OFFICE OF STATE UNIFORM PAYROLL MEMORANDUM #99-41


February 18, 1999

To:

All UPS Agencies

 

 

From:

Ronald S. Mitchell, Director

 

 

Subject:

 Name Conversion

As previously indicated in OSUP Memorandum #99-06, OSUP will be converting the employee name field to four separate fields on the Basic Data Screens (BL14M201 and BL14M211) effective for the pay period beginning February 22, 1999. The changes to the name field are necessary because of the Social Security Administration's Enumeration Verification System (EVS), changes in New Hire Reporting, and changes to requirements for electronic filing of W-2s in the year 2000.

The name field on the Basic Data Screens will change in appearance to reflect:

NAME FI (15 characters) MID (15 characters) LAST (20 characters) SUF (3 characters)

Copies of the Basic Data Screens (BL14M201, BL14M211) are attached.

The name field at the top of all remaining screens will appear as they have in the past, with the exception of the suffix which will not appear.

The following changes will be made to the Bond Screen (BL14M219).

 

1.

Bond owner name field increased to 33 characters

 

2.

Bond owner address increased to 33 characters

 

3.

Bond C/B SSN field has been removed

 

4.

CO/BEN & C/B Name will move to last line of each bond record

A copy of the Bond Screen is attached. Please note the format changes implemented.

The name field for reports will be 30 characters and truncate from right to left. The majority of the reports will have the following format for the name:

Last Name, (space) First Name (space) Middle Name

No suffix will be shown on the majority of the reports.

There are five reports/items that will include the suffix. These are:

 

1.

W-2 Exception Report (BL1570-01)

 

2.

W-2 Employee Detail Report (BL1572-01)

 

3.

Form W-2

 

4.

Bond Control Register (BL1515-01)

 

5.

Earnings Statement/Check Stub/Check

The format for the above reports/items will be:

Last Name (space) Suffix, (space) First Name (space) Middle Name

The Name Conversion changes will be reflected in the system when it becomes available for entry for the pay period February 22, 1999, through March 7, 1999. A Name Conversion Audit Report will be produced immediately following this conversion, reflecting the changes to the name fields. This report should be reviewed by each agency to determine if employee's names were converted accurately.

Please update your On-Line Manual with the above changes. If you have any questions, contact a member of the User Services Unit at (225):

Karen Antoine

342-5357

 

Debbie Causey

342-5950

Stacey Guilbeau

342-5377

 

 

 

 

 RSM:BCR:mmh

Attachments


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