Employee Study Leave Bond Agreement Entering Employee Transfers in OSPA 1 31

Document Sample
Employee Study Leave Bond Agreement Entering Employee Transfers in OSPA 1 31 Powered By Docstoc
					Entering Employee Transfers in OSPA




1/31/2011                         1
Class Goal
 To provide a new payroll staff member with
     the “essential” tools needed to process an
     employee who is transferring from one state
     agency to another




1/31/2011                                          2
Class Objectives
 By the end of the class, the student will be
     able to:
           Describe the entries for the losing agency:
                Final check dates on the P010
                Accrue, adjust, pay-off, and transfer leave
                Evaluate and delete P070, P050, and P080
                 entries
                Identify and process outstanding overpayments




1/31/2011                                                        3
Class Objectives Cont’d
           Describe the entries for the receiving agency:
                Clone P010, P020, P050, and P070 entries
                Evaluate cloned entries
                Transfer in leave
           Describe what to look for and how to address
            at least one of the following issues:
                PEBB benefits
                Union dues
                Leave accruals


1/31/2011                                                    4
Class Handouts
 PowerPoint Slides
 Checklists:
           New Employee (Lottery and Corrections)
           Transfers (Lottery)
           Termination (Corrections)
           Termination Worksheet (DAS)
 Sample Screens
 Sample Reports
 Exercises
1/31/2011                                            5
Losing Agency




1/31/2011       6
Losing Agency Checklist
 Enter transfer in the PPDB
 Confirm and look-up data on P030
 Ensure time is entered and approved
 Except for December / pay January, set P010
  check dates as for a separation
 Accrue and transfer leave balances to
  clearing account



1/31/2011                                   7
Losing Agency Checklist Cont’d
 Determine deductions to be included in
  employee’s last payment from agency
 Check for outstanding overpayments
 After receiving agency has cloned
  employee’s data, delete P010, P050, P070,
  P080, and PSEC entries
 Send original forms (direct deposit, current
  W-4, withholding orders, insurance forms)
  from employee’s file to gaining agency

1/31/2011                                        8
P030 Job Status Data
  P030      OR#######,10000,1,072507       JOB STATUS DATA                      030
         LASTNAME, FIRSTNAME I

    *** JOB STATUS INFO   ***                      *** CONCURRENT JOB INFO ***
  JOB STAT START/STOP     070107/072507           REPORT DISTR CD       033
  PERS AGY/POS/DFC/SC     10000/2000104/0/Y       RECOG SVC DT         080198
  PT-FT CD/PCT            F/1.0000                CITY CNTY CD          24/M
  APPOINTMENT TYP DT/CD   070103/P                STANDARD HRS PER DAY 8.000
  EMP REPR/CLS/OPT/STEP   OA /C0212 /A/A/07       MASS TRANSIT DIST    S
  PERSONNEL TRANS CD      580                     TIMESHEET CD          N
  BENEFIT PKG CD          CO
  LEAVE ACCRUAL SVC CD    2                       EMPLOYEE ID           533840115
  PERS JOB CLASS CODE     1
  CREW-UNIT               38522
  WAGE BASIS CD           S
  PERSONNEL BASE RATE       3044.00      ---FUND SPLITS---     -FIXED MLY DIFFS--
  ADJUSTED BASE             3044.00     LABOR COSTING PCT      PAY   PCT/    PCT/
  PERSONNEL PAY RATE        3044.00                            TYPE AMT      AMT
  EQUIVALENT RATE             17.56                                  CD
  HOLIDAY PKG CD          O             070998404750   1.0000
  LOA BEG DT/CD/END
  SEPARATION DT/REASON    072507/80
  O-T/FLSA CD             Y/N
  LAST PA NUMBR/TRAN DT          071607


1/31/2011                                                                             9
P030 Fields
 JOB STAT START – look for change in
  LEAVE ACCRUAL SERVICE CODE in prior
  or current month
 JOB STAT STOP = separation date, one day
  before start date at gaining agency
 PT-FT CD/PCT – may impact benefits / leave
  accrual
 PERSONNEL TRANS CODE = 580, transfer
  to a different agency

1/31/2011                                  10
P030 Fields Cont’d
 BENEFIT PKG CD: Publications, Reference
  Manual, Appendix H
 LEAVE ACCRUAL SVC CD – used to
  manually accrue leave for final month(s)
 WAGE BASIS CD – salaried, hourly
 EQUIVALENT RATE: hourly rate for any VA
  & CT pay-off



1/31/2011                                    11
P030 Fields Cont’d
 SEPARATION DT/REASON: OSPA assigns,
  80, transfer out
 TIMESHEET CD – paper timesheet, ODT, or
  batch process




1/31/2011                                   12
Verify / Enter Time
         Start



         Prior   No            Time      No   Enter prior
        month                entered
        closed               for prior
                                               month’s
           ?                   mo?               time


 Yes                   Yes

       Enter
      current
      month’s
       time
                      End


 1/31/2011                                                  13
Verify / Enter Time Cont’d
 P001/P003 OR P005/P004/P006
 P001:
           Timesheet start date – first day of the month
            for which entering time (current/prior month)
           Timesheet end date – last date of
            employment or last day of prior month
           Pay period ending date – last day of the
            month for which entering time


1/31/2011                                                   14
Retirement Contributions, Tax
Withholding




1/31/2011                       15
P010 Withholding Data/Locator Data
 P010     OR####### 10000                  WITHHOLDING DATA / LOCATOR DATA           010
        LASTNAME, FIRSTNAME                WH63 INQUIRY ONLY THIS AGCY


