Title: Employee Transfers in OSPA
1Employee Transfers in OSPA
- Oregon Statewide Payroll Services
2Class 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
3Class 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
4Class Handouts
- PowerPoint Slides
- Agency Checklists
- Sample Screens
- Sample Reports
- Exercises
5Losing Agency
6Losing 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
7Losing Agency Checklist Contd
- Check for outstanding overpayments
- Delete applicable entries on the P010, P050,
P070, P080, and PSEC entries - Send documentation to gaining agency
8P030 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
9P030 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
10P030 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
11P030 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
12Verify / Enter Time
13Verify / 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
14Retirement Contributions, Tax Withholding
15P010 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----
16P010 Check Dates
- FINAL CHECK ISSUED last day in losing agency
- FINAL CHECK PERIOD ENDING last day of pay
period - DO NOT ENTER IN DECEMBER
17P010 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
18Exercise 1
19Leave and Comp Time
20Leave Screens Include
- P430 Employee Leave Data
- Inquiry only
- Shows all leave balances
21P430 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
22Leave 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
23P435 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 - ?
- ?
- ?
- ?
24Leave 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
25P420 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
26Leave 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
27Accrued 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)
28Personal 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
29Furlough 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
30Sick 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
31Vacation 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
32VA 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
33VA 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
34VF 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
35Accrue SL VA?
36Pro-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
37Other 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
38Advance Leave on the P435
- ? A
- ADJ OR TRFR FM/TO A
- HOURS LEAVE of hours to advance (e.g., 8.00)
- REMAIN ADV of hours to advance (e.g., 8.00-)
- COMMENTS 12 characters
39Transfer to Clearing Account
- ? A
- ADJ OR TRFR FM/TO T
- CLR ACCT OTHR JOB C
- HOURS LEAVE total of hours (e.g., 225.00-)
(ML and PR have negative balances) - LV EXP DATE 60 days
- COMMENTS 12 characters
40To 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
41CT 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)
42P050 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
43P050 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
44P050 Entries Contd
- ADJ TYPE A one-time (default)
- RATE EQUIVALENT RATE from the P030
- UNITS CT VA hours from P435
- AMOUNT OSPA will calculate
45P050 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
46E492 Report
- E492 Terminated Employee with Leave Balances
- Produced with leave accrual process
- Includes CT, LA, ML, PB, PR, SL, VA
47Exercise 2
48Adjusting Deductions
49Evaluate 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
50Required 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)
51Optional PEBB Benefits
- Optional life
- Long short-term disability
- Long-term care
- Accidental death dismemberment
- Flexible spending accounts
52PEBB ? Benefits (PDB)
53PEBB 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
54PEBB 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
55PDB 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
56OAR 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
57Optional 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
58P070 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
59P070 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
60PTD2 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
61Parking
- State-owned parking paid in arrears
- Private parking generally paid in advance
62Involuntary Deductions
- Union dues / fair share covers month in which
collected - Wage withholding orders recalculate
- Deduct uncollected overpayments from final pay
63Uncollected Overpayments
- OAM 45.50.00 PO PR and collective bargaining
agreements - P370 Calculation of Current Pay-off displays
prior month negatives
64Deleting Deductions
- Work with gaining agency. Do not delete
deductions until they have been cloned. - For direct deposits, delete 3 months prior
65To 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)
66Delete 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
67On-line Daily Time Security
68On-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
69P006 On-line Daily Time
- P006, your SSN, agency, distribution code
ENTER - SUPV PIN ENTER
- SSN (employees) ENTER
- VERIFY TIME? X ENTER
- VERIFY TIME? X ENTER
70Exercise 3
71P032 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
72Gaining Agency
73Gaining 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
74P030 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
75P030 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
76P071 (Cloning)
- Blank screen P071 OR losing agency
gaining agency - Without a date, clones for current pay period
- May enter a date P071 OR
MMDDYY
77Clones Following Screens
- P010 Withholding Data / Locator Data
- P020 Work Schedule Data
- P050 Gross Pay Adjustments
- P070 Deductions and Deduction Adjustments (except
PEBB benefits)
78Work Schedule
79P020 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 -
80P020 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
81Retirement, Withholding, PEBB Waivers
82P010 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----
83P010 -- Check Dates
- FINAL CHECK ISSUED
- FINAL CHECK PERIOD ENDING
- If dates present, change to 000000
84P010 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.
85P010 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
86P010 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
87P010 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
88P010 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
89P010 Retirement
- Possible considerations
- Employee not yet eligible for OPSRP
- Old or new position not PERS qualifying
- Change in PERS Wage / Job Class Code
90P010 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
91Not 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
92Already 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
93Other P010 Fields
- FICA SUBJ Y
- SAIF SUBJ Y
- UNEM SUBJ Y
94P010 -- 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
95Exercise 4
96Adjusting Deductions
97P070 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
98PEBB 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)
99DAS Parking
- Deducted in arrears
- For new parking DAS, Facilities, Parking, will
provide deduction and plan code
100Union 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
101Union 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
102SEIU 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
103SEIU 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
104Deferred Compensation (OSGP)
- DCNN 100 Regular contributions
- CAUTION if employee has a deduction in both
agencies for the same month, OSPA will make two
deductions
105Direct 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
106PSEC
- If employee will use On-line Daily Time, enter on
PSEC - Reference Manual, Screen Descriptions, PSEC
107Exercise 5
108Leave and Comp Time
109Transfer from Clearing Account
- On or after P030 START DATE, transfer leave
balances to gaining agency - Determine balances on P420
- Make entries on P435
110Personal 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
111Furlough 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
112Transfer 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
113P435 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 - ?
114P420 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
115Excess 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
116Add Leave Type on P435
- P435 OR VF
- ENTER
117P435 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 -
- ?
- ?
118Exercise 6
119Send 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
120Documentation 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?
121Reports
- E322-01 Deductions Past Job Ending Date
- XREF01 Deduction Reconciliation
- E497 Employees with Non-blank Waivers
- B075B Gross Pay Adjustments
122Reports 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
123Reports Contd
- Net pay Negative Report
- E492 Terminated Employees with Leave Balances
124PERS EDX/jClarety
- PPDB will interface transfer to jClarety
- Only send paper forms to PERS if a DAS
Centralized Services staff member requests
125Exercise 7
126Questions?
127Exercise 8 - Review
128Evaluation
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