3/4/2023 - 11:41 AM

OPW and OakDOT colleagues, please see below an update sent yesterday from the City Administrator's Office providing an update on payroll issues.

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From: Announcements
Sent: Friday, March 3, 2023 10:17 PM
To: Announcements <Announcements@oaklandca.gov>
Subject: Re: Urgent Payroll Message
 
Our Finance Department has worked very hard all week to develop a new element in Oracle in order to to run this special payroll process to reconcile underpayments. Unfortunately they ran into an unforeseen backend error while running it that now needs to be addressed. Payroll will work through the weekend to address this error and will provide an update as soon as they have more information and an updated timeline.
 
Thank you all for your patience and understanding during this difficult time. From: Announcements
Sent: Wednesday, March 1, 2023 10:00 AM
To: Announcements <Announcements@oaklandca.gov>
Subject: Urgent Payroll Message
 
Your help and responsiveness are greatly appreciated as we continue to manage the paying employees accurately, timely, and securely.  
Please read the updated plan below, which is subject to change, fully and carefully. If you have questions, please contact your Department’s Payroll Representative. Important information is bolded.  

Important Dates: 

• 3/3/23 – Underpaid employees will be made whole 
• 3/3/23 – Employees will receive pay stubs for the pay period of 2/4 – 2/17/23 
• 3/3/23 at Noon – Time entry for the 2/18 – 3/3/23 time period is due 
• 3/10/23 – Employee consent to reconcile overpayment is due 

Payroll Reconciliation:  
February 23^rd through February 28^th  

• Employees’ actual pay 2/4 – 2/17/23 pay period being processed.  
• It has been determined which employees were paid correctly, overpaid, or underpaid when compared to the February 23^rd payment (“replication pay”).  

March 1^st to March 3^rd at Noon 

• Timecards for 2/18 – 3/4/23 are due March 3^rd at 12 noon (normal time entry) 

March 3^rd – Payment to employees 

• Employees will receive pay stubs for 2/4 – 2/17/23. 
• Underpaid employees will receive the balance they were due. 
• Correctly paid employees will receive no payment. 
• Overpaid employees will not receive a payment or placeholder (no $.01 deposit). 

March 7^th – Reconciliation 

• Overpaid employees will be 

1. Notified of their overpayment amounts and 
2. Provided a link and QR Code to provide their consent 

• In complying with state law and applicable labor agreements, this is your opportunity to provide your consent to reconcile the overpayment you received on 2/23/23  
• Over 1,700 employees were overpaid. By reconciling the full amount, you can help quickly solve this overpayment issue and save limited City resources.   
• In the notice, employees will be asked for their consent by March 10^th at noon. 

March 9^th – Normal payday 

• Paychecks for the pay period of 2/18 – 3/4/23 will be issued on the normal pay date of 3/9/23. 

March 10^th – Employee consent due 

• Employee consent for overpayment is due March 10^th at noon. 

March 15^th to March 17^th at noon – Normal time entry due 
March 23^rd – Normal payday 

• Overpaid employees who provided consent to reconcile the full amount of overpayment will see the full reconciliation process completed with any overpayments corrected on this paycheck. 

Definitions:  

• Net earnings: a final payment made after all withholdings and deductions are taken.   
• Gross earnings: total earnings before any deductions and withholdings.