     RDC/CREW/CST CTR         033        ----------MANDATORY WITHHOLDING----------
 ?   TAX DATA FOLLOW-UP FLAG:        N        BEG DATE STAT EXEM ADDL END DATE
 ?   FINAL CHECK ISSUED:        072507 ? FED   000000          00   0000    000000
 ?   FINAL CHECK PERIOD ENDING: 073107 ? STATE 000000          00   0000    000000
 ?   RETIREMENT START DATE:     000000



   EFF    ----FEDERAL----     -----STATE-----   EIC   RTMT RTMT RTMT    FICA SAIF UNEM
   DATE   STAT EXEM ADDL      STAT EXEM ADDL     CD   SYST STAT ACCT    SUBJ SUBJ SUBJ
 ? 053102   J   02   0000      J    04   0000    N     S     D 619944     Y   Y    Y
 ?


    ----WAIVERS----
 CLASS DATE    CLASS DATE     CLASS DATE   CLASS DATE    CLASS DATE     CLASS DATE
  ?             ?              ?            ?             ?              ?




1/31/2011                                                                                  16
 P010 Check Dates
 FINAL CHECK ISSUED – last day in losing
  agency
 FINAL CHECK PERIOD ENDING – last day of
  pay period
 DO NOT ENTER IN DECEMBER




 1/31/2011                                  17
P010 FEDERAL or STATE
 If new W-4: http://www.irs.gov/pub/irs-
  pdf/fw4.pdf
 Change only if before run 1
 EFF DATE – MMDDYY, end of pay period
 STAT – J=married filing jointly, S=single /
  married filing separately, N=exempt
 EXEM -- ## of exemptions claimed
 ADDL – additional amount to be withheld

1/31/2011                                       18
Case Study #1




1/31/2011       19
Leave and Comp Time




1/31/2011             20
Accrued Leave
 Accrue = to accumulate or be added
  periodically
 LARS accrues sick & vacation leave,
  compensatory time, & personal business
 Accrued leave has a positive balance, others
  have a negative balance (leave used)
 Leave balances are usually updated 1 day
  after OSPA final run 2


1/31/2011                                        21
P430 Employee Leave Data
P430     OR##### 10000                EMPLOYEE LEAVE DATA
        LASTNAME, FIRSTNAME              LV09 ENTER NEXT KEY

 RECOGNIZED SERVICE DATE: 080198         DATA IN LEAVE CLEARING ACCOUNT: N

  J SVC LV USE ACCR ACCR    MAX    MAX MAX     ACCRUAL    REMAIN      TIME     LAST
  B CD TP WAIT MO RATE ACCR        USE MO         BAL       ADV       LOST     ACTV
  1 2 *F 00      00   .00     .0     .0 00 FWD 7022.75       .00     806.75   063007
  LV BAL DT CUR/CONT 063007/073103         CUR 7022.75       .00     806.75

  1 2 GL 00      00   .00     .0     8.0 10 FWD   8.00-        .00      .00   123106
  LV BAL DT CUR/CONT 063007/123106          CUR   8.00-        .00      .00

  1 2 PB 05      06 24.00   24.0     .0 06 FWD    24.00        .00      .00   053107
  LV BAL DT CUR/CONT 063007/063007         CUR    24.00        .00      .00

  1 2 SL 00      00 8.00 9999.0      .0 00 FWD    39.54        .00      .00   063007
  LV BAL DT CUR/CONT 063007/083198         CUR    39.54                 .00

  1 2 VA 00      00 10.00 325.0      .0 00 FWD    71.29        .00      .00   053107
  LV BAL DT CUR/CONT 063007/083198         CUR    71.29                 .00




1/31/2011                                                                              22
Leave Types to Adjust
 Enter SL & VA accruals for current (or prior &
  current) month(s)
 Transfer ML, PB, PR, SL, and VA to Clearing
  Account
 Evaluate VA & CT for pay-off
 Adjust other leave balances to 000.00
 B400 Terminated Employee with Leave
  Balances report includes CT, ML, PB, PR,
  SL, & VA
1/31/2011                                       23
Accrue SL & VA?
                         Start



                                            Prior
                           EE      Yes
                                             mo
                        eligible
                  No                       accrual
                            ?                             No
                                           s run?

                                         Yes


                        Adjust                  Adjust
                        current                  prior
            End
                       month’s                 month’s
                       accruals                accruals


1/31/2011                                                      24
Pro-rating Leave Accrual
 Pro-rate leave accrual if:
           Employee leaves before the end of the month
            or is part-time
           If employee’s LASC changes during month
               P030 JOB STAT START/STOP and LEAVE

                ACCRUAL SVC CD


Monthly accrual rate X EE’s Reg Paid Hrs
                          F-T Hrs for work schedule & month

1/31/2011                                                     25
Vacation Leave
 Generally, agency must accept ≤80 hrs VA
 Must have written agreement to transfer >80
 Transfer amount receiving agency will accept
  to clearing account
 If receiving agency does not accept all of the
  employee’s vacation, pay-off remainder, up to
  maximum allowed, on the P050



1/31/2011                                       26
P435 Employee Leave Data
 P435      OR####### 10000                       EMPLOYEE LEAVE DATA
         LASTNAME, FIRSTNAME                     LV09 ENTER UPDATES OR NEW KEY


     J SVC LV USE ACCR ACCR      MAX      MAX    MAX          ACCRUAL     REMAIN     TIME     LAST
     B CD TP WAIT MO RATE       ACCR      USE    MO              BAL        ADV      LOST     ACTV

     1 2 SL 00      00 8.00 9999.0          .0 00 FWD           39.54        .00       .00   063007
     LV BAL DT CUR/CONT 063007/083198             CUR             .00       6.54-      .00

       ADJ OR     CLR ACCT   HOURS      REMAIN         TIME      LV EXP      ENTRY
     TRFR FM/TO   OTHR JOB   LEAVE        ADV          LOST       DATE       DATE     COMMENTS

 ?       A                      6.54      6.54-          .00     000000     072607    JUL ACCRL
 ?       T           C         46.08-      .00           .00     072509     072607    580 7-25-07
 ?
 ?
 ?
 ?
 ?
 ?
 ?
 ?
 ?




