From osps-news at listsmart.osl.state.or.us Fri Jan 2 11:17:59 2009 From: osps-news at listsmart.osl.state.or.us (Announcements from OSPS to the users of the Oregon State Payroll Application) Date: Fri, 2 Jan 2009 11:17:59 -0800 Subject: OSPS E-News ~ Updates to the OSPS Web Page Message-ID: <8A8CF693A3BB294DB354A999D49CF818051BD587@exchnode01.ad.state.or.us> This morning's updates on OSPS web page include the January 2009 Training News, http://tinyurl.com/5ds8pd . This month's edition includes the January class, suggestions for searching the web, and tax "miscellanea." We also updated Appendix B and Appendix C with some enhancements that we hope will be helpful. For timesheet pay codes, Appendix B, http://tinyurl.com/8qua42 now has an additional column that indicates whether the hours entered with each pay code are included in total regular, LWOP, or other totals. In Appendix C, http://tinyurl.com/6uu662 we've started indicating whether the deductions pay in arrears or in advance. If you see a deduction code where the indicator is blank and you know that it is paid in the arrears or the advance, please let us know. If you have questions or suggestions, please contact the OSPS Help Desk, OSPS.help 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/ -------------- next part -------------- A non-text attachment was scrubbed... Name: News2009Jan.pdf Type: application/octet-stream Size: 307921 bytes Desc: News2009Jan.pdf URL: From osps-news at listsmart.osl.state.or.us Mon Jan 5 09:06:13 2009 From: osps-news at listsmart.osl.state.or.us (Announcements from OSPS to the users of the Oregon State Payroll Application) Date: Mon, 5 Jan 2009 09:06:13 -0800 Subject: OSPS E-News ~ Reminder: Extended Service through Wednesday; 2008 adjustment deadline approaching Message-ID: <8A8CF693A3BB294DB354A999D49CF818052E5879@exchnode01.ad.state.or.us> Reminder that OSPS is offering extended service hours this week up through preliminary cutoff for December Run 2 on Wednesday. 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 Mon Jan 5 16:16:11 2009 From: osps-news at listsmart.osl.state.or.us (Announcements from OSPS to the users of the Oregon State Payroll Application) Date: Mon, 5 Jan 2009 16:16:11 -0800 Subject: OSPS E-News ~ DAS Mainframe going down Message-ID: <8A8CF693A3BB294DB354A999D49CF818052E5897@exchnode01.ad.state.or.us> DAS Mainframe is having difficulty, so they're shutting down to reset. You will not be able to access OSPA during this time. We're told this will be "a few minutes". We'll notify you when it's up again. 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 Mon Jan 5 17:57:11 2009 From: osps-news at listsmart.osl.state.or.us (Announcements from OSPS to the users of the Oregon State Payroll Application) Date: Mon, 5 Jan 2009 17:57:11 -0800 Subject: OSPS E-News ~ DAS Mainframe Update Message-ID: <8A8CF693A3BB294DB354A999D49CF818052E589C@exchnode01.ad.state.or.us> At this time we have no new information regarding the status of when the DAS Mainframe will be up again. If the problem continues tomorrow morning, we will keep you informed. 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 -----Original Message----- From: osps-news-bounces at listsmart.osl.state.or.us [mailto:osps-news-bounces at listsmart.osl.state.or.us] On Behalf Of Announcements from OSPS to the users of the Oregon State Payroll Application Sent: Monday, January 05, 2009 4:16 PM To: osps-news at listsmart.osl.state.or.us Subject: OSPS E-News ~ DAS Mainframe going down DAS Mainframe is having difficulty, so they're shutting down to reset. You will not be able to access OSPA during this time. We're told this will be "a few minutes". We'll notify you when it's up again. 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 Mon Jan 5 09:06:53 2009 From: osps-news at listsmart.osl.state.or.us (Announcements from OSPS to the users of the Oregon State Payroll Application) Date: Mon, 5 Jan 2009 09:06:53 -0800 Subject: OSPS E-News ~ Reminder: Extended Service through Wednesday; 2008 adjustment deadline approaching Message-ID: <8A8CF693A3BB294DB354A999D49CF818052E587A@exchnode01.ad.state.or.us> Reminder that OSPS is offering extended service hours this week up through preliminary cutoff for December Run 2 on Wednesday. 