COVID-19 Pay Processing

posted May 13, 2020, 12:19 PM by Barbara Thiss
Districts had requested a way to pay employees around COVID-19 related scenarios. One new Earning Code and two new TRC codes have been created. The COVID-19 Absence and Pay Processing Guide has been created.

Monthly 1.0 FTE, monthly less than 1.0 FTE, hourly, exception hourly, and daily classified employees and certificated employees can be paid directly on the Payroll paysheet or the Time & Labor timesheet.

The new Payroll Earnings Code for COVID-19 is:
  • School Closure Premium (SCP): A flat premium amount or the number of premium hours worked to be paid to the employee specifically related to COVID-19.
The new Time & Labor Time Reporting Codes (TRC) for COVID-19 are:
  • School Closure Premium HOURS (SCPH): The number of premium hours worked to be paid to the employee specifically related to COVID-19.
  • School Closure Premium AMOUNT (SCP$): A flat premium amount to be paid to the employee specifically related to COVID-19.
Districts must manually calculate the flat School Closure Premium amount or the number of School Closure Premium hours worked, and required pay rate, to be paid to the employee for COVID-19. The Time & Labor SCPH and SCP$ TRCs are mapped to the Payroll SCP earnings code. All SCP earnings are not subject to CalSTRS nor CalPERS and will not need to interface with the Retirement System.

The updated TRC Programs will have an effective date of 4/1/2020 to correspond with the COVID-19 tracking timeframe of 4/1/2020 – 12/31/2020.

Important:

Districts must submit a ServiceNow Ticket indicating which Time and Labor Workgroups need to have the new COVID-19 Time Reporting Codes (TRC). This information is required to populate the drop-down boxes found on the Timesheet screen. All districts will automatically be able to use the new School Closure Premium (SCP) payroll earnings code.

The Time Reporting Code (TRC) drop-down list on the Timesheet screen gets populated with the TRC codes defined for an employee’s assigned Workgroup. Each Workgroup has a corresponding TRC Program containing all of the TRC codes for that Workgroup.
  • Please run the List TRC Programs and Codes query (M_TL_TRC_PROGRAM_LIST) to get a list all of the TRC codes defined for each of the Workgroups in your district.
  • Download the query results to an Excel spreadsheet and add a column to the far right, after the “Workgroup” column, named “COVID19”.
  • On the first row of the spreadsheet for each TRC Program ID/Workgroup where you want to add the new School Closure Premium (SCP) TRCs for COVID-19, please type “SCP$, SCPH” in the “COVID19” cell.
  • Attach the updated M_TL_TRC_PROGRAM_LIST spreadsheet to a new Service Portal (ServiceNow) Ticket.
  • PeopleSoft Support will configure your district's TRC Programs with the requested SCP COVID-19 updates effective 4/1/2020.
If you have any questions, please contact PeopleSoft Support by submitting a Service Portal Ticket.