From osps-news at listsmart.osl.state.or.us Tue Jan 5 16:15:43 2010 From: osps-news at listsmart.osl.state.or.us (Announcements from OSPS to the users of the Oregon State Payroll Application) Date: Tue, 5 Jan 2010 16:15:43 -0800 Subject: OSPS E-News ~ Furlough Processing In OSPA - Solution For LWOP LA Entry Message-ID: <4875EF345085BE48B9C4B7CA341EFB680114C857@exchnode01.ad.state.or.us> Furlough Processing in OSPA - Project Update Based on customer experiences and feedback and in partnership with DAS HRSD, OSPS staff have been working to find improvements for furlough management through OSPA. This project update includes a solution for entering code "LA" for employees on leave-without-pay (LWOP) and information about improvements to OSPS Report E122-077 (01and 02) Entering LA for Employees on LWOP OSPS has developed a way to record fixed furlough and prescheduled furlough (LA) time for employees who are on leave without pay (LWOP) and designated as such in PPDB. A control that exists between PPDB and OSPA prevents time entry for an employee who is designated as on LWOP. During the beginning months of furlough management, agencies were entering a personal action to "bring the employee back" to work status for one day so that the LA code could be entered. This was a workload for agency HR and payroll staff. OSPS has implemented a solution that allows the entry of furlough code LA through the P050 Gross Pay Adjustment screen to log the hours designated as furlough for that employee who is on LWOP. This solution will work for fixed days when offices are closed and can also be used when an employee had previously designated a floating furlough day before going out on leave. EXAMPLES Entry Transaction Fulfills furlough obligation for employee on LWOP. Memo transaction that does not affect salary but does pass the hours to the Leave Accrual System and will include the transaction on leave report E122-077. It will indicate on the report that the hours came from a P050 adjustment - "GPA". PAY STRT STOP ADJ DAYS TRAN TYP DATE DATE TYP RATE UNITS AMOUNT WRKD DATE ERROR MSG ? LA 123109 123109 A .00 8.00 .00 120109 FURLOUGH LV COMMENT LV TAKEN P435 Screen This is how the P435 will look after a P050 adjustment has been processed. J SVC LV USE ACCR ACCR MAX MAX MAX ACCRUAL REMAIN TIME LAST B CD TP WAIT MO RATE ACCR USE MO BAL ADV LOST ACTV 1 3 LA 00 00 .00 .0 .0 00 FWD 112.00 .00 .00 000000 LV BAL DT CUR/CONT 093009/093009 CUR 104.00 .00 .00 ADJ OR CLR ACCT HOURS REMAIN TIME LV EXP ENTRY TRFR FM/TO OTHR JOB LEAVE ADV LOST DATE DATE COMMENTS ? 8.00- .00 .00 000000 123109 GR PAY ADJ Adjustment That Lowers Salary If, for some reason, you have a need to make prior period furlough adjustment that requires a reduction to salary, your adjustment will look like this. PAY STRT STOP ADJ DAYS TRAN TYP DATE DATE TYP RATE UNITS AMOUNT WRKD DATE ERROR MSG ? LA 123109 123109 A .00 8.00 .00 120109 FURLOUGH LV COMMENT LV TAKEN ? RG 123109 123109 A 25.00 8.00- 200.00- 120109 REGULAR PAY COMMENT LA OBLIGTN Please note that LA hours posted through the P050 screen do not cause accumulation of sick leave or vacation nor do they count toward PEBB benefit eligibility. Because the solution was crafted as a method for management of furlough logging for those on LWOP, this should not pose a problem. If your employee is on LWOP with protected leave, you will force insurance benefits as normal. You may need to process manual adjustments if the employee is on LWOP for a partial month and either (1) would earn leave when working less than 32 hours in the month or (2) the furlough hours would bring the employee to 80 hours for the month. Improvements To OSPS Leave Accrual Report E122-077 (01 & 02) December Leave Accrual will run on January 12 and reports will be distributed on January 13. You will see changes in furlough reporting that will give you more detailed information about furlough activity. Columns have been added to the report to provide pay period end, set number, transaction type, LA hours balance forward, furlough cost balance forward, cumulative LA hours, cumulative furlough cost and current month hours taken. We hope the expansion of this report will provide useful information to payroll staff and others at your agency. Your feedback is always welcomed. If you have questions, please contact the OSPS Help Desk. 