OSPA Overview

1
OSPA Overview
2
Class Goal

• To provide an overview of OSPA and the payroll
  process for an employee who is new to payroll
  and/or OSPA

3
Class Objectives

• By the end of class, students will be able to
• Define three of the following terms LARS, OAM,
  OPSRP, OSPA, OSPS, PDB, PEBB, PERS, PPDB
• Describe the payroll process, including run 1
  run 2, preliminary final, forecast
• Find the OSPS resources on the Internet

4
Class Objectives Contd

• By the end of class, students will be able to
• Log on off OSPA
• Name three frequently used screens describe how
  they are used
• Navigate to the P030, P032, P160, or P370
  retrieve a record
• Make edits on two of the following screens P001,
  P003, P010, P020, P050, P070

5
Class Outline

• OSPS resources on the Internet
• Introduction to OSPS
• Overview of Payroll Process
• Systems that Share Data with OSPA
• OSPA Reports
• Logging on / off, navigating in OSPA
• Frequently Used Screens

6
Class Handouts

• PowerPoint Slides
• Exercises 1 - 12

7
OSPS Resources on the Internet

• http//www.das.state.or.us/DAS/SCD/OSPS/index.shtm
  l

8
OSPS Web Site

• Forms
• How Do I.....?
• Processing Tools
• Publications
• Resources
• Services
• Training

9
Introduction to OSPS
10
Oregon Statewide Payroll Services (OSPS)

• About Us http//www.oregon.gov/DAS/SCD/OSPS/abou
  t_us.shtml
• Contact Ushttp//www.das.state.or.us/DAS/SCD/OSP
  S/contact_us.shtml

11
Payroll Process Overview
12
Process Summary

• Publications, OSPA Reference Manual, 5th ed.,
  Introduction, Introduction to Payroll
• Pay period calendar month
• Begins on the first day of the month
• Ends on the last day of the month

13
Process Summary Contd

• Two payroll runs for each pay period
• Paydays
• Run 1 generally the 1st of the next month
• Run 2 generally on the 15th of the next month

14
Run 1

• An anticipatory run
• Processes prior to the end of the month
• For FLSA exempt and some salaried employees, OSPA
  forecasts their time for the month to generate
  payment
• The forecast uses the employees work schedule
  status (part-time percentage or full-time)

15
Run 1 Contd

• FLSA exempt and salaried employees with
  forecasted time will receive a payment for run 1,
  even if they have not entered their time
• Hourly temporary employees are paid on the
  lag basis for time actually worked and entered
  in OSPA
• Average of 36,000 payments per month

16
Run 2

• Clean-up run
• Around the 10th of the next month
• Processes entries made after run 1
• Forecasted time adjusted for LWOP, overtime, or
  paid leaves
• Additional time worked for part-time temporary
  employees
• Average 10,000 payments per month

17
Preliminary Run

• Approximately 4 days before payday
• Does not post data to the tables or generate
  payments
• Produces Exception Reports
• Agencies have 1.5 days to make changes enter
  employee time before final run

18
Final Run

• Processes approximately 2 days before payday
• Posts to tables, generates reports payments
• OSPS Processing Calendar (Processing Tools)
  http//www.das.state.or.us/DAS/SCD/OSPS/processtoo
  ls.shtml

19
Exercise 1
20
Introduction to OSPA
21
OSPA Overview

• Publications, OSPA Reference Manual, 5th ed.,
  Introduction, OSPA Overview
• OSPA Oregon State Payroll Application
• State developed, mainframe application
• On-line for December, paid January 1987

22
OSPA Overview Contd

• Governed by
• Over 50 benefit packages
• Over 40 union contracts
• Statewide policy for Management Service,
  Executive Service, Unrepresented employees
• Federal state laws rules

23
Systems that Share Data
Publications, OSPA Reference Manual, 5th ed.,
Interfaces
24
Position Information Control System (PICS)

• Used for budget preparation
• Notifies the PPDB of authorized positions

25
Position and Personnel Database (the PPDB)

• Tracks employee demographics job information,
  including
• Agency
• Job , class, salary step, full or part-time
• Up to 4 work charge codes
• Bargaining unit, benefit package, differentials
• PERS job class code

26
Pebb ? benefits (PDB)

• PEBB Public Employees Benefit Board
• pebb.benefits https//pebb.benefits.oregon.gov

27
PEBB Required Benefits

• Basic life (agency PEBB paid)
• Dental
• Medical
• Vision, if medical PPO

28
PEBB Optional Benefits

• Accidental death dismemberment
• Health child care flexible spending accounts
• Long short-term disability
• Long-term care
• Optional life

29
Pebb ? benefits Process
Employee demographics sent nightly
PPDB
PDB
Benefit changes for open months sent to OSPA
every 2 min
Total PDB database sent to carriers every Friday
Employee hours P070s to PEBB monthly after run
2
Carriers reconcile PDB / OSPA data
OSPA
Carriers
ACH payments after each run electronic report
after run 2 to carriers
30
PERS Retirement Plans

