From osps-news at listsmart.osl.state.or.us Tue Feb 1 11:59:23 2011 From: osps-news at listsmart.osl.state.or.us (Announcements from OSPS to the users of the Oregon State Payroll Application) Date: Tue, 1 Feb 2011 11:59:23 -0800 Subject: OSPS E-News ~ OSPS Semi-Annual Customer Report Message-ID: Hello Everyone, Here is an update on what OSPS has been working on over the past six months. ________________________________ Training During the period January through June 2010, OSPS provided 356 training hours. Training hours are computed using the formula students x class hours = training hours. Training offered included: * Frequently Used Screens * New Employees * Separations * Employee Transfers * Payroll Registers * Payroll Exception Reports In November, we surveyed the subscribers to the OSPS e-News on the training they would like during 2011. In one survey, we asked them for specific directions for additional training and resources for Donated Hardship Leave, which we will implement jointly with DAS HRSD. In a second survey, we asked them about possible topics for the quarterly OSPS User's Forum and for more advanced payroll related training. We also asked them their preferences for the format, timing and duration of training and forums. Overall, the responders told us we were on the right course. In terms of changes, a high percentage of responders encouraged us to continue offering forums and classes remotely through iLincOregon and to explore on-line classes. Payroll Statistics * During the first six months of 2010, OSPS issued 292,000 system generated payroll payments and 7,534 manual checks. * 87% of state employees use direct deposit * 481 state employees use an AccelaPay card. Of those, 61% are using it to receive their net pay. * From July through December, we prepared 451 reissued W-2 forms and replaced 190 lost or destroyed pay checks. * After helping agencies through the due diligence review process for stale dated checks, we turned over $10,262.75 to State Lands representing 111 stale dated checks from FY 2008. * Refreshed 48 documents in the OSPA Reference Manual. 2010 Key Projects ~ July through December OSPS staff worked on several high priority projects that require system changes and new or modified procedures, training or user resources. Here's a brief summary of the key projects in the past 6 months. o In August and September we implemented electronic payroll reports for our agency customers. Using the secure web portal to the mainframe, registered users can log in and pick up payroll and labor cost reports as early at 7 AM the morning after payroll is processed. This project represents significant savings in print costs and our reliance on paper. In July, we used 325,000 sheets of paper to print reports. In December we printed only 65,000. While there will be slight monthly fluctuations, we are comfortable that we will reduce our use of paper by 6 million sheets over the coming biennium. We are continuing to print a supervisor version of the payroll register and leave accrual reports by work division. These two reports remain on paper so that payroll offices can distribute them to divisional work units. o In November we implemented a furlough management alert on leave accrual reports to identify employees with furlough obligation balances of 56 hours or more. o OSPS partnered with DAS Human Resources Services Division (HRSD), PEBB and agencies to work through a number of challenges surrounding the management of donated hardship leave. This included a number of meetings, a special training session and presentation of Statewide HR policy, PEBB eligibility rules, provisions in collective bargaining agreements and an OSPS-created worksheet. We also created a new code to be used for donated leave. o With the US Treasury's decision to end paper bond payroll savings plans, OSPS coordinated the end of the program, notified all participating employees and brought the program to a close after November payroll. o The Internal Revenue Service (IRS) eliminated the advance payment of Earned Income Credit through payroll for tax year 2011. As a result, we made the modifications to OSPA to remove the EIC functionality from the P010 screen, the calculation module and eliminated tracking on the payroll register and various central OSPS reports. o We successfully modified OSPA to meet the requirements of PEBB Plan Year 2011. Although most of the changes for 2011 were related to rates and other calculations already present in OSPA, the addition of a second tier of opt out required significant programming and testing. Quarterly Customer