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 Wed Jan 6 09:49:59 2010 From: osps-news at listsmart.osl.state.or.us (Announcements from OSPS to the users of the Oregon State Payroll Application) Date: Wed, 6 Jan 2010 09:49:59 -0800 Subject: OSPS E-News ~ Extended Service 1/7/10 Message-ID: <8A8CF693A3BB294DB354A999D49CF81807FE776F@exchnode01.ad.state.or.us> Reminder that OSPS will staff the OSPS Help Desk on an extended service schedule for prelim cutoff tomorrow, 1/7/10. OSPS will staff the OSPS Help Desk from 7:30 a.m. until 5:00 p.m. This action supports you in your effort to complete year-end adjustments by prelim cutoff. 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 Previous announcement for this extended service, sent 11/18/2009: -----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: Wednesday, November 18, 2009 7:23 AM To: osps-news at listsmart.osl.state.or.us Subject: OSPS E-News ~ Extended Service - 2009 Year End * 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 Wed Jan 6 15:43:47 2010 From: osps-news at listsmart.osl.state.or.us (Announcements from OSPS to the users of the Oregon State Payroll Application) Date: Wed, 6 Jan 2010 15:43:47 -0800 Subject: OSPS E-News ~ Payroll Training Opportunity Message-ID: <4875EF345085BE48B9C4B7CA341EFB680114C864@exchnode01.ad.state.or.us> SAVE THE DATE! Mark your calendar for March 3 & 4, 2010. Payroll Fundamentals Training OSPS - State Controller's Division is pleased to be able to present a special training opportunity. Payroll Fundamentals will be based on curriculum developed by the American Payroll Association and the training will be presented by an APA certified trainer. This will be a day and a half training held in Salem and the cost will be very reasonable. Details are being finalized at this time, but we wanted you to be able to save the date. Watch for more news very soon. 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 Fri Jan 8 14:12:01 2010 From: osps-news at listsmart.osl.state.or.us (Announcements from OSPS to the users of the Oregon State Payroll Application) Date: Fri, 8 Jan 2010 14:12:01 -0800 Subject: OSPS E-News ~ Furlough Processing in OSPA - Vacation Balance Adjustments Message-ID: <4875EF345085BE48B9C4B7CA341EFB680114C8BD@exchnode01.ad.state.or.us> Furlough Processing In OSPA - Project Update: Adjustments to Vacation Balances Over 350 Authority: DAS HRSD Cost Reduction Directive 11/10/2009 Policy Section (4) Vacation Leave Administration Applicable to: Management and Executive Service employees Effective with leave accrual for pay period ending 12/31/09, the vacation accrual maximum for management and executive service employees returns to 350 hours from the temporary limit of 425. The excess hours over 350 will be placed in a separate vacation bank to be available for use until 6/30/2013. Here are the process steps in the OSPA project to implement this change. 1. Leave accrual will run as normal on 1/12/2010. Employees with balances in excess of 350 but less than 425 will receive full vacation accrual based on their accrual basis and the number of hours in December pay period. 2. Hours in excess of 350 will then be moved to a new vacation bank - code VF. As hours are used from the VF bank, the balance will decrease. No additional accruals will be made to this bank. 3. Leave accrual reports for December pay period will show these transactions. Reports will be distributed on 1/13/2010. 4. Balances in the VA vacation bank as well as the VF vacation bank will be printed on pay statements issued February 1, 2010. The number of hours transferred from VA to VF will be displayed. Affected employees will need to use vacation during January to reduce their bank from 350 so as not to lose the January accrual. The VF bank is not payable at termination nor can it be cashed out to avoid loss. The VF hours will remain in the leave accrual system until 6/30/2013 at which time they will be 'lost' and balances will be zeroed out. This will be reported as lost leave through regular leave reporting. You may view the HRSD policy here: http://www.oregon.gov/DAS/HR/docs/advice/FinalDraft_Cost_Reduction_Direc tive_Sept09-June11.pdf Please let us 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 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 Tue Jan 12 09:31:13 2010 From: osps-news at listsmart.osl.state.or.us (Announcements from OSPS to the users of the Oregon State Payroll Application) Date: Tue, 12 Jan 2010 09:31:13 -0800 Subject: OSPS E-News ~ Stop Pay Forms - Acceptable Format Message-ID: <4875EF345085BE48B9C4B7CA341EFB680114C8CF@exchnode01.ad.state.or.us> OSPS has received word from the Oregon Treasury that they will no longer accept stop pay forms that are handwritten due to concerns over legibility. OSPS Stop Pay form C27 is a fillable form. You can key in the pertinent information and click the "print" button to produce a clear and legible form to request a stop pay. Here's a link to the form: http://oregon.gov/DAS/SCD/OSPS/docs/forms/C27StopPay.pdf Effective today, OSPS will be unable to accept and process stop pay forms that are handwritten. Thank you for your cooperation. 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 Tue Jan 12 10:58:43 2010 From: osps-news at listsmart.osl.state.or.us (Announcements from OSPS to the users of the Oregon State Payroll Application) Date: Tue, 12 Jan 2010 10:58:43 -0800 Subject: OSPS E-News ~ Is a Payroll Certification Your Resolution for 2010? Message-ID: <4875EF345085BE48B9C4B7CA341EFB680114C8D8@exchnode01.ad.state.or.us> Here's a message from the Heart of Oregon Chapter of the American Payroll Association. ________________________________ Happy New Year! - Is your New Year's Resolution to Gain your Payroll Certification?? The Heart of Oregon Payroll Chapter will be hosting a study group beginning with an introductory session on January 23rd to provide you the tools and information you need to successfully test. The next testing window is March 27th - April 24th, 2010 and covers 2009 information. Find and acquire a 2009 Payroll Source along with completing a registration form from our website to save your spot! http://www.apaheartor.org/index.cfm?subpage=655 (forms at the bottom of the page under "Related Files") The study group will meet on Saturday mornings from 8:30 am to 12:30 pm in Salem at MaPS Administration building at 451 Division Street NE - downtown. See the schedule on our website. Know someone who would appreciate this information? Pass it on. Need more information about Certifications? Visit: http://www.americanpayroll.org/certification/ Diane Kessler, CPP MaPS Credit Union Payroll & Benefits Coordinator Ph: 503.588.0181 ext 3207 Fax: 503.365.3872 President - Heart of Oregon Payroll Chapter APA - www.apaheartor.org -------------- next part -------------- An HTML attachment was scrubbed... URL: From osps-news at listsmart.osl.state.or.us Tue Jan 19 16:27:20 2010 From: osps-news at listsmart.osl.state.or.us (Announcements from OSPS to the users of the Oregon State Payroll Application) Date: Tue, 19 Jan 2010 16:27:20 -0800 Subject: OSPS E-News ~ New PPDB Warning Messages Message-ID: <4875EF345085BE48B9C4B7CA341EFB680114C94F@exchnode01.ad.state.or.us> OSPS is passing on news from the folks who manage the PPDB HR system. They are implementing two new edits that will be of interest to the payroll community. We appreciate their partnership in addressing these two issues. From: DOLQUIST Brandon * HRSD PPDB Sent: Tuesday, January 19, 2010 4:15 PM Subject: PPDB Warning Message HR Systems will be implementing two new warning messages in PPDB effective Wednesday January 20th, 2010 after 6:00pm as described: E0356-(WARNING) STOP IF PRIOR PERM POS HASNT CLEARED 2ND PAYROLL This warning message will appear when processing regular temporary appointments and retiree temporary appointments for Repr's XA and XAO. The warning will display on the F3 pay screen in PBED for PA codes 167 and 168 upon initial processing or reopening the action when it is the current latest record. The message serves as a reminder to not process temporary appointments when the employee held a permanent, limited duration or seasonal appointment in a month where the second payroll run has not yet closed. Temporary appointments should not be processed until the second payroll run closes