• PERS Public Employees Retirement System
• Tier 1 defined benefit plan for public
  employees hired before 1/1/96
• Tier 2 defined benefit plan for public
  employees hired between 1/1/96 8/28/03

31
PERS Contd

• OPSRP Oregon Public Service Retirement Plan for
  employees hired after 8/29/03
• Defined benefit plan funded by employers
  contribution or state match
• Defined contribution plan or Individual Account
  Program (IAP) funded by employees contribution
  or state pick-up

32
PERS EDX/jClarety

• EDX Employer Data Exchange, an electronic
  reporting tool to jClarety
• jClarety web-based retirement system
• Implemented January 2004

33
Data Exchange After Run 2

• Electronic file to EDX/jClarety
• Employee / job status changes from the PPDB
• Hours worked and contributions from OSPA
• Electronic payment from OSPS for employee
  employer contributions

34
Oregon Savings Growth Plan (OSGP)

• 457 Deferred Compensation Plan
• Administered by ING
• Employee manages participation by
• Paper form to Payroll, forwarded to ING
• 1-800 Customer Service
• ING web site

35
OSGP Contd

• ING sends electronic file to OSPA for preliminary
  run 2 to add, change, or delete contributions
• Employee may have fixed amount or of gross pay
  deduction

36
Leave Accrual and Reporting System (LARS)

• Database to maintain leave balances by employee,
  job, leave type
• LARS updates leave accruals generally one day
  after OSPA final run 2 (see processing calendar)
• OSPA edits leave entered against leave balances
  and interfaces leave taken to LARS

37
Savings Bonds Data Base

• Employee bond purchases entered on OSPA P070
  Savings Bonds P080
• Deduction taken from employees pay during run 1
  held in escrow account at Treasury
• OSPS reconciles electronically purchases bonds
  from Federal Reserve Bank in Kansas City after
  final run 2

38
SFMA / RSTARS

• SFMA Statewide Financial Management Application
  (RSTARS ADPICS)
• RSTARS Relational Statewide Accounting
  Reporting System

39
RSTARS Contd

• RSTARS is the general ledger for the state
• General ledger accounting records that support
  the states financial statements
• CAFR Comprehensive Annual Financial Report

40
RSTARS Contd

• Work charges determine how costs post to RSTARS
• Interfaced from the PPDB (OSPA P030)
• Entered on P003, P004, or P050
• Interfaced to RSTARS after each final run at
  summary level
• Agency
• PCA, index, grant, and/or project
• Agency or comptroller object

41
RSTARS Contd

• Agencies reimburse the Joint Payroll Account
  through RSTARS generated transactions
• Reports
• J308 OSPA Detail Labor Distribution and Prorate
• RSTARS EXREF90 series of reports

42
Payroll Datamart

• Publications, Reference Manual, OSPA Datamart
• Updated monthly, after final run 2
• Data from 07/01/01 to present
• Earliest data archived each biennium
• Maintained by Statewide Accounting Reporting
  Section (SARS)
• Use Microsoft Access or Hyperion

43
Oregon State Treasury

• Bank for state agencies
• OSPS accounts include
• Joint Payroll Account (JPA)
• Mass Transit Assistance Account
• JPA is zero-balance or revolving account
• Agencies reimburse JPA after each payroll run

44
Exercise 2
45
OSPA Reports

• Publications, OSPA Reference Manual, 5th Ed.,
  Report Descriptions
• Reports produced with each run include
• Exception Reports
• Payroll Registers
• Reports to help manage payroll, e.g. PEBB
  Domestic Partner Report

46
Logging On, Navigating, Editing

• Publications, OSPA Reference Manual,
  Introduction, OSPA Overview

47
Mainframe Trivia

• RACF Resource Access Control Facility a
  database that determines who has access to the
  mainframe
• CICS Customer Information Control System

48
Trivia Contd

• Emulation / Emulator a software program that
  allows your PC to behave like a mainframe
  terminal
• Mainframe computer that can support thousands
  of users running multiple programs at once

49
OSPA Security

• Userid from the PPDB identifies each individual
  user by a given agency job
• Terminal id identified in CICS table
• Security table in OSPA defines level of use
  functions available

50
Security Contd

• Level of use none, display only, update
• Functions for Agency Staff
• Time Capture
• Gross Pay Adjustments
• Deductions
• Leave
• Tables (display only)

51
Logging On

• Mainframe Menu
• E23 DASCICSP for real work
• D28 OSPSTRNG for class

52
Steps to Log-on

• E21 ENTER
• PAUSE
• CESN ENTER
• USER ID TAB
• PASSWORD ENTER
• PUIS agency number ENTER
• RACF ID ENTER

53
Passwords

• DO NOT SHARE YOUR PASSWORD!
• OSPA records your terminal name on payroll
  transactions
• Guidelines help in changing mainframe
  passwords http//www.oregon.gov/DAS/EISPD/ESO/Sy
  stem_Access_Security.shtml

