SPRS Fiscal Year-End Processing Instructions for the Rollover to Fiscal 2024

Overview

Applicable to

State agencies reporting to the Standardized Payroll/Personnel Reporting System (SPRS).

Policy

SPRS agencies must process transactions in the proper order for the rollover to fiscal 2024. All fiscal year-end rollover and September maintenance transactions must be completed by the payroll due dates in September to ensure employees are paid correctly.

Complete the steps in the SPRS Rollover to Fiscal 2024 Processing Instructions provided in this fiscal policy and procedure (FPP).

Note that agencies must submit an F24 reason code record effective Sept. 1, 2023, for every active employee. See the SPRS Fiscal Year Rollover Records for All Employees (login required) for more information.

Additional steps are required for employees on temporary assignment or on disciplinary reduction. See SPRS Maintenance Before and After the Rollover to Fiscal 2024 in this FPP for more information.

SPRS Rollover to Fiscal 2024 Processing Instructions

Introduction

State agencies reporting to the Standardized Payroll/Personnel Reporting System (SPRS) are required to complete the fiscal year-end (FYE) close process that involves agency preparation of SPRS records for the new fiscal year.

Follow the steps below to submit fiscal 2024 rollover transaction(s) to SPRS.

Step 1: Pre-F24 transactions*

For Sept. 1 pre-F24 transactions, salary/rates and class codes will reference F23 tables that were effective Sept. 1, 2022. Note the following if applicable:

*For more information, see SPRS Maintenance Before and After the Rollover to Fiscal 2024 in this FPP.

Fiscal 2024 conversions

The 2024-2025 Conversion Manual from the office of the State Auditor (SAO) and the Comptroller’s office (available in early August on the SAO website) explains the changes and the necessary payroll actions state agencies must take. The manual includes:

• Mapping of all changes
• Automatic conversions
• Class deletions
• New classes
• Class title changes
• Reallocated classes

Agencies must determine which employees are in the categories below, and then submit the appropriate transactions to SPRS.

Step 2: RC F24

Complete the following for the rollover to fiscal 2024.

Submit RC F24:

• For all employees active on Aug. 31, 2023, and not terminating on that date. The effective date of RC F24 must be Sept. 1, 2023, and RC F24 must be sequenced after actions listed under Pre-F24 Transactions, if applicable.
• For mandatory, protected and optional fields effective Sept. 1, 2023; see SPRS Fiscal Year Rollover Records for All Employees (login required) in this FPP.

Note: SPRS will reject the F24 transaction if the following instructions are not followed:

RC F24 rules

Step 3: Post-F24/Sept. 1 maintenance

• Submit Sept. 1 maintenance, sequenced after the F24 transaction, including merits, promotions, demotions and agency reclassifications.
• If there is no RC F24 on file when maintenance is submitted (including terminations effective on or after Sept. 1, 2023), SPRS will reject the maintenance transaction.

Note: All jobs will be evaluated independently from any other job(s) held by the employee at the agency.

Step 4: Roll report

After your agency has finalized the fiscal 2024 roll process, you may request the SPRS Post Roll Report listing all employees active on Aug. 31, 2023, who have not terminated on that date and for whom no RC F24 has been submitted to SPRS.

SPRS Fiscal Year Rollover Records for All Employees (login required)

SPRS Maintenance Before and After the Rollover to Fiscal 2024

Additional Data to Include With Maintenance

Employees who are on temporary assignment on Sept. 1, 2023:

• Before the rollover process takes place, return employees who are on temporary assignment (RC 041) on Sept. 1, 2023, to their former job classifications.
• Submit RC 042 effective Sept. 1, 2023, with a lower processing sequence ID (for example, 010) than the F24 transaction (for example, 020) to return these employees to their former job classifications.
• Move employees back to temporary assignment (RC 041), effective Sept. 1, 2023, with a higher processing sequence ID (for example, 030) than the F24 transaction.

Employees who are on disciplinary reduction on Sept. 1, 2023:

• Before the rollover process takes place, return employees who are on disciplinary reduction (RC 027) on Sept. 1, 2023, to their former salary/rate.
• Submit RC 028 effective Sept. 1, 2023, with a lower processing sequence ID (for example, 010) than the F24 transaction (for example, 020) to return these employees to their former salary/rate, as appropriate.
• Move employees back to salary/rate reduction status (RC 027), effective Sept. 1, 2023, with a higher processing sequence ID (for example, 030) than the F24 transaction.