AGENCY TRANSACTION CHIEF TIME ADVISOR BRIEFING

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• AGENCY TRANSACTION CHIEF / TIME ADVISOR BRIEFING
• November 9, 2004
• 900 a.m. to 1130 a.m.
• Presented by
• Office of Administration
• Bureau of Systems, Policy, and Program Planning,
• Ralph Perez-Bravo, Director
• Operations Division, Pat Krzykowski, Chief
• Applications Division, Dave Rotigel, Chief

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AGENDA

• Calendar Year End Review Pat Krzykowski
• Running Time Evaluation Pat Krzykowski
• W2 Information Pat Krzykowski
• Mass Pay Changes Pat Krzykowski
• Monitoring Reports / Quality Assurance Karen
  Malone
• Deferred Compensation Karen Malone
• Seniority Overview Lisa Galic
• CST Web Site Changes Lisa Galic
• Training Vision Pat Krzykowski
• Update from OA, Applications Division (Dave
  Rotigel)
• Wrap-Up Pat Krzykowski

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CALENDAR YEAR END REVIEW
Revised Payroll Processing Schedules for Veterans
Day Holiday Treasury has agreed to a revision in
the Payroll Processing Schedules that will result
in changes to the Veterans Day holiday pay
periods identified below.  Please note that
processing schedules for Thanksgiving and
subsequent holidays remain unchanged at this
point.   Payroll processing dates for these
upcoming pay periods will now follow a NORMAL
timeline, not an accelerated HOLIDAY schedule. 
For both weeks, the payroll will be run Monday
night rather than Sunday night and the normal
Tuesday Correction Window until 1200 Noon will
apply.    These changes will allow agencies to
follow a NORMAL schedule and enter their time
activity until Noon on Tuesday.  The pay periods
impacted are as follows   Pay Period Ending
10/29/04 Payroll Areas Z3 and T3 Pay Period
Ending 11/5/04 Payroll Areas Z2, Z5 and
T2 Pay Period Ending 11/6/04 Payroll Area Z1  
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CALENDAR YEAR END REVIEW
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CALENDAR YEAR END REVIEW
SYSTEM DOWN TIME We anticipate that SAP will be
unavailable on the following dates Sunday,
11/14/04 700 AM to 1100 AM (Workplace,
Working Smart, ESS) Saturday, 11/20/04 - 400
AM to 1100 PM (SAP, ESS) Sunday, 12/05/04
600 AM to 600 PM (SAP, ESS) Saturday, 12/11/04
600 PM to 1100 PM (SAP, ESS) Saturday,
12/18/04 600 PM to 1100 PM (SAP, ESS)
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RUNNING TIME EVALUATION
A new resource account, OA, Time Eval, has been
set up for you to contact OA Operations when you
need to have Time Evaluation run. You can begin
to send these requests via email, to the above
resource account. OA, Operations will run time
evaluation according to the below schedule On
the regular pay processing schedule weeks, we
will run Time Evaluation at 1000 and 200
every Monday, Wednesday, Thursday and Friday
and, at 800, 900, 1000, 1100 and 1145 every
Tuesday. On holiday pay processing schedule
weeks, we will run Time Evaluation at 800,
900, 1000, 1100 and 1145 every Monday. at
1000 and 200 every Tuesday, Wednesday, Thursday
and Friday.
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W2 INFORMATION
All W2s will be mailed to the employees mailing
address on Infotype 0006, Subtype 5 mailing
address. If employees do not have a Subtype 5,
then the employees Subtype 1 permanent address,
will be used. The projected mailing date of W2s
is between 1/14/05 and 1/21/05. It is imperative
that you notify agency users how important it is
to keep their address up to date and make
immediate changes via ESS, if appropriate.
However, employees should make the appropriate
address changes only once. We have been notified
by IES staff that employees are experimenting
which causes numerous changes to be sent to the
Providers, such as PEBTF, SERS, etc. If an
employee has moved and changed either their State
or Local information on Infotype 0207 (Residence
Tax Area), they will receive multiple W2s.
There are some situations where an employee may
receive multiple W2s if their tax is withheld at
their Headquarter code, and its been changed
(such as Philadelphia). If an employee has a
state other than Pennsylvania as their mailing or
permanent residence address, and they are paying
local taxes, they will receive multiple W2s.
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W2 INFORMATION
If an employee has transferred between
departments, they will receive one W2 in SAP. In
ICS, if an employee transferred between
departments, they would have received multiple
W-2s. Dual employees will receive multiple W2s
(one for each personnel number). In ICS, if both
positions were in the same department, the W2s
were combined into one. If an employee is
receiving multiple W2s, they will be mailed in
multiple envelopes. W2s that are not
deliverable because of an incorrect address will
be returned to BCPO. If returned undeliverable
and you were not notified by the employee,
contact BCPO. Any invalid addresses will
interfere with timely receipt of W2 by employee.