54
When You Forget Your Password

• If you enter your password incorrectly three
  times in a row, your security will be revoked
• E-mail DAS.USERADMIN_at_DAS.STATE.OR.US
• Subject Password Reset
• Message Name, userid, and system (OSPA)

55
Reset Password Contd

• Technology Support Center will send e-mail with
  temporary password
• You must change the temporary password the first
  time you log-on

56
Accessing Screens

• View a screen screen number ENTER
• View a screen retrieve a record screen,
  required data ENTER
• See OSPA Reference Manual, Screen Descriptions
  for required data
• List of screens OSPA Reference Manual, Appendix
  I

57
Entering / Editing Data

• May change a field that has a ?
• (A)dd, (C)hange, (D)elete over the ?
• Press ENTER to save entry
• Look for message TRANSACTION (or UPDATE)
  COMPLETE

58
Frequently Used OSPA Screens
Publications, OSPA Reference Manual, 5th Ed.,
Screen Descriptions
59
Frequently Used Screens

• Tables
• Pay leave codes, PTB1 PTB2
• Deduction codes, PTD1 PTD2
• Work schedules, PTW1 PTW2
• Employee Information
• P160 Name Locator
• P032 Job Status Display
• P030 Job Status Data

60
Screens Contd

• Setting Parameters
• P010 Withholding Data / Locator Data
• P020 Work Schedule Data
• Deductions Adjustments
• P070 Deductions Deduction Adjustments
• P050 Gross Pay Adjustments
• P080 Bond Data Entry
• P081 Person Locator

61
Screens Contd

• Time
• Time capture (timeshees) P001, P003, P002
• On-line Daily Time (ODT) P004, P005, P006,
  P007, PSEC

62
Screens Contd

• Summary Inquiries
• P370 Calculation of Current Pay-off
• P090 P091 YTD Wages, Taxes Retirement
• P190 Payroll Register Data
• P191 Register Summary
• P192 Register Listing

63
LARS Screens

• P430 Displays leave balances
• P435 Provides functionality to adjust leave
  balances
• P420 Displays leave in Clearing Account

64
Tables
65
Pay and Leave Codes
66
Pay and Leave Codes

• Over 100 codes
• Defined by bargaining agreement and statewide
  policy
• Listed by benefit package code
• Entered on P050 Time Entry screens in the PPDB

67
Pay Codes Contd

• Payroll Benefit Package Table provides controls
  definitions
• PTB1 PTB2 provide inquiry access
• Publications, OSPA Reference Manual, 5th ed.,
  Appendices
• Appendix H Benefit Packages
• Appendix B Pay Leave Codes

68
PTB1 Payroll Benefit Package Table
69
PTB2 Payroll Benefit Package Table
70
Exercise 3
71
Deduction Codes
72
Deductions

• Mandatory deductions
• Part of payroll calculations
• Includes federal state income taxes, social
  security, Medicare, workers comp
• Voluntary deductions
• Entered on the P070
• Includes PEBB benefits, deferred comp, parking,
  charitable fund drive, union dues, etc.
• Wage withholding orders

73
OSPA Deduction Codes

• Maintained on Payroll Deduction Table
• Entered on the P070
• PTD1 payee agencies that may use
• PTD2 plans costs
• Publications, OPSA Reference Manual, 5th Ed.,
  Appendices, Appendix C

74
PTD1 Payroll Deduction Table
75
PTD2 Payroll Deduction Table
76
Exercise 4
77
Work Schedule Codes
78
Work Schedule

• Schedules may be 7-day or 14-day
• With 7-day
• Schedule is same every week
• Totals 40 hours / week
• With 14-day
• Schedule will vary between 1st 2nd weeks
• Totals 80 hours over 2 weeks 1 week may be lt40
  hrs the other gt40 hrs
• All schedules begin on Sunday

79
Work Schedule Code Resources

• Publications, OSPA Reference Manual, 5th Ed.,
  Appendices, Appendix A
• Schedule Code Database
• Requires Access 2000 or above
• You must download to your computer
• Does queries by day of hours
• 7-Day 14-Day Work Schedules (PDF)
• Schedules are in ascending order by day i.e.
  schedules with 0 hours for Sunday will be first

80
PTW1 Payroll Work Schedule Table
81
PTW2 Payroll Work Schedule Table
82
Exercise 5
83
Employee Information
84
P160 Name Locator

• Alpha inquiry to find employees agency, SSN, and
  employee id
• P160 last name
• Includes sounds like

85
P160 Name Locator
86
P032 Job Status Display

• Displays job segments for an employee by agency
  concurrent job
• P032 SSN or Employee ID agency
• Use JOB STATUS START / STOP dates to inquire on
  the P030 for prior segments

