OSPS E-News ~ Recent Communication From PERS to Agencies

Tue Jan 25 08:40:31 PST 2005

We are passing on the following message from Denise Hall.

> TO:  State Agency Payroll Officers
> 
> PERS had planned to send Personal Identification Numbers (PINs) to all
> PERS-covered employees in December.  The PINs would have allowed
> employees access to view the information in their Individual Account
> Plan (IAPs).  About 20,000 letters were mailed before PERS decided it
> was in everybody's best interest to wait until the accounts could be
> reconciled before granting this access.  The mailing has been
> rescheduled for May 1, 2005.
> 
> Some of you may have recently received a letter from Gloria English,
> with the PERS Membership/Employer Relations Management Team, citing
> that 800 of those letters were returned to PERS due to incorrect
> addresses.  The letter would have been accompanied by envelopes for
> each of the employees in your agency that had the letter returned
> because of a bad address.  The letter asked you to update the
> employees' addresses by submitting a DTL 1 Demographic record in the
> EDX (a.k.a., jClarety).  This is a reminder that all demographic
> changes (i.e., name changes, address changes, new hires, terminations,
> etc.) are submitted to PERS electronically in a file prepared by the
> Department of Administrative Services using data in the Oregon State
> Payroll Application (OSPA) and the Position and Personnel DataBase
> (PPDB).  Therefore, we ask that you work with your agency's HR staff
> to verify what address is currently being shown in the PPDB for each
> employee.  If the address is the same in the PPDB as it is on the
> envelope, we'll need to contact the employee for a more current
> address and then process an address change in the PPDB.  You do not
> need to worry about creating or submitting a DTL 1 record.
> 
> I will be sending a message to agency HR offices in the next couple of
> days to ask them to remind employees to keep their addresses current
> in their personnel files (including the PPDB).  Addresses in the PPDB,
> and reported to PERS, will also be used for mailing PERS Member Annual
> Statements this year.  This mailing is scheduled for around May 1st.
> 
> I apologize for the ongoing confusion direct mailings from PERS is
> causing with the new system and centralized PERS support here at DAS.
> We are working closely with PERS to avoid having communications
> regarding submission of forms or data go directly to agencies.
> 
> If you have any questions regarding the process or the new centralized
> PERS support team, please give me a call at 503-373-7320. 
> 
> 
> 
> Denise L. Hall
> Manager
> HR Systems, Services, and Audits
> Human Resource Services Division
> 155 Cottage Street NE, U-30
> Salem, OR  97301-3957
> Phone:  503-373-7320
> Fax:  503-373-7684
> denise.l.hall at state.or.us
> 
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