1/31/2011                                                                                             27
Accrue Leave on the P435
1.          ?: A
2.          ADJ OR TRFR FM/TO: A
3.          HOURS LEAVE: # of hours to accrue (e.g.,
            8.00)
4.          REMAIN ADV: # of hours to accrue – (e.g.,
            8.00-)
5.          COMMENTS: 12 characters



1/31/2011                                               28
To Zero Out Leave on the P435
•           Zero out such leaves as GL, EL, IT, JD, etc.
•           Most will have a negative balance
•           Notify gaining agency if GL balance
1.          ?: A
2.          ADJ OR TRFR FM/TO: A
3.          HOURS LEAVE: CUR from P430 (54.50)
4.          COMMENTS: 12 characters


1/31/2011                                              29
Transfer to Clearing Account
1.          ?: A
2.          ADJ OR TRFR FM/TO: T
3.          CLR ACCT OTHR JOB: C
4.          HOURS LEAVE: total # of hours – (e.g.,
            225.00-)
5.          LV EXP DATE: 60 days
6.          COMMENTS: 12 characters



1/31/2011                                            30
P420 Leave Clearing Account
Balances
 P420        OR#######                       LEAVE CLEARING ACCOUNT BALANCES




   LV               -----TRANSFERS IN----   ----TRANSFERS OUT----   ACCOUNT    LV EXP
  TYPE               DATE   AGY     HRS      DATE   AGY     HRS     BALANCE     DATE

    PB      CUR BAL 072607 10000   15.00                                       063008

    SL      CUR BAL 072607 10000   46.08                                       072509

    VA      CUR BAL 072607 10000   48.47                                       072509




1/31/2011                                                                               31
P420 Cont’d
 Displays transferable leave balances for
  employees who have transferred from one
  state agency to another or separated from
  state service
 Leave is transferred on the P435
 Balances will remain until transferred out or
  LV EXP DATE



1/31/2011                                         32
CT and VA Pay-off
 Eligible employees will be paid for:
           Accrued compensatory time
           Accrued VA not accepted by gaining agency
 Governed by:
           Statewide HR policy 60.000.05 (Resources,
            DAS Human Resource Services, HRSD Rule
            and Policy Manual, Division 60)
           Bargaining agreements (Resources, Labor
            Relations Unit, Collective Bargaining
            Agreements)
1/31/2011                                               33
P050 Gross Pay Adjustment
 P050     OR#######,10000,1,MMDDYY            GROSS PAY ADJUSTMENTS ON FILE
        LASTNAME, FIRSTNAME


   PAY STRT   STOP ADJ                                    DAYS     TRAN
   TYP DATE   DATE TYP      RATE     UNITS      AMOUNT    WRKD     DATE ERROR MSG
 ? IR 053104 043006           .00       .00         .00           042606
   INS RETURN                                   PRO              COMMENT INS RETURN

 ? CTP 073107 073107 A      17.56     10.00      175.60           072507
   CTP COMP PAYOFF                                               COMMENT CTA TRANSFER

 ?                    A
                                                                 COMMENT

 ?                    A
                                                                 COMMENT

 ?                    A
                                                                 COMMENT

 ?                    A
                                                                 COMMENT



1/31/2011                                                                               34
P050 Entries
 PAY TYPE:
           CTP = Compensatory time payoff
           VAP = Vacation payoff ≤ 250 hrs.
           VAQ = Additional vacation payoff (>250 hrs),
            for Lottery, Judicial, Legislature, firefighter,
            and AEE engineers
           Reference Manual Appendix B (Publications)




1/31/2011                                                      35
P050 Entries Cont’d
 START DATE – will default to date used to
  retrieve record
 STOP DATE – will default to date used to
  retrieve record
 ADJ TYPE – A = one-time (default)
 RATE – EQUIVALENT RATE from the P030
 UNITS – CT & VA hours from P435



1/31/2011                                     36
P050 Entries Cont’d
 AMOUNT – OSPA will calculate
 COMMENT – 12 characters
           Reason for entry
           Creates an audit trail
           Prints on the Payroll Register




1/31/2011                                    37
Case Study #1




1/31/2011       38
Adjusting Deductions




1/31/2011              39
Evaluate Existing Deductions
 PEBB Benefits       Voluntary Deductions
 Wage Withholding       Parking
  Orders                 Direct Deposit(s)

 Union Dues/Fair        Charitable Fund Drive
  Share                  Food Bank
                         Deferred Comp
                         Savings Bonds




1/31/2011                                         40
PEBB Benefits
 Required unless waive or opt out
   Medical
   Dental
   Vision (if PPO medical plan)
   Basic life (unless YJ benefit package)
 Voluntary
   Optional life
   Long & short-term disability
   Long-term care
   Accidental death & dismemberment
   Flexible spending accounts