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 Jan 6 08:35:25 2009 From: osps-news at listsmart.osl.state.or.us (Announcements from OSPS to the users of the Oregon State Payroll Application) Date: Tue, 6 Jan 2009 08:35:25 -0800 Subject: OSPS E-News ~ Mainframe Slow Message-ID: <8A8CF693A3BB294DB354A999D49CF818051BD5A1@exchnode01.ad.state.or.us> We are aware that the mainframe is currently very slow. Our programmers and the State Data Center are working on the problem. In the meantime you can continue to work. If it stops responding, press [PAUSE] to clear the screen and try again. If we need to take the mainframe down, we will send an e-mail. OSPS -------------- next part -------------- An HTML attachment was scrubbed... URL: From osps-news at listsmart.osl.state.or.us Tue Jan 6 08:48:15 2009 From: osps-news at listsmart.osl.state.or.us (Announcements from OSPS to the users of the Oregon State Payroll Application) Date: Tue, 6 Jan 2009 08:48:15 -0800 Subject: OSPS E-News ~ Mainframe is Going Down Message-ID: <8A8CF693A3BB294DB354A999D49CF818037E2621@exchnode01.ad.state.or.us> SDS is taking down the mainframe down. It should be up in a short time. We'll let you know. We apologize for the inconvenience! OSPS -------------- next part -------------- An HTML attachment was scrubbed... URL: From osps-news at listsmart.osl.state.or.us Tue Jan 6 10:14:42 2009 From: osps-news at listsmart.osl.state.or.us (Announcements from OSPS to the users of the Oregon State Payroll Application) Date: Tue, 6 Jan 2009 10:14:42 -0800 Subject: OSPS E-News ~ Mainframe back up Message-ID: <8A8CF693A3BB294DB354A999D49CF818052E58A6@exchnode01.ad.state.or.us> We're told the mainframe is back up now. Thank you for your patience. 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 Jan 6 11:52:46 2009 From: osps-news at listsmart.osl.state.or.us (Announcements from OSPS to the users of the Oregon State Payroll Application) Date: Tue, 6 Jan 2009 11:52:46 -0800 Subject: OSPS E-News ~ Message From Oregon Savings Growth Plan Message-ID: <4875EF345085BE48B9C4B7CA341EFB68E6E671@exchnode01.ad.state.or.us> OSPS is passing on the following information from GayLynn Bath, Manager for OSGP: Payroll Administrators: The Oregon Savings Growth Plan (OSGP) allows participants to change their monthly contribution amount on-line or through the toll free Information Line. Those changes are then reported to state payroll from ING (the third party administrator) in a monthly electronic feed. The changes typically take at least one payroll period before going into effect. For example, a participant making a change on-line in January would not see the change in his paycheck until March. Payroll administrators will not receive a payroll memo from OSGP for a of contribution change unless there is an unusual circumstance or exception (such as participation in the Max-Plus or Catch-Up programs, or final paycheck deferral). Please direct any questions from employees about OSGP to the Salem office at 503 378-3730. -------------- next part -------------- An HTML attachment was scrubbed... URL: From osps-news at listsmart.osl.state.or.us Tue Jan 6 13:22:44 2009 From: osps-news at listsmart.osl.state.or.us (Announcements from OSPS to the users of the Oregon State Payroll Application) Date: Tue, 6 Jan 2009 13:22:44 -0800 Subject: OSPS E-News ~ Deadline for OSPA Overview Class Message-ID: <8A8CF693A3BB294DB354A999D49CF818051BD5A9@exchnode01.ad.state.or.us> The deadline for registering for the OSPA Overview class on January 12 and 13 is tomorrow, January 7, at 5:00 pm. This time, we have scheduled the two-day Overview class for two days in a row from 8:30 to 4:30. This class is an introduction to OSPA, OSPS web resources, and payroll terms. Register in iLearnOregon: https://ilearn.oregon.gov/Kview/CustomCodeBehind/Base/Login/Login.aspx If you need some "guidance," see the OSPS web site: http://oregon.gov/DAS/SCD/OSPS/training.shtml#How_to_Register If you have questions, please contact me: Katherine.Bremser at state.or.us or (503) 378-6777, x295. 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 Jan 6 15:39:50 2009 From: osps-news at listsmart.osl.state.or.us (Announcements from OSPS to the users of the Oregon State Payroll Application) Date: Tue, 6 Jan 2009 15:39:50 -0800 Subject: OSPS E-News ~ PEBB Update - Optional Life Age Group Tier Changes Message-ID: <4875EF345085BE48B9C4B7CA341EFB68E6E681@exchnode01.ad.state.or.us> OSPS is passing on this important information from PEBB. Please scroll to the bottom of the PEBB message for additional details about how this will affect calculations in OSPS. Subject: PEBB Update - Optional Life Age Group Tier Changes TO: Agency Representatives FROM: Isabel Joslen, PEBB Client Services Manager On December 23, 2008, PEBB ran the automatic job that updates 2009 age groups for employee and spouse or domestic partner optional life. This job processed successfully that evening although it did not finish on time to update the final Run 1 payroll. The OSPA successfully processed the data on December 24, 2008, when the interface