From osps-news at listsmart.osl.state.or.us Tue Nov 3 08:28:58 2009 From: osps-news at listsmart.osl.state.or.us (Announcements from OSPS to the users of the Oregon State Payroll Application) Date: Tue, 3 Nov 2009 08:28:58 -0800 Subject: OSPS E-News ~ 2010 Processing Calendar Message-ID: <8A8CF693A3BB294DB354A999D49CF81806815F4C@exchnode01.ad.state.or.us> The OSPS Processing Calendar for 2010 has been published to the OSPS Web site. This calendar contains dates for many activities, including: * All 2010 forum dates so you can plan now to attend - note the new location for forums * ACH stop deadlines * Payroll Report Distribution dates * Datamart update dates * Preliminary and final payroll cutoffs The Processing Calendar is available from the "processing tools" page on our Web site: http://oregon.gov/DAS/SCD/OSPS/processtools.shtml. Oregon Statewide Payroll Services Staff Dept. of Admin./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 Online Resource Center: http://oregon.gov/DAS/SCD/OSPS From osps-news at listsmart.osl.state.or.us Fri Nov 6 08:00:49 2009 From: osps-news at listsmart.osl.state.or.us (Announcements from OSPS to the users of the Oregon State Payroll Application) Date: Fri, 6 Nov 2009 08:00:49 -0800 Subject: OSPS E-News ~ New Code As Companion To Furlough Transactions Message-ID: <4875EF345085BE48B9C4B7CA341EFB680114C60E@exchnode01.ad.state.or.us> New Pay Code and Additional Clarification For Furlough Time Keeping Applies To: Any FLSA Non-Exempt or eligible FLSA-exempt employee called into work outside the RG schedule within a week furlough is taken unless daily overtime applies for additional hours worked pursuant to applicable collective bargaining agreement provisions. (Note: FLSA exempt employees become non-exempt for the workweek in which furlough leave is taken). New Code: "FST" - pays straight time, does not accrue vacation or sick leave and hours do not count toward PEBB benefits. FST is effective for use in pay period beginning 11-1-2009. OSPS staff will update code FST into all benefit packages currently populated with LA just as soon as October Run 2 has been finalized. Purpose and Application: Replaces previously advised use of straight-time code "AST". Code AST was created for a specific purpose related to SEIU employees with sick time during a work week and additional time worked after the occurrence of sick leave. The use of AST for other purposes negatively affects queries from the payroll data mart for tracking the original intended use of AST. Additional Recommendation: Use of RG in place of UST when called back during a furlough day. When the employee is called back during the normal work shift, the hours worked are regular hours - therefore code RG is used. Examples: Employee works 4-8's Monday - Thursday, is scheduled for 8 hours LA (closure) on Friday. Employee gets called back and works from 12 pm - 2 pm on the closure day. In this case, the hours worked on Friday would be RG because we'd only be recording 6 hrs LA. (Note: the additional LA time would need to be rescheduled for another week). Sunday Monday Tuesday Wednesday Thursday Friday Saturday 8 8 8 8 6 LA 2 RG Employee works 4-8s Monday - Thursday, takes 8 hours LA (closure) on Friday. Employee is called to respond and works 2 hours on Saturday morning. The 2 hours on Saturday should be coded FST rather than UST. Otherwise they would accrue too much vacation and sick leave. Sunday Monday Tuesday Wednesday Thursday Friday Saturday 8 8 8 8 8 LA 2 FST Employee works 4-8s Monday - Thursday, takes 8 hours LA on Friday (closed day). Employee is called to respond and works 2 hours on Friday evening after the end of the employee's normal work shift. The 2 hours on Friday evening should be coded FST rather than UST. Otherwise they would accrue too much vacation and sick leave. Sunday Monday Tuesday Wednesday Thursday Friday Saturday 8 8 8 8 8 LA 2 FST -------------- next part -------------- An HTML attachment was scrubbed... URL: From osps-news at listsmart.osl.state.or.us Fri Nov 6 10:24:08 2009 From: osps-news at listsmart.osl.state.or.us (Announcements from OSPS to the users of the Oregon State Payroll Application) Date: Fri, 6 Nov 2009 10:24:08 -0800 Subject: OSPS E-News ~ Furlough Project Update Message-ID: <4875EF345085BE48B9C4B7CA341EFB680114C61C@exchnode01.ad.state.or.us> Furlough Processing in OSPA - Project Update A new aspect to your evaluation of all incoming transfers will now include the evaluation of the employee's ongoing furlough obligation against what is or is not in the clearing account when you receive the employee. When setting up incoming transfers, OSPA users pull sick leave and vacation balances from the clearing account and make them active balances in the new home agency. During the period of furlough (now and through June 30, 2011) in most cases, you will also be receiving furlough obligation balances in the clearing account. Transfers With Furlough Balances You will need to review and possibly recalculate all furlough balances received. Your incoming employee is bringing a furlough obligation balance that was computed based on the salary and status at the previous agency. If your incoming employee has received an increase or decrease in pay or changed from part-time to full-time, their obligation may have changed. Review, recalculate and process any needed adjustments through the P435 screen. Document the basis for the change. Transfers With No Furlough Balance. If your agency receives an employee from an agency or position where they collective bargaining agreement has not yet been ratified and signed, or an agency not using furlough, your incoming employee will have a zero furlough obligation balance. In this case, you must manually compute the furlough obligation and adjust it through the P435. This would also be true for employees who were temps in their previous position and are permanent at your agency. 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 Online Resource Center: http://oregon.gov/DAS/SCD/OSPS -------------- next part -------------- An HTML attachment was scrubbed... URL: From osps-news at listsmart.osl.state.or.us Mon Nov 9 15:47:21 2009 From: osps-news at listsmart.osl.state.or.us (Announcements from OSPS to the users of the Oregon State Payroll Application) Date: Mon, 9 Nov 2009 15:47:21 -0800 Subject: OSPS E-News ~ Mainframe Down Message-ID: <8A8CF693A3BB294DB354A999D49CF81806815FBC@exchnode01.ad.state.or.us> We've reported the mainframe being down to the Technology Service Center. No word on reconnect at this time. We'll send a notice when it's up again. Thanks. 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 Online Resource Center: http://oregon.gov/DAS/SCD/OSPS From osps-news at listsmart.osl.state.or.us Mon Nov 9 15:58:01 2009 From: osps-news at listsmart.osl.state.or.us (Announcements from OSPS to the users of the Oregon State Payroll Application) Date: Mon, 9 Nov 2009 15:58:01 -0800 Subject: OSPS E-News ~ Mainframe Down In-Reply-To: <8A8CF693A3BB294DB354A999D49CF81806815FBC@exchnode01.ad.state.or.us> References: <8A8CF693A3BB294DB354A999D49CF81806815FBC@exchnode01.ad.state.or.us> Message-ID: <8A8CF693A3BB294DB354A999D49CF81806815FBE@exchnode01.ad.state.or.us> Looks like the mainframe is back up now. Thank you for your patience. In order to provide the best customer service, please address all help-related inquiries to OSPS.help at das.state.or.us. This message is being forwarded to the group mailbox and will be handled in turn. Thank you -----Original Message----- From: OSPS Help Sent: Monday, November 09, 2009 3:47 PM To: E-News (osps-news at listsmart.osl.state.or.us) Subject: Mainframe Down We've reported the mainframe being down to the Technology Service Center. No word on reconnect at this time. We'll send a notice when it's up again. Thanks. 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 Online Resource Center: http://oregon.gov/DAS/SCD/OSPS From osps-news at listsmart.osl.state.or.us Thu Nov 12 11:14:34 2009 From: osps-news at listsmart.osl.state.or.us (Announcements from OSPS to the users of the Oregon State Payroll Application) Date: Thu, 12 Nov 2009 11:14:34 -0800 Subject: OSPS E-News ~ OSPS Fax Machine Down - use alternate number Message-ID: <8A8CF693A3BB294DB354A999D49CF81806816016@exchnode01.ad.state.or.us> Our fax machine is out of service at the moment; maintenance has been called. Please use 503-378-3514 for the next 45 minutes until cutoff. Thank you. OSPS Help Desk Staff: Allison, Maria and Julie 