OSPS E-News ~ Leave Accrual Issue

Wed Feb 5 16:36:56 PST 2020

Update:

After further testing, we have determined that the 'Remain Adv' entries described below and setting correctives will not be necessary, as our testing has shown that the leave accrual process will not give back the originally under accrued hours when a corrective for December is set.  Our first entry we made to the 'Leave Hours' on the P435 to add back the hours that were not accrued will be the only needed entry and will completely rectify the issue. As often happens, the simplest solution is usually the best.

Thanks for everyone's patience regarding this issue.  Please reach out to myself or the new OSPS Manager, Jason Robinson if you have further questions.

Thanks,

Matthew Riley, CPA
OSPS Sr. Application Analyst
DAS | Oregon Statewide Payroll Services
(503) 373-0254 - direct
(503) 378-3518 - fax
http://oregon.gov/DAS/Financial/payroll/Pages/index.aspx

From: OSPS-News <osps-news-bounces at listsmart.osl.state.or.us> On Behalf Of Announcements from OSPS to the users of the Oregon State Payroll Application via OSPS-News
Sent: Thursday, January 30, 2020 5:07 PM
To: osps-news at listsmart.osl.state.or.us
Subject: Re: OSPS E-News ~ Leave Accrual Issue

UPDATE:

Working with input from agencies we have refined the solution for the issue from the last Leave Accrual cycle where employees who used CTL or ST had their VA accruals prorated erroneously.

Back on January 14th OSPS programmatically made P435 adjustments to the Leave Hours field for each affected employee to give back the erroneously prorated leave.  This adjustment was for all of the affected pay periods, if there were corrections to months prior to December. This was done immediately so employees would have access to use their true VA leave balances.

We also provided the true leave balances to Workday at that time.

After further consideration, and in collaboration with multiple agencies, it was pointed out that if future correctives were made to December it would cause the prorated leave to be "re-accrued", effectively doubling the prorated hours when considering the P435 adjustment already made.

To alleviate agencies from having to manually track these adjustments for the rest of the year, in case correctives are set for December, and the system gives back the prorated leave a second time, we have a second adjustment to make.

The next step will be to systematically put an amount in the Remain Adv column of the prior P435 entry for the amount that is attributable to the December Pay Period proration.  December correctives will then be set for those employees, so the system will give back the prorated VA for December, but will be offset by the Remain Adv hours so it doesn't double the leave given back to the employee, and won't be an issue going forward. This will be done in time for January Run 2 and January Leave Accrual.

In addition, because we are setting the correctives for these employees to fix an issue that was system caused, the agencies will not be charged for those correctives.

If you have any questions, please feel free to reach out to myself or Jason Robinson, OSPS Manager.

Thanks,

Matthew Riley, CPA
OSPS Sr. Application Analyst
DAS | Oregon Statewide Payroll Services
(503) 373-0254 - direct
(503) 378-3518 - fax
http://oregon.gov/DAS/Financial/payroll/Pages/index.aspx

From: OSPS-News <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 via OSPS-News
Sent: Tuesday, January 14, 2020 4:39 PM
To: OSPS News (osps-news at listsmart.osl.state.or.us<mailto:osps-news at listsmart.osl.state.or.us>) <osps-news at listsmart.osl.state.or.us<mailto:osps-news at listsmart.osl.state.or.us>>
Subject: OSPS E-News ~ FW: Leave Accrual Issue

UPDATE:  The P435 adjustments will be loaded tonight in PROD.  The Workday leave file is currently being validated and we plan to send it over tonight.

The list of impacted employees will be sent out tomorrow morning.

From: OSPS-News <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 via OSPS-News
Sent: Tuesday, January 14, 2020 11:36 AM
To: OSPS News (osps-news at listsmart.osl.state.or.us<mailto:osps-news at listsmart.osl.state.or.us>) <osps-news at listsmart.osl.state.or.us<mailto:osps-news at listsmart.osl.state.or.us>>
Subject: OSPS E-News ~ FW: Leave Accrual Issue

UPDATE:  we have been reviewing the data and have the following game plan.

-          P435 adjustment entries:  we are finalizing the list of employees and the adjustment amount currently.  We will run this in test to validate results.  We plan to add these entries tonight.

-          Workday leave balance file:  we will use the adjustment amount used to make the P435 entries and add to the balance on the file which will update Workday leave balances.

-          List of impacted employees:  once we have tested the P435 adjustments and are good to move forward in production we will send out the list to agency payroll contacts.

-          Agency specific leave files:  if your agency receives a LARS file from DAS OSPS then we are not planning to update that extract file.  If you need that file updated then please reach out to us directly.

-          January 31 paystubs:  the ending balances shown on the paystubs will not include this P435 adjustment.  ePayroll will have the most up to date leave balance.

There will be another eNews sent this afternoon with another update.

We apologize for this error and have already corrected the issue so this does not happen again.

Thanks,
Seth Lewis
DAS Manager

From: OSPS-News <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 via OSPS-News
Sent: Monday, January 13, 2020 10:51 AM
To: osps-news at listsmart.osl.state.or.us<mailto:osps-news at listsmart.osl.state.or.us>
Subject: OSPS E-News ~ Leave Accrual Issue

Hello,

We have discovered an issue with the most recent Leave Accrual where VA is being prorated erroneously when the pay code CTL is used .  We have our programmers looking into it.  We will contact agencies as soon as we find out more information.

Thanks,

Matthew Riley, CPA
OSPS Application Analyst
DAS | Oregon Statewide Payroll Services
(503) 373-0254 - direct
(503) 378-3518 - fax
http://oregon.gov/DAS/Financial/payroll/Pages/index.aspx

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