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
P435 Screen This is how
the P435 will look after a P050 adjustment has been processed.
J
SVC
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
ADJ OR CLR ACCT HOURS
REMAIN TIME
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
?
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
DAS/State Controller's Division
(503) 378-6777 ext. 230
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