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 Online Resource Center: http://oregon.gov/DAS/SCD/OSPS From osps-news at listsmart.osl.state.or.us Thu Nov 12 11:22:08 2009 From: osps-news at listsmart.osl.state.or.us (Announcements from OSPS to the users of the Oregon State Payroll Application) Date: Thu, 12 Nov 2009 11:22:08 -0800 Subject: OSPS E-News ~ OSPS Fax Machine Down - use alternate number In-Reply-To: <8A8CF693A3BB294DB354A999D49CF81806816016@exchnode01.ad.state.or.us> References: <8A8CF693A3BB294DB354A999D49CF81806816016@exchnode01.ad.state.or.us> Message-ID: <8A8CF693A3BB294DB354A999D49CF81806816017@exchnode01.ad.state.or.us> The fax machine decided to work again. We will check both fax machines today up until noon. Please resume using our OSPS-specific fax number: 503-378-3518. Thank you. OSPS Help Desk Staff: Allison, Maria and Julie 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 Online Resource Center: 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: Thursday, November 12, 2009 11:15 AM To: osps-news at listsmart.osl.state.or.us Subject: OSPS E-News ~ OSPS Fax Machine Down - use alternate number Our fax machine is out of service at the moment; maintenance has been called. Please use 503-378-3514 for the next 45 minutes until cutoff. Thank you. OSPS Help Desk Staff: Allison, Maria and Julie 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 Online Resource Center: http://oregon.gov/DAS/SCD/OSPS From osps-news at listsmart.osl.state.or.us Fri Nov 13 15:54:53 2009 From: osps-news at listsmart.osl.state.or.us (Announcements from OSPS to the users of the Oregon State Payroll Application) Date: Fri, 13 Nov 2009 15:54:53 -0800 Subject: OSPS E-News ~ Cost Reduction Directive Revisions Message-ID: <4875EF345085BE48B9C4B7CA341EFB680114C64C@exchnode01.ad.state.or.us> DAS HRSD has updated several of their published furlough resources. We are passing on the summary of changes with a link to the online resources. HRSD staff will be presenting at the OSPS Payroll Forum on Tuesday November 17, so that will be an opportunity for you to learn more and/or ask questions. ________________________________ From: HRLIST Admin * DAS HRSD Sent: Tuesday, November 10, 2009 4:28 PM To: hrmgr-net at listsmart.osl.state.or.us; hrexec at listsmart.osl.state.or.us Cc: HARRA Scott * DO EXEC; KAUTZ Kristine M * DO EXEC; McKEEHAN Sharon E * SCD OSPS Subject: Cost Reduction Directive Revisions HR Managers and Analysts: HRSD revised the Cost Reduction Directive and accompanying documents effective today, November 10, 2009. Please access these documents at: http://www.oregon.gov/DAS/HR/Reductions.shtml We added Section 12 to the Directive to address furlough leave during leaves of absence including FMLA/OFLA, workers' compensation, military leave, and leave without pay. We revised the Furlough ("MUTO") Obligation Chart. We removed the examples because they created confusion. We added specific obligations for new hires and separating employees (including employees planning to retire). The footnotes have been revised to provide clarification. The Labor Relations Unit secured agreement with SEIU and AFSCME on the content of this chart. We updated the Frequently Asked Questions document to include clarification on the furlough obligation calculations and added a question regarding employee movement between tiers (Section 5). We added two questions regarding furlough scheduling (Section 6). In Sections 7-10, we added numerous questions and answers concerning the application of furloughs during FMLA/OFLA, workers' compensation, leave without pay and military leave. Contact the Human Resource Management & Consultation or the Labor Relations Unit if you have questions. -------------- next part -------------- An HTML attachment was scrubbed... URL: From osps-news at listsmart.osl.state.or.us Mon Nov 16 08:41:01 2009 From: osps-news at listsmart.osl.state.or.us (Announcements from OSPS to the users of the Oregon State Payroll Application) Date: Mon, 16 Nov 2009 08:41:01 -0800 Subject: OSPS E-News ~ OSPS Users' Forum, 11/17/09, 1:00 to 4:00 PM Message-ID: <8A8CF693A3BB294DB354A999D49CF81807C32F3C@exchnode01.ad.state.or.us> Just a reminder that the next OSPS Users' Forum is tomorrow, November 17, from 1:00 to 4:00 pm in the