[DAS_Centralized_PERS_Services_Team] ***Agency Payroll Action Required on all RETIREE Positions**** DUE by January Payroll Cut off.

[TOBIASSON Shauna M * DAS]

CRITICAL****PAYROLL ACTION REQUIRED*****

Agency Payroll & HR Staff,
The purpose of this email is to inform agencies of required actions for retirees in the month of January 2020 and forward as a result of SB1049. This email is broken into three parts; 1)What you need to know, 2)What you need to do in the month of January, and 3)What you will need to do in the future when hiring retiree's. Please contact me or the OSPS Help Desk if you have any questions after reading this.


1.      What you need to know:
Effective January 1, 2020 (January pay period) agencies are required to pay employer PERS contributions on all working retirees. This will be paid through OSPA and requires agency payroll offices to make P010 entries for every retiree working at your agency. Only the employer contribution is due, there is no IAP deduction for retirees.

The **RETIRE**SYST field on the P010 screen controls the employer contribution being sent to PERS each month. Currently all retirees have an "N" which means no employer contribution. This will need to be changed to the appropriate code for the retirees PERS plan (Tier 1, Tier 2 or OPSRP) and position classification (General Service or Police and Fire) to begin sending contributions.
Setting up a retiree with a P010 effective date of 01/31/20 will be similar to setting up a PERS eligible new hire, except that the "STAT" field on the P010 for the 6% IAP deduction will remain an "N". You will only update the "SYST" field for retirees.

Workday has created a report titled "HCM Worker PERS Information (Retired-Active)". This report can be used to retrieve a list of actively working retirees. It will retrieve anyone in Workday with the PERS Class Plan "R" or "M".
The report contains the following fields that are necessary for determining the appropriate code to use on P010.

*        PERS Plan Name

*        *Position PERS Classification
*If the PERS Position Classification is missing in Workday then this field will be blank on this report. Please consult with your Budget Analyst or HR to find out if the employee is working in a general service or police and fire position (most agencies have general service positions). If this information is added to the organization assignment information in Workday, the report can be run again to include it. See the sample image in section #3 below for location.



2.      What you need to do in the month of January: (All entries must be made by February 6, 2020)
PROCEDURE
Step 1. Using the report mentioned above, identify all retirees currently working at your agency.
Step 2: Determine what the appropriate P010 code will be for each retiree. In order to determine the appropriate P010 code you will need to know the retirees "PERS Plan" (Tier 1, Tier 2, or OPSRP) and the job classification (Police and Fire or General Service) of their current position.  If you do not know the retirees' "PERS Plan", you can perform a status check with PERS. Once you obtain the information, use the PERS Class Plan Worksheet<https://www.oregon.gov/das/Financial/Payroll/Documents/WD_PERS%20Class%20Plan%20Worksheet_NEW.pdfhttps:/www.oregon.gov/das/Financial/Payroll/Documents/WD_PERS%20Class%20Plan%20Worksheet_NEW.pdf> to determine the correct P010 code.
Step 3. Access OSPA, bring up the P010 screen and update the SYST field to the applicable OSPA code. Do not change the STAT field, this should remain an "N".
EXAMPLE:
Using the PERS Class Plan Worksheet<https://www.oregon.gov/das/Financial/Payroll/Documents/WD_PERS%20Class%20Plan%20Worksheet_NEW.pdfhttps:/www.oregon.gov/das/Financial/Payroll/Documents/WD_PERS%20Class%20Plan%20Worksheet_NEW.pdf>, this employee is a Tier 1 retiree working in a General Service position. Their PERS Class Plan is "R" because they work for an Exec Branch Agency.
[cid:image011.jpg at 01D5B1BC.5FE74E20]

Because they are a Tier 1 retiree working in a General Service position, the code to use on P010 is "S".
[cid:image012.jpg at 01D5B1BC.5FE74E20]

Image of P010 before change: (Please note- these images are of the new P010 screen that will be introduced at the January forum)
[cid:image013.jpg at 01D5B1BC.5FE74E20]
Image of P010 after change:
[cid:image014.jpg at 01D5B1BC.5FE74E20]



3.      What you will need to do in the future when hiring retiree's:
You will need to set the P010 SYST field as part of your new hire setup for all future retiree new hires.
Follow the status check process<https://www.oregon.gov/das/Financial/Payroll/Pages/cpers.aspx> to get the Plan information from PERS. To determine the appropriate P010 code you will also need to know if the position the retiree is being hired into is classified as general service or police and fire.  In some cases this is indicated in the organization Assignments of the position in Workday (see image below). If this is not indicated, you will need to consult with your HR partner.
[cid:image015.jpg at 01D5B1BC.5FE74E20]

Please note: DAS will not be monitoring this process for compliance. It is the agency's responsibility to ensure that employees are set up in Workday correctly and that the  P010 has the appropriate coding. If contributions are not sent, agencies will be invoiced.  Please contact me or the OSPS Help Desk if you have any questions.


Shauna Tobiasson | Senior CPERS Analyst | DAS-EGS-CPERS
Shauna.m.tobiasson at oregon.gov<mailto:Shauna.m.tobiasson at oregon.gov> | Ph: 503-378-6372
Website: http://www.oregon.gov/DAS/Financial/payroll/Pages/index.aspx
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