87
P032 Job Status Display

• P032 OR 1 999999 JOB
  STATUS DISPLAY
• LASTNAME, FIRSTNAME I
• JD09 LAST
  PAGE
• CC JOB 1 START/STOP DATES 110108 /
  999999 RECOG SVC DATE 010290
• PERS AGY POSITION 0313322 DFC 0
  SC 0
• ADDITIONAL JOB STATUS INFO
• CONC --JOB STATUS--- PERSONNEL
  RECOG DBL FIL SEP
• JOB START STOP AGENCY REPR/CLASS
  POSITION SVC DT CODE CODE
• 1 070105 063006 OA C1339
  0313322 010290 0 0
• 1 070106 113006 OA C1339
  0313322 010290 0 0
• 1 120106 063007 OA C1339
  0313322 010290 0 0
• 1 070107 103108 OA C1339
  0313322 010290 0 0
• 1 110108 999999 OA C1339
  0313322 010290 0 0

88
P030 Job Status Data

• Data interfaced to OSPA from the PPDB
• Inquiry only
• P030 SSN or Employee ID agency

89
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

90
Exercise 6
91
Setting Parameters
92
Retirement Contributions, Tax Withholding,
Insurance Waiver
93
P010 Withholding Data / Locator Data

• Serves multiple purposes
• Separation / manual check date
• Retirement contributions
• Tax withholding
• Insurance waiver
• P010 SSN or Employee ID agency

94
P010 Contd

• Update capabilities differ with area of screen,
  see screen description
• DO NOT change withholding information after run 1
  final for that month.

95
P010 Withholding Data/Locator Data

• P010 OR
  WITHHOLDING DATA / LOCATOR DATA 010
• LASTNAME, FIRSTNAME I WH02
  ENTER UPDATES
• RDC/CREW/CST CTR 140
  ----------MANDATORY WITHHOLDING----------
• ? TAX DATA FOLLOW-UP FLAG N BEG
  DATE STAT EXEM ADDL END DATE
• ? FINAL CHECK ISSUED 000000 ? FED
  000000 00 0000 000000
• ? FINAL CHECK PERIOD ENDING 000000 ? STATE
  000000 00 0000 000000
• ? RETIREMENT START DATE 000000
• EFF ----FEDERAL---- -----STATE----- EIC
  RTMT RTMT RTMT FICA SAIF UNEM
• DATE STAT EXEM ADDL STAT EXEM ADDL CD
  SYST STAT ACCT SUBJ SUBJ SUBJ
• ? 053196 S 00 0000 S 00 0000 N
  S D Y Y Y
• ?
• ----WAIVERS----

96
P010 Reference Manual

• Screen Descriptions, P010
• Recommended Practice
• Taxes, Foreign Nationals
• Taxes, Withholding
• Entry Guide
• PEBB, Waive Benefits
• PERS, Start Contributions

97
P010 Tax Information

• IRS W-4 http//www.irs.gov/pub/irs-pdf/fw4.pdf
• IRS W-5 http//www.irs.gov/pub/irs-pdf/fw5.pdf
• Net Pay / Withholding Calculators
• http//www.irs.gov/individuals/page/0,,idi4806.00
  .html/
• http//www.paycheckcity.com/default.asp
• http//dhrmf.hr.state.or.us8082/cics/cwba/eswebgw
  f/

98
Exercise 7
99
Work Schedules
100
P020 Work Schedule Data

• Publications, OSPA Reference Manual, 5th Ed.,
  Appendices, Appendix A
• P020 SSN or Employee ID agency
• Current schedule has END DATE 999999

101
P020 Contd

• (A)dd, (C)hange, (D)elete on ?
• Use C to correct an error in an original schedule
• Use A when an employees work schedule changes
• If you modify a work schedule after time for the
  affected month has been entered, you must delete
  the time and re-enter!

102
P020 Work Schedule Data

• P020 OR 1 WORK
  SCHEDULE DATA 020
• LASTNAME, FIRSTNAME WR02
  ENTER UPDATES
• START END WS SHIFT
  SHIFT
• DATE DATE CODE START
  CODE
• ?
• ? 010193 999999 AA7 0000
  1

103
Exercise 8
104
Deductions Adjustments
105
P070 Deductions and Deduction Adjustments

• Generally used to reduce employees net pay
• P070 SSN or Employee ID MMDDYY
• MMDDYY end of pay period to which deduction
  applies
• Defaults to end of current calendar month
• May be one-time or on-going (default)

106
Resources for Deduction Codes

• PTD1 PTD2 Payroll Deduction Table
• Reference Manual, Appendices, Appendix C

107
P070 Deductions and Deduction Adjustments

• P070 OR,,123108
  DEDUCTIONS AND DEDUCTION ADJUSTMENTS
• LASTNAME, FIRSTNAME I
• DA98
  PRESS ENTER FOR NEXT PAGE
• A DED PLAN OPE DATE -EMPLOYEE---SHARE-
  JOB EMPLR BOARD VENDOR
• D CODE CODE CD BEGIN END PCT PCT FIXED
  SHR SHARE SHARE SHARE
• J DESC DESC GRS NET AMOUNT
  PCT
• ? BK11 N 033108 022809 30.00
  .00 .00 .00
• FOOD BANK COMM 2008
  TRANS DATE 031008
• ACH ACCT ACCT CD
• ? AKNN 001 N 123199 999999 .00
  .00 .00 .00
• LONGTERM DIS 90 DAY/66 COMM
  TRANS DATE 111699
• ACH ACCT ACCT CD
• ? DCNN 100 N 093006 999999 765.00
  .00 .00 .00
• DEF/COMP REGULAR COMM
  TRANS DATE 090706
• ACH ACCT ACCT CD

