OSPA LARS Leave Reports

1
OSPA / LARS Leave Reports

• Oregon Statewide Payroll Services

2
Class Objectives

• By the end of class, students will be able to
• List the three OSPA screens that establish
  business rules for leave
• Describe how LARS treats vacation, personal
  business, and accrued compensatory time
• Tie the details of the Leave Accrual Registers to
  other leave reports and OSPA screens

3
Class Outline

• LARS Review
• Accrued Leave
• Vacation
• Personal Business
• Accrued Compensatory Time
• Separating Employees
• Adjustments to Closed Pay Periods
• Non-accrued Leave

4
Class Handouts

• PowerPoint slides
• Screen prints
• Report samples
• Reference Manual
• Interfaces, Leave Accrual and Reporting System
• Reports, Leave Accrual Register
• Exercises 1 - 4

5
LARS Review

• Leave Accrual and Reporting System
• Leave accrual runs the next night after each
  final payroll run 2 (Processing Calendar)
• Accrued and non-accrued leave
• Accrued leave has a positive balance
• Non-accrued leave has a negative balance (leave
  used)

6
LARS Screens

• P430 Employee Leave Data
• Inquiry only
• All the employees leave balances
• P435 Employee Leave Data
• Data entry and inquiry
• By leave type
• Leave entries made since last leave accrual
• P420 Leave Clearing Account Balances
• For separated or transferring employees
• ML, PB, PR, SL, VA

7
Application Controls

• Payroll Benefit Package Table
• P030 Job Status Data

8
PTB1 Payroll Benefit Package Table
9
PTB1 Fields

• DESCRIPTION VACATION LC
• ACCR MO Month LARS will give employee a leave
  balance
• ACCR RATE - of hrs LARS will accrue
• MAX ALLWD Maximum of hrs employee may have

10
PTB1 Fields Contd

• MON Month balance will go to zero
• MAX USE Maximum amount employee may use
• WAIT Number of employment months before
  employee can use the leave

11
PTB2 Payroll Benefit Package Table
12
PTB2 Fields

• LV TP
• A paid accruable leave (positive balance)
• N not a leave code
• P paid but not accrued (negative balance)
• U unpaid, does not count toward hours worked
• W unpaid, counts toward hours worked (LA)
• O/T MLT
• Enter actual time worked
• For overtime or compensatory time, LARS will use
  multiplier

13
P030 Job Status Data

• P030 OR,,1,999999 JOB
  STATUS DATA 030
• LASTNAME, FIRSTNAME I
• JOB STATUS INFO
  CONCURRENT JOB INFO
• JOB STAT START/STOP 110108/999999
  REPORT DISTR CD 140
• PERS AGY/POS/DFC/SC /0313322/0/0
  RECOG SVC DT 010290
• PT-FT CD/PCT F/1.0000
  CITY CNTY CD 24/M
• APPOINTMENT TYP DT/CD 052200/P
  STANDARD HRS PER DAY 8.000
• EMP REPR/CLS/OPT/STEP OA /C1339 /A/A/09
  MASS TRANSIT DIST S
• PERSONNEL TRANS CD 814
  TIMESHEET CD N
• BENEFIT PKG CD CO
• LEAVE ACCRUAL SVC CD 4
  EMPLOYEE ID
• PERS JOB CLASS CODE 1
• CREW-UNIT 1406
• WAGE BASIS CD S
• PERSONNEL BASE RATE 5187.00 ---FUND
  SPLITS--- -FIXED MLY DIFFS--
• ADJUSTED BASE 5187.00 LABOR
  COSTING PCT PAY PCT/ PCT/
• PERSONNEL PAY RATE 5187.00
  TYPE AMT AMT
• EQUIVALENT RATE 29.93
  CD

14
P030 Fields

• PT-FT CD/PCT accrued leave is pro-rated by
  hours worked
• BENEFIT PKG CD
• Determines eligibility and rules
• Leave code must be in benefit package
• LEAVE ACCRUAL SVC CD
• LASC
• From the PPDB / ASI program
• Determines monthly vacation accrual
• PTB2 VACATION LC

15
P030 Fields Contd

• O-T/FLSA CD
• If PTB2 O/T ELG Y, O-T must Y
• FLSA
• E Exempt
• N Not exempt
• X Exempt, Legislative Branch
• RECOG SVC DT affects LASC

16
Leave Accrual Registers

• Summarized accounting of months leave activity
  by employee
• Report numbers
• B470C and B470CM are by RDC
• B470D and B470S are by employee name
• B470S only includes employees with comments
• B470CM is for managers and has less detail

17
Exercise 1
18
Vacation

• Based upon Leave Accrual Service Code (LASC)
• P030 LEAVE ACCRUAL SVC CD
• PTB1 ACCR RATE
• PPDB Automated Step Increase (ASI)
• Runs the 3rd working day of the month
• Produces audit report 1st month
• Updates LASC 2nd month for prior month
• Some benefit packages change mid-month

19
VA - New Employees

• Eligible employees will begin receiving accruals
  the first month of employment
• Benefit package determines when employee may
  first use (PTB1 WAIT)
• NOT YET USABLE on the Registers