1/31/2011                                    41
OSPA / PEBB  benefits Interface
                                Start


             PPDB interfaces transfer to and from to PDB       Nightly



            PDB ends benefits for losing agency and begins
                                                             Every 2 min.
                 benefits for gaining agency in OSPA


       Agency staff members review & adjust P070 / PDB



             OSPA interfaces actual hours worked to PDB      After run 2


1/31/2011                                                                   42
PEBB Benefits Generally
 If hours worked + paid leave < 80 hrs,
  employee not eligible for benefits for next
  month
 PEBB  benefits calculates # of business
  days between 1st of month & transfer date
           If ≤9 business days, benefits until end of
            current month
           If >9 business days, benefits until end of next
            month

1/31/2011                                                     43
PEBB Benefits for Transfers
 With transfer PA codes, PDB will
     automatically end benefits in losing agency
     and start benefits in gaining agency
           Transfer START DATE for gaining agency
            must be next day after END DATE for gaining
            agency; e.g.:
                END DATE: 063006
                START DATE: 070106
           No COBRA notice
           PDB will apply 80 hour rule
1/31/2011                                                 44
PEBB Benefits Cont’d
 Losing agency pays premiums for medical,
  dental, vision, and basic life for final pay
  period
 Losing agency will pay premiums for other
  insurances (optional) if employee has enough
  money
 If <80 hrs in losing agency, make one-time
  entries (ADJ TYP = A) on P070


1/31/2011                                    45
PEBB Benefits Cont’d
 If employee does not have enough pay in
     final payment from losing agency for optional
     insurance premiums:
           Losing agency notifies gaining agency
           Gaining agency enters one-time (ADJ = A)
            deduction(s) on the P070 for optional
            insurance for current pay period




1/31/2011                                              46
P070 PEBB Deductions
P070     OR#######,10000,073107             DEDUCTIONS AND DEDUCTION ADJUSTMENTS
       LASTNAME FIRSTNAME I
                                            DA98 PRESS ENTER FOR NEXT PAGE

  A DED PLAN OPE      DATE     -EMPLOYEE---SHARE- JOB    EMPLR BOARD    VENDOR
  D CODE CODE CD BEGIN END      PCT PCT     FIXED SHR    SHARE SHARE    SHARE
  J DESC DESC                   GRS NET    AMOUNT PCT
?   KDNN DDD   D 073103 073107                 .00          .00     .00       .00
   KAISER DENT   EMP&FAMILY      COMM                TRANS DATE 071707
  ACH ACCT                              ACCT CD

?     KDNN 901   D 073103 073107                 .00           .00     .00         .00
     KAISER DENT   EE YTD/AGCY$     COMM                TRANS DATE 071707
    ACH ACCT                               ACCT CD

?     KMNN DDD    H 073103 073107                .00           .00     .00         .00
     KAISER HMO     EMP&FAMILY      COMM OE 2002        TRANS DATE 071707
    ACH ACCT                              ACCT CD

?     KMNN 901    H 073103 073107                .00            .00     .00        .00
     KAISER HMO     EE YTD/AGCY$    COMM                 TRANS DATE 071707
    ACH ACCT                               ACCT CD



1/31/2011                                                                                47
P070 PEBB Force Premiums
P070     OR#######,10000,073107          DEDUCTIONS AND DEDUCTION ADJUSTMENTS
       LASTNAME FIRSTNAME I
                                          DA98 PRESS ENTER FOR NEXT PAGE

  A DED PLAN OPE      DATE     -EMPLOYEE---SHARE- JOB    EMPLR BOARD    VENDOR
  D CODE CODE CD BEGIN END      PCT PCT     FIXED SHR    SHARE SHARE    SHARE
  J DESC DESC                   GRS NET    AMOUNT PCT
?   KDNN DDD   D 073103 073107                 .00          .00     .00       .00
   KAISER DENT   EMP&FAMILY      COMM                TRANS DATE 071707
  ACH ACCT                              ACCT CD

A A KDNN DDD   D 073107 073107                 .00        121.28     .72   120.56
   KAISER DENT   EMP&FAMILY       COMM                TRANS DATE 071707
  ACH ACCT                               ACCT CD




1/31/2011                                                                           48
PTD2 Payroll Deduction Table
PTD2        KDNN,073107                           PAYROLL DED/PLAN TABLE

  Payee KAISER FOUNDATION - PEBB/         Deduction Description KAISER DENT

  T    Plan    Description    Carrier    Vendor   Adm/Stab   State     Empl OPE Cls
       Code                   Plan Cvg    Share      Fee     Share     Share Tier CD
 ?     AAA     EMP ONLY         _   A     88.00      .53       .00    88.53     W
 ?     BBB     EMP&SPOUSE       _   B    117.93      .71       .00   118.64     X
 ?     CCC     EMP&CHILDREN     _   C    101.20      .61       .00   101.81     Y
 ?     DDD     EMP&FAMILY       _   D    120.56      .72       .00   121.28     Z
 ?     ZZZ     ADJ 2006         _   _       .00      .00       .00      .00     _
 ?     001     ADJ 2006         _   _       .00      .00       .00      .00     _
 ?     101     EMP ONLY         _   A     88.00      .53       .00    88.53     W
 ?     102     EMP&SPOUSE       _   B    117.93      .71       .00   118.64     X
 ?     103     EMP&CHILDREN     _   C    101.20      .61       .00   101.81     Y
 ?     104     EMP&FAMILY       _   D    120.56      .72       .00   121.28     Z
 ?     802     EMP&PARTNER      _   B    117.93      .71       .00   118.64     X
 ?     803     EE/DP'S CHL      _   C    101.20      .61       .00   101.81     Y
 ?     804     EE/DP/EE CHL     _   D    120.56      .72       .00   121.28     Z
 ?     805     EMP&BOTH CHL     _   C    101.20      .61       .00   101.81     Y
 ?     806     EE/DP/DP CHL     _   D    120.56      .72       .00   121.28     Z
 ?     807     EE/DP/BTH CH     _   D    120.56      .72       .00   121.28     Z
 ?     901     EE YTD/AGCY$     _   _       .00      .00       .00      .00     _
 ?     902     ADJ 2006 SUB     _   _       .00      .00       .00      .00     _


