (PPM)
Personnel Action Manual (PAM)
California State Payroll System Project (CSPS)
Statewide Training
Extended Keying Calendar
Decentralized Payroll Calendars
Civil Service Weekly Processing Dates
CalHR Email Subscriptions
CalPERS Email Subscriptions
CalPERS State Reference Guide
CalPERS Employer Education
CalPERS Circular Letters: CalPERS has published circular letters for employers.
Employers can visit the CalPERS website to find out their response to COVID-19.

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.