opened. P070 updated deductions that same day. Because the PEBB job was not complete until after the final Run 1 was processed, January 1 paychecks do not reflect the increase in premium for affected employees. These members will see a negative adjustment in their next paycheck. I will send reports to affected agencies. The report will list employees whose next paychecks will show adjustments that vary from ($0.15) to ($128.92). OSPS will follow up with more information about the exceptions reports and clarify how the system will collect premiums in arrears. If you have any questions about this process, please let me know. Isabel Joslen, Client Services Manager Public Employees' Benefit Board 503-373-7155 Voice 503-378-4869 Fax isabel.m.joslen at state.or.us COMMENTS FROM OSPS As a result of the delayed posting described in PEBB's message, employees (or spouses/partners) who had five-year birthdays during 2008 were not charged the new premium rate for their optional life insurance from their December Run 1 paid January 1, 2009 paycheck. When December Run 2 processes, OSPA will recalculate Run 1 with the new higher premium and the employee will be charged the correct premium. For those who actually have Run 2 income, the premium will be deducted. For those without Run 2 income, the system will set up a net pay negative. The negative will be deducted from January Run 1 pay. The presence of the net pay negatives will be disclosed to you on December Run 2 exception reports. They will also show on the payroll register. With the added lines of data, you will find that these reports are larger than normal. 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 Jan 5 09:07:27 2009 From: osps-news at listsmart.osl.state.or.us (Announcements from OSPS to the users of the Oregon State Payroll Application) Date: Mon, 5 Jan 2009 09:07:27 -0800 Subject: OSPS E-News ~ Reminder: Extended Service through Wednesday; 2008 adjustment deadline approaching Message-ID: <8A8CF693A3BB294DB354A999D49CF818052E587B@exchnode01.ad.state.or.us> Reminder that OSPS is offering extended service hours this week up through preliminary cutoff for December Run 2 on Wednesday. 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 Wed Jan 7 13:24:34 2009 From: osps-news at listsmart.osl.state.or.us (Announcements from OSPS to the users of the Oregon State Payroll Application) Date: Wed, 7 Jan 2009 13:24:34 -0800 Subject: OSPS E-News ~ LAST DAY for 2008 entries Message-ID: <8A8CF693A3BB294DB354A999D49CF818052E58B6@exchnode01.ad.state.or.us> Reminder that today is the preliminary payroll cutoff for December Run 2, and the last day for 2008 adjustments to get the benefit of OSPA edits. These edits make sure the adjustments will process correctly. OSPA is up until 6:00 p.m. today. OSPS Help Desk analysts are also available until 6:00 p.m. 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 Wed Jan 7 13:58:56 2009 From: osps-news at listsmart.osl.state.or.us (Announcements from OSPS to the users of the Oregon State Payroll Application) Date: Wed, 7 Jan 2009 13:58:56 -0800 Subject: OSPS E-News ~ Payroll Related OAM Policy Drafts for Comment Message-ID: <4875EF345085BE48B9C4B7CA341EFB68E6E6A1@exchnode01.ad.state.or.us> Hello Everyone: The following policies and procedures in the Oregon Accounting Manual (OAM) have been revised and are available for review at: http://www.das.state.or.us/DAS/SCD/SARS/oam_toc.shtml#OAM_Policies_Out_f or_Comment * OAM 45.50.00.PO/PR - Collection of Overpayment The revised policy/procedure: 1. More clearly describes overpaid status and the relationship to forecasted payroll (Run 1) and adjusted payroll (Run 2) and what happens when an employee has no accrued leave to replace time not worked. 2. Defines payroll overpayments as accounts receivable - agencies should refer to existing guidance in Chapter 35 of the OAM - and provides a more detailed explanation of the repayment limitations contained in most collective bargaining agreements. 3. Provides detailed procedures for the management of payroll overpayments, including notification to the employee, coordination of repayment rules, reimbursement of the Joint Payroll Account, and setting up of ongoing deductions from the employee's pay. Three sample demand letters are provided. * OAM 50.10.00.PO/PR - Educational Assistance Payments The revised policy/procedure: 1. Clarifies the differences between educational expense reimbursements under Internal Revenue Code (IRC) Section 132 and an employer educational assistance program as defined by IRC Section 127. 