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Employee Transfers in OSPA

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Employee Transfers in OSPA Oregon Statewide Payroll Services – PowerPoint PPT presentation

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Title: Employee Transfers in OSPA


1
Employee Transfers in OSPA
  • Oregon Statewide Payroll Services

2
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

3
Class Objectives
  • By the end of the class, the student will be able
    to
  • Describe the entries for the losing agency
  • Describe the entries for the gaining agency
  • Describe what to look for and how to address at
    least one of the following issues
  • PEBB benefits
  • Union dues
  • Leave accruals

4
Class Handouts
  • PowerPoint Slides
  • Agency Checklists
  • Sample Screens
  • Sample Reports
  • Exercises

5
Losing Agency
6
Losing Agency Checklist
  • 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
  • Advance, transfer, pay-off and adjust leave
  • Evaluate P070 deductions

7
Losing Agency Checklist Contd
  • Check for outstanding overpayments
  • Delete applicable entries on the P010, P050,
    P070, P080, and PSEC entries
  • Send documentation to gaining agency

8
P030 Job Status Data
  • P030 OR,,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 /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
  • 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

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

10
P030 Fields Contd
  • PERSONNEL TRANS CODE 580, transfer to a
    different agency
  • BENEFIT PKG CD Publications, Reference Manual,
    Codes
  • LEAVE ACCRUAL SVC CD used to manually accrue
    leave for final month(s)
  • WAGE BASIS CD salaried, hourly

11
P030 Fields Contd
  • EQUIVALENT RATE hourly rate for any VA CT
    pay-off
  • SEPARATION DT/REASON OSPA assigns, 80, transfer
    out
  • TIMESHEET CD paper timesheet, ODT, or batch
    process

12
Verify / Enter Time
13
Verify / Enter Time
  • 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

14
Retirement Contributions, Tax Withholding
15
P010 Withholding Data/Locator Data
  • P010 OR
    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 Y Y Y
  • ?
  • ----WAIVERS----

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

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 -- end of pay period
  • STAT J, S, or N
  • EXEM -- of exemptions claimed
  • ADDL , whole dollars

18
Exercise 1
19
Leave and Comp Time
20
Leave Screens Include
  • P430 Employee Leave Data
  • Inquiry only
  • Shows all leave balances

21
P430 Employee Leave Data
  • P430 OR 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

22
Leave Screens Contd
  • P435 Employee Leave Data (by leave type)
  • Shows entries from the P003 or P004 Time Capture
    and P050 Gross Pay Adjustments on File screens
  • Use to manually adjust leave
  • Cleared during leave accrual process each month

23
P435 Employee Leave Data
  • P435 OR 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
  • ?
  • ?
  • ?
  • ?

24
Leave Screens Contd
  • P420 Leave Clearing Account Balances
  • Displays leave for employees who have
  • Transferred from one state agency to another
  • Separated from state service
  • Balances will remain until transferred out or LV
    EXP DATE
  • Transferred to and from the clearing account with
    the P435 screen

25
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 15.00
    063008
  • SL CUR BAL 072607 46.08
    072509
  • VA CUR BAL 072607 48.47
    072509

26
Leave Types to Review
  • Personal Business (PB)
  • Furlough Obligation (LA)
  • Sick (SL)
  • Vacation (VA, VF)
  • Compensatory Time Accrued (CT)
  • Military (ML)
  • Pre-retirement (PR)
  • Other leave used

27
Accrued Leave
  • Accrue to accumulate or be added periodically
  • LARS accrues
  • Sick Leave (monthly after run 2)
  • Vacation Leave (monthly after run 2)
  • Compensatory Time (when earned)
  • Personal Business (July 1 each year)
  • Furlough Obligation (July 1 each biennium)

28
Personal Business
  • Positive balance
  • July 1 of each year LARS
  • Zeroes prior years balance
  • Gives the employee a new balance
  • Transfer balance to clearing account, even if
    zero
  • Expiration date 06/30 of current fiscal year