108
P050 Gross Pay Adjustments

• Generally used to increase employees pay
• P050 SSN or Employee ID MMDDYY
• MMDDYY end of pay period in effect
• Defaults to end of current calendar month
• May be one-time (default) or on-going
• Concurrent job specific

109
Examples of Adjustments

• Pay differentials not entered in the PPDB or on
  the timesheet
• Expense reimbursements
• Fringe benefits
• Leave payoffs
• Lump sum or special payments
• Volunteer codes

110
Resources for Codes

• PTB1 PTB2 Payroll Benefit Package Table
• Reference Manual, Appendix B H

111
P050 Gross Pay Adjustments

• P050 OR,,1,123108 GROSS PAY
  ADJUSTMENTS ON FILE
• LASTNAME, FIRSTNAME I
• PAY STRT STOP ADJ
  DAYS TRAN
• TYP DATE DATE TYP RATE UNITS AMOUNT
  WRKD DATE ERROR MSG
• ? IR 123199 999999 .00 .00
  .00 101899
• INS RETURN PRO
  COMMENT INS RETURN
• ? A
• 
  COMMENT
• ? A
• 
  COMMENT
• ? A
• 
  COMMENT
• ? A

112
Exercise 9
113
Employee Time Leave
114
Employee Time Leave Resources

• Reference Manual
• Screen Descriptions, P001, P002, P003, P004,
  P005, P006, P007
• Entry Guides ODT and Time Capture
• OAM 45.07.00 PO, Time Record Approval (Resources,
  Oregon Accounting Manual P/R)

115
OAM 45.07.00 Time Record Approval

• Employees are expected to give accurate timely
  reporting of time attendance
• Supervisors are expected to review all time
  reported for accuracy appropriateness
• Signature (or ODT PIN) verifies accuracy

116
OAM 45.07.00 Contd

• Make any changes in consultation with employee
  and manager
• Even if employee does not submit timesheet,
  required to pay every 35 days (ORS)

117
To Enter Time

• Employee must have
• A current record in the PPDB
• A current work schedule on the P020
• A paper timesheet or a current record on the PSEC
  screen (ODT) for each concurrent job

118
Methods for Recording Time

• Agencies use
• Paper timesheet, short form, AD1743
• Paper timesheet, long form, AD1744
• On-line Daily Time (ODT)
• Agency batch process
• Timesheet ODT meet Fair Labor Standards Act
  (FLSA) requirements for recording actual hours
  worked for non-exempt employees

119
TIMESHEET CD on P030

• N no printed timesheet
• 1 long form with forecast
• 2 short form with forecast
• 3 long form without forecast
• 4 short form without forecast

120
Timesheets

• Timesheets 3-part NCR
• Printed at DAS Print Plant before the end of the
  prior month
• Distribute to employees by the first working day
  of the new month
• Blank timesheets in payroll offices for new
  employees, job changes, concurrent jobs

121
Time Capture
122
Time Capture

• Timekeepers or payroll staff enter summary time
  from signed approved timesheets
• Three screens for capturing time
• P001 Establishes pay period agency
• P002 Display only, time entered
• P003 Time entry screen
• Use pay leave codes from the PTB2

123
P001 Payroll Time Capture

• Establishes pay period and agency for entering
  and viewing time
• Governs P002 P003 only
• Defaults to current dates

124
P001 Payroll Time Capture
125
P003 Payroll Time Capture

• Data entry screen for timekeeper to enter
  employee time in OSPA
• Entered at a summary level for the entire pay
  period
• Separate lines for
• Different pay / leave types
• Different labor cost elements i.e., PCA, Index,
  Grant, Project

126
P003 Contd

• If changes are in the PPDB prior to preliminary
  run 1, there will be a separate screen for
• Concurrent jobs
• Changes in job e.g. salary, schedule, full-time
  or part-time
• Watch dates on J/C fields
• Reminder Job Status Display P032 lists job
  segments dates

127
P003 Retrieving Records

• Large number of timesheets to enter
• P003, number of the first timesheet ENTER
• Enter time for first timesheet, press ENTER
  OSPA will display the next timesheet
• Specific person
• P003, SSN or Employee ID, concurrent job
  ENTER
• Enter time for first timesheet, press ENTER,
  enter the next SSN or Employee ID

128
P003 Entering Time, Basics

• TYPE -- Pay / leave codes
• Pay / leave codes entered must be included with
  the employees benefit package
• HOURS 6 characters, .
• If you enter ., OSPA does not round, it just
  drops off last digit

129
P003 Edits

• Claimed leave in employees benefit package
• Claimed leave in employees leave account
• Claimed other hours in employees benefit
  package /or OT payment Y