2. Provides guidance on the review and approval of education-related payments, how to classify them as taxable or non-taxable to the recipient employee, and the requirement that education-related payments must be paid or recorded through the Oregon Statewide Payroll Application (OSPA). * OAM 50.20.PO/PR - Moving Expenses The revised policy/procedure: 1. Updates IRS authority references and provides a more detailed definition of taxable and non-taxable moving expenses. 2. Eliminates the use of the employee's social security number in processing claims 3. Provides guidance on the review and approval of moving expenses, including the requirement that moving expense claims conform to DAS HRSD policy and applicable prevailing collective bargaining agreements. 4. Moves discussion of the distance test rule from the procedure to the policy. 5. Provides guidance on paying and recording moving expense reimbursements through the Oregon Statewide Payroll Application (OSPA). 6. Requires employees given a cash advance to timely submit their moving expense receipts for approval and return any excess cash to their agencies. The comment period for this update ends on January 23. Please send questions or comments to Sharon.E.McKeehan at state.or.us. 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 Jan 8 08:17:44 2009 From: osps-news at listsmart.osl.state.or.us (Announcements from OSPS to the users of the Oregon State Payroll Application) Date: Thu, 8 Jan 2009 08:17:44 -0800 Subject: OSPS E-News ~ W-2 Delivery Message-ID: <4875EF345085BE48B9C4B7CA341EFB68E6E6B4@exchnode01.ad.state.or.us> Again this year, OSPS will be providing secure delivery of W-2 forms to agency payroll offices. We had originally scheduled the delivery for January 21 when our 2009 calendar was developed, but after meeting with DAS Publishing and Distribution yesterday, we have set the delivery date for January 22. This gives P&D additional time for the printing of the forms and careful packaging, preparation and scheduling for the secure delivery. We will use the list that you have provided of authorized receivers for paychecks as the list of authorized receivers for W-2 forms. We will be asking you to validate the delivery address and the list of authorized receivers early next week. This validation will include those of you who contract with P&D for special handling of paychecks and don't appear on our regular list of authorized check receivers. Also, just a reminder - if you contract with DAS Publishing and Distribution for special services related to your W-2 forms (stuffing, mailing) they would appreciate receiving your service requests as soon as possible. Let me know if you have any questions about this process. 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 Jan 9 09:37:38 2009 From: osps-news at listsmart.osl.state.or.us (Announcements from OSPS to the users of the Oregon State Payroll Application) Date: Fri, 9 Jan 2009 09:37:38 -0800 Subject: OSPS E-News ~ Reset November P010 dates Message-ID: <8A8CF693A3BB294DB354A999D49CF818052E58D7@exchnode01.ad.state.or.us> Payroll Professionals, Did you have to set a November corrective for your employees last month? Check the 2008 portion of your December combined payroll registers to find a listing of affected employees. (You can also use the OSPA Datamart to pull a list for this after it updates for the month on 1/14/09.) If you had a November corrective, you also had to have 2008 P010 dates so that the corrective processed into the correct tax year. It's time now to reset these November final check and final pay period dates to zero. Why bother? Because having dates on this screen tells OSPA to generate a pay stub no matter how small the adjustment (do you want $.02 pay stubs?) and it also is one component of the edit that adjusts federal tax (8055-Term-NP-to-Fed-Tax exception code). If you need assistance with resetting these dates to zero, please review the P010 screen guide: http://www.oregon.gov/DAS/SCD/OSPS/docs/pubs/screens/P010.pdf . If you need assistance deciding the parameters for your OSPA Datamart query, please review the master table reference guide: http://www.oregon.gov/DAS/SCD/SARS/docs/datamart/dmmaster.pdf . 