Meetings Customer meetings were held in October and December. The October meeting provided year-end close training and a timely open enrollment update from Bobbie Barrott and Isabel Joslen from PEBB. The December meeting focused on security and archive of payroll data with Dan Maguire from Secretary of State Archives Division and Cinnamon Albin from the DAS Enterprise Security Office. We have implemented remote access to our quarterly customer meetings through iLincOregon. Meeting Agency Payroll Needs - OSPS Help Desk o Through agency visits and meetings, OSPS presented Online Daily Time familiarization sessions to several agencies contemplating a conversion from paper timesheets. o OSPS coordinated with the Charitable Fund Drive management to receive data from their online pledge application and upload to employee's deduction screens. This is our second year in this project which replaces handling and data entry at the agency level. o OSPS published a comprehensive year-end close publication, year-end training and a number of e-mail alerts and reminders to support agencies as they manage the task of bringing the payroll year to a close. -------------- next part -------------- An HTML attachment was scrubbed... URL: From osps-news at listsmart.osl.state.or.us Wed Feb 2 08:10:08 2011 From: osps-news at listsmart.osl.state.or.us (Announcements from OSPS to the users of the Oregon State Payroll Application) Date: Wed, 2 Feb 2011 08:10:08 -0800 Subject: OSPS E-News ~ 2/3/11 OSPS Users' Forum Reminder Message-ID: We hope that you are planning to attend the OSPS Users' Forum this Thursday, February 3 from 2:00 to 4:00 pm in the Mt. Mazama Room, General Services Building, 1225 Ferry St. SE, Salem. Our agenda includes: 1. Jeanette Miley, Business Analyst, HR Systems and Services, DAS HRSD and Pauline Lewis, OSPS Application Development Analyst will report on the E-PPDB Project, http://www.oregon.gov/DAS/HR/HRSS.shtml#Enhanced_PPDB, and what will change for OSPA 2. Geri Greeno-Sanders, Payroll and Benefits Manager, Oregon Youth Authority offers a payroll class for managers at OYA. She is going to share the class content and her experiences with the class. 3. Kathyron Parsons, OSPS Accountant, has some reminders as we start the Corrected W-2's (W-2c) season and changes to the W-2 reissue process because of the PDF W-2's. 4. Sharon McKeehan, OSPS Manager will talk about our newest addition to the electronic reports website - PDF copies of the 2009 and 2010 W-2's Directions to the GSB: http://go.usa.gov/3Br Parking information: http://go.usa.gov/16k If you wish to participate through iLincOregon, here is the link: https://oregon.ilinc.com/join/vfchmrp You can listen through your computer earphones or dial in by telephone: 1-888-850-4523 iLinc will give you the Passcode when you log in. If you want the handouts ahead of time, contact Katherine.Bremser at state.or.us by 4:30 PM on February 2. See you Thursday! 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/ Data Classification: Level 1 - Published How are we doing? Please complete our customer service survey: http://www.surveymonkey.com/s/SCD_Feedback Your opinion matters Thank You!! -------------- next part -------------- An HTML attachment was scrubbed... URL: From osps-news at listsmart.osl.state.or.us Wed Feb 2 08:48:31 2011 From: osps-news at listsmart.osl.state.or.us (Announcements from OSPS to the users of the Oregon State Payroll Application) Date: Wed, 2 Feb 2011 08:48:31 -0800 Subject: OSPS E-News ~ W-2 Available in PDF Message-ID: Last night the mainframe reports portal was updated to provide access to agency 2009 and 2010 W-2 forms. Those registered and approved by agency management to view online payroll reports will be able to view and print W-2 forms. View of W-2 forms is not provided to those with the limited labor cost report view. When you log on, please review the front page message about access, use and security of W-2 information. Let us know if you have any questions. We hope this will resource will be useful to agency payroll offices. 