CPPS Forms

1
CPPS Forms

• Everything you need to know but were afraid to ask

2
Employees Authorization for Electronic Funds
Transfer
Why is this form necessary?
State of Colorado Fiscal Rule 9-2 State
employees paid either monthly or bi-weekly on the
state payroll system shall be on the direct
deposit payroll program unless an exception is
approved by the State Controller, or delegate.
State of Colorado Application - CERTIFICATION I
am also aware that the State of Colorado has a
payroll direct deposit requirement for
employment. When needed I can supply the correct
documentation for direct deposit.
Colorado Law 8-4-102 Proper payment -- record
of wages. State Employment Statutes (2)   
Direct deposit. Nothing in this article shall
prohibit an employer from depositing wages due or
to become due or an advance on wages to be earned
in an account in any bank, savings and loan
association, credit union, or other financial
institution authorized by the United States or
one of the several states to receive deposits in
the United States if the employee has voluntarily
authorized such deposit in the financial
institution of the employee's choice.
3
Employees Authorization for Electronic Funds
Transfer
Tips, Hints and Requirements
Transit/Routing numbers never begin with a 5.
These are the institutions internal routing
number. If the account type is checking, try to
get an actual voided check instead of a deposit
slip. The deposit slips usually have a
transit/routing number that begins with a
5. For a direct deposit to be successful, the
transit/routing number, account number and
account type must match the receiving
institutions information. Some institutions
also edit on the customers/employees name. Net
pay disbursement CCheck. Use this code only if
the employee is to always receive checks
instead of direct deposit. AAdvice. This is
the systems default code. If no codes are
entered in this field, it will default to A.
4
Employees Authorization for Electronic Funds
Transfer
Tips, Hints and Requirements
Check/Advice Distribution DAlpha. This is to
sort paychecks/advices alphabetically within a
locator code or agency. HZip Code. This is
to sort paychecks/advices by zip code within
the entire department. An employee signature is
required to either initiate direct deposits or to
discontinue them. It is recommended that when
starting a new direct deposit to leave the start
date blank. This allows the system to send a
prenote (practice run) to the receiving bank. If
any of the information is incorrect with a
prenote, the receiving bank should send back a
warning message. If the information is incorrect
with a live run, it could take an additional 4 or
5 days to get the employee paid. If your agency
wants to make their own authorization form, that
is fine as long as the legal wording remains the
same.
5
Additional Direct Deposit Deduction
Why is this form necessary?
For receiving authorization from the employee to
add or delete an additional direct deposit
deduction to their payroll.
Tips, Hints and Requirements
The description code is the wording that prints
on the employees paycheck/advice for this
deduction. As with the net pay direct deposit,
the transit/routing number, account number and
account type must match the receiving
institutions information. As with the net pay
direct deposit, it is recommended to leave the
start date blank. Additional direct deposits can
be entered as either a flat dollar amount or
percentage of the net pay.
6
Additional Direct Deposit Deduction
Tips, Hints and Requirements
As with the net pay direct deposit, the
transit/routing number, account number and
account type must match the receiving
institutions information. As with the net pay
direct deposit, it is recommended to leave the
start date blank. Additional direct deposits can
be entered as either a flat dollar amount or
percentage of the net pay. For bi-weekly
employees with flat dollar additional direct
deposits enter the amount to be deducted from
each payroll. For bi-weekly employees with a
percentage additional direct deposit enter the
amount to be taken from each payroll.
7
Additional Direct Deposit Deduction
Tips, Hints and Requirements
To enter a percentage additional direct deposit,
use the Y indicator on the direct deposit
screen. GTN numbers for additional direct
deposits are 181-185. As with net pay direct
deposits, an employee signature is required for
initiating and discontinuing a direct
deposit. Additional direct deposits cannot be
taken on the SCH 9XX (adjusting payrolls) or on
CHOP checks.
8
Payroll Batch Control
Why is this form necessary?
For recording the required batch header
information.
Tips, Hints and Requirements
Batch numbers for the agencies are 001-299.
Batch numbers for CPPS are 300 and higher. Time
report forms are for system 51 in CPPS. Trans
count is the total number of lines being entered
for the batch. To get the hours hash ttl, add
together all the hours being entered for each
employee. To get the rate hash total, add
together all the rates being entered for each
employee. Payroll Adjustment forms are for
system 52 in CPPS.
9
Time Report
Why is this form necessary?
For recording required information to be entered
to pay an employee.
Tips, Hints and Requirements
This form can be used for recording AP, LX, RP,
RX, TE, and TX transactions. Up to three
transactions can be recorded per line for a
single employee. TE transactions required a job
number from screen 4. APs, LXs, TEs, TXs and
TIs increase an employees pay. RPs and RXs
reduce an employees pay.
10
Time Report
Tips, Hints and Requirements
There are certain Earnings Codes that cannot be
entered on the same line. Overtime codes, shift
codes, and shift overtime codes can all be input
on the same line. Any of the other Earnings
codes (REG, OTH, ANR, SKF, WSR) can all be
entered on the same lines. However, shift,
overtime, and shift overtime earnings CANNOT be
entered on the same line as REG, OTH, etc There
are a few earnings types (TEM, AWD, CSV) that do
NOT require hours, and these earnings would each
have to be entered on separate lines.
11
Retroactive Pay Adjustments
Why is this form necessary?
For recording required information to be entered
for a retroactive pay adjustment.
Tips, Hints and Requirements

• Retroactive pay adjustments are in system 52.
• This can be used for both positive and negative
  pay. If a pay rate is increased retroactively,
  it is positive. If an overpayment is being
  recovered, it is negative.
• This is also a flat dollar amount transaction,
  it will NOT multiply, so the amount in RATE is
  the amount to be paid or reduced.
• If this transaction is being processed on a
  biweekly schedule, the PAY END date cannot be
  after the pay period end date of that biweekly.
  For example, the pay period is from 3/22 to 4/4,
  a pay period end date of 4/10 will cause a FATAL
  ERROR.

