Casual Pay Guide - Chapter 1 - Casual Maintenance

Version 1.15

Chapter 1 provides guidance for how to work with the Payroll Operations Division (POD), including the Payroll Operations Branch (POB), to perform payroll tasks related to setting up new hires in the payroll system and updating information as the need arises.

 

Fire Center 
POD
 

If a Casual is requesting a loan or some sort of payment from an outside source, an Employment Verification record is usually requested by the third party.

All forms except State Unemployment Form ES-931:

CASUAL PAYMENT CENTER:

Casual Payment Specialist (CPS)

  • Do not refer to TALX/EQUIFAX – The Work Number. The Work Number does not maintain data on casual workers.

PAYROLL OPERATIONS DIVISION:

Payroll Operations Branch (D2660)

  • If form is received, return to Casual Payment Center for completion. Do not refer to TALX/EQUIFAX – The Work Number. The Work Number does not maintain data on casual workers.

State Unemployment Form ES-931

CASUAL PAYMENT CENTER:

Casual Payment Specialist (CPS)

  • Annotate that earnings are not considered Federal Service for UCFE purposes, per Title 5, US Code, 8501. Do not report wages.

PAYROLL OPERATIONS DIVISION:

Payroll Operations Branch (D2660)

  • Annotate that earnings are not considered Federal Service for UCFE purposes, per Title 5, US Code, 8501. Do not report wages.
  
 

When state wages are reported incorrectly the wages may need to be moved to another state.

Current Year

CASUAL PAYMENT CENTER:

Casual Payment Specialist (CPS)

  • Notify POB (D2665) of the need for the correction.
  • Process the change to the tax state in FPPS, using the current date as the effective date.

PAYROLL OPERATIONS DIVISION:

Payroll Operations Branch (D2665)

  • Process One Time Adjustment to move wages and taxes or refund the taxes if the correct state does not withhold taxes.

Prior Year

CASUAL PAYMENT CENTER:

Casual Payment Specialist (CPS)

  • Notify POB (D2665) of the need for the correction.
  • Process the change to the tax state in FPPS, using the current date as the effective date.

PAYROLL OPERATIONS DIVISION

Payroll Operations Branch (D2665)

Process a W-2C to move wages only. Casual must file a state return for refund of any withholdings.

The Casual's social security number is incorrect in FPPS.

Before the W-2 is issued

CASUAL PAYMENT CENTER:

Casual Payment Specialist (CPS)

  • Process SSN change in FPPS. This could also be a merge or purge action (see FAQ below).

After the W-2 is issued

CASUAL PAYMENT CENTER:

Casual Payment Specialist (CPS)

  • Process SSN change in FPPS. This could also be a merge or purge action (see FAQ below).
  • Notify POB (D2665) of need for W-2C.

PAYROLL OPERATIONS DIVISION (D2665 AND D2613):

Payroll Operations Branch (D2665)

  • Complete W-2C.

  • Submit W-2C information to Review and Analysis Branch (D2613) for processing.

Review and Analysis Branch (D2613)

Print W-2C and mail to Casual.

How can I change the Casual's SSN

Enter the Casual Hire command into FPPS, Submenu ‘Change Casual Hire'. Only the SSN can be changed and only unpaid timesheet data will be moved to the corrected SSN.

If the Casual has two or more profiles, update each profile with the current address and tax information. Contact the Customer Contact Center at 1-888-367-1622 or send an email to the FPPS Help Desk and request a data merge or purge. After notification that data merge is complete, current address and tax information should be reflected on the profile. Follow up in FPPS to assure the desired data is retained (SSN is the correct one) or input corrections (name, address, bank, tax forms, etc…)

If close to year-end closing, request a “RUSH” on the merge/purge to accommodate the printing of the correct W-2.


 

 

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