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 Jan 27 08:10:51 2009 From: osps-news at listsmart.osl.state.or.us (Announcements from OSPS to the users of the Oregon State Payroll Application) Date: Tue, 27 Jan 2009 08:10:51 -0800 Subject: OSPS E-News ~ Mainframe Down Message-ID: <8A8CF693A3BB294DB354A999D49CF818052E5A15@exchnode01.ad.state.or.us> We've learned that the mainframe CICS region is down at this time. Staff at the State Data Center are diagnosing the problem and hope to have us back online very soon. As soon as we know more about restoration of mainframe access, we will notify 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 Jan 27 08:19:14 2009 From: osps-news at listsmart.osl.state.or.us (Announcements from OSPS to the users of the Oregon State Payroll Application) Date: Tue, 27 Jan 2009 08:19:14 -0800 Subject: OSPS E-News ~ Mainframe Back Up In-Reply-To: <8A8CF693A3BB294DB354A999D49CF818052E5A15@exchnode01.ad.state.or.us> References: <8A8CF693A3BB294DB354A999D49CF818052E5A15@exchnode01.ad.state.or.us> Message-ID: <8A8CF693A3BB294DB354A999D49CF818052E5A16@exchnode01.ad.state.or.us> The mainframe has been restored. Thank you for your patience. 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 Thu Jan 29 12:00:10 2009 From: osps-news at listsmart.osl.state.or.us (Announcements from OSPS to the users of the Oregon State Payroll Application) Date: Thu, 29 Jan 2009 12:00:10 -0800 Subject: OSPS E-News ~ New Exception Report Alert Message Message-ID: <4875EF345085BE48B9C4B7CA341EFB68E6E8A6@exchnode01.ad.state.or.us> In early 2008 OSPS provided information and guidance related to the US Treasury's mandate of a $5,000 annual limit per social security number for the purchase of savings bonds. That original message is pasted in below as a refresher of the US Treasury's requirements and permissions. OSPS has now created an edit for the preliminary run exception reports that will alert you when a purchaser has reached the $5,000 limit. The alert message will say 8625 SVNN YTD amount exceeds max. At that point, you have time before final run to review the employee's bond purchase screen and make adjustments, if needed. We hope this addition to the exception reporting will help you in effectively managing the imposed bond purchase limits. This change will be migrated to production for January Run 2 payroll. With the implementation of this exception report message, OSPS will no longer provide data mart queries to alert agencies about employees who have reached the $5,000 purchase total. Please let us know if you have comments or questions about this change. 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 OSPS E-News Originally Sent February 19, 2008 The US Treasury has made a change regarding the purchase of US Savings Bonds. Effective January 1, 2008 they have imposed an annual limit of $5,000 in bond purchases per Social Security Number. What This Means If your employee Joe purchases bonds in his name only, he has a $5,000 annual limit. If Joe purchases the bonds jointly with his wife Rose, he still has a limit of $5,000 annually. If Joe purchases some bonds in his name and some in the name of his wife Rose, each of their SSNs can have a total of $5,000 annually or a total of $10,000. Same thing if Joe buys bonds for his grandkids and puts the bonds in their names and uses their social security numbers. Also, if Joe and Rose are both participating in a payroll savings plan for bond purchases from their respective employers, they need to take the $5000 annual limit into consideration for their combined purchases, depending upon bond ownership. What OSPS Will Do We have queried the Savings Bond data base and identified those who are likely to come up against the $5000 limit by the end of 2008, presuming their monthly deductions remain the same. Please note that there are only a few who make purchases this large in a single year. OSPS will send a listing of these bond purchasers to each agency this week. If you don't receive a listing, don't worry. What Agency Payroll Needs to Do 1. If you receive a listing of one or more employees who need to modify their bond purchasing plans for 2008 (and after) to remain under the $5000 limit, you need to contact that employee and assist them in completing new bond purchase agreements that will keep them under the $5,000 limit. 2. After that, each time someone signs up for a payroll deduction bond purchase, you will need to evaluate whether their deduction request will exceed the $5,000 limit, advise them accordingly and ensure that they only sign up for deductions that will fit within the limit. Frequently Asked Questions US Treasury Direct has published a FAQ on their website. You can review this information and share it with your employees who are affected by this change. http://www.treasurydirect.gov/indiv/research/faq/annualpurchaselimitchan geqa.htm Another Way You Can Help Your Agency Employees The payroll savings bond program has its limits. We are only able to sell Series E bonds and all of the purchases are tied to the payroll schedule. There are other bond types available to any purchaser who registers and does business with the US Treasury Direct website and they would have the freedom