Veterans Affairs Auditorium, 700 Summer St. NE, Salem. I have attached the agenda. For staff members outside the Salem area, we are offering the option to participate in the forum through a teleconference. The Bridge number is (503) 378-3003. You will just hear silence or, possibly, background discussions when you call in. Once the forum has started, please leave your phone on mute, except for those times you want participate in the discussion. If you have questions, please contact Katherine Bremser (Katherine.Bremser at state.or.us). See you tomorrow! Katherine Bremser Training Coordinator Oregon Statewide Payroll Services State Controller's Division Department of Administrative Services? 503 378 6777, ext. 295? Online Resource Center: http://oregon.gov/DAS/SCD/OSPS/ -------------- next part -------------- A non-text attachment was scrubbed... Name: ForumAgenda20091117.pdf Type: application/octet-stream Size: 35243 bytes Desc: ForumAgenda20091117.pdf URL: From osps-news at listsmart.osl.state.or.us Wed Nov 18 07:23:20 2009 From: osps-news at listsmart.osl.state.or.us (Announcements from OSPS to the users of the Oregon State Payroll Application) Date: Wed, 18 Nov 2009 07:23:20 -0800 Subject: OSPS E-News ~ Extended Service - 2009 Year End Message-ID: <8A8CF693A3BB294DB354A999D49CF8180681609A@exchnode01.ad.state.or.us> * Extended Service Hours on November Run 2 preliminary cutoff (12/7/09) * Two check runs on 12/30 and 12/31 * Extended Service Hours on December Run 2 preliminary cutoff (1/7/10) Year End Resources: http://www.oregon.gov/DAS/SCD/OSPS/yearend.shtml NOVEMBER YEAR-END CLOSE November is the last pay period for 2009. This is the month when all cleanups from prior periods should be completed. Instead of the normal three-month window for corrective flags, November is the last month when you can set a corrective flag for August, September, or October. Once November Run 2 final cutoff has passed, 2009 is closed for regular processing. To support agency payroll offices in final year-end efforts, OSPS will offer extended service on preliminary cutoff for November Run 2 (12/7/09). OSPS will staff the OSPS Help Desk from 7:30 a.m. until 5:00 p.m. on that day. For the preliminary run, OSPA performs data and calculation edits. It does not perform these same edits for the final run. In a sense, the entries you make between preliminary and final cutoffs "fly without a safety net." If you choose to make entries during this time frame, you are on your own. If you have transactions you feel comfortable doing under those circumstances, they can be entered up through final cutoff of November Run 2. END OF YEAR PAYMENTS - CONSTRUCTIVE RECEIPT On 12/30/09 and 12/31/09, OSPS will offer a second manual check run in the afternoon. Last year on those dates we had three and four times the number of manual check requests on a normal day. The first manual check run cutoff will be the normal time - 12:00 noon. We will distribute those checks by the normal 3:00 p.m. cutoff. The second manual check run cutoff on Wednesday, 12/30/09 and Thursday, 12/31/09 will be 2:45 p.m. We will distribute those by 4:45 p.m. DECEMBER ADJUSTMENTS MONTH Employees who leave state service in December will need special handling to record their wages in the proper tax year. Additionally, agency payroll staff can use December to make final adjustments to 2009 wages. Once December Run 2 final cutoff has passed, 2009 is closed. To support agency payroll offices in final year-end efforts, OSPS will offer extended service on preliminary cutoff for December Run 2 (1/7/10). OSPS will staff the OSPS Help Desk from 7:30 a.m. until 5:00 p.m. on that day. For the preliminary run, OSPA performs data and calculation edits. It does not perform these same edits for the final run. In a sense, the entries you make between preliminary and final cutoffs "fly without a safety net." If you choose to make entries during this time frame, you are on your own. If you have transactions you feel comfortable doing under those circumstances, they can be entered up through final cutoff of December Run 2. 