We will be doing quality assurance processes (the
same process we coordinated with you last year)
to ensure employee addresses are up-to-date and
meet US Postal Service Guidelines. Deceased
employee W2s will be run separately and sent to
BCPO for distribution to the deceased employees
estate.
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MASS PAY CHANGES
Process mass pay changes for Enforcement Park
Rangers and Capitol Police Increments as
follows PAY AREA EFF DATE
PROC DATE PAY DATE Z2
01/01/2005 12/27/2004
01/28/2005 Z3 01/08/2005
01/03/2005 02/04/2005
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CALENDAR YEAR END PROCESSING / INFORMATIONMONITOR
ING REPORTS / QUALITY ASSURANCE
OA Operations and IES will be running central
quality assurance reports in early November and
mid-December. OA Operations will provide you
with results of error identification and provide
you with correction process and timelines for
corrective action, as follows It is imperative
that you understand these are special processes
related to Calendar Year End and will NOT be in
the Error Reporting Tool. SSN Verification/Match
The file has been sent to the Social Security
Administration (SSA). We are in the process of
analyzing errors that were identified and will
instruct you on how to take corrective action.
We will contact you regarding this around the end
of November /beginning of December.
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CALENDAR YEAR END PROCESSING / INFORMATIONMONITOR
ING REPORTS / QUALITY ASSURANCE
SECA Enrollment We will run two monitoring
passes to review IT0014 (Recurring Benefits and
Deductions) to verify 2004 records have been
delimited. If agency corrective action is
necessary, you will be notified via email and the
corrective action must be completed by
12/20/04. Group Life Insurance Monitor/identify
employees with missing 2005 records. We are
looking at alternatives centrally to create the
2005 records on a mass basis. However, please be
aware that final correction, whether by agency or
centrally, must be completed by 12/20/04.
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CALENDAR YEAR END PROCESSING / INFORMATIONMONITOR
ING REPORTS / QUALITY ASSURANCE
FCAP A special process will be run to delimit all
current 2004 FCAP enrollees Infotype 0170 record
effective 12/18/04. 2005 FCAP open enrollment
instructions will be distributed to agency
Employee Services Coordinators by November 12,
2004. Open Enrollment Monitor/identify
employees in benefit plan that is no longer
valid. On 11/29/04, a special process will be
run to automatically move employees from Highmark
Select Blue POS (will no longer be available
after 12/31/04) to the new Highmark PPO Blue
Plan. All agency corrective action for those
employees in benefits plan which are no longer
valid, must be completed by 12/1/04.
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CALENDAR YEAR END PROCESSING / INFORMATIONMONITOR
ING REPORTS / QUALITY ASSURANCE
Advanced Earned Income Credit (AEIC) Monitor
delimit dates on IT0210 AEIC indicator. If
agency corrective action is necessary, you will
be notified via email and the corrective action
must be completed by 12/20/04. Occupational
Privilege Tax (OPT) Exemptions Monitor/identify
2004 exemptions and check delimit dates. If
agency corrective action is necessary, you will
be notified via email and the corrective action
must be completed by 12/20/04.
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TIME CALENDAR YEAR END PROCESSING /
INFORMATIONMONITORING REPORTS / QUALITY ASSURANCE
OA Operations and IES will be running central
quality assurance reports in early November and
mid-December. OA Operations will provide you
with results of error identification and provide
you with correction process and timelines for
corrective action, as follows Holiday Absence
Mass Load A plan is in development for employees
(approximately 40,000 employees) on basic work
schedules, Monday through Friday, to run a mass
process to populate holiday absence hours. For
all other employees, the process will be manual.
A Time Alert providing detailed information will
be distributed around mid-December. Holiday
Extension Quota Certain Bargaining Units are
eligible for carryover of holiday leave and are
permitted to take holiday leave in the next
calendar year. We will provide a report for your
review and corrective action, where necessary.
We expect to release a Time Alert by the end of
November with details.
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TIME CALENDAR YEAR END PROCESSING /
INFORMATIONMONITORING REPORTS / QUALITY ASSURANCE
Holiday Absences Quality Assurance check needs to
be completed by Timekeeper/Agency in preparation
of Calendar Year End Employees have been
identified who require a review of their holiday
quota balances. Agencies must complete review
and take appropriate corrective action by
December 17, 2004 so that the data is accurate
for January 2005. Agency lists will be provided
via email by close of business Wednesday,
November 10, 2004. We are in the process with
IES of reviewing all time related issues that
affect calendar year end and will be contacting
you with additional information throughout the
process. Policy-related questions should be
directed to Marlene Brady, OA Benefits.
System-related questions should be directed to
Pat Krzykowski or Sheila Barder, OA Operations.