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://www.oregon.gov/DAS/SCD/OSPS/ How are we doing? Please complete our customer service survey: http://www.surveymonkey.com/s/SCD_Feedback Your opinion matters Thank You! -------------- next part -------------- An HTML attachment was scrubbed... URL: From osps-news at listsmart.osl.state.or.us Thu Feb 3 16:30:13 2011 From: osps-news at listsmart.osl.state.or.us (Announcements from OSPS to the users of the Oregon State Payroll Application) Date: Thu, 3 Feb 2011 16:30:13 -0800 Subject: OSPS E-News ~ Frequently Used Screens in OSPA Class Message-ID: If you are planning to attend the Frequently Used Screens in OSPA class, please register in iLearnOregon, http://go.usa.gov/iE6 by 5:00 pm on Monday, February 7. The class is Thursday, February 10, from 8:30 am to 4:30 pm in Room 105, Veterans' Affairs Building, 700 Summer St. NE, Salem, We are also offering this class through iLincOregon. Register for the session that includes iLincOregon in the title. This is a hands-on, computer-based class. We will look at how the PTB1, PTB2, PTD1, PTD2, PTW1, P010, P020, P030, P050, P070, P090/P091, P191, P192, P370 and P430 display or impact leave, PEBB benefits, PERS, and payroll taxes and assessments. Just a reminder - SCD charges a $50.00 no show fee if a student registers for a computer-based class and does not attend, cancel 48 hours before the class or send a substitute. If you have questions, please contact Katherine.Bremser at state.or.us , 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 Online Resource Center: http://oregon.gov/DAS/SCD/OSPS/ Data Classification: Level 1 - Published How are we doing? Please complete our customer service survey: http://www.surveymonkey.com/s/SCD_Feedback Your opinion matters Thank You!! -------------- next part -------------- An HTML attachment was scrubbed... URL: From osps-news at listsmart.osl.state.or.us Fri Feb 4 10:13:36 2011 From: osps-news at listsmart.osl.state.or.us (Announcements from OSPS to the users of the Oregon State Payroll Application) Date: Fri, 4 Feb 2011 10:13:36 -0800 Subject: OSPS E-News ~ iLinc Recording of the 2/3/11 Forum Message-ID: For those of you who were not able to attend yesterday's forum or would like a refresher, the iLinc recording is now in our on-line resources: http://oregon.gov/DAS/SCD/OSPS/training.shtml#OSPA_User_Forums It will ask you for your name and e-mail address. It does not require advance "registration." 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/ Data Classification: Level 1 - Published How are we doing? Please complete our customer service survey: http://www.surveymonkey.com/s/SCD_Feedback Your opinion matters Thank You!! -------------- next part -------------- An HTML attachment was scrubbed... URL: From osps-news at listsmart.osl.state.or.us Wed Feb 9 08:30:37 2011 From: osps-news at listsmart.osl.state.or.us (Announcements from OSPS to the users of the Oregon State Payroll Application) Date: Wed, 9 Feb 2011 08:30:37 -0800 Subject: OSPS E-News ~ FW: Project Update - OSPA Online Reports Message-ID: OSPS Project Update - Online Reports NEW REPORTS Effective with January Run 2 the following reports will now be available from the OSPS report portal. These were previously sent on paper by Kathyron Parsons and relate to year-to-date payroll totals and net pay negatives; conditions that require review and possible correction. Report Name Frequency XREF68N-YeartoDateNegatives Run 2 E305-007-NegativeVendorDedsUsedInVendorCheckPrint Run 2 E357-030-SeparatedEmployeesWithNetPayPositiveAdjustments Run 2 Effective with February Run 1 your reports menu will include a new report that details insurance adjustments. This will feature "A" one-time adjustments and will be presented in the same format as the "W" and "F" insurance adjustments. This report is informational and provides detail of insurance that would not have been granted by the payroll calculation and has been manually granted as a payroll adjustment. Also, the net pay negative report you previously received from Kathyron Parsons will be available as a .pdf. This report details payroll overpayments that require review and possible action or correction. Report Name Frequency E315-009D Payroll Deduction Adjustments (A) Other - one time Run 1 & Run 2 E260-200 - Net Pay Negative Report Run 1 CHANGED REPORTS Report Name Changes effective January Run 2 E315-009A - Employee Unqualified For State Pay Benefits Removed redundant column headings "deduction type" and "tally" E315-009B Payroll Deduction Adjustments (W) Added the word "ongoing" to the report title for clarity E315-009-C Payroll Deduction Adjustments (F) Added the term "FMLA" to the report title for clarity XREF51 - Insurance Exceptions Removed references to "A", "F" & "W" adjustments making the report smaller. Also fixed the message "no dental insurance" not needed now that employees can opt out of dental coverage. We hope these changes to the menu of payroll management reports will be useful and provide enhanced information. We thank the staff at DAS Payroll for their suggestion to remove the forced insurance adjustments from the XREF51 report. 