From osps-news at listsmart.osl.state.or.us Mon Dec 1 07:56:50 2008 From: osps-news at listsmart.osl.state.or.us (Announcements from OSPS to the users of the Oregon State Payroll Application) Date: Mon, 1 Dec 2008 07:56:50 -0800 Subject: OSPS E-News ~ December Training News Now On-line Message-ID: <8A8CF693A3BB294DB354A999D49CF818051BD444@exchnode01.ad.state.or.us> The December OSPS Training News is now available on the OSPS web site: http://tinyurl.com/5ds8pd This newsletter includes DAS mainframe resources on the web, training offered in December, and P010 Check Dates. Enjoy and let us know if you have suggestions for future editions! Katherine Bremser Training Coordinator Oregon Statewide Payroll Services State Controller's Division Department of Administrative Services 503 378 6777, ext. 295 http://oregon.gov/DAS/SCD/OSPS/ -------------- next part -------------- A non-text attachment was scrubbed... Name: News2008Dec.pdf Type: application/octet-stream Size: 161098 bytes Desc: News2008Dec.pdf URL: From osps-news at listsmart.osl.state.or.us Wed Dec 3 16:34:03 2008 From: osps-news at listsmart.osl.state.or.us (Announcements from OSPS to the users of the Oregon State Payroll Application) Date: Wed, 3 Dec 2008 16:34:03 -0800 Subject: OSPS E-News ~ Year End Reminders Message-ID: <4875EF345085BE48B9C4B7CA341EFB68CE58EE@exchnode01.ad.state.or.us> Just a reminder about two critical year end issues. Net Pay Negatives OSPS has sent out the report of net pay negatives that didn't clear when November Run 1 was processed. Accurately resolving these negatives is an important aspect of closing your payroll year. Ensuring that you are prepared to do so is an important part of your year-end planning. OSPS provides instructions in the Year-End Recommended Payroll Practice: http://oregon.gov/DAS/SCD/OSPS/docs/pubs/practice/practiceyearend.pdf Corrected W-2s Another important part of your year-end planning is to be sure that you are prepared to quickly and accurately resolve any W-2 reporting errors that are discovered. To help, OSPS is offering a 3 ? hour course: Requesting a Corrected W-2 for a State Employee. Because you told us that you wanted this training earlier in the year-end process, we have scheduled a session for December this year. All of the information you need to register is on our training page: http://oregon.gov/DAS/SCD/OSPS/training.shtml We will consider doing limited on-site sessions of this course for larger agencies if there is a need. Please contact Katherine Bremser if you are interested. Sharon McKeehan, Manager Oregon Statewide Payroll Services DAS/State Controller's Division 155 Cottage Street NE, U-50 Salem, OR 97301-3969 (503) 378-6777 ext. 230 Visit our Webpages: http://oregon.gov/DAS/SCD/OSPS -------------- next part -------------- An HTML attachment was scrubbed... URL: From osps-news at listsmart.osl.state.or.us Thu Dec 4 08:40:11 2008 From: osps-news at listsmart.osl.state.or.us (Announcements from OSPS to the users of the Oregon State Payroll Application) Date: Thu, 4 Dec 2008 08:40:11 -0800 Subject: OSPS E-News ~ YEAR-END PLANNING Message-ID: <4875EF345085BE48B9C4B7CA341EFB68CE58F3@exchnode01.ad.state.or.us> YEAR-END DEFERRED COMP REMINDER The staff of the Oregon Savings Growth Plan (deferred comp) have asked us to pass along this year-end reminder: If you have an employee retiring or terminating from state service (not transferring) in December of this year, you must pay special attention to any active DCNN deferrals for that employee. The maximum deferral for DCNN100 in 2008 is $15,500. Use your XREF44 Payroll Register to determine if the employee has met the maximum for the year. You may need to adjust dollar amounts or eliminate the deduction entirely so the maximum is not exceeded. If your employee's deferral is DCNN600 (catch up contribution) or if you have other questions regarding this process, please contact the customer service staff at the Oregon Savings Growth Plan, 503-378-3730. They will help you evaluate the need for any adjustments at year-end. Sharon McKeehan, Manager Oregon Statewide Payroll Services DAS/State Controller's Division 155 Cottage Street NE, U-50 Salem, OR 97301-3969 (503) 378-6777 ext. 230 Visit our Webpages: http://oregon.gov/DAS/SCD/OSPS -------------- next part -------------- An HTML attachment was scrubbed... URL: From osps-news at listsmart.osl.state.or.us Mon Dec 8 08:49:30 2008 From: osps-news at listsmart.osl.state.or.us (Announcements from OSPS to the users of the Oregon State Payroll Application) Date: Mon, 8 Dec 2008 08:49:30 -0800 Subject: OSPS E-News ~ Year End Change - P010 dates Message-ID: <8A8CF693A3BB294DB354A999D49CF818052E570D@exchnode01.ad.state.or.us> * For December terminations, agencies can now set their own P010 dates (see restrictions) * For November correctives, change in P190 / P010 method (see details) RESTRICTIONS for December termination P010 dates: 1. PPDB must have processed the termination 2. P030 must reflect the termination information in the SEPARATION DT/REASON field 3. P190 cannot have a November corrective set 4. There cannot be a tax year 2009 December set already done from December Run 1 5. Must be a true termination (not an agency transfer) DETAILS for November correctives, P190/P010 screens: 1. Beginning 12/10/08 (day after Nov Run 2 final), agencies can set November correctives from the P190 screen. (Last year agencies had to set P010 first, then set P190). OSPA will automatically complete the P010 dates of 11/30/08. 2. In order to un-set November P010 dates, you will need to un-set the P190 corrective. This removes all November dates and resets P010 to zeroes. 3. If there are December 2008 final check dates on the P010 screen, you will get an error if you try to set a November corrective. OSPS will update our posted year end documents soon. Thank you. Oregon Statewide Payroll Services Staff DAS State Controller's Division Phone: (503)378-6777 Fax: (503)378-3518 OSPS Help Desk: mailto:OSPS.Help at das.state.or.us Visit Our Web Pages: http://oregon.gov/DAS/SCD/OSPS -------------- next part -------------- An HTML attachment was scrubbed... URL: From osps-news at listsmart.osl.state.or.us Mon Dec 8 11:41:30 2008 From: osps-news at listsmart.osl.state.or.us (Announcements from OSPS to the users of the Oregon State Payroll Application) Date: Mon, 8 Dec 2008 11:41:30 -0800 Subject: OSPS E-News ~ Year End Close reminders for 12/9 and 12/10 Message-ID: <8A8CF693A3BB294DB354A999D49CF818052E5715@exchnode01.ad.state.or.us> Year End Close reminders for tomorrow, November Run 2 final (12/9/08): * Last day you can set a corrective for 2008 for any month except November. * Last day you can reverse a paycheck for any month except November. Beginning Wednesday, 12/10/08: * You cannot reverse ACH deposits for any month except November * Corrections for months prior to November must be summarized and entered into November only. Use P190 to set the required corrective flag. * December terminations who also need prior-month corrections need to have corrected info moved to December (cannot set a corrective flag) For specific details, please refer to the year end recommended practice: http://www.oregon.gov/DAS/SCD/OSPS/docs/pubs/practice/practiceyearend.pd f Oregon Statewide Payroll Services Staff DAS State Controller's Division Phone: (503)378-6777 Fax: (503)378-3518 OSPS Help Desk: mailto:OSPS.Help at das.state.or.us Visit Our Web Pages: http://oregon.gov/DAS/SCD/OSPS From osps-news at listsmart.osl.state.or.us Tue Dec 9 13:07:22 2008 From: osps-news at listsmart.osl.state.or.us (Announcements from OSPS to the users of the Oregon State Payroll Application) Date: Tue, 9 Dec 2008 13:07:22 -0800 Subject: OSPS E-News ~ Annual Purge of P090 Message-ID: <4875EF345085BE48B9C4B7CA341EFB68E6E530@exchnode01.ad.state.or.us> Just a reminder that as part of our year-end process, we will purge 2006 payroll records from the P090 screen tonight. Sharon McKeehan, Manager Oregon Statewide Payroll Services DAS/State Controller's Division 155 Cottage Street NE, U-50 Salem, OR 97301-3969 (503) 378-6777 ext. 230 Visit our Webpages: http://oregon.gov/DAS/SCD/OSPS -------------- next part -------------- An HTML attachment was scrubbed... URL: From osps-news at listsmart.osl.state.or.us Wed Dec 10 09:20:02 2008 From: osps-news at listsmart.osl.state.or.us (Announcements from OSPS to the users of the Oregon State Payroll Application) Date: Wed, 10 Dec 2008 09:20:02 -0800 Subject: OSPS E-News ~ Deadline Approaching to Register for December OSPS Classes Message-ID: <8A8CF693A3BB294DB354A999D49CF818051BD4C3@exchnode01.ad.state.or.us> The deadline for registering for the December OSPS classes is next Monday, December 15, at 10:00 am. If you have not already done so, go to iLearnOregon to register: https://ilearn.oregon.gov/Kview/CustomCodeBehind/base/login/login.aspx . All state employees have now been added; so you should be able to use your OR# to call up information for your profile. Our web site has job aids for creating an account and registering for a class: http://oregon.gov/DAS/SCD/OSPS/training.shtml#How_to_Register . We have two classes next week. On Tuesday, December 16, from 1:30 to 4:30, we are offering, for the first time, Retroactive Entries in OSPA. It will be in the SFMS Conference Room, 1st Floor, Executive Building, 155 Cottage St. NE. We will talk in general terms about research tools and guidelines for deciding what entries to make. We will then look at some "real life" examples and talk about how to make the specific entries. The examples include adjustments to PERS, check reversals, negative tax withheld, and PEBB adjustments. On Wednesday, December 17, from 1:00 to 4:30, we are offering our annual Requesting a Corrected W-2 for a State Employee, also in the SFMS conference room. From feedback we received last year, we decided to give agency payroll a heads up by offering the first session before the end of the year. We will start with talking about why, when, and how to request a corrected W-2. Students will then break into small groups to work on "real life" problems. Last year's slides are on our web site: http://oregon.gov/DAS/SCD/OSPS/training.shtml#Previous_Training_Presenta tions Please contact Katherine Bremser (Katherine.Bremser at state.or.us or 503 378 6777 x295) if you have questions about classes. If you have questions about iLearnOregon, please contact Jeff Vidal at (503) 378-6329 or e-mail elms at state.or.us . Katherine Bremser Training Coordinator Oregon Statewide Payroll Services State Controller's Division Department of Administrative Services 503 378 6777, ext. 295 http://oregon.gov/DAS/SCD/OSPS/ From osps-news at listsmart.osl.state.or.us Wed Dec 10 10:24:02 2008 From: osps-news at listsmart.osl.state.or.us (Announcements from OSPS to the users of the Oregon State Payroll Application) Date: Wed, 10 Dec 2008 10:24:02 -0800 Subject: OSPS E-News ~ New Life Insurance Code Has Been Message-ID: <4875EF345085BE48B9C4B7CA341EFB68E6E53F@exchnode01.ad.state.or.us> Early this morning, pebb.benefits interfaced the new PEBB-paid life insurance code "SINN" to the P070 records for all employees who have code SLNN. We are told that there were a few rejected records. PEBB staff will contact agencies to work through those rejections. The addition of this code will resolve the issues that some experienced yesterday when running a payroll calculation using the P370 screen. Those who added the SINN manually to resolve the calc issues will likely be among those with rejected records. As far as we understand, these will be "perceived" rejections only and won't actually require a change. The OSPA Reference Manual has already been updated to include this new code. See Appendix C page 13 http://oregon.gov/DAS/SCD/OSPS/docs/pubs/appends/appendc.pdf This code will be first used in the December Run 1 paid January 1(2) payroll calculation to provide the additional $20,000 life insurance coverage that PEBB is providing to employees who are eligible for the basic life insurance. Sharon McKeehan, Manager Oregon Statewide Payroll Services DAS/State Controller's Division 155 Cottage Street NE, U-50 Salem, OR 97301-3969 (503) 378-6777 ext. 230 Visit our Webpages: http://oregon.gov/DAS/SCD/OSPS -------------- next part -------------- An HTML attachment was scrubbed... URL: From osps-news at listsmart.osl.state.or.us Thu Dec 11 16:57:58 2008 From: osps-news at listsmart.osl.state.or.us (Announcements from OSPS to the users of the Oregon State Payroll Application) Date: Thu, 11 Dec 2008 16:57:58 -0800 Subject: OSPS E-News ~ Payroll Gold Star Awards Message-ID: <4875EF345085BE48B9C4B7CA341EFB68E6E56B@exchnode01.ad.state.or.us> Because you are probably in the midst of developing your year-end plan, we wanted to remind you that the 2009 Payroll Gold Star Award will honor year-end planning efforts. The details about the Gold Star are provided below. Also, just a quick mention of all of the resources that are available on the OSPS web page to help you bring your 2008 payroll year to a successful close: http://oregon.gov/DAS/SCD/OSPS/index.shtml The theme for the 2009 Payroll Gold Star Awards will be year-end planning. The overall focus of this award program remains payroll office innovation, best practices and operational excellence. Because every agency payroll office participates in year-end preparation, transactions and adjustments, every agency payroll office can participate this year based on work performed related to year-end 2008. In your application for recognition of your 2008 year-end plan, please include the details of your plan, sample documents, timelines, checklists and lessons learned. Focus on planning and execution, process and outcomes - how you organized for year-end, what