20
Pro-rating Leave Accrual

• May prorate if
• Employee worked
• New job segment, including
• LEAVE ACCRUAL SVC CD changed mid-month
• Displays with BASIS on Register
• EEs Regular Paid Hours Full-time hours for
  work schedule for month X monthly accrual rate

21

Most benefit packages require that the employee
have 32 regular paid hours to accrue sick and
vacation for a month

LARS will NOT accrue if

Separation code, other than 80, and date OR

Leave of absence code and date without end date

22

Under other circumstances, LARS will

Accrue leave

LESS THAN 32HRS AND ACCL on Registers

If the employee is not eligible, adjust the
leaves to take away the accrual

23
VA - Maximum Balance

• Benefit packages establish maximum balance of
  vacation the employee may have (PTB1 MAX ALLWD)
• Month before employee will exceed
• IN DANGER OF LOSING on the Registers
• Month exceeds
• LOST LEAVE on Registers
• Hours in LOST column

24
Exercise 2
25
Personal Business - Annual

• IN DANGER OF LOSING on Registers after April
  leave accrual
• Existing balance zeroed out for June 30 (PTB1
  MON)
• LOST LEAVE on Registers
• Eligible employees receive new balance for July 1
  (PTB1 ACCR MO)
• Pro-rated for part-time and job share
• Check accuracy

26
PB New Employees

• Accrued first month entered in the PPDB (PTB1
  ACCR RATE)
• Unless employee will not be able to use before
  June 30
• May not use until PTB1 WAIT (05)
• NET YET USABLE on the registers

27
PB Transfers

• Will accrue new balance in gaining agency as
  though new employee
• Losing agency
• If remaining balance, transfer to clearing
  account with 0630YY expiration date
• If zero balance, notify gaining agency
• Gaining agency
• Review accruals
• Adjust balance

28
E460 Adjustments Transfers

• Displays entries made on the P435 Employee Leave
  Data
• DESC
• ADJTMT adjustment
• XFRNCA from clearing account
• XFRNJB from another concurrent job
• XFROCA to clearing account
• XFROJB to another concurrent job

29
Exercise 3
30
Miscellaneous

• Compensatory Time
• Separating Employees
• Corrections to Closed Pay Periods
• Non-accrued Leave

31
Compensatory Time

• FLSA Non-exempt
• SEIU-OPEU Exempt
• Maximum balance

32
FLSA Non-exempt

• CBA may require agency to pay-off balance at end
  of fiscal year
• 60 days before June 30, Registers will have IN
  DANGER OF LOSING
• LARS does not adjust the balance

33
E404-09-1

• E404-09-01 Agency Employees with Leave Type CT
• Printed for March and June leave accrual
• May need to pay-off by June 30

34
SEIU-OPEU FLSA Exempt

• Article 32, Section 4(b) of the SEIU Master
  Contract
• Accrued straight time
• Must be used by June 30, unless agree to carry
  over ST earned in last 90 days
• Does not have cash value, unless not allowed to
  take time off
• LARS does not adjust the balance

35
E475-B

• OPEU FLSA Exempt Employees with CT / ST Balances
• Printed with March leave accruals

36
CT - Maximum Balance

• State policy and some CBAs limit amount of CT
  employee may accrue (PTB1 MAX ALLWD)
• When reaching maximum, register will include IN
  DANGER OF LOSING
• When exceeded, LARS reduces balance to maximum
  and includes LOST LEAVE on the registers

37
E404-25-1

• Lost Leave Accrual CT Balances
• Printed for each leave accrual
• For employees
• Verify eligibility for comp time pay-off
• Restore lost leave (P435, positive HOURS LEAVE
  and negative TIME LOST)
• Pay it off (P050, PAY TYP CTP, RATE, UNITS)

38
Separating Employees

• Advance SL VA accruals for current (or prior
  current) month(s)
• Transfer SL PB to Clearing Account
• Evaluate VA CT for eligibility for pay-off
• Adjust other leave balances to 000.00

39
E492

• Terminated Employees with Leave Balances
• Includes CT, ML, PB, PR, SL, VA
• Registers will also include SEPARATED EMPLOYEE
  HAS LEAVE BALANCE

40
Changes to Closed Periods

• P190 Payroll Register Data, Corr Flag Y for
  closed pay period
• LARS will adjust balances if
• Corrective will change employees pay
• Employees total hours changed
• Leave element changed on the PTB1 or PTB2
• Changes will be on Leave Registers with different
  PER-END date

41
E461-01

• Leave Adjustments Made to Closed Periods
• Displays the changes
• Make sure adjustments are correct
• Make sure application made the necessary changes

42
Non-accrued Leave

• Has negative balance
• LARS adjusts to zero
• Each year (PTB1 MON)
• AD Administrative June
• DL Discretionary June
• FL Bereavement June if 50 hrs.
• GL Governors - October
• ML Military September
• XT Administrative - June

43
Non-accrued Contd

• Each biennium
• EL Education
• FL Bereavement
• JD Jury
• LWOP
• MPL Multi-Purpose
• RL Relocation
• UBP Union Business

44
Exercise 4
45
Questions / Comments?
46
Evaluation

• iLearnOregon https//ilearn.oregon.gov/Kview/Cus
  tomCodeBehind/Base/Login/Login.aspx
• My WorkSpace, My Transcript, Take Survey