29
Furlough Obligation
  • Positive balance
  • Balance accrued at the beginning of the biennium
    or when hired
  • Transfer remaining balance to the clearing
    account
  • Expiration date 06/30/11

30
Sick Leave
  • Positive balance
  • Accrued monthly
  • Accrual rate 8 hr. / mo for full-time employees
  • Advance sick leave earned for current or prior
    and current pay period
  • Transfer balance to the clearing account
  • Expiration date two years

31
Vacation Leave (VA)
  • Positive balance
  • Accrued monthly
  • Accrual rate determined by employees RECOG SVC
    DT on the P030 screen
  • LEAVE ACCRUAL SVC CD on P030 screen ACCR RATE
    from the PTB1 screen
  • Advance for current or prior and current pay
    period

32
VA Contd
  • Agency required to accept 80 hrs VA
  • May agree in writing to transfer gt80
  • Transfer amount accepted to clearing account
  • If balance left, pay-off remainder, up to maximum
    allowed, on the P050
  • If any left after transfer and pay-off, adjust to
    zero

33
VA Trial Service
  • OSPS begins to accrue in first month
  • Trial Service employees may not use until WAIT
    employment month on the PTB1 screen
  • Advance for current or prior and current pay
    period
  • Transfer to the clearing account

34
VF Excess Vacation Leave
  • Management and Executive Service
  • VA accrued above MAX ALLWD during 2007-09
    biennium
  • Moved to VF in January 2010
  • Have until 06/30/13 to use
  • Notify gaining agency
  • Adjust balance to zero

35
Accrue SL VA?
36
Pro-rating Leave Accrual
  • Reasons to prorate
  • If employee works lt full-time in current (or
    prior) month (P002, P007)
  • The LEAVE ACCRUAL SVC CD on P030 changed in
    current (or prior) month

Monthly accrual rate x EEs Reg Paid Hrs
F-T Hrs for work schedule month
37
Other Leaves
  • Leave used negative balance
  • Transfer ML Military Leave to clearing account
  • 09/30/YY expiration date
  • Transfer PR Pre-retirement to the clearing
    account
  • Two year expiration date
  • GL Governors Leave notify gaining agency

38
Advance Leave on the P435
  1. ? A
  2. ADJ OR TRFR FM/TO A
  3. HOURS LEAVE of hours to advance (e.g., 8.00)
  4. REMAIN ADV of hours to advance (e.g., 8.00-)
  5. COMMENTS 12 characters

39
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-)
    (ML and PR have negative balances)
  5. LV EXP DATE 60 days
  6. COMMENTS 12 characters

40
To Zero Out Leave on the P435
  • Such as GL, EL, IT, JD, etc.
  • Most will have a negative balance
  • ? A
  • ADJ OR TRFR FM/TO A
  • HOURS LEAVE CUR from P430 (54.50)
  • COMMENTS 12 characters

41
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)

42
P050 Gross Pay Adjustment
  • P050 OR,,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

43
P050 Entries
  • PAY TYPE
  • CTP Compensatory time payoff
  • VAP Vacation payoff up to 250 hrs.
  • START DATE will default to date used to
    retrieve record
  • STOP DATE will default to date used to retrieve
    record

44
P050 Entries Contd
  • ADJ TYPE A one-time (default)
  • RATE EQUIVALENT RATE from the P030
  • UNITS CT VA hours from P435
  • AMOUNT OSPA will calculate

45
P050 Entries Contd
  • Hidden field spaces for labor costing, can use
    for additional comments
  • COMMENT 12 characters
  • Reason for entry
  • Creates an audit trail
  • Prints on the Payroll Register

46
E492 Report
  • E492 Terminated Employee with Leave Balances
  • Produced with leave accrual process
  • Includes CT, LA, ML, PB, PR, SL, VA