130
P003 Balancing Time Entered

• Total reg
• Examples include RG, CT, paid leave, training,
  interview time, jury duty
• PTB2, REG PY Y
• Lwop
• Pay types begin with L
• PTB2, LV TP U(npaid)
• For salaried, total reg lwop forecast

131
P003 Balancing Contd

• Other
• Any codes that are not LWOP or regular time
• Includes overtime, compensatory time accrued,
  differentials
• PTB2 LV TP N, TIM SHT Y, REG PY N
• f/t hours
• Normally not changed
• Edit total reg lwop 32 hrs of forecast

132
Salaried Employees

• OSPA forecasts time for salaried employees
• During preliminary run 1
• When you access the P003
• If time on timesheet is the same as the
  forecasted time, press ENTER

133
Salaried Contd

• If you enter time prior to preliminary run 1,
  OSPA will not forecast time for the employee
• If prior to run 1, make sure to enter time for
  the entire month. Employee will only be paid for
  time entered.

134
Hourly Employees

• No forecast hours paid on lag basis
• Enter totals for total reg, lwop, other, as
  well as HOURS

135
P003 Payroll Time Capture

• P003 OR,1,01
  Batch 000 PROD
• Name LASTNAME, FI SSN
  TC83 ENTERED TIME
• Total Reg 184.00 LWOP .00 Other .00
  F/T hours 184.00 WCD days 01
• LN Type Hours Work Charge Override
  Err Session Defaults
• 1 RG 176.00
  Agency
• 2 HO 8.00
  T/S 120108/123108
• 3
  Period End 123108
• 4
  Job Change Data
• 5
  Labor Cost/PCT
• 6
  094420000000 100.00
• 7
• 8
• 9
• 10
  J/C 110108/999999
• 11
  CREW 1406 POS 0313322
• 12
  APP P CL OA C1339 09
• 13
  WS AA7 BASIS S O/T YN
• 14
  Forecast 184.0
• 15
  Hrs HO 8.0 F/T 184.0

136
P002 Time Capture

• Display only
• Review time entered
• Two viewing options
• More than 1 file P002, number of the timesheet
  ENTER
• Specific person P002, SSN or Employee ID,
  concurrent job ENTER

137
Exercise 10
138
Payment Inquiries
139
P370 Calculation of Current Pay-off

• Displays data entered since the last final
  payroll run
• P370 SSN or Employee ID agency pay period end
  date check date
• Change CALC YTD? to Y to view P091 YTD Wages,
  Taxes, and Retirement
• If more than one screen, press ENTER

140
P370 Calculation of Current Pay-off

• P370 OR,,123108,010209,O
  CALCULATION OF CURRENT PAYOFF 370
• LASTNAME, FIRSTNAME I
• INCOME TYPE RATE UNITS AMOUNT TAX /RET
  AMOUNT DEDUCTIONS AMOUNT
• TOTAL-R T 5187.00 184.00 5187.00 FIT
  757.50 AKNN001 LONG 51.35
• SIT
  326.00 BK11 FOOD 30.00
• SSEC
  321.59 DCNN100 DEF/ 765.00
• MEDR
  75.21 DONN SEIU 88.18
• WCD
  2.46 LCNN UN L 75.00
• ERETS
  339.23 OTNNAAA ODS
• SRETS
  311.22 OTNN901 ODS
• 
  RGNNAAA REGE
• 
  SINN001 PEBB
• 
  SLNN001 BASI
• 
  STNN001 SHOR 29.57
• 
  TDNN SEIU 2.75
• 
  VSNNAAA VSP
• 
  XDNN111 DIRE 490.00
• 
  XDNN222 DIRE 25.00

141
P091 YTD Wages, Taxes, and Retirement

• Displays YTD Totals by tax year
• Accessed from P370
• Result of an on-line calculation of entries made
  since the last final payroll run

142
P090 YTD Wages, Taxes, and Retirement

• Displays YTD Totals by tax year
• P090 SSN or Employee ID Agency year
• Updated after each final payroll run

143
P090 YTD Wages, Taxes, and Retirement

• P090 OR 08 YTD
  WAGES, TAXES, AND RETIREMENT
• LASTNAME, FIRSTNAME I
• (TXI) TAXABLE INCOME 51293.00 (SSS)
  SAIF-EMPLR CONTRIB. 0.00
• (ROE) REIMB. OF EXPENSES 0.00 (PER)
  PERS ASSESMENT PAID 0.00
• (NTI) NON-TAXABLE INCOME 9180.00 (ERB)
  ERB ASSESMENT PAID 18.00
• (OTI) OTHER TAXABLE INCOME 0.00 (MTT)
  MASS TRANSIT TAX PAID 0.00
• (EIC) EARNED INCOME CREDIT 0.00 (FSW)
  SOC SEC SUBJ WAGES 60473.00
• (FIT) FED. TAX WITHHELD 8647.25 (FTE)
  SOC SEC TAX PD EMPLYE 3749.33
• (SIT) STATE TAX WITHHELD 3747.00 (FTS)
  SOC SEC TAX PD EMPLR 3749.33
• (WES) WCD PAID - EMPLOYE 24.22 (HSW)
  MEDR SUBJECT WAGES 60473.00
• (WSS) WCD PAID - EMPLOYER 24.22 (HTE)
  MEDR TAX PD - EMPLOYE 876.86
• (HTS)
  MEDR TAX PD - EMPLR 876.86
• (LRO)
  LEGIS RETIREMENT OPT 0.00
• -------------------------
  RETIREMENT-------------------------
• SYSTEM ACCOUNT SUBJ WAGES STATE PU
  EMP CONTRIB STATE MATCH