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 Online Resource Center: http://oregon.gov/DAS/SCD/OSPS From osps-news at listsmart.osl.state.or.us Mon Nov 23 11:58:34 2009 From: osps-news at listsmart.osl.state.or.us (Announcements from OSPS to the users of the Oregon State Payroll Application) Date: Mon, 23 Nov 2009 11:58:34 -0800 Subject: OSPS E-News ~ Reminder: OSPS Closed Friday November 27 Message-ID: <8A8CF693A3BB294DB354A999D49CF818068160D2@exchnode01.ad.state.or.us> OSPS Closed on Friday, Nov. 27 Due to state budget reductions, the Department of Administrative Services will be closed on Friday, Nov. 27, 2009. The offices will re-open on Monday, Nov. 30. 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 Online Resource Center: http://oregon.gov/DAS/SCD/OSPS -------------- next part -------------- An HTML attachment was scrubbed... URL: -------------- next part -------------- A non-text attachment was scrubbed... Name: furlough_closednov27.jpg Type: image/jpeg Size: 6713 bytes Desc: furlough_closednov27.jpg URL: From osps-news at listsmart.osl.state.or.us Mon Nov 30 08:44:47 2009 From: osps-news at listsmart.osl.state.or.us (Announcements from OSPS to the users of the Oregon State Payroll Application) Date: Mon, 30 Nov 2009 08:44:47 -0800 Subject: OSPS E-News ~ Clearing Net Pay Negatives At Year End Message-ID: <8A8CF693A3BB294DB354A999D49CF81806816111@exchnode01.ad.state.or.us> Clearing Net Pay Negatives At Year End Net pay negatives occur when you change the basis of a prior payroll calculation. The change lowers agency payroll costs and from your perspective resolves a payroll error. But, it does not recover funds previously paid from the Joint Payroll Account. A net pay negative means somebody owes the money to the Joint Payroll Account. It might be the agency, might be the employee or it might even be a creditor for whom you arranged a garnishment withholding and then changed the P070 between Run 1 and Run 2. Your exception reports disclose all cases of net pay negatives - before the final payroll run. That is your best chance to correct them. We don't report net pay negatives to you until they have remained through the following Run 1, which is an indicator that the employee is either gone or on leave without pay. We ask that net pay negatives be cleared in a reasonable amount of time - especially at year end. If you are certain that an existing net pay negative will be cleared in full from December Run 1 paid January 1, we are OK with that. If you are not certain, you need to clear them no later than November Run 2. Clear them and repay the Joint Payroll Account by November Run 2 if the employee is: P Separated P Deceased P On military leave without pay P On an unpaid SAIF claim P On leave-without-pay - even if FMLA or OFLA P If the negative relates to self-pay insurance And don't forget - a net pay negative might mean that an employee's W-2 will be understated. In the process of clearing the negative, you will have to correct that, as well. The W-2 must accurately depict the amount of pay received by the employee. Resources to help you: PowerPoint from 2009 year end: http://www.oregon.gov/DAS/SCD/OSPS/docs/pubs/yearend/2009/collectoverpay ye.ppt Handout from 2008 gross pay corrections presentation: http://www.oregon.gov/DAS/SCD/OSPS/docs/pubs/yearend/LWOPNotRepaid.pdf Questions? Please ask them before 2009 is closed - December 9, 2009. 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 Online Resource Center: http://oregon.gov/DAS/SCD/OSPS -------------- next part -------------- An HTML attachment was scrubbed... URL: From osps-news at listsmart.osl.state.or.us Mon Nov 30 14:08:53 2009 From: osps-news at listsmart.osl.state.or.us (Announcements from OSPS to the users of the Oregon State Payroll Application) Date: Mon, 30 Nov 2009 14:08:53 -0800 Subject: OSPS E-News ~ December Training News is Available Message-ID: <8A8CF693A3BB294DB354A999D49CF81807C32FD0@exchnode01.ad.state.or.us> The December OSPS Training News is not on the web: http://tinyurl.com/5ds8pd This issue includes 2010 Forum Dates, tax resources for year-end, some government social networking web sites, and the changes in OSPA for the PEBB 2010 Plan year. Enjoy! Katherine Bremser Training Coordinator Oregon Statewide Payroll Services State Controller's Division Department of Administrative Services? 503 378 6777, ext. 295? Online Resource Center: http://oregon.gov/DAS/SCD/OSPS/