1/31/2011                                                                              49
Parking
 DAS parking:
           Deduction pays for current month (pro-rated if
            not full month)
           If employee will remain in same lot and pay
            will cover, include in final pay from losing
            agency
 Private parking deduction generally pays for
     next month


1/31/2011                                                    50
Oregon Savings Growth Plan (OSGP)
 Employee submits form to OSGP
 OSGP interfaces deductions to OSPA
 Generally, do not enter OSGP deductions on
  the P070, unless employee is making a lump
  sum deposit
 PPDB interfaces demographic changes to
  OSGP quarterly
 Deduction will clone
           Mid-month clone may result in two
            deductions
1/31/2011                                       51
“Involuntary” Deductions
 Union dues / fair share covers month in which
  collected
 Wage withholding orders – recalculate
 Deduct prior overpayments not yet collected
  from the employee in final pay




1/31/2011                                       52
Prior Overpayments Not Yet Collected
 OAM 45.50.00 PO & PR and collective
  bargaining agreements
 Overpayment will be deducted from final pay
  from agency
 P370 Calculation of Current Pay-off displays
  prior month negatives




1/31/2011                                        53
Deleting Deductions
 Work with gaining agency. Do not delete
  deductions until they have been cloned.
 For savings bonds, delete P070 & P080
 For direct deposits, delete 3 months prior




1/31/2011                                      54
To Delete a Deduction
 Retrieve record for pay period where
  deduction will no longer be in effect
 For example:
           Final work day = 07/31/07
           Deduction included in final check
           P070 SSN or EID 083107
 ? = D (delete)




1/31/2011                                       55
Case Study #1




1/31/2011       56
On-line Daily Time Security




1/31/2011                     57
On-line Daily Time Security
 P030 TIMESHEET CD = N – employee will
  enter time through On-line Daily Time (ODT)
 Delete security after manager has locked
  time for final pay from agency
 Two steps:
       1.   “Undaily” on Payroll Time Capture – P006
            Supervisor Entry Menu
       2.   Delete employee’s record on PSEC Time
            Entry Security Table

1/31/2011                                              58
P006 On-line Daily Time
1. P006, your SSN, agency, distribution code +
        [ENTER]
2.      SUPV PIN + [ENTER]
3.      SSN (employee’s) + [ENTER]
4.      VERIFY TIME?: X + [ENTER]
5.      VERIFY TIME?: X + [ENTER]




1/31/2011                                    59
P032 Job Status Display
  P032      OR####### 10000 1 072507         JOB STATUS DISPLAY
         LASTNAME, FIRSTNAME
                                             JD09 LAST PAGE

 CC JOB : 1            START/STOP DATES: 070107 / 072507   RECOG SVC DATE: 080198
 PERS AGY: 10000       POSITION: 2000104   DFC: 0 SC: 0



 ADDITIONAL JOB STATUS INFO:
  CONC --JOB STATUS---    PERSONNEL                               RECOG    DBL FIL   SEP
  JOB    START    STOP     AGENCY       REPR/CLASS   POSITION     SVC DT    CODE     CODE

    1       120105   091006   10000     OA   C0212   2000104      080198    0         0
    1       091106   113006   10000     OA   C0212   2000104      080198    0         0
    1       120106   013107   10000     OA   C0212   2000104      080198    0         0
    1       020107   063007   10000     OA   C0212   2000104      080198    0         0
    1       070107   072507   10000     OA   C0212   2000104      080198    0         0
    1       072607   999999   10700     OA   C1216   0153012      080198    0         0




1/31/2011                                                                                   60
Gaining Agency




1/31/2011        61
Gaining Agency Checklist
 Confirm and look-up data on P030
 Clone employee’s data on the P071
 Review and adjust PEBB entries on the P070,
  P050, and P010
 Review non-PEBB deductions on the P070
 Confirm schedule on the P020
 Review P010
 Enter savings bonds on P080
 Transfer in leave balances on P435
1/31/2011                                   62
P030 Job Status Data
 P030     OR#######,10700,1,999999        JOB STATUS DATA                     030
        LASTNAME, FIRSTNAME