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://www.oregon.gov/DAS/SCD/OSPS/ How are we doing? Please complete our customer service survey: http://www.surveymonkey.com/s/SCD_Feedback Your opinion matters Thank You! -------------- next part -------------- An HTML attachment was scrubbed... URL: From osps-news at listsmart.osl.state.or.us Fri Feb 11 09:13:34 2011 From: osps-news at listsmart.osl.state.or.us (Announcements from OSPS to the users of the Oregon State Payroll Application) Date: Fri, 11 Feb 2011 09:13:34 -0800 Subject: OSPS E-News ~ W-2C Request Form Message-ID: We've published a new form for agency use in requesting W-2 corrections. The new version can be completed online and then printed for signatures and to submit to OSPS. The form provides improvements such as drop-down boxes and Excel entry fields for the correction detail. We hope you will find this new form useful and user friendly. W-2C Request Form: http://oregon.gov/DAS/SCD/OSPS/docs/processtools/CorW2req.pdf 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://www.oregon.gov/DAS/SCD/OSPS/ How are we doing? Please complete our customer service survey: http://www.surveymonkey.com/s/SCD_Feedback Your opinion matters Thank You! -------------- next part -------------- An HTML attachment was scrubbed... URL: From osps-news at listsmart.osl.state.or.us Wed Feb 16 09:51:09 2011 From: osps-news at listsmart.osl.state.or.us (Announcements from OSPS to the users of the Oregon State Payroll Application) Date: Wed, 16 Feb 2011 09:51:09 -0800 Subject: OSPS E-News ~ OSPS Project Update Message-ID: OSPS Project Update - Address Lines on Payroll Checks and Direct Deposit Statements The E-PPDB HR system project that expanded the amount of space available for state employee's names and addresses affects name and address output from OSPA to payroll checks and direct deposit statements. In general, this is a very positive change that will allow us to improve those outputs. Unfortunately, we experienced some delays having check and direct deposit statement form changes processed and we did not have them ready to use in the first payroll that followed PPDB's migration. An unintended consequence of that delay is that some address lines are truncating on payroll documents. This creates problems only if the payroll check or direct deposit statement is mailed in a window envelope. We have coordinated with PPDB on this issue but would also like to suggest that you coordinate with your agency HR partners and ask them to not move address line 2 data to address line 1 until we have completed the work on our documents. We will notify through OSPS E-News as soon as our changes have been finalized. We are hoping that will be completed this week and we can use the new formats for February Run 1. We apologize for any inconvenience this has caused. Oregon Statewide Payroll Services Sharon McKeehan, Manager 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://www.oregon.gov/DAS/SCD/OSPS/ How are we doing? Please complete our customer service survey: http://www.surveymonkey.com/s/SCD_Feedback Your opinion matters Thank You! -------------- next part -------------- An HTML attachment was scrubbed... URL: From osps-news at listsmart.osl.state.or.us Fri Feb 18 09:09:18 2011 From: osps-news at listsmart.osl.state.or.us (Announcements from OSPS to the users of the Oregon State Payroll Application) Date: Fri, 18 Feb 2011 09:09:18 -0800 Subject: OSPS E-News ~ OSPS Project Update - Reports Distribution Message-ID: OSPS Project Update - Change in Reports Distribution Effective February Run 1 In our continuing effort to better serve our agency partners, OSPS is piloting a new method of report distribution. Effective with February Run 1 reports paper reports & time sheets will be directly distributed to agencies by DAS Mail Services. All agencies will receive the OSPS paper reports & time sheets via shuttle. Reports will be printed the night of 2/23 and will be securely packaged and shuttled on 2/24. (later arrival in Portland and Eugene) This will eliminate the need for agencies to have a designated person to pick up their reports from OSPS. Additionally agencies will no longer need to maintain a list of persons that need access to the OSPS distribution room. With the success of this change, the OSPS distribution room will be eliminated. ? If your agency no longer has the need for paper reports please let OSPS know at your earliest convenience. ? There are no changes in how checks are distributed. ? Your feedback on the delivery of reports will be very useful to us in determining the success of the pilot project. Thank you for your continued support as we work to better serve you. 