Special Payroll Processing System Mainframe/Block Mode Format (SPPS)

Establish/Delete Indebtedness

Last Updated: 4/19/2018 4:57:44 AM

Establish/Delete Indebtedness is option 1 on the Indebtedness Menu. This option is used to add (establish) or delete an indebtedness case. If all debts are recorded in ABCO Administrative Billings and Collections System or PAYE Payroll Computation System, a record does not need to be established in SPPS Special Payroll Processing System. Collections and payments are made through PPS Payroll/Personnel System for these debts.

An indebtedness record must be established using this option before any information about the case can be entered.

An indebted record established in SPPS Special Payroll Processing System can only be deleted if:

• Payment has been coded for release and the deletion occurs before the SPPS Special Payroll Processing System job at approximately 11 a.m. CT.
• Payment has not been sent to SPPS Special Payroll Processing System for disbursement.
• Disbursement has not been made.

Establishing/Deleting an Indebtedness Case:

1. Type 1 at the Select Option (1-8) prompt on the Indebtedness Menu.
2. Press Enter. The Establish/Delete Indebtedness screen is displayed.

   

3. Complete the fields as follows:

   Field	Description/Instruction
   SSNO	System generated from the File Control Information screen entry.
   Agency	System generated from the File Control Information screen entry.
   Name: Last	System generated from the payroll/personnel database.
   First	System generated from the payroll/personnel database.
   Middle	System generated from the payroll/personnel database.
   Separation Date (MMDDYY)	Type in the employee's separation date (MMDDYY). A record can be established before the employee is actually separated. Once the personnel action separating the employee applies to PPS Payroll/Personnel System, the Separation Date field reflects the date entered on the personnel action. The date from the personnel action will override any date entered in this field. Note: Since an indebtedness record can be established before the employee has actually separated, make sure that the information is being entered for the correct employee and that the correct record has been selected.
   Function Code	Type the applicable code. Valid values are: A (add) to add an indebted record to SPPS Special Payroll Processing System and collect any amount due. D (delete) to delete an erroneous record (i.e., the debt is forgiven).
   Date Record Established	System generated and indicates the date the indebtedness record is added to SPPS Special Payroll Processing System. This field displays as 99 99 99 until SPPS Special Payroll Processing System runs.
   Does Employee Have Any Outstanding Advanced Leave?	The system defaults to N (no). If the employee has any outstanding leave, type Y (yes). For collection instructions for leave debts, see Advanced Leave.

4. Press Enter. The indebtedness case is established/deleted.