    *** JOB STATUS INFO   ***                      *** CONCURRENT JOB INFO ***
  JOB STAT START/STOP     072607/999999           REPORT DISTR CD       140
  PERS AGY/POS/DFC/SC     10700/0153012/0/0       RECOG SVC DT          080198
  PT-FT CD/PCT            F/1.0000                CITY CNTY CD          24/M
  APPOINTMENT TYP DT/CD   072607/P                STANDARD HRS PER DAY 8.000
  EMP REPR/CLS/OPT/STEP   OA /C1216 /A/A/04       MASS TRANSIT DIST     S
  PERSONNEL TRANS CD      171 230 231             TIMESHEET CD          N
  BENEFIT PKG CD          CO
  LEAVE ACCRUAL SVC CD    2                       EMPLOYEE ID           533840115
  PERS JOB CLASS CODE     1
  CREW-UNIT               1405
  WAGE BASIS CD           S
  PERSONNEL BASE RATE       3183.00      ---FUND SPLITS---     -FIXED MLY DIFFS--
  ADJUSTED BASE             3183.00     LABOR COSTING PCT      PAY   PCT/    PCT/
  PERSONNEL PAY RATE        3183.00                            TYPE AMT      AMT
  EQUIVALENT RATE             18.36                                  CD
  HOLIDAY PKG CD          O             094600100000   1.0000
  LOA BEG DT/CD/END
  SEPARATION DT/REASON
  O-T/FLSA CD             Y/N
  LAST PA NUMBR/TRAN DT   TRANIN 072607


1/31/2011                                                                           63
P030 Fields
 JOB STAT START – one day after JOB
  STAT STOP for losing agency
 PERSONNEL TRANS CODE
           171, Transfer In – Promotion
           173, Transfer In – Lower
           175, Transfer In – Equal
 BENEFIT PKG CD – did it change from
  losing agency?
 PERS JOB CLASS CODE
1/31/2011                                  64
P071 (Cloning)
p071 OR####### 10000 10700




1/31/2011                    65
Cloning
 P071 clones the following screens:
           P010 Withholding Data / Locator Data
           P020 Work Schedule Data
           P050 Gross Pay Adjustments
           P070 Deductions and Deduction Adjustments
            (except PEBB benefits)
 It does not clone the P080 Bond Data Entry
 Defaults to current pay period. May change


1/31/2011                                               66
Work Schedule




1/31/2011       67
P020 Work Schedule Data
 P020     OR####### 10700 1               WORK SCHEDULE DATA     020
        LASTNAME, FIRSTNAME              WR13 UPDATE COMPLETED


                        START     END     WS    SHIFT SHIFT
                        DATE      DATE   CODE   START CODE

                  ?
                  ?   050106    999999   AA7    0800   1




1/31/2011                                                              68
P020 Fields
 START DATE -- MMDDYY
 END DATE -- system calculated, 999999
 WS CODE – Reference Manual, Appendix A
           All are 40-hour 1-week or 80-hour 2-week
           For part-time calculate for full-time
 SHIFT START – 24-hour clock, enter if other
  than 8:00 AM (0800)
 SHIFT CODE – 1=day, 2=evening, 3=night


1/31/2011                                              69
Retirement Contributions, Tax
Withholding, PEBB Waivers




1/31/2011                       70
P010 Withholding Data/Locator Data
 P010     OR####### 10700                  WITHHOLDING DATA / LOCATOR DATA           010
        LASTNAME, FIRSTNAME                WH63 INQUIRY ONLY THIS AGCY


     RDC/CREW/CST CTR         033        ----------MANDATORY WITHHOLDING----------
 ?   TAX DATA FOLLOW-UP FLAG:        N        BEG DATE STAT EXEM ADDL END DATE
 ?   FINAL CHECK ISSUED:        072507 ? FED   000000          00   0000    000000
 ?   FINAL CHECK PERIOD ENDING: 073107 ? STATE 000000          00   0000    000000
 ?   RETIREMENT START DATE:     000000



   EFF    ----FEDERAL----     -----STATE-----   EIC   RTMT RTMT RTMT    FICA SAIF UNEM
   DATE   STAT EXEM ADDL      STAT EXEM ADDL     CD   SYST STAT ACCT    SUBJ SUBJ SUBJ
 ? 053102   J   02   0000      J    04   0000    N     S     D 619944     Y   Y    Y
 ?


    ----WAIVERS----
 CLASS DATE    CLASS DATE     CLASS DATE   CLASS DATE    CLASS DATE     CLASS DATE
  ?             ?              ?            ?             ?              ?




1/31/2011                                                                                  71
P010 Fields -- Check Dates
 FINAL CHECK ISSUED
 FINAL CHECK PERIOD ENDING
 If dates present, change to 000000




1/31/2011                              72
P010 Fields – Taxes
 FEDERAL / STATE
           Make changes if employee submits a new W-
            4, unless entry in MANDATORY
            WITHHOLDING
           IRS W-4: http://www.irs.gov/pub/irs-
            pdf/fw4.pdf
           Employee should submit two W-4’s if different
            for state and federal – mark one “FOR
            OREGON ONLY”


1/31/2011                                                   73
P010 Fields – Taxes Cont’d

 EFF DATE – Enter end date for next pay
  period, if after run 1 final
 STAT -- If W-4 indicates exempt from
  withholding, send copy to OSPS
 EXEM -- If W-4 claims >10 withholding
  allowances, send copy to OSPS




1/31/2011                                  74
P010 Fields – Taxes Cont’d
 EIC CD
           IRS W-5:
            http://www.irs.gov/pub/irs-pdf/fw5.pdf
           If employee submits W-5, change flag to:
                J = married, both spouses filing
                M = married, without spouse fling
                S = single or head of household
           IRS Publication 15 (Circular E), Employer’s
            Tax Guide
           Expires each February
1/31/2011                                                 75
P010 Fields – Taxes Cont’d
 MANDATORY WITHHOLDING
           FED – Indicates IRS Lock-in Letter
           STATE – Indicates DOR Determination Letter
           END DATE – If >current date, will override
            data in FEDERAL / STATE fields
           Will populate P010 for gaining agency, even
            before cloning
           Gaining agency has responsibility to continue


1/31/2011                                                   76
P010 Fields – Taxes Cont’d
 MANDATORY WITHHOLDING Cont’d
           If new W-4:
                For STATE, forward to DOR and wait for new
                 determination
                For FED, if increases withholding, use. If
                 decreases, wait for new letter.




