Transaction S35 - Separation By Agency

General Information | Audit Instructions | Audit Messages

Permanent separation, used to separate non-probationary and non-tenured employees who were appointed via an A50 transaction. May be used when separating an MPP employee pursuant to Title 5, 42723(e), and in the instance of multiple concurrent appointments at the same campus whereby one of the positions is no longer required for business purposes, and the timebase is collapsed into the remaining appointment. May be used only when the nature of the separation is such that no other separation transaction is more appropriate.

PIMS Coding Matrix

Data Element	Required	Conditional
205 - Transaction Code	S35
210 - Effective Date	X
210 - Effective Hours		X
215 - Employment History Remarks		X
715 - Service Pay Period		X
606 - Time to be Paid (New Position)	X
615 - Pay Immediately		X
621 - Lump Sum to be Paid		X
635 - Lump Sum (Unit)		X
636 - Lump Sum (Serial)		X
640 - Last Day Physically Worked	X
719 - Detail Transaction Code		X
810 - Settlement Pay (Line G Item)		X
877 - Lump-sum Vacation/CTO Pay Deferral (Line G Item)		X
999 - Deductions from Separation Pay (Line G Item)	DO NOT KEY, ROUTE PPT TO CSU AUDITS

General Information

Master payroll warrants may not be released in lieu of settlement pay if the effective date of separation is in a prior pay period or mid month. If the warrant was inadvertently released, submit the separation PPT along with Form 674 to CSU Audits, requesting a transfer of funds from regular pay to settlement pay. Do not send in the separation for transfer of funds that are keyed after cut off and the effective date is in that pay period and effective the last day of the academic pay period or 'gray period.' Employee is entitled to the master and Item 810 should be only what is still due.
If the employee participates in a tax shelter annuity, refer to the SCO Payroll Procedures Manual Section I 318 and Technical Letter 91-07 regarding warrants with TSA's.

Audit Instructions

If the employee’s appointment is being terminated as the result of a formal lay off action, enter Code 42 in Detail Transaction Code (Item 719).
Contact the Chancellor's Office, Human Resources, for information regarding separating MPP employees, pursuant to Title 5, Section 42723(e). "Non Retained Termination Pay" (NRTP) must be documented in Employment History remarks (Item 215). Enter "NRTP __ DAYS" and enter the amount of NRTP days plus vacation to be paid in Item 621. (Note, prior to 03/06/2009 this was documented as ALTP)
If a year-end settlement adjustment was requested via PIP because of a time base change or dock and the employee subsequently was separated by the agency in the same pay period, the S35 should reflect the amount paid in Final Settlement (Item 810). Submit the PPT to CSU Audits for processing.
- If the separation was keyed without settlement pay, a corrected transaction with Item 810 completed can be keyed at the campus.
- Refer to Item 810 for additional settlement pay conditions that require submission of the PPT to CSU Audits for processing.
If the separation must be voided and/or re-entered, refer to Lump Sum To Be Paid (Item 621) and Settlement Pay (Item 810).
When an academic employee resigns with an effective date that is BOB, and Item 606 is NON, and Item 810 is completed, and the employee has benefits, refer to Item 210, Item 606 and Item 962 for processing instructions.

Audit Messages

None

Last Updated: April 14, 2010