to make investments on a schedule that works for them. http://www.treasurydirect.gov/indiv/indiv.htm The next time someone comes to your payroll desk to sign up for payroll deduction for bonds, you might want to give them this website address. There are so many more options available to them when doing business directly with the US Treasury. They can buy Series E and Series I bonds and they can escrow their funds to buy a bond just like they do through payroll deduction. In addition, the US Treasury Direct site has a number of very useful tools and resources for bond owners and purchasers. This website takes bond purchasing into the 21st Century and gives the bond owner much more control over the investment. Just something to consider. -------------- next part -------------- An HTML attachment was scrubbed... URL: From osps-news at listsmart.osl.state.or.us Thu Jan 29 15:00:36 2009 From: osps-news at listsmart.osl.state.or.us (Announcements from OSPS to the users of the Oregon State Payroll Application) Date: Thu, 29 Jan 2009 15:00:36 -0800 Subject: OSPS E-News ~ Retroactive Entries in OSPA Class Message-ID: <8A8CF693A3BB294DB354A999D49CF818051BD6C7@exchnode01.ad.state.or.us> We were scheduled to have a class on Retroactive Entries in OSPA in December. Because of the snow, we rescheduled it to February 3, 1:30 to 4:30 pm in the SFMS Conference Room, 1st Floor, Executive Building, 155 Cottage St. NE, Salem. There is room in the class for additional folks. The deadline to register is Monday, February 2, at 5:00 pm. For information on registering, see the OSPS web site: http://tinyurl.com/apbpm7 . We will use screen prints and reports to "diagnose" what happened and decide what needs to be done to fix it. Scenarios include: check reversal, negative tax, DPT on the P050 and no DP insurance, negative retirement contributions, and an overtime adjustment for a closed pay period. If you have questions, contact Katherine Bremser, Katherine.Bremser at state.or.us or (503) 378-6777, x295. 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 Fri Jan 30 14:31:21 2009 From: osps-news at listsmart.osl.state.or.us (Announcements from OSPS to the users of the Oregon State Payroll Application) Date: Fri, 30 Jan 2009 14:31:21 -0800 Subject: OSPS E-News ~ Notification of New P070 Edits Message-ID: <4875EF345085BE48B9C4B7CA341EFB68E6E8DC@exchnode01.ad.state.or.us> Hello Everyone, OSPS has received guidance from PEBB that employer-paid basic life insurance (SLNN) and PEBB-paid life insurance (SINN) should never be paid by the employee. Because of PEBB's guidance and because A, F and W entries with amounts in the 'employee' field create imbalances in our reporting for PEBB, which we must research and correct, we have constructed new edits for the P070 screen to prevent those entries. These edits are being migrated to the production region tonight. Codes affected are: SLNN - employer paid $5,000 basic life insurance SINN - PEBB paid $20,000 life insurance Error Messages are: DA66 Invalid Amts DA56 Emplr Shr Err DA57 Board Shr Err DA40 Crossfoot Shr You will find detailed information on deduction entries and adjustments in the OSPS Reference Manual - P070 Section found here: http://oregon.gov/DAS/SCD/OSPS/docs/pubs/screens/P070.pdf Please contact OSPS-Help if you have questions. 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 Jan 29 12:20:37 2009 From: osps-news at listsmart.osl.state.or.us (Announcements from OSPS to the users of the Oregon State Payroll Application) Date: Thu, 29 Jan 2009 12:20:37 -0800 Subject: OSPS E-News ~ Exempt Forms W-4 expire Message-ID: <8A8CF693A3BB294DB354A999D49CF818052E5A86@exchnode01.ad.state.or.us> Please review your E370-06-1 report, received in January. By February 15 Request a new Form W-4 from exempt employees. Ask for a new Form W-4, Employee' Withholding Allowance Certificate, from each employee who claimed exemption from income tax withholding last year. On February 16 Exempt Forms W-4 expire. Any Form W-4 previously given to Payroll claiming exemption from withholding has expired. Begin withholding for any employee who previously claimed exemption from withholding, but has not given you a new Form W-4 for the current year. If the employee does not give you a new Form W-4, withhold tax as if he or she is single, with zero withholding allowances. However, if you have an earlier Form W-4 for an employee that is valid, withhold based on the earlier Form W-4. Thanks, Kathyron D Parsons, OSPS Accountant Dept. of Admin Servs/State Controllers Division Phone: (503) 378-6777 X243 Fax: (503) 378-3518 -------------- next part -------------- An HTML attachment was scrubbed... URL: