From osps-news at listsmart.osl.state.or.us Mon Nov 3 08:28:57 2008 From: osps-news at listsmart.osl.state.or.us (Announcements from OSPS to the users of the Oregon State Payroll Application) Date: Mon, 3 Nov 2008 08:28:57 -0800 Subject: OSPS E-News ~ November Training News is Now on the Web Message-ID: <8A8CF693A3BB294DB354A999D49CF818051BD340@exchnode01.ad.state.or.us> The November OSPS Training News is now available on our web site: http://tinyurl.com/5ds8pd This issue is focused on Year-end, including web resources, the November Year-end Mini-conference, and the continuation of year-end processes. In November, we're again offering the Protected Leave in OSPA class. 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 -------------- An HTML attachment was scrubbed... URL: -------------- next part -------------- A non-text attachment was scrubbed... Name: News2008Nov.pdf Type: application/octet-stream Size: 212305 bytes Desc: News2008Nov.pdf URL: From osps-news at listsmart.osl.state.or.us Tue Nov 4 10:06:59 2008 From: osps-news at listsmart.osl.state.or.us (Announcements from OSPS to the users of the Oregon State Payroll Application) Date: Tue, 4 Nov 2008 10:06:59 -0800 Subject: OSPS E-News ~ Updated Recommended Practices and Form Message-ID: <8A8CF693A3BB294DB354A999D49CF818051BD35F@exchnode01.ad.state.or.us> To prepare for year-end, we published the following revised Recommended Practices to our web site last Friday: Year-end Taxes, Reimbursements and Fringe Benefits Taxes, Corrected W-2 (W-2c) The revisions to the Corrected W-2 practice included the changes that we have made to the Request for Corrected W-2 (W-2c) spreadsheet. We have relabeled the social security columns and deleted the PERS columns. We have also implemented the requirement that you have the payroll manager or supervisor sign the request if it changes taxable income by $1,500 or more or corrects a W-2 for 2 to 3 years prior. Please contact Kathyron Parsons, OSPS Accountant, at (503) 378-6777 x243 or Kathyron.D.Parsons at state.or.us if you have questions. 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 -------------- An HTML attachment was scrubbed... URL: From osps-news at listsmart.osl.state.or.us Tue Nov 4 13:13:44 2008 From: osps-news at listsmart.osl.state.or.us (Announcements from OSPS to the users of the Oregon State Payroll Application) Date: Tue, 4 Nov 2008 13:13:44 -0800 Subject: OSPS E-News ~ Payroll Gold Star Awards Message-ID: <4875EF345085BE48B9C4B7CA341EFB68CE5763@exchnode01.ad.state.or.us> 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: image002.gif Type: image/gif Size: 6750 bytes Desc: image002.gif URL: From osps-news at listsmart.osl.state.or.us Thu Nov 6 13:41:14 2008 From: osps-news at listsmart.osl.state.or.us (Announcements from OSPS to the users of the Oregon State Payroll Application) Date: Thu, 6 Nov 2008 13:41:14 -0800 Subject: OSPS E-News ~ OSPS 2009 Training & Forum Dates, New Class Registration Process Message-ID: <8A8CF693A3BB294DB354A999D49CF818051BD39C@exchnode01.ad.state.or.us> We have now scheduled OSPS sponsored classes for January through April 2009. If you attended the September Forum, you saw a demonstration of the new statewide learning management system, iLearnOregon. We are happy to announce that the remaining 2008 and the 2009 OSPS classes are now in the statewide course catalog. If you wish to register for an OSPS sponsored class, you will now register through iLearnOregon. (If you have already enrolled in a 2008 class, you do not need to re-enroll.) The dates for OSPS classes are on the State Controller's Division Training Calendar: http://oregon.gov/DAS/SCD/training_calendar.shtml. The training page on the OSPS web site includes a description of the classes and information on using iLearnOregon to find and register for classes: http://oregon.gov/DAS/SCD/OSPS/training.shtml You may have noticed that we have also added the 2009 OSPS Forum dates to the training page. We hope we will see you at the Year-end Mini-conference on November 19. 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 Thu Nov 13 12:55:06 2008 From: osps-news at listsmart.osl.state.or.us (Announcements from OSPS to the users of the Oregon State Payroll Application) Date: Thu, 13 Nov 2008 12:55:06 -0800 Subject: OSPS E-News ~ YEAR-END ALERT Message-ID: <4875EF345085BE48B9C4B7CA341EFB68CE57DA@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 Fri Nov 14 09:24:05 2008 From: osps-news at listsmart.osl.state.or.us (Announcements from OSPS to the users of the Oregon State Payroll Application) Date: Fri, 14 Nov 2008 09:24:05 -0800 Subject: OSPS E-News ~ W-2 Envelopes Message-ID: <4875EF345085BE48B9C4B7CA341EFB68CE57E6@exchnode01.ad.state.or.us> We are only 60 days away from W-2 distribution. Have you ordered your supply of W-2 envelopes? Here is the information you need to order the envelope that will fit the OSPS W-2 format. Supplier: Moore Wallace 30 Hazelwood Drive, Suite 100 Amherst, NY 14228-2295 Phone: 1-877-526-3894 Fax: 1-800-233-2016 Website: http://www.visibletax.com The envelope you want to order is the DW4ALT (Double window envelope for LW24UPALT/LW24UPERALT). Prices this year are: $ 24.33/50 $38.83/100 $59.07/200 $76.80/300 $93.21/400 $100.85/500 Prices above 500 - contact Moore Wallace directly. 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: -------------- next part -------------- A non-text attachment was scrubbed... Name: image002.gif Type: image/gif Size: 3331 bytes Desc: image002.gif URL: From osps-news at listsmart.osl.state.or.us Mon Nov 17 08:23:18 2008 From: osps-news at listsmart.osl.state.or.us (Announcements from OSPS to the users of the Oregon State Payroll Application) Date: Mon, 17 Nov 2008 08:23:18 -0800 Subject: OSPS E-News ~ Protected Leave Class 11/25/08 Message-ID: <8A8CF693A3BB294DB354A999D49CF818051BD3E0@exchnode01.ad.state.or.us> Wednesday is the deadline for registering for the Protected Leave in OSPA class to be held on November 25 from 8:30 to 4:30 in the McKenzie Room at the DHS Cherry Ave. Training Center, 3414 Cherry Ave. NE, Suite 150, Salem. To register, go to iLearnOregon: https://ilearn.oregon.gov/Kview/CustomCodeBehind/Base/Login/Login.aspx Please complete the iLearnOregon Quick Start Tutorial before completing the following steps. This will provide you with a user profile (log-in ID and password). If you have already accessed iLearnOregon, go directly to step 1 below. STEP 1: Log in to iLearnOregon. Once you have completed the login process you will be taken to the iLearnOregon My Homepage. STEP 2: >From the left side navigation, click Learning Center. Step 3: From the Learning Center, click Course Catalog. Step 4: Use keyword OSPS, OSPA, or payroll to search for the course. Step 5: To the far right of the course name, under the Action column, select View Sections and click Go. Select the section and click Go next to enroll. A confirmation screen appears. Select Enroll again to confirm your registration. Once you have enrolled, you will receive an email confirmation. Please contact Katherine Bremser (Katherine.Bremser at state.or.us or (503) 378-6777 x295) for questions about the class. Contact Jeff Vidal at: 503-378-6329 or email elms at state.or.us if you have questions relating to iLearnOregon. There are also job aid links on the OSPS web site: http://oregon.gov/DAS/SCD/OSPS/training.shtml#How_to_Register 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 Mon Nov 17 08:33:49 2008 From: osps-news at listsmart.osl.state.or.us (Announcements from OSPS to the users of the Oregon State Payroll Application) Date: Mon, 17 Nov 2008 08:33:49 -0800 Subject: OSPS E-News ~ Reminder -- OSPS Year-end Mini-Conference 11/19/08 Message-ID: <8A8CF693A3BB294DB354A999D49CF818051BD3E1@exchnode01.ad.state.or.us> Just a reminder that this year OSPS has replaced the annual year-end Forum with a Mini-Conference. It's coming up this Wednesday, November 19, from 1:00 to 4:00 PM. PLEASE NOTE THE CHANGE IN LOCATION: For this forum only, we will be meeting in Conference Rooms A, B, and C in the basement of the Public Service Building, 255 Capitol St. NE, Salem. For directions and parking information: http://www.ode.state.or.us/search/page/?id=1776 At 1:00 pm we will all meet in Conf. Rm A for a brief introduction and additional instructions. From there, we will divide up into five different sessions. You can choose which sessions you wish to attend. In case you want to plan ahead, here is the schedule: http://oregon.gov/DAS/SCD/OSPS/docs/pubs/YearendForum20081119.pdf We are excited about the format and hope you will like it too! See you Wednesday! 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 Tue Nov 18 14:10:31 2008 From: osps-news at listsmart.osl.state.or.us (Announcements from OSPS to the users of the Oregon State Payroll Application) Date: Tue, 18 Nov 2008 14:10:31 -0800 Subject: OSPS E-News ~ Federal Family and Medical Leave update Message-ID: <4875EF345085BE48B9C4B7CA341EFB68CE5801@exchnode01.ad.state.or.us> OSPS is passing on the following message from Cindy Forest at DAS HR Management and Consultation. This week the Department of Labor released the new final FMLA regulations. They are effective on January 16, 2009. State HR Policy 60.000.15 Family and Medical Leave and tools will be updated accordingly and released by January 16. The policy will provide necessary direction to agencies to comply with the new federal regs. HRMC is creating a committee to review the policy and tools. Agency HR and Payroll staff who work with FMLA and OFLA are invited to participate. Please contact Cindy Forest with the names of committee participants. The committee will meet in November. For more information about FMLA go to: http://www.dol.gov/esa/whd/fmla/finalrule.htm. To view the Statesman Journal article go to: http://www.statesmanjournal.com/article/20081118/LIFE/811180341/1093/UPD ATE. Contact Cindy Forest at 503-373-7062 or Cynthia.l.forest at das.state.or.us. Cindy Forest DAS, Sr HR Management Consultant (503) 373-7062 -------------- next part -------------- An HTML attachment was scrubbed... URL: From osps-news at listsmart.osl.state.or.us Wed Nov 19 08:55:56 2008 From: osps-news at listsmart.osl.state.or.us (Announcements from OSPS to the users of the Oregon State Payroll Application) Date: Wed, 19 Nov 2008 08:55:56 -0800 Subject: OSPS E-News ~ PEBB Interface Message-ID: <4875EF345085BE48B9C4B7CA341EFB68CE580A@exchnode01.ad.state.or.us> We have previously passed on information from PEBB about their planned schedule for the interface open enrollment information into OSPA. Due to some technical problems, PEBB has been unable to meet either of those planned interface dates. At present, they are consulting with their technical support entity to diagnose the problems and plan a resolution. We are sorry for any confusion or inconvenience this has caused at the agency level. When we are given more information by PEBB, we will pass that on to you. 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 Nov 19 11:38:27 2008 From: osps-news at listsmart.osl.state.or.us (Announcements from OSPS to the users of the Oregon State Payroll Application) Date: Wed, 19 Nov 2008 11:38:27 -0800 Subject: OSPS E-News ~ PEBB Open Enrollment Interface Message-ID: <4875EF345085BE48B9C4B7CA341EFB68CE5826@exchnode01.ad.state.or.us> PEBB has completed the interface of approximately 25,000 open enrollment transactions to OSPA. A normal part of this process is that some records are rejected back to Pebb.Benefits. Two PEBB staff are reviewing those rejects at this time and will work individually with agency payroll for any needed corrections. PEBB has indicated that they plan to send the new "SINN" life insurance codes on December 1. We will share information about that process when it happens or let you know if PEBB makes changes to their planned schedule. 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 Nov 20 12:36:18 2008 From: osps-news at listsmart.osl.state.or.us (Announcements from OSPS to the users of the Oregon State Payroll Application) Date: Thu, 20 Nov 2008 12:36:18 -0800 Subject: OSPS E-News ~ 2008 Year End Mini-Conference Material Posted Message-ID: <8A8CF693A3BB294DB354A999D49CF818052E55F3@exchnode01.ad.state.or.us> Yesterday's 2008 Year End Mini-Conference was a great success. We heard many comments that you liked the smaller group learning and interacting with other agency payroll professionals. We'd be happy to hear your feedback about the conference. Many of you took the time to complete our evaluation. If you didn't get a chance to do that, or if you'd like to expand and tell us what worked for you (or what didn't), please do so. Sharon welcomes your feedback so we can make this a "don't-miss-it" event for next year. We have posted the material from this conference to our year end resources page. This page is highlighted on our home page with the lovely picture of a totem pole. Thank you to everyone who came. We are confident that your attendance will help you master the intricacies of year end details. We hope those who did not attend will be encouraged to come next year. 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