State of North Carolina Office of the State Controller
| Michael F. Easley, Governor |
Robert L. Powell,
State Controller
|
February 4, 2003
MEMORANDUM NO. PR2003-002
| TO: | All Agencies Served by the
State Controller's Office
Payroll Section |
| FROM: | Roger Farmer
Payroll Administrator |
| SUBJECT: | Overpayments, Check Cancellations, Duplicate W-2's, X/PTR Reports, SIG |
SALARY OVERPAYMENTS WITHIN SAME CALANDER YEAR
All salary overpayments are
made at the employee's GROSS PAY AMOUNT. The difference between the
employee's GROSS PAY and NET PAY represents employer payments made for
the benefit of the employee. Provided that the employee promptly
repays the overpayment amount within 30 days, we allow the employee to
repay the NET AMOUNT. After the 30-day period, the employee should
repay the GROSS AMOUNT. This time period is necessary because of
the economy and the increasing resistance being offered by the Deferred
Plan Administrators to refunds amounts extending beyond the 30-day period.
SALARY OVERPAYMENTS AFTER YEAR-END CLOSE-OUT
After the year-end close-out, adjustments can not be made by entering prior year payroll information into the on-line system. Wage adjustments for the prior year are to be collected by your agency for the GROSS PAY AMOUNT. The employee's W-2 will be adjusted using a W-2C, after the wages have been repaid. For our office to prepare a W-2C we will need the following:
A letter explaining the makeup of the adjustment.
A copy of the employee's W-2 Form, not the original.
A signed Social Security Waiver Form. A copy can be found attached to Memorandum PR2003-001.
CHECK CANCELLATIONS
Checks should be cancelled
as promptly as possible. Checks containing Deferred Deductions should
be cancelled within the 30-day period.
DUPLICATE W-2 FORMS
Requests for duplicate W-2 Forms for calander year 2002 should be entered at the agency level, rather than being sent to this office. The following steps should be followed to enter the request:
On Tuesday night we will submit a job to produce the duplicate W-2 requests. The W-2 forms will be sent from our office on Wednesday. NOTE that this will not work for an inactive employee. The request for duplicate W-2 forms for employees who are inactive will need to be sent to our office for processng.1. Go to the change screen2. Type PRINT as the change code
3. The screen will automatically tab to the next field. Type a W in this field.
PRIOR YEAR W-2 REQUEST
Prior year W-2 request should
be sent to our office. These will also be processed on Tuesday nights
and sent out from our office on Wednesdays. For duplicate W-2 request
dated 1999 and before a copy of a letter from the Dept. of Revenue or IRS
addressed to the employee should be provided.
NEW REPORTS AVAILABLE ON X/PTR
There are two new NCFLEX
PLANS residing in X/PTR, as listed below.
| DED
CODE |
NAME OF DEDUCTION | NAME ON X/PTR |
| 448 | NC Mutual Dental | OSCPX MUTUAL DENTAL(448) -DETAIL |
| 448 | NC Mutual Dental | OSCPX MUTUAL DENTAL(448) -SUMMARY |
| 451 | Health Care Plus | OSCPX HEALTH CARE PLUS(451) -DETAIL |
| 451 | Health Care Plus | OSCPX HEALTH CARE PLUS(451) -SUMMARY |
The old 448 for BCBS for OSCPX BCBS FLEX(448) -DETAIL and OSCPX BCBS FLEX(448) -SUMMARY will display in X/PTR. In order not to see them delete them from your favorite list.
CENTRAL PAYROLL SIG
Please visit the central payroll SIG site to view the changes, see below.
WEBSITE: www.ncosc.net
Click: NC ACCOUNTING
SYSTEM (SIG)
Click: CENTRAL
PAYROLL
Click: PAYROLL
FORMS
Please note that there is a box broken down into two categories:
OSC Central Payroll Forms
A copy of the form for each item may be obtained by clicking on any of the eight forms listed.
Forms from Other Agencies
You will be taken to the
appropriate website. You can then choose from the specific agencies
form, instruction or publication listing.
| MAILING ADDRESS
1410 Mail Service Center Raleigh, NC 27699-1410 |
Fax Number: (919) 981-5560 State Courier: 56-50-10 Website: www.ncosc.net |
LOCATION
3512 Bush Street Raleigh, NC |
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