47
Exercise 2
48
Adjusting Deductions
49
Evaluate Existing Deductions
  • PEBB Benefits
  • Wage Withholding Orders
  • Union Dues/Fair Share
  • Deferred Comp Loan Repayment
  • Parking
  • Direct Deposit(s)
  • Charitable Fund Drive
  • Food Bank
  • Deferred Comp

50
Required PEBB Benefits
  • Required unless waive or opt out
  • Medical
  • Dental
  • Vision (if PPO medical plan)
  • Agency paid pre-tax 5,000 basic life (unless YJ
    benefit package)

51
Optional PEBB Benefits
  • Optional life
  • Long short-term disability
  • Long-term care
  • Accidental death dismemberment
  • Flexible spending accounts

52
PEBB ? Benefits (PDB)
53
PEBB Benefits Generally
  • If hours worked paid leave lt 80 hrs, employee
    not eligible for benefits for next month
  • PDB calculates of business days between 1st of
    month transfer date
  • If 9 business days, benefits will end this month
  • If gt9 business days, benefits will end next month

54
PEBB Benefits for Transfers
  • With transfer PA codes PDB will
  • Stop benefits for losing agency
  • Begin benefits for gaining agency
  • No agency approval required
  • Will not generate a COBRA notice

55
PDB Actions Contd
  • Make sure there is no break in service
  • In the PPDB (P030)
  • Gaining agency START DATE must be next day after
    losing agency END DATE
  • END DATE 123110
  • START DATE 010111
  • PDB will apply 80 hour rule

56
OAR 101-020-0047
  • Losing agency pays premiums for medical, dental,
    vision, and agency paid basic life (SLNN) for
    final pay period
  • If lt80 hrs in losing agency, make one-time
    entries (ADJ TYP A) on P070 to force premiums

57
Optional PEBB Benefits
  • Losing agency pays premiums if final pay covers
  • If it does not
  • Losing agency notifies gaining agency
  • Gaining agency enters one-time (ADJ A)
    deduction(s) on the P070 to force premiums in
    current pay period

58
P070 PEBB Deductions
  • P070 OR,,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 EMPFAMILY 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 EMPFAMILY COMM OE 2002
    TRANS DATE 071707
  • ACH ACCT ACCT CD

59
P070 Force PEBB Premiums
  • P070 OR,,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 EMPFAMILY COMM
    TRANS DATE 071707
  • ACH ACCT ACCT CD
  • A A KDNN DDD D 073107 073107 .00
    121.28 .72 120.56
  • KAISER DENT EMPFAMILY COMM
    TRANS DATE 071707
  • ACH ACCT ACCT CD

60
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 EMPSPOUSE _ B 117.93 .71
    .00 118.64 X
  • ? CCC EMPCHILDREN _ C 101.20 .61
    .00 101.81 Y
  • ? DDD EMPFAMILY _ 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 EMPSPOUSE _ B 117.93 .71
    .00 118.64 X
  • ? 103 EMPCHILDREN _ C 101.20 .61
    .00 101.81 Y
  • ? 104 EMPFAMILY _ D 120.56 .72
    .00 121.28 Z
  • ? 802 EMPPARTNER _ 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

61
Parking
  • State-owned parking paid in arrears
  • Private parking generally paid in advance

62
Involuntary Deductions
  • Union dues / fair share covers month in which
    collected
  • Wage withholding orders recalculate
  • Deduct uncollected overpayments from final pay

63
Uncollected Overpayments
  • OAM 45.50.00 PO PR and collective bargaining
    agreements
  • P370 Calculation of Current Pay-off displays
    prior month negatives

64
Deleting Deductions
  • Work with gaining agency. Do not delete
    deductions until they have been cloned.
  • For direct deposits, delete 3 months prior

65
To Delete a Deduction
  • Retrieve record for pay period where deduction
    will no longer be in effect
  • For example
  • Final work day 12/31/10
  • Deduction included in final pay
  • P070 SSN or Employee ID 01/31/11
  • ? D (delete)