you did, how you did it and how it all worked out. Here are some thoughts to get you started: * How do you create your year-end plan? Do you plan as a group each year or is your plan something that was established long ago and is updated each year? * What kind of year-end checklist do you use to make sure that nothing slips through the cracks? * Are there communications that you send out to your agency employees, agency Human Resources staff, field offices, timekeepers, others? Does any part of your plan involve more frequent contact with the central PERS reconciliation team through the final months of the tax year? * What is your review process - after year-end is over, do you look back and plot how you can avoid some issues the following year? Do you develop a lessons learned list to use for the next year? * Do you use the data mart to help you identify any conditions that you need to review? What is your process for communicating with those who need to file a new W-4 or W-5 and tracking the response? * What is your process to be sure that all taxable fringe benefits have been posted before year-end? How do you communicate with those from whom you need this information? How do you track and follow up? * How do you manage the transactions associated with year-end separations? This is an opportunity to present the innovative ways that you accomplish work and share this with your peers. We are excited for the opportunity to highlight your accomplishments! OSPS will present the Gold Star and Silver Star awards at the Spring 2009 payroll forum. -------------- next part -------------- An HTML attachment was scrubbed... URL: -------------- next part -------------- A non-text attachment was scrubbed... Name: image001.png Type: image/png Size: 82739 bytes Desc: image001.png URL: -------------- next part -------------- A non-text attachment was scrubbed... Name: image003.gif Type: image/gif Size: 6725 bytes Desc: image003.gif URL: From osps-news at listsmart.osl.state.or.us Wed Dec 24 12:00:09 2008 From: osps-news at listsmart.osl.state.or.us (Announcements from OSPS to the users of the Oregon State Payroll Application) Date: Wed, 24 Dec 2008 12:00:09 -0800 Subject: OSPS E-News ~ Notice to Portland Agencies Message-ID: <4875EF345085BE48B9C4B7CA341EFB68E6E5DC@exchnode01.ad.state.or.us> DAS Publishing and Distribution has notified us that due to the weather and highway conditions, they are unable to deliver checks to Portland agencies today. They will deliver on Friday morning. If this plan poses any special challenges for you, please contact OSPS. Sharon McKeehan, Manager Oregon Statewide Payroll Services DAS/State Controller's Division 155 Cottage Street NE, U-50 Salem, OR 97301-3969 (503) 378-6777 ext. 230 Visit our Webpages: http://oregon.gov/DAS/SCD/OSPS -------------- next part -------------- An HTML attachment was scrubbed... URL: From osps-news at listsmart.osl.state.or.us Wed Dec 24 12:07:40 2008 From: osps-news at listsmart.osl.state.or.us (Announcements from OSPS to the users of the Oregon State Payroll Application) Date: Wed, 24 Dec 2008 12:07:40 -0800 Subject: OSPS E-News ~ Message From PEBB Message-ID: <4875EF345085BE48B9C4B7CA341EFB68E6E5DD@exchnode01.ad.state.or.us> OSPS has received information from PEBB in regard to the 2009 changes in the state benefit plan that permits an employee to declare their domestic partner as a dependent for tax purposes. At this time, PEBB has not completed the system changes to pebb.benefits to automatically process these transactions. In the alternative, PEBB has provided the following instructions. When you are presented with a tax status form designating a domestic partner as a dependent do the following: 1. E-mail Miriam Martinez or Isabel Joslen at PEBB with the name and Oregon ID number of the employee to notify of the domestic partner dependent status. 2. Delete the "DPT" code from the employee's P050 screen. 