1/31/2011                                                     77
Taxes -- Out-of-State Duty Station
 If employee works out-of-state, we may need
  to pay withholding taxes to the other state
 OSPS will:
           Contact state
           Establish deduction code on PTD1
           Report and pay taxes
 Agency will:
   Notify OSPS when employee transfers and
    when salary changes
   Enter P070 deduction each month

1/31/2011                                       78
Taxes -- Foreign Nationals
 OSPS Form 99-01 Foreign National
  Residency Determination (Forms, Employee
  Forms)
 Resident aliens are taxed as U.S. citizens
 Nonresident aliens have separate
  documentation and withholding requirements
 Recommended Practices, Taxes, Foreign
  Nationals


1/31/2011                                      79
P010 Fields – Retirement
 Possible considerations:
           Employee not yet eligible for OPSRP
           Old or new position not PERS qualifying
           Change in PERS Wage / Job Class Code




1/31/2011                                             80
P010 Fields – Retirement Cont’d

   Look at PERS JOB CLASS CODE on the
       P030:
               If 1, 2, or P – start contributions at once
               If X, R, D, N, or B – not in qualifying position
                or returning retiree
               If G, F, L, E, S – determine if employee has
                met eligibility requirements or has dormant
                account
               Additional codes effective 12/17/2007

1/31/2011                                                          81
Not Retirement Eligible
 RETIREMENT START DATE: MMDDYY
           Designates date state will begin making PERS
            contributions for the employee
           If entered, OSPA will include employee on
            E357-020 Employees Eligible for Participation
            in Retirement Report one mo. prior
 RTMT SYST: N
 RTMT STAT: N


1/31/2011                                               82
Already Retirement Eligible
 RTMT SYST
        Based     upon PERS JOB CLASS CODE
            from the P030
           Related Sites, DAS Human Resource
            Services, HR Systems, Wage Job Class
            Codes
 RTMT STAT: D (employer pick-up)
 RTMT ACCT: Optional field, Tier 1 & Tier 2
     members only
1/31/2011                                          83
Other P010 Fields
 FICA SUBJ – Y
 SAIF SUBJ – Y
 UNEM SUBJ – Y




1/31/2011           84
P010 Fields – Waivers
 Entry Guides, PEBB, Waive Benefits
 Ensure consistency between P070 and P010
           If P070 has OONN 005, should have
            WAIVERS on P010
           If P070 has PEBB benefit deductions,
            WAIVERS on P010 should be blank
 Employees with Non-blank Waivers Report




1/31/2011                                          85
Case Study #1




1/31/2011       86
Adjusting Deductions




1/31/2011              87
P070 Deductions and Deduction
Adjustments
 P070     OR0115924,10700,083107             DEDUCTIONS AND DEDUCTION ADJUSTMENTS
        WILLIAMS, KAREN ANN
                                             DA98 PRESS ENTER FOR NEXT PAGE

   A DED PLAN OPE       DATE     -EMPLOYEE---SHARE- JOB     EMPLR BOARD    VENDOR
   D CODE CODE CD BEGIN END       PCT PCT     FIXED SHR     SHARE SHARE    SHARE
   J DESC DESC                    GRS NET    AMOUNT PCT
 ?   DONN        N 073107 999999                  .00          .00     .00       .00
    SEIU 503 DUE                   COMM                 TRANS DATE 072607
   ACH ACCT                               ACCT CD

 ?     KDNN DDD   D 083107 999999                     .00          .00     .00      .00
      KAISER DENT   EMP&FAMILY       COMM                   TRANS DATE 072707
     ACH ACCT                               ACCT CD

 ?     KDNN 901   D 083107 999999                     .00          .00     .00      .00
      KAISER DENT   EE YTD/AGCY$     COMM                   TRANS DATE 072707
     ACH ACCT                               ACCT CD

 ?     KMNN DDD    H 083107 999999                    .00          .00     .00      .00
      KAISER HMO     EMP&FAMILY      COMM                   TRANS DATE 072707
     ACH ACCT                               ACCT CD




1/31/2011                                                                                 88
PEBB Benefits
 Confirm interface from PDB
 If notified by losing agency, force premiums
  for optional insurance premiums for
  employee’s last month in losing agency
 Check for:
           Domestic partner insurance (P050)
           Opt out of medical insurance (P050)
           Waiver of benefits (P010)


1/31/2011                                         89
Controlling Pay Period for Deduction
 Clone deductions on P071 for current month
 Retrieve the P070 for the month in which you
  want the deductions to begin
 Change the start date to that month
 Access the P070 for the current month
 Delete the deductions that will begin in the
  next month



1/31/2011                                        90
DAS Parking
 Deducted in arrears
 DAS will notify payroll of deduction code
 If parking remains the same, losing agency
     will include deduction in month of transfer




1/31/2011                                          91
Union Dues / Fair Share
 Determined by employee’s REPR / BENEFIT
  PKG CD on the P030 (Appendix H)
 Represented employee may:
           Join union
           Exercise right of non-association
           Default to fair share
 Employee submits form to union, which
     notifies payroll