66
Delete Data on Other Screens
  • P050 Gross Pay Adjustments
  • IR entry if employee opted out of medical or
    medical and dental insurance
  • DPT / DPN entries if employee has domestic
    partner insurance
  • P010 Withholding Data / Locator Data
  • WAIVERS if the employee declined PEBB benefits

67
On-line Daily Time Security
68
On-line Daily Time PSEC
  • Delete record from PSEC after manager has locked
    time for final pay
  • Two steps
  • Undaily on Payroll Time Capture P006
    Supervisor Entry Menu
  • Delete employees record on PSEC Time Entry
    Security Table

69
P006 On-line Daily Time
  1. P006, your SSN, agency, distribution code
    ENTER
  2. SUPV PIN ENTER
  3. SSN (employees) ENTER
  4. VERIFY TIME? X ENTER
  5. VERIFY TIME? X ENTER

70
Exercise 3
71
P032 Job Status Display
  • P032 OR 1 072507 JOB
    STATUS DISPLAY
  • LASTNAME, FIRSTNAME
  • JD09 LAST
    PAGE
  • CC JOB 1 START/STOP DATES 070107 /
    072507 RECOG SVC DATE 080198
  • PERS AGY 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 OA C0212
    2000104 080198 0 0
  • 1 091106 113006 OA C0212
    2000104 080198 0 0
  • 1 120106 013107 OA C0212
    2000104 080198 0 0
  • 1 020107 063007 OA C0212
    2000104 080198 0 0
  • 1 070107 072507 1 OA C0212
    2000104 080198 0 0
  • 1 072607 999999 2 OA C1216
    0153012 080198 0 0

72
Gaining Agency
73
Gaining Agency Checklist
  • Confirm and look-up data on P030
  • Clone employees data on the P071
  • Check cloned data on P010, P020, P050, P070
  • Check PEBB entries on the P070, P050, and P010
  • Transfer in leave balances on P435

74
P030 Job Status Data
  • P030 OR,,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 /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
  • 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

75
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
  • PERS JOB CLASS CODE

76
P071 (Cloning)
  • p071 OR
  • Blank screen P071 OR losing agency
    gaining agency
  • Without a date, clones for current pay period
  • May enter a date P071 OR
    MMDDYY

77
Clones Following Screens
  • P010 Withholding Data / Locator Data
  • P020 Work Schedule Data
  • P050 Gross Pay Adjustments
  • P070 Deductions and Deduction Adjustments (except
    PEBB benefits)

78
Work Schedule
79
P020 Work Schedule Data
  • P020 OR 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

80
P020 Fields
  • START DATE -- MMDDYY
  • END DATE -- system set, 999999
  • WS CODE Publications, Reference Manual, Codes
  • SHIFT START 24-hour clock, enter if other than
    800 AM (0800)
  • SHIFT CODE 1day, 2evening, 3night

81
Retirement, Withholding, PEBB Waivers
82
P010 Withholding Data/Locator Data
  • P010 OR
    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 Y Y Y
  • ?
  • ----WAIVERS----

83
P010 -- Check Dates
  • FINAL CHECK ISSUED
  • FINAL CHECK PERIOD ENDING
  • If dates present, change to 000000

84
P010 Taxes
  • MANDATORY WITHHOLDING
  • FED Indicates IRS Lock-in Letter
  • STATE Indicates DOR Determination Letter
  • END DATE If gtcurrent date, will override data
    in FEDERAL / STATE fields
  • On P010 even before cloning
  • Gaining agency has responsibility to continue
  • New W-4 for STATE, forward to DOR
  • For FED, if increases withholding, use. If
    decreases, wait for new letter.