144
P190 Payroll Register Data

• Shows net pay for last three months
• Updated after each final payroll run
• Used to set corrective for a prior month
• P190 SSN or Employee ID Agency
• Drilldown to P191 (S) and P192 (L)

145
P190 Payroll Register Data

• P190 Oregon State Payroll -
  Register Data TEST
• EmpID OR AG LASTNAME,
  FIRSTNAME I
• Tax Run Tran Rev Corr Reg ACH
  Net Pay Check Pay Per
• Year Type Type Flag Flag Set
  Iss Date End Date
• ? 09 O O N N 02
  0.00 011509 123108
• ? 09 O O N N 01 A
  2147.39 010109 123108
• ? 08 O O N N 02
  0.00 121508 113008
• ? 08 O O N N 01 A
  2148.17 120108 113008
• ? 08 O O N N 02
  0.00 111408 103108
• ? 08 O O N N 01 A
  2059.16 103108 103108
• ?
• ?
• ?
• ?
• ?
• ?
• ?
• ?

146
P191 Register Summary

• Shows the employees pay registers for the last
  three months
• Updated after each final payroll run
• Available day after payroll run

147
To Access P191

• On any screen, P191, SSN or Employee ID Agency
  TaxYear PayPeriod
• P191 OR YY MMDDYY
• On P190, S ENTER

148
P191 Register Summary

• P191 Oregon State Payroll -
  Register Summary TEST
• EmpID OR AG TxY 09 Pay Per
  123108 LASTNAME, FIRSTNAME I
• ORIGINAL Run 01 Check Iss 010109 Job 1
  110108 Rep/Cls OA C1339
• Ben CO Adj Base 5187.00 Basis S PT/FT F
  Hr-Rt 29.93
• A Typ Units Rate Amt A
  DED/PL EE Amt ER Amt
• T/S RG 184.00 5187.00 5187.00
  AKNN001 51.35
• Total Gross 5187.00
  BK11 30.00
• Tax/Ret ER Amt EE Amt Subj Amt
  DCNN100 765.00
• FIT S 0 757.50 4422.00
  DONN 88.18
• SIT S 0 326.00
  LCNN 75.00
• SSEC 321.59 5187.00
  STNN001 29.57
• MEDR 75.21 5187.00
  TDNN 2.75
• WCD 2.46
  XDNN111 490.00
• SRETS 311.22 5187.00
  XDNN222 25.00
• ERETS 339.23 5187.00
  XDNN555 2147.39
• Total Deductions
  1556.85
• Net Pay 2147.39
  ACH Y

149
P192 Register Listing

• Shows the detail for the employees pay registers
  for the last three months
• Updated after each final payroll run
• Available day after payroll run

150
To Access P192

• On any screen, P192 SSN or Employee ID Agency
  TaxYear PayPeriod
• P192 OR YY MMDDYY
• On P190, L ENTER

151
P192 Register Listing

• P192 Oregon State Payroll -
  Register Listing TEST
• EmpID OR AG TxY 09 Pay Per
  123108 LASTNAME, FIRSTNAME I
• ORIGINAL Run 01 Dist 1406
• J/S CCJ 1 Posn 0313322 1.0000 Pt/Ft F
  Ben CO Rt 5187.00 HrRt 29.93
• L/D Type RG T/S Date 120108 Hours 8.00
  Amt 225.52
• L/D Type RG T/S Date 120208 Hours 8.00
  Amt 225.52
• L/D Type RG T/S Date 120308 Hours 8.00
  Amt 225.52
• L/D Type RG T/S Date 120408 Hours 8.00
  Amt 225.52
• L/D Type RG T/S Date 120508 Hours 8.00
  Amt 225.52
• L/D Type RG T/S Date 120808 Hours 8.00
  Amt 225.53
• L/D Type RG T/S Date 120908 Hours 8.00
  Amt 225.52
• L/D Type RG T/S Date 121008 Hours 8.00
  Amt 225.52
• L/D Type RG T/S Date 121108 Hours 8.00
  Amt 225.52
• L/D Type RG T/S Date 121208 Hours 8.00
  Amt 225.52
• L/D Type RG T/S Date 121508 Hours 8.00
  Amt 225.52
• L/D Type RG T/S Date 121608 Hours 8.00
  Amt 225.53
• L/D Type RG T/S Date 121708 Hours 8.00
  Amt 225.52
• L/D Type RG T/S Date 121808 Hours 8.00
  Amt 225.52