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DEFERRED COMPENSATION/LEAVE PAYOUTS
Deferred Compensation Catch-Ups from Annual and
Sick Leave Payouts   The IRS has determined that
Annual and Sick leave payouts are eligible for
deferral into the Commonwealth's Deferred
Compensation Plan (DCP). Deferral reduces your
federal income tax burden. If you participate in
the DCP, you must complete a Salary Deferral
Agreement at least 45 days prior to termination
(while an active employee). Participants should
contact their Great West representative for
assistance in the completion of a new Salary
Deferral Agreement. This card will be clearly
marked by Great West as a one-time transaction
for Annual Sick Leave deferral purposes.   If
you do not currently participate in the DCP, you
must first enroll in the DCP and establish a
regular payroll deduction prior to retirement and
prior to requesting the tax deferral of a leave
payout. Those who are interested in deferring
their leave payout must contact their
personnel/payroll office and a Great West
representative 6-8 weeks prior to retirement to
learn specific payroll procedures and file
appropriate forms.  
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DEFERRED COMPENSATION/LEAVE PAYOUTS
  Both the current IRS annual deferral limit, and
any applicable Catch-up limit, as determined by
the Great West records, may affect the actual
amount of the Annual Sick Leave Payout that can
be deferred into the Deferred Compensation
Program. For calendar year 2004, the current
deferral limit is 13,000 for regular
contributions and 26,000 for those eligible to
make catch-up contributions. For calendar year
2005, the limits are 14,000 and 28,000
respectively.
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SENIORITY
Please reference Personnel Administration Alert
(2004-26) that was distributed last
week. Resetting Bargaining Unit Seniority on
Time Type 6019 If the bargaining unit seniority
should not be retained, save IT2012, Subtype 6019
during the action. All bargaining unit seniority
time buckets are reset to zero. If the seniority
should be retained, bypass the record using the
yellow arrow icon. No change will occur to the
bargaining unit seniority. If the HR Service
Representative is unsure if the seniority should
be reset to zero, he/she should bypass the record
using the yellow arrow icon and notify the agency
seniority coordinator, who should research and
determine if the employee is entitled.
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SENIORITY
If the IT2012, Subtype 6019 was not saved during
the initial rehire/return but should have been, a
manual 2012 Subtype 6019 can be created using the
effective date of the rehire/return via PA30
action. Remember, you must always use the same
begin and end date when creating 2012. Time Type
6019 Creations with less than 1 year break in
service Most union contracts retain previous
earned seniority if the employee returns to
service within 1 year. However, agencies should
review the appropriate union contact which covers
the affected employee and acquire final
determination from their agency Labor Relations
staff. Refer to PA Alert 2004-23 for additional
information on how to use the HR PA40 actions
report to research agency actions for possible
manual seniority updates.
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SENIORITY
Correcting BU Seniority when Time Type 6019 was
saved in error If IT 2012, Subtype 6019 was
saved in error and the employee is entitled to
previous bargaining unit seniority, correct the
record by deleting (trash can) the infotype.
Time evaluation will run overnight and
reestablish the BU seniority balances for each
time type.
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CST CHANGES
The Central Services Transactions Form web site
will be unavailable Wednesday, November 10,
2004. The following changes/modifications will
be available when the web site is back up New
Priority Category Hard Payroll Error (only if
you select ET/SAP Complex radio
button) Automatic email notification to the
submitter once the status of a CST ticket has
been changed to Closed. Ability to add a CC
email address which will be copied on the
automatic email notification once the CST is
closed. HR Resolution/BCPO Comments will be
included in the email notification.
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TRAINING VISION
The OA Operations Division and the Policy and
Program Planning Division have teamed up in order
to define and deliver a training vision for
agency HR Offices. We are planning an
assessment by HR category in order to develop the
plan that makes the most sense for HR Central and
Field Offices. We want to streamline and
mitigate processing errors. We want to find out
what would be most helpful to your daily
operations. In the near future you will be
hearing from Paula Halbritter, Chief of the
Policy and Program Planning Division, who will
provide a questionnaire for your feedback. OA
Operations will be working hand-in-hand with
Policy and Program Planning to define and deliver
solutions addressing agency training needs. We
envision knowledge-sharing sessions to begin in
early 2005. By mid-December our goal is to
categorize areas of training for the next 6 month
period.
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OA, Applications Division Update
DAVE ROTIGEL Chief Applications Division
NEW IRIS VIEWS PPI.SAP_WFT_ROLE_IRIS -
Includes what roles are assigned to
positions PPI.SAP_EMP_ADDRESS_IRIS - Provides
Employment Advisors with employee home address
information. If an Employment Advisor has
statewide access to the ET screens, they will
have statewide access to this view. REMINDER If
you forget your Oracle password, please notify
Dave Rotigel to have your password reset.
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COMMENTS/QUESTIONS
Future meetings/agenda items Questions/Comments
If you have any questions, please contact the OA,
Operations Division.
OA, Operations Division Contacts
Pat Krzykowski Management of Issues and
ESS Karen Malone Benefits, Retirement, Deferred
Compensation, Workers Compensation Lisa Galic
Personnel Administration, Workflow Sheila Barder
Time Management Lisette Garcia Organization
Management Jayel Palmer Complement Control,
Personnel Administration, Workers
Compensation Cheryl Maneval Payroll Rejections