3. Do Not change the P070 plan codes - allow them to remain as "800" codes. PEBB acknowledges that allowing the 800 plan codes to remain without the presence of a DPT will cause you to receive an exception message. Once they have completed the updates to pebb.benefits, they will interface alpha plan codes to OSPA that will synchronize pebb.benefits and OSPA. Your diligence in communicating with PEBB when you have a change from domestic partner to dependent will ensure that they are able to verify accuracy in their system once their programming has been completed. Sharon McKeehan, Manager Oregon Statewide Payroll Services DAS/State Controller's Division 155 Cottage Street NE, U-50 Salem, OR 97301-3969 (503) 378-6777 ext. 230 Visit our Webpages: http://oregon.gov/DAS/SCD/OSPS -------------- next part -------------- An HTML attachment was scrubbed... URL: From osps-news at listsmart.osl.state.or.us Tue Dec 30 10:31:11 2008 From: osps-news at listsmart.osl.state.or.us (Announcements from OSPS to the users of the Oregon State Payroll Application) Date: Tue, 30 Dec 2008 10:31:11 -0800 Subject: OSPS E-News ~ OSPS Offers Extended Service for Year End through Prelim Cutoff for December Run 2 Message-ID: <8A8CF693A3BB294DB354A999D49CF818052E582F@exchnode01.ad.state.or.us> * Prelim cutoff for Dec Run 2 is 2008 entry goal * OSPS Help Desk staff available for extended hours * Additional check run 1/8 and 1/9 for 2008 business December Run 2 marks the final opportunity for adjusting and correcting Tax Year 2008 payroll figures. OSPS uses that file to create and reconcile IRS Forms W-2, Wage and Tax Statement. The preliminary cutoff for December Run 2 is 1/7/09. Information entered into OSPA by this date is subject to all the system edits and checks to ensure a smooth payroll run. This date is your goal for all 2008 activity. To assist our agency partners in reaching their entry date goal of 1/7/09, OSPS Help Desk Analysts will be available from 7:00 a.m. through 6:00 p.m. on the final three days of the month cutoff: Monday, 1/5/09 through Wednesday, 1/7/09. OSPS will revert back to normal business hours on 1/8/09. Information introduced after the preliminary cutoff has no benefit from the editing process. If your agency payroll staff has transactions they feel comfortable doing without a safety net or the benefit of assistance from OSPS, they can be entered up through final cutoff for December Run 2. OSPS is adding a second manual check run for the final two days of December Run 2. This second check run is to accommodate last-minute 2008 adjustments and will be for 2008 business only. The second check run cutoff is 2:45 p.m. on Thursday, 1/8/09 and Friday, 1/9/09. Manual checks will be available by 4:30 p.m. on those two days. We hope this extra service helps you to succeed with your year end planning effort to ensure a smooth year-end. Thank you. Oregon Statewide Payroll Services Staff DAS State Controller's Division Phone: (503)378-6777 Fax: (503)378-3518 OSPS Help Desk: mailto:OSPS.Help at das.state.or.us Visit Our Web Pages: http://oregon.gov/DAS/SCD/OSPS From osps-news at listsmart.osl.state.or.us Tue Dec 30 13:34:42 2008 From: osps-news at listsmart.osl.state.or.us (Announcements from OSPS to the users of the Oregon State Payroll Application) Date: Tue, 30 Dec 2008 13:34:42 -0800 Subject: OSPS E-News ~ Reminder: Extended Service next week; 2008 adjustment deadline approaching Message-ID: <8A8CF693A3BB294DB354A999D49CF818052E5837@exchnode01.ad.state.or.us> Reminder that OSPS is offering extended service hours next week up through preliminary cutoff for December Run 2. To assist our agency partners in reaching their 2008 adjustments entry date goal of 1/7/09, OSPS Help Desk Analysts will be available from 7:00 a.m. through 6:00 p.m. on the final three days of the month cutoff: Monday, 1/5/09 through Wednesday, 1/7/09. OSPS will revert back to normal business hours on 1/8/09. Find additional details in our original e-news broadcast, available online: http://listsmart.osl.state.or.us/pipermail/osps-news/2008-December/00095 0.html We hope this extra service helps you to succeed with your year end planning effort to ensure a smooth year-end. Thank you. Oregon Statewide Payroll Services Staff DAS State Controller's Division Phone: (503)378-6777 Fax: (503)378-3518 OSPS Help Desk: mailto:OSPS.Help at das.state.or.us Visit Our Web Pages: http://oregon.gov/DAS/SCD/OSPS From osps-news at listsmart.osl.state.or.us Tue Dec 30 11:53:24 2008 From: osps-news at listsmart.osl.state.or.us (Announcements from OSPS to the users of the Oregon State Payroll Application) Date: Tue, 30 Dec 2008 11:53:24 -0800 Subject: OSPS E-News ~ Addresses for W-2s Message-ID: <8A8CF693A3BB294DB354A999D49CF818052E5836@exchnode01.ad.state.or.us> Please work with personnel to ensure all address changes for former or current employees are updated in the PPDB as of 1/16/09. Addresses that print on W-2s come from the PPDB as of the day of printing. (No need to have addresses complete by Dec Run 2.) Thank you. Oregon Statewide Payroll Services Staff DAS State Controller's Division Phone: (503)378-6777 Fax: (503)378-3518 OSPS Help Desk: mailto:OSPS.Help at das.state.or.us Visit Our Web Pages: http://oregon.gov/DAS/SCD/OSPS