85
P010 Taxes Contd
  • FEDERAL / STATE
  • IRS W-4 http//www.irs.gov/pub/irs-pdf/fw4.pdf
  • Employee should submit two W-4s if different for
    state and federal mark one FOR OREGON ONLY

86
P010 Taxes Contd
  • 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 gt10 withholding allowances,
    send copy to OSPS

87
P010 Taxes, Out-of-State Duty Station
  • Contact OSPS
  • OSPS will
  • Contact state
  • Calculate monthly withholding amount
  • 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

88
P010 Taxes, Foreign Nationals
  • OSPS.99.01 Foreign National Residency
    Determination (Forms, Employee Forms)
  • Resident aliens taxed as U.S. citizens
  • Nonresident aliens have separate withholding
    requirements
  • Reference Manual, Recommended Practices, Taxes,
    Foreign Nationals

89
P010 Retirement
  • Possible considerations
  • Employee not yet eligible for OPSRP
  • Old or new position not PERS qualifying
  • Change in PERS Wage / Job Class Code

90
P010 Retirement Contd
  • Look at PERS JOB CLASS CODE on the P030
  • If 1, 2, 4, 9, H, P, Y, Z start contributions
  • If B, D, M, N, R, X not in qualifying position
    or returning retiree
  • If G, F, L, E, S determine if employee has met
    eligibility requirements or has dormant account

91
Not Yet Retirement Eligible
  • RETIREMENT START DATE MMDDYY
  • Designates date state will begin making PERS
    contributions for the employee
  • OSPA will include employee on E357-020 Employees
    Eligible for Participation in Retirement Report
    one mo. prior
  • RTMT SYST N
  • RTMT STAT N

92
Already Retirement Eligible
  • RTMT SYST
  • From P030 PERS JOB CLASS CODE
  • Resources, DAS Human Resource Services, HR
    Systems and Services, PPDB Group, PPDB Resources
    and Information, Wage Job Class Codes
  • RTMT STAT D (employer pick-up)
  • RTMT ACCT Optional field, Tier 1 Tier 2
    members only

93
Other P010 Fields
  • FICA SUBJ Y
  • SAIF SUBJ Y
  • UNEM SUBJ Y

94
P010 -- PEBB Waivers
  • Reference Manual, Publications, Handbooks, PEBB
    Benefits
  • Ensure consistency
  • If P070 has OONN 005, should have WAIVERS on P010
  • If P070 has PEBB benefit deductions, WAIVERS on
    P010 should be blank
  • E497 Employees with Non-blank Waivers Report

95
Exercise 4
96
Adjusting Deductions
97
P070 Deductions and Deduction Adjustments
  • P070 OR,,083107
    DEDUCTIONS AND DEDUCTION ADJUSTMENTS
  • LASTNAME, FIRSTNAME
  • 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 EMPFAMILY 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

98
PEBB Benefits
  • Confirm interface from PDB
  • If notified by losing agency, force premiums for
    optional insurance premiums
  • Check for
  • Domestic partner insurance (P050)
  • Opt out of medical or medical and dental
    insurance (P050)
  • Decline benefits (P010)

99
DAS Parking
  • Deducted in arrears
  • For new parking DAS, Facilities, Parking, will
    provide deduction and plan code

100
Union Dues / Fair Share
  • Determined by employees REPR / BENEFIT PKG CD on
    the P030 (Reference Manual, Codes)
  • Represented employee may
  • Join union
  • Exercise right of non-association
  • Default to fair share
  • Employee submits form to union, which notifies
    payroll

101
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

102
SEIU Members (Not F/S)
  • Transfer to a management service, classified
    unrepresented, or unclassified position
  • Associate membership unless written request from
    employee via SEIU
  • Delete issues deductions unless employee
    requests via SEIU that they continue
  • Keep SEIU insurances unless notified by SEIU /
    employee

103
SEIU Members Contd
  • Transfers to a position represented by another
    bargaining unit
  • Enter deduction for new bargaining unit
  • Only enter SEIU associate membership if employee
    requests

104
Deferred Compensation (OSGP)
  • DCNN 100 Regular contributions
  • CAUTION if employee has a deduction in both
    agencies for the same month, OSPA will make two
    deductions