12
Deduction Worksheet On-Line
Why is this form necessary?
For recording the required information to either
start or stop a DU deduction.
Tips, Hints and Requirements
DU entries are for on-going deductions. DU
entries either start or stop a deduction. The
bal cd is always G. The DU can be set up for
the dollar amount or for a parameter. If you are
setting it up for a parameter, use the parameter
value that coincides with the amount that is to
be deducted from the employees pay.
13
Deduction Worksheet On-Line
Tips, Hints and Requirements
If you have a biweekly employee, you need to set
up the DU for the amount to be deducted each pay
period. The only exception is PERA Life (GTN
059), which will need to be set up for the full
monthly deduction. This deduction will be taken
only on the second biweekly. If you need to
change the DU amount, change it to the new
amount. The DU will override the current amount,
whether it is an increase or a decrease. The
amount deducted for each DU will be reflected on
each pay stub with a Year-to-date balance. The
only exceptions are Additional Federal tax (GTN
023) and Additional State Tax (GTN 026) those
totals are added to the Federal (GTN 022) and
State (GTN 025) Tax Year-to-Date totals.
14
Payroll Adjustment Worksheet
Why is this form necessary?
For recording the required information to make a
one-time deduction, refund or prepayment.
Tips, Hints and Requirements
One-time deductions are for one payroll
only. One-time deductions can be taken in
addition () to the normal deduction or replace
(R) the normal deduction. May be input when the
employee is being paid off cycle. This can be
used even if the employee is terminated or on
leave without pay. Refunds are created by the
agencies, but entered by Central Payroll
only. Refunds do not reduce the amount of the
gross. They reduce the amount of the deduction
paid by the state or employee.
15
Payroll Adjustment Worksheet
Tips, Hints and Requirements
Prepayments are created by the agencies, but
entered by Central Payroll only. Prepayments are
monies received directly from the employee to
cover specific deductions either in advance or
after the fact. Required fields to be filled in
before submitting to Central Payroll are
Organization ID, Organization Name, Employee ID,
Employee Name, Element Number, Amount and Reason.
The reason can be stated in the blank space on
the form.
16
Hand-Drawn Checks
Why is this form necessary?
For requesting a manual payroll check from
Central Payroll.
Tips, Hints and Requirements
CHOPs change the amounts in the employees
database hand-drawns replace an amount in the
employees database (ie. checks for accounts
closed). CHOP requests are required to have an
authorized signature. Central Payroll does not
care who each agencys authorized signature is,
just as long as the request is signed. CHOP
requests without a signature will not be
processed. A reason must be marked. CHOPs will
be issued only if they fit within the State
Controllers CHOP Policy.
17
Hand-Drawn Checks
Tips, Hints and Requirements
Required fields to be filled in before
submitting to Central Payroll are Organization
ID, Organization Name, Authorized Signature,
Employee ID, Employee Name, Check Date, Pay End
Date, Gross Pay, Net Pay, Earnings Type Time, -
only if the pay is to be reduced by that line
(system default is a ), Hourly Rate or Gross
Amount, - only if the pay is to be reduced by
that line (system default is a ), Job Class,
Cert No., Y if your agency uses this indicator,
Position No., Pay End Date, Element No.s,
Amounts, - only if the deduction is being
refunded to the employee (system default is a
), and Reason.
18
Cancellations, Hand-Drawn Checks, Overpayments
Why is this form necessary?
For requesting the reduction of an employees
grosses and deductions due to an overpayment.
Tips, Hints and Requirements
Required fields for submitting to Central
Payroll are Organization ID, Organization Name,
Employee ID, Employee Name, Gross Pay, Net Pay,
Element No.s, Amounts, - only if the deduction
is being paid by the employee (system default is
), Account Number, Job Class, Earnings Type,
Gross Amount, - only if the line is being paid
to the employee (system default is ), Time and
Pay End Date. An overpay form is a negative
document. Gross pay less any employee share
GTNs should equal to the net pay. Gross pay
less earnings codes SKF and UNF, less any
pre-tax employee amounts multiplied by 8 should
equal the amount given for GTN 002.
19
Cancellations, Hand-Drawn Checks, Overpayments
Tips, Hints and Requirements
Gross pay less earnings codes SKF and UNF,
less any pre-tax employee amounts multiplied by
10.15 should equal the amount given for GTN
003. Gross pay less earnings codes SKF and
UNF, less any pre-tax employee amounts
multiplied by 1.45 should equal GTNs 036 and
038. The pay end date should match the pay end
date of the payroll the employee was overpaid.
This is very important for accurate PERA
reporting.
20
Miscellaneous
CPPS forms were created to follow the fields in
CPPS for ease of entering. Forms that are
completed by the agencies and submitted to
Central Payroll for processing must be completed
correctly. If they are not, the appropriate
person will contact the agency to discuss
corrections to the information and have the
agency re-send the corrected form for
processing. For forms that are not submitted to
Central Payroll for processing, the agencies can
create their own version of the form. If you
have any forms with number separators, THROW THEM
AWAY! If you submit a form with the little
separators, we will contact you to fill out a new
form. All of the forms covered in this
presentation can be found on the Central Payroll
web page (www.colorado.gov/dpa/dfp/sco/payroll.htm
).