1/31/2011                                       92
Union Dues – Non-Association
 Employee may exercise right of non-
  association because of religious tenet or
  church teaching
 Upon approval of union, pays amount
  equivalent to monthly union dues to a
  nonreligious charity
 ORS 243.666




1/31/2011                                     93
SEIU Dues for Transfers
 If employee is a SEIU member and transfers
     to a management service, classified
     unrepresented, or unclassified position:
           Establish deduction for associate membership
            unless written request from employee via
            SEIU
           Delete other SEIU deductions unless
            employee requests via SEIU that they
            continue


1/31/2011                                              94
SEIU Dues Cont’d
 If employee is a SEIU member and transfers
     to a position represented by another union:
           Enter deduction for new bargaining unit
           Only enter associate membership deduction if
            employee requests




1/31/2011                                                  95
Direct Deposit
 If deduction is cloned, OSPA will not pre-note
 If you enter a new deduction, OSPA will pre-
  note the first month
 Reference Manual, Entry Guides, Direct
  Deposit




1/31/2011                                        96
Savings Bonds
 OSPA will clone the P070 deduction but not
  the P080 entries
 Reference Manual, Interfaces, Savings Bonds
 Reference Manual, Screen Descriptions,
  P080 and P081




1/31/2011                                      97
PSEC
 If employee will use On-line Daily Time, enter
  on PSEC
 Reference Manual, Screen Descriptions,
  PSEC




1/31/2011                                      98
Case Study #1




1/31/2011       99
Leave and Comp Time




1/31/2011             100
Transfer from Clearing Account
 On or after P030 START DATE, transfer
  leave balances to gaining agency
 Determine balances on P420
 Make entries on P435




1/31/2011                                 101
Transfer in Leave on P435
1.          ?: A
2.          ADJ OR TRFR FM/TO: F
3.          CLR ACCT OTHR JOB: C
4.          HOURS LEAVE: total # of hours (e.g.,
            80.00) from P420
5.          COMMENTS: 12 characters




1/31/2011                                          102
P435 Employee Leave Data
 P435     OR####### 10700                     EMPLOYEE LEAVE DATA
        LASTNAME, FIRSTNAME                   LV09 ENTER UPDATES OR NEW KEY


  J SVC LV USE ACCR ACCR       MAX     MAX    MAX       ACCRUAL     REMAIN     TIME   LAST
  B CD TP WAIT MO RATE        ACCR     USE    MO           BAL        ADV      LOST   ACTV

  1 2 SL 00      00 8.00 9999.0          .0 00 FWD          .00       .00       .00   000000
  LV BAL DT CUR/CONT 063007/000000             CUR        46.08       .00       .00

    ADJ OR     CLR ACCT   HOURS      REMAIN      TIME      LV EXP     ENTRY
  TRFR FM/TO   OTHR JOB   LEAVE        ADV       LOST       DATE      DATE     COMMENTS

 ?      F          C       46.08        .00         .00    000000     072707   FROM 10000
 ?




1/31/2011                                                                                      103
P420 Leave Clearing Account
Balances
 P420        OR#######                       LEAVE CLEARING ACCOUNT BALANCES




   LV               -----TRANSFERS IN----   ----TRANSFERS OUT----   ACCOUNT    LV EXP
  TYPE               DATE   AGY     HRS      DATE   AGY     HRS     BALANCE     DATE

    PB      CUR BAL 072607 10000   15.00    072707 10700   15.00-              063008

    SL      CUR BAL 072607 10000   46.08    072707 10700   46.08-              072509

    VA      CUR BAL 072607 10000   48.47    072707 10700   48.47-              072509




1/31/2011                                                                               104
Case Study #1




1/31/2011       105
Reports
 E322-01 Deductions Past Job Ending
  Date
 XREF01 Deduction Reconciliation
 Employees with Non-blank Waivers
 B075B Gross Pay Adjustments
 E260-100 Gross Pay over 2.0 x Ajd
  Base Exception

1/31/2011                              106
Reports Cont’d
 E460 Leave Accrual – Adjustments and
  Transfers
 E470C, E470Cm, E470D Leave Accrual
  – Detail Transaction Register
 Net pay Negative Report
 E492 Terminated Employees with
  Leave Balances

1/31/2011                            107
PERS EDX/jClarety
 PPDB will interface transfer to jClarety
 Only send paper forms to PERS if a staff
     member requests




1/31/2011                                    108
Case Study #2




1/31/2011       109
Questions?




1/31/2011    110
Resources – Reference Manual
 Recommended Practices
           Taxes, Foreign Nationals
           Taxes, Withholding
           Transferring Employees
 Interfaces, LARS
 Entry Guides
           Leave, Adjust Balances
           Leave, Pay Off
           Leave, Transfer
1/31/2011                              111
Resources – Manual Cont’d
 Entry Guides Cont’d
           ODT, Entering Time
           ODT, Approving Time
           PEBB, Domestic Partners
           PEBB, Opt Out
           PEBB, Waive Benefits
           PERS, Start Contributions
           Time Capture, Timesheets
           Time Capture, Entering Time
1/31/2011                                 112
Resources – Manual Cont’d
 Appendices
           A – Work Schedule Codes
           B – Pay and Leave Codes
           C – Deduction Codes
           E – Screen Message Codes
           H – Benefit Package Codes




1/31/2011                               113
Other Resources
 PEBB Administrative Manual
 Resources on the OSPS web site




1/31/2011                          114
Please Fill Out Evaluation




1/31/2011                    115

				
DOCUMENT INFO
Description: Employee Study Leave Bond Agreement document sample