105
Direct Deposit
  • If deduction is cloned, OSPA will not pre-note
  • If you enter a new deduction, OSPA will pre-note
    the first month
  • Publications, Reference Manual, Entry Guides,
    Direct Deposit

106
PSEC
  • If employee will use On-line Daily Time, enter on
    PSEC
  • Reference Manual, Screen Descriptions, PSEC

107
Exercise 5
108
Leave and Comp Time
109
Transfer from Clearing Account
  • On or after P030 START DATE, transfer leave
    balances to gaining agency
  • Determine balances on P420
  • Make entries on P435

110
Personal Business
  • If leave accrual runs prior to transferring the
    leave from the clearing account, LARS will give
    employee the full balance for the year
  • Employee is not entitled to a new balance only
    the balance remaining from the losing agency
  • Zero balance in the clearing account indicates
    employee has already used all

111
Furlough Obligation
  • Obligation in new position may not be the same as
    that for the old position
  • Determine the amount for the employee in new
    position
  • Use the balance in the clearing account to
    determine how much the employee has taken
  • Transfer all from the clearing account
  • Adjust to the appropriate balance

112
Transfer from Clearing Account on P435
  • ? A
  • ADJ OR TRFR FM/TO F
  • CLR ACCT OTHR JOB C
  • HOURS LEAVE total of hours (e.g., 80.00) from
    P420
  • Positive for accrued leave (PB, VA, SL, LA)
  • Negative for ML, PR
  • COMMENTS 12 characters

113
P435 Employee Leave Data
  • P435 OR 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
  • ?

114
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 15.00 072707
    15.00- 063008
  • SL CUR BAL 072607 46.08 072707
    46.08- 072509
  • VA CUR BAL 072607 48.47 072707
    48.47- 072509

115
Excess Vacation Leave
  • Will not be in clearing account
  • Losing agency will notify gaining agency if
    employee has balance
  • Add leave type on P435 screen
  • Then, adjust VF leave balance on the P435

116
Add Leave Type on P435
  1. P435 OR VF
  2. ENTER

117
P435 Add Leave Type
  • P435 OR VF EMPLOYEE
    LEAVE DATA
  • LASTNAME, FIRSTNAME LV04 NO
    LEAVE DETAIL DATA EXISTS

  • 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 5 GL 00 00 .00 .0 8.0 10 FWD
    .00 .00 .00 000000
  • LV BAL DT CUR/CONT 000000/000000 CUR
    .00 .00 .00

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

  • ?
  • ?

118
Exercise 6
119
Send Documentation
  • Tax forms
  • Current W-4
  • IRS Lock-in or DOR Determination Letters
  • OSPS.99.01 Determination of Foreign Nationals
    Residency Form
  • Current wage withholding orders
  • Current forms authorizing deductions

120
Documentation Contd
  • PEBB forms and certifications
  • Affidavit of Domestic Partnership
  • Domestic Partner Certification of Dependent Tax
    Status
  • FMLA / OFLA hours
  • SAIF notices for a Workers Compensation Claim
  • Other?

121
Reports
  • E322-01 Deductions Past Job Ending Date
  • XREF01 Deduction Reconciliation
  • E497 Employees with Non-blank Waivers
  • B075B Gross Pay Adjustments

122
Reports Contd
  • E260-100 Gross Pay over 2.0 x Ajd Base Exception
  • E460 Leave Accrual Adjustments and Transfers
  • E470C, E470Cm, E470D Leave Accrual Detail
    Transaction Register

123
Reports Contd
  • Net pay Negative Report
  • E492 Terminated Employees with Leave Balances

124
PERS EDX/jClarety
  • PPDB will interface transfer to jClarety
  • Only send paper forms to PERS if a DAS
    Centralized Services staff member requests

125
Exercise 7
126
Questions?
127
Exercise 8 - Review
128
Evaluation
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