[DAS_Centralized_PERS_Services_Team] FW: PERS Status Check Process Clarification

Wed Dec 21 15:33:10 PST 2022

Agency payroll & HR partners.

The message below was sent last week about status checks. The last statement in the communication mentioned a report (now highlighted below). The report has been designed and is now available in Workday for your use.

Agencies are responsible for ensuring accurate PERS enrollment. Agencies can audit the status check date field using the "PAY | Status Check Retirement Start Date in Selected Date Range<https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwd5.myworkday.com%2Foregon%2Fd%2Ftask%2F1422%247924.htmld&data=05%7C01%7CShauna.M.TOBIASSON%40das.oregon.gov%7C9e899f3a5d234342fd7008dae3aa6e90%7Caa3f6932fa7c47b4a0cea598cad161cf%7C0%7C0%7C638072618378056633%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&sdata=9VzJ6d7XM8oAGI9SnbOoOJQbtWjW4PRSEAvru64xx58%3D&reserved=0>" report in Workday. This report mimics the E357 report used in OSPA and can be found by searching the report name.

The knowledge article in Workday is being updated to include this information. You can find that by searching WD Drive for "status check".

If you have any questions about the status check and PERS contribution start dates, please don't hesitate to contact CPERS.

Thank you,

Shauna Tobiasson |  Senior CPERS Analyst
___________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
DAS Centralized PERS Services Team
Cell: 971-719-3173
Website: http://www.oregon.gov/DAS/Financial/payroll/Pages/index.aspx
"Tolerance and compassion are qualities of fearless people" - Paul Coelho

From: TOBIASSON Shauna M * DAS <Shauna.M.TOBIASSON at das.oregon.gov>
Sent: Friday, December 16, 2022 9:38 AM
To: das_centralized_pers_services_team at omls.oregon.gov
Subject: PERS Status Check Process Clarification
Importance: High

HR and Payroll business partners,

We have received various questions about the PERS Status Check Date Field in Workday, and what date should be populated in this field. The PERS Contribution Start Date is the date that needs to be entered in the status check date field. Previous instructions may not have been clear, so I have provided clarified instructions below:

PERS Status Check Process:

  *   Only one status check can be done per employee.

  1.  Agency Payroll or HR partner completes the status check by calling PERS at 1-888-320-7377 or by faxing this form<https://www.oregon.gov/das/Financial/Payroll/Pages/cpers.aspx> to PERS

  1.  PERS provides the following information:
     *   If eligible upon hire, PERS will provide the existing PERS Plan (Tier 1, Tier 2, OPSRP)
     *   If eligible upon hire, PERS will provide the existing Contribution Start Date (CSD)
     *   If the employee is enrolled in IAP Voluntary Contributions (Payroll needs to be notified of this information if HR is doing the status check)

  1.  If the employee is not eligible upon hire, the agency will need to determine wait time, and calculate the PERS contribution start date. For how to calculate the PERS contribution start date, please see the PERS CSD Guide here<https://www.oregon.gov/das/Financial/Payroll/Documents/CSDGuide2017.pdf>.

  1.  HR or Payroll Partner Enters PERS Status Check date (PERS Contribution Start Date)
     *   Go to employee profile
     *   Go to Actions>Additional Data>View All
     *   Scroll down to PERS Status Check and hit 'Edit'
     *   Enter the PERS Contribution Start Date (PERS CSD)

  1.  Agency HR updates PERS Plan Code if needed to match employee's tier from the status check

  1.  Agency HR notifies payroll of the IAP VC enrollment if HR conducted the status check

After the status check date has been populated in Workday, one of the following will happen when the employee is eligible to begin contributions:

If (MPPT) Employee/member paid PERS plans
If eligible upon hire:

  1.  Range option should be P upon hire and PERS benefit will auto enroll.
  2.  Status check date should be the CSD, even if it is a past date.
For future enrollments:

  1.  WD Central support will pull a report monthly with employees eligible to start contributions.
  2.  WD Central support will run job to change compensation from 'A' to 'P'
  3.  This action will auto enroll the employee into PERS benefits plans based on their PERS Class Plan Code.
  4.  Agency payroll can run the report for their agency to validate enrollment occurred
     *   If enrollment did not occur, please contact the OSPS Helpdesk

If (EPPT) Employer paid PERS plans (elected officials with repr MOE, & agencies 97400/97800)
If eligible upon hire:

  1.  Range option is AA upon hire, agency will need to notify OSPS to enroll in PERS benefits.
  2.  Status check date should be the CSD, even if it is a past date.
For future enrollments:

  1.  Employer paid groups remain as range option AA, and do not auto enroll in PERS benefits
  2.  OSPS payroll partners will pull a report monthly with employees eligible to start contributions
  3.  OSPS payroll partners will edit benefit plan to enroll employees into PERS benefit plans based on their PERS Class Plan Code.
  4.  Agency payroll can run the report for their agency to validate enrollment occurred

Judges eligible upon hire (no wait time)

  1.  Range option remains as AA, and they are auto enrolled in PERS benefits when hired

Retirees:

  1.  Range option is AA, and they are auto enrolled upon hire

Agencies will be able to audit systems to be sure the compensation and benefit enrollments are accurate. These reports are currently still in creation and will be shared once complete.

If you have any questions about this process, please don't hesitate to contact me or your central support teams.

Thank you,

Shauna Tobiasson |  Senior CPERS Analyst
___________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
DAS Centralized PERS Services Team
Cell: 971-719-3173
Website: http://www.oregon.gov/DAS/Financial/payroll/Pages/index.aspx<https://gcc02.safelinks.protection.outlook.com/?url=http%3A%2F%2Fwww.oregon.gov%2FDAS%2FFinancial%2Fpayroll%2FPages%2Findex.aspx&data=05%7C01%7CShauna.M.TOBIASSON%40das.oregon.gov%7C0b129462b09347f21f5408dadf8c41f2%7Caa3f6932fa7c47b4a0cea598cad161cf%7C0%7C0%7C638068090731627692%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&sdata=Qr0CTGUjS3kYH%2FohK%2B7WBUFDDHFPgAcEceMsqMxFwYY%3D&reserved=0>
"Tolerance and compassion are qualities of fearless people" - Paul Coelho

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