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://www.oregon.gov/DAS/SCD/OSPS/ How are we doing? Please complete our customer service survey: http://www.surveymonkey.com/s/SCD_Feedback Your opinion matters Thank You! -------------- next part -------------- An HTML attachment was scrubbed... URL: From osps-news at listsmart.osl.state.or.us Tue Feb 22 07:51:16 2011 From: osps-news at listsmart.osl.state.or.us (Announcements from OSPS to the users of the Oregon State Payroll Application) Date: Tue, 22 Feb 2011 07:51:16 -0800 Subject: OSPS E-News ~ OSPS Project Update - Checks and Pay Statements Message-ID: OSPS Project Update - Display Changes to Direct Deposit Statements and Paychecks Effective with February Run 1 payroll, we will implement changes to payroll documents resulting from the recent updates to the state's personnel system PPDB. The E-PPDB project expanded name fields and added a field for state e-mail address. Expanded Name Fields While OSPA cannot receive the expanded name to populate screens, we can take advantage of the change in PPDB by creating a crosswalk to our payroll and W-2 documents. The key change is that names will now be formatted as first name, middle initial, last name, suffix. Previously the format was last name, first name middle name, suffix. We will use whatever is in the first name field (all 20 characters), the first letter (if any) of the middle name, all of the last name (30 characters) and the suffix (if any). OSPA will use legal names as entered into the state HR system. State employees with long or compound names will see a positive change with more of their names displayed on output documents. Employees who use their middle name instead of their first name will notice a change in that paychecks will be made payable to them using their legal first name and their middle initial. Previously, checks displayed both the first and middle names. Here are some examples. As displayed on OSPA screens and previously on direct deposit statements and paychecks Changed display on direct deposit statements and paychecks Smith, Polly A Polly A Smith Smith, Polly Ann Polly A Smith Jones, Frank J Jr Frank J Jones Jr Jones, Frank Joseph Jr Frank J Jones Jr Smith Jones, Mary Ann (Mary Ann is first name) Mary Ann Smith Jones Smith Jones, Mary Ann Jean (with middle name) Mary Ann J Smith Jones The size of the window envelope used for payroll documents also affects the name display. In order to maximize the space, we have moved the Crew Unit from the right hand side to the top of the name. Before: Smith, Polly A 1209 Address 1 Address 2 City/State/Zip After: 1209 Polly A Xxxxxxxxxxxxxxxxxxx Address 1 Address 2 (if there is one) City/State/Zip We will be able to use the expanded address fields so that many addresses that previously required two lines will fit on one line. E-Mail Address State E-Mail Address is one of the new fields added to the employees' PPDB record. The initial population of this field with the E-PPDB Phase one implementation was accomplished by loading the state email address currently in the iLearn system and from spreadsheets provided by the agencies. Since there is no statewide automated process to continually update the State email address, agency HR offices are responsible to enter or update this field as employees are appointed or transferred from one agency to another. HR Systems inquired if there was additional space on the check stub if the employee's state email address could also be added. This would give the employee the opportunity to not only verify that their name and addresses are correct on the check stub but to also verify their state email address and report any discrepancies to their agency HR office. Maintaining accurate information in the PPDB system ensures accuracy in the many other systems that rely on information from the PPDB system such as payroll, PERS and PEBB. OSPS believed that this was a worthwhile project and wished to participate on a cooperative basis with PPDB to help them build a functional database of e-mail addresses. 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://www.oregon.gov/DAS/SCD/OSPS/ How are we doing? Please complete our customer service survey: http://www.surveymonkey.com/s/SCD_Feedback Your opinion matters Thank You! -------------- next part -------------- An HTML attachment was scrubbed... URL: -------------- next part -------------- A non-text attachment was scrubbed... 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