[DAS_Centralized_PERS_Services_Team] IMPORTANT INFO **** PERS Status Checks Required ****

[TOBIASSON Shauna M * DAS]

HR & Payroll Professionals,

Centralized PERS is encountering an increase in employees having incorrect PERS Class Plan coding in Workday. This is most commonly due to the PERS status check not having been completed.

It is the responsibility of the person entering the new hire into Workday to contact PERS and complete the status check process. Do not make a guess or set up a temporary PERS class plan. There is a status check reminder prompt in Workday to initiate this process, it is not intended to replace the fax/call to PERS.

You must be authorized by the CPERS unit to be able to obtain a status check from PERS. We are currently in the process of updating these authorizations. Please work with your CPERS Analyst if you need this authorization added for someone at your agency.

I have included below an email sent in February that explains the status check and the system implications in detail for those who may not be aware of the financial impacts of setting up the incorrect PERS coding in Workday.

If you have any questions about this process please contact me or your CPERS Analyst<mailto:Central%20PERS%20Services%20Team%20*%20DAS%20%3cCentral.PERSServicesTeam at oregon.gov%3e>.

Sincerely,


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



From: DAS_Centralized_PERS_Services_Team [mailto:das_centralized_pers_services_team-bounces at listsmart.osl.state.or.us] On Behalf Of TOBIASSON Shauna M * DAS
Sent: Thursday, February 28, 2019 2:36 PM
To: das_centralized_pers_services_team at listsmart.osl.state.or.us<mailto:das_centralized_pers_services_team at listsmart.osl.state.or.us>
Subject: [DAS_Centralized_PERS_Services_Team] Workday PERS coding & status checks **Important info**

Agency Payroll & HR Partners,

Now that we've all had a little time to navigate Workday, I'd like to provide some important information related to the PERS coding in Workday and the status check process.

What the PERS Class Plan Coding does:

1.     As with PPDB the PERS Class Plan (formally known as wage job class code) is selected during the hiring process after the accurate information is obtained via the PERS status check.

2.     This information is then transmitted to OSPA, and populates an associated code on the P030 screen.

3.     Using the P030 screen and the PERS Class Plan Worksheet<https://www.oregon.gov/das/Financial/Payroll/Documents/WD_PERS%20Class%20Plan%20Worksheet_NEW.pdf>, payroll determines which code to use on the P010 screen to begin contributions at the appropriate rate (Tier 1, 2, OPSRP, general service, or police and fire, etc.)

4.     Or if the employee is still in wait time, a future date is added to the P010 to generate the E357 report to trigger the start of contributions during a later pay period.

The manual process of steps 1-4 above, dictates the information sent to PERS for their account setup, the rate agencies are charged, and controls the flow of money from your agency to PERS through each payroll cycle.

If you receive a bill as a result of the annual CPERS invoicing process, it's likely due to incorrect PERS coding having been set up at the time of hire, which then caused the wrong rate to be charged through payroll, and so on. My intent in providing this explanation is to help you understand the importance of ensuring employees are set up correctly upon hire, as well as the impact of errors.

The tool you have at your disposal to ensure the employee is set up correctly is the PERS status check. As I understand, this process is either done through HR or payroll, depending your agency's internal processes. Regardless of who completes the PERS status check, it is critical that the coding entered into Workday is accurate from the start.

Where can I see PERS Class Coding in Workday?
The PERS Class Plan entered by the agency during the hiring process is reflected on the employee's "Position" under "Additional Information".   This may look slightly different depending on your security role. If you are not able to locate it, please contact Workday.Help at oregon.gov<mailto:Workday.Help at oregon.gov> . This field currently allows for 27 different coding options<https://www.oregon.gov/das/Financial/Payroll/Documents/WD_PERS%20Class%20Plan%20Worksheet_NEW.pdf>. The previous PPDB one-digit code is represented, along with the explanation. Please ensure you are selecting the appropriate Class Plan when setting up an employee, and do not hesitate to contact us if you are uncertain which one you should use based on the status check. We are here to assist.

Some of you may have noticed that PERS data can be found under "Personal" and "Additional Data" on existing employees. This information is provided by PERS for the purpose of succession planning only. IT IS NOT intended to replace the status check process, nor can we guarantee it's accuracy.

If you have any questions about this email, please do not hesitate to contact me of your CPERS Analyst<mailto:Central%20PERS%20Services%20Team%20*%20DAS%20%3cCentral.PERSServicesTeam at oregon.gov%3e>.

Sincerely,

Shauna Tobiasson
Senior Retirement Services Analyst
Centralized PERS Services Team
DAS Enterprise Goods and Services
Phone: (503) 378-6372
FAX: (503) 378-4596
Website: http://www.oregon.gov/DAS/Financial/payroll/Pages/index.aspx






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