152
Leave Accrual Reporting (LARS)
153
Accrued Leave

• Accrue to accumulate or be added periodically
• LARS accrues sick vacation leave, compensatory
  time, personal business
• LARS increases the SL VA balances for eligible
  employees after final payroll run 2

154
Accrued Leave Contd

• Accrued leave has a positive balance
• Other leaves have a negative balance (leave used)
• Only displays if employee has taken this type of
  leave

155
LARS Screens

• P430 displays employees leave balances
• P435 used to make adjustments to balances
• P420 displays leave in the clearing account

156
P430 Employee Leave Data

• Summarizes employees leave balances and usage by
  agency concurrent job number
• P435 SSN or Employee ID agency ENTER
• Updated
• During monthly leave accrual
• When OSPA saves entries on the P003, P004, or P050

157
P430 Employee Leave Data

• P430 OR EMPLOYEE
  LEAVE DATA
• LASTNAME, FIRSTNAME I LV09
  ENTER NEXT KEY
• RECOGNIZED SERVICE DATE 010290 DATA IN
  LEAVE CLEARING ACCOUNT N
• 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 4 F 00 00 .00 .0 .0 00 FWD
  1928.75 699.50 1574.00 113008
• LV BAL DT CUR/CONT 113008/053196 CUR
  1928.75 699.50 1574.00
• 1 4 FL 00 00 .00 .0 72.0 00 FWD
  16.00- .00 .00 103107
• LV BAL DT CUR/CONT 113008/103107 CUR
  16.00- .00 .00
• 1 4 GL 00 00 .00 .0 8.0 10 FWD
  8.00- .00 .00 113008
• LV BAL DT CUR/CONT 113008/113008 CUR
  8.00- .00 .00
• 1 4 IT 00 00 .00 .0 .0 00 FWD
  2.25- .00 .00 073108
• LV BAL DT CUR/CONT 113008/083107 CUR
  2.25- .00 .00

158
P435 Employee Leave Data

• Data entry screen for manual adjustments to leave
  balances
• Also displays saved entries made on P003 or P004
  and P050
• Entries since last leave accrual
• Separate screen for each agency, concurrent job
  number, leave type
• P435 SSN or Employee ID agency CCJ leave type
  ENTER

159
P435 Employee Leave Data

• P435 OR EMPLOYEE
  LEAVE DATA
• LASTNAME, FIRSTNAME LV09 ENTER
  UPDATES OR NEW KEY
• 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 4 SL 00 00 8.00 9999.0 .0 00 FWD
  201.56 .00 .00 073107
• LV BAL DT CUR/CONT 073107/053196 CUR
  165.56 .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 080607 DETL LABOR
• ? 8.00- .00 .00
  000000 080707 DETL LABOR
• ? 8.00- .00 .00
  000000 080807 DETL LABOR
• ? 8.00- .00 .00
  000000 080907 DETL LABOR
• ? 1.00- .00 .00
  000000 081007 DETL LABOR
• ? 3.00- .00 .00
  000000 081607 DETL LABOR

160
Accrue Leave on the P435

• ? A
• ADJ OR TRFR FM/TO A
• HOURS LEAVE of hours to accrue (e.g., 8.00)
• REMAIN ADV of hours to accrue (e.g., 8.00-)
• COMMENTS 12 characters

161
Transfer SL to Clearing Account on the P435

• ? A
• ADJ OR TRFR FM/TO T
• CLR ACCT OTHR JOB C
• HOURS LEAVE total of SL hours (e.g.,
  225.00-)
• LV EXP DATE 2 yrs from separation
• COMMENTS 12 characters

162
To Zero Out Leave on the P435

• ? A
• ADJ OR TRFR FM/TO A
• HOURS LEAVE CUR from P430 (54.50-)
• COMMENTS 12 characters

163
P420 Leave Clearing Account

• Displays transferable leave balances for
  employees who have
• Transferred from one state agency to another
• Separated from state service
• P420 SSN or Employee ID ENTER
• Transfer leave to the clearing account on the
  P435

164
P420 Leave Clearing Account Balances

• P420 OR LEAVE
  CLEARING ACCOUNT BALANCES
• LV -----TRANSFERS IN----
  ----TRANSFERS OUT---- ACCOUNT LV EXP
• TYPE DATE AGY HRS DATE
  AGY HRS BALANCE DATE
• SL CUR BAL 123008 10700 181.06 123008
  73000 181.06- 123110

165
Reference Manual

• Interfaces, LARS
• Screen Descriptions, P430, P435, P420
• Entry Guides
• Leave, Adjust Balances
• Leave, Advance
• Leave, Pay Off
• Leave, Restore Lost
• Leave, Transfer

166
Exercise 11
167
Questions?
168
Exercise 12 (Review)
169
Logging Off OSPA

• PAUSE to clear screen
• PUIS OFF ENTER
• F3
• PAUSE to clear screen
• Off ENTER

170
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