in these situations in order to avoid complications in the payroll system. Example: An employee retires from their permanent appointment in October and will start in a temporary appointment on the first of November. You must wait for the October second payroll run to close before processing the November effective temporary appointment. Note: The warning message will not show upon processing if all the correct information is populated and you do not press the enter key and allow for the edits to run before doing a 'CHG' and enter. The warning message does not prevent you from processing a temporary appointment as described in the situation above. E0355-(WARNING) DIF AMOUNT GREATER THAN 5 PERCENT This warning message will appear when processing differential pay where the differential formula is a percentage (P) and the amount is greater than 5% (000.050) in any of the differential pay fields. The warning message will also appear when processing or reopening an action and there is a percentage value in any of the differential pay fields. The message is designed to draw attention to the differential pay percentage amount in order to minimize the chance of creating an overpayment created when the percentage amount is entered incorrectly. Example: Since the differential pay amount is entered in a decimal form it is easy to accidentally enter a 5% differential pay as 000.500 which calculates as 50% instead of being entered correctly as 000.050 which is calculates as 5%. Note: The warning message will not show upon processing if you do not press the enter key and allow for the edits to run before doing a 'CHG' and enter. The warning message does not prevent you from processing an incorrect differential pay amount as described in the situation above. Brandon Dolquist HR Systems Analyst Department of Administrative Services Human Resource Services Division Ph: (503) 378-8548 Fax: (503) 378-5734 group.ppdb at state.or.us -------------- next part -------------- An HTML attachment was scrubbed... URL: From osps-news at listsmart.osl.state.or.us Fri Jan 22 12:04:36 2010 From: osps-news at listsmart.osl.state.or.us (Announcements from OSPS to the users of the Oregon State Payroll Application) Date: Fri, 22 Jan 2010 12:04:36 -0800 Subject: OSPS E-News ~ Updated Reissued W-2 Request Form and Faster Turnaround For Reissued Forms Message-ID: <4875EF345085BE48B9C4B7CA341EFB680114C9A5@exchnode01.ad.state.or.us> Updated Reissued IRS Form W-2 Request. We have entered into a new year therefore we have revised the W-2 request form OSPS 99.04. Please discard all forms dated before the revised date of 1/21/10. The new form has been posted to OSPS website http://www.oregon.gov/DAS/SCD/OSPS/docs/forms/OSPS.99.04.pdf * You will see changes in the format of the form. o Tax Year Moved to the top of form and the years were updated. ( Can not print prior to 2005) o Address change or alternate mailing address. (This information can be sent to your HR Dept. to update addresses when needed) o Completion instructions on the form. All forms will be sent to OSPS from an agency. (Agency will know when a request is submitted. If they come directly to OSPS they will be forwarded to the Agency, the agency will complete as instructed and return to OSPS for processing.) o Reprint Schedule in noted on the form. There is a change of when a request is ordered. * Jan - Mar Weekly on Thurs. * Apr 1 - Apr 15 Daily * Apr 16 - Dec Weekly on Thurs. We hope this new format and schedule will meet your needs. 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: From osps-news at listsmart.osl.state.or.us Thu Jan 28 15:18:59 2010 From: osps-news at listsmart.osl.state.or.us (Announcements from OSPS to the users of the Oregon State Payroll Application) Date: Thu, 28 Jan 2010 15:18:59 -0800 Subject: OSPS E-News ~ February 2010 Training News is on the Web Message-ID: <8A8CF693A3BB294DB354A999D49CF81807C331DE@exchnode01.ad.state.or.us> The February 2010 OSPS Training News is now on the web: http://tinyurl.com/5ds8pd This issue includes changes to the OSPA Reference Manual, a special training opportunity in March and a reminder about employee expense reimbursements. 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/