Title: Employee Transfers in OSPA
1Employee Transfers in OSPA
- Oregon Statewide Payroll Services
2Class Goal
- To provide a new payroll staff member with the
essential tools needed to process an employee
who is transferring from one state agency to
another
3Class Objectives
- By the end of the class, the student will be able
to - Describe the entries for the losing agency
- Describe the entries for the gaining agency
- Describe what to look for and how to address at
least one of the following issues - PEBB benefits
- Union dues
- Leave accruals
4Class Handouts
- PowerPoint Slides
- Agency Checklists
- Sample Screens
- Sample Reports
- Exercises
5Losing Agency
6Losing Agency Checklist
- Confirm and look-up data on P030
- Ensure time is entered and approved
- Except for December / pay January, set P010 check
dates as for a separation - Advance, transfer, pay-off and adjust leave
- Evaluate P070 deductions
7Losing Agency Checklist Contd
- Check for outstanding overpayments
- Delete applicable entries on the P010, P050,
P070, P080, and PSEC entries - Send documentation to gaining agency
8P030 Job Status Data
- P030 OR,,1,072507 JOB
STATUS DATA 030 - LASTNAME, FIRSTNAME I
- JOB STATUS INFO
CONCURRENT JOB INFO - JOB STAT START/STOP 070107/072507
REPORT DISTR CD 033 - PERS AGY/POS/DFC/SC /2000104/0/Y
RECOG SVC DT 080198 - PT-FT CD/PCT F/1.0000
CITY CNTY CD 24/M - APPOINTMENT TYP DT/CD 070103/P
STANDARD HRS PER DAY 8.000 - EMP REPR/CLS/OPT/STEP OA /C0212 /A/A/07
MASS TRANSIT DIST S - PERSONNEL TRANS CD 580
TIMESHEET CD N - BENEFIT PKG CD CO
- LEAVE ACCRUAL SVC CD 2
EMPLOYEE ID - PERS JOB CLASS CODE 1
- CREW-UNIT 38522
- WAGE BASIS CD S
- PERSONNEL BASE RATE 3044.00 ---FUND
SPLITS--- -FIXED MLY DIFFS-- - ADJUSTED BASE 3044.00 LABOR
COSTING PCT PAY PCT/ PCT/ - PERSONNEL PAY RATE 3044.00
TYPE AMT AMT - EQUIVALENT RATE 17.56
CD
9P030 Fields
- JOB STAT START look for change in LEAVE ACCRUAL
SERVICE CODE in prior or current month - JOB STAT STOP separation date, one day before
start date at gaining agency - PT-FT CD/PCT may impact benefits / leave accrual
10P030 Fields Contd
- PERSONNEL TRANS CODE 580, transfer to a
different agency - BENEFIT PKG CD Publications, Reference Manual,
Appendix H - LEAVE ACCRUAL SVC CD used to manually accrue
leave for final month(s) - WAGE BASIS CD salaried, hourly
11P030 Fields Contd
- EQUIVALENT RATE hourly rate for any VA CT
pay-off - SEPARATION DT/REASON OSPA assigns, 80, transfer
out - TIMESHEET CD paper timesheet, ODT, or batch
process
12Verify / Enter Time
13Verify / Enter Time
- P001/P003 OR P005/P004/P006
- P001
- Timesheet start date first day of the month for
which entering time (current/prior month) - Timesheet end date last date of employment or
last day of prior month - Pay period ending date last day of the month
for which entering time
14Retirement Contributions, Tax Withholding
15P010 Withholding Data/Locator Data
- P010 OR
WITHHOLDING DATA / LOCATOR DATA 010 - LASTNAME, FIRSTNAME WH63
INQUIRY ONLY THIS AGCY - RDC/CREW/CST CTR 033
----------MANDATORY WITHHOLDING---------- - ? TAX DATA FOLLOW-UP FLAG N BEG
DATE STAT EXEM ADDL END DATE - ? FINAL CHECK ISSUED 072507 ? FED
000000 00 0000 000000 - ? FINAL CHECK PERIOD ENDING 073107 ? 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 - ? 053102 J 02 0000 J 04 0000 N
S D Y Y Y - ?
- ----WAIVERS----
16P010 Check Dates
- FINAL CHECK ISSUED last day in losing agency
- FINAL CHECK PERIOD ENDING last day of pay
period - DO NOT ENTER IN DECEMBER
17P010 FEDERAL or STATE
- If new W-4 http//www.irs.gov/pub/irs-pdf/fw4.pdf
- Change only if before run 1
- EFF DATE -- end of pay period
- STAT J, S, or N
- EXEM -- of exemptions claimed
- ADDL , whole dollars
18Exercise 1
19Leave and Comp Time
20Accrued Leave
- Accrue to accumulate or be added periodically
- LARS accrues
- Sick Leave (monthly after run 2)
- Vacation Leave (monthly after run 2)
- Compensatory Time (when earned)
- Personal Business ( July 1 each year)
- Has positive balance
21P430 Employee Leave Data
- P430 OR EMPLOYEE
LEAVE DATA - LASTNAME, FIRSTNAME LV09
ENTER NEXT KEY - RECOGNIZED SERVICE DATE 080198 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 2 F 00 00 .00 .0 .0 00 FWD
7022.75 .00 806.75 063007 - LV BAL DT CUR/CONT 063007/073103 CUR
7022.75 .00 806.75 - 1 2 GL 00 00 .00 .0 8.0 10 FWD
8.00- .00 .00 123106 - LV BAL DT CUR/CONT 063007/123106 CUR
8.00- .00 .00 - 1 2 PB 05 06 24.00 24.0 .0 06 FWD
24.00 .00 .00 053107 - LV BAL DT CUR/CONT 063007/063007 CUR
24.00 .00 .00 - 1 2 SL 00 00 8.00 9999.0 .0 00 FWD
39.54 .00 .00 063007 - LV BAL DT CUR/CONT 063007/083198 CUR
39.54 .00
22Leave Types to Adjust
- Advance SL VA for current (or prior current)
month(s) - Transfer ML, PB, PR, SL, and VA to Clearing
Account - Evaluate VA CT for pay-off
- Adjust other leave balances to 000.00
- B400 Terminated Employee with Leave Balances has
CT, ML, PB, PR, SL, VA
23Accrue SL VA?
24Pro-rating Leave Accrual
- Reasons to prorate
- If employee works lt full-time in current (or
prior) month (P002, P007) - The LEAVE ACCRUAL SVC CD on P030 changed in
current (or prior) month
25Vacation Leave
- Agency accepts 80 hrs VA
- May agree in writing to transfer gt80
- Transfer amount accepted to clearing account
- If balance left, pay-off remainder, up to maximum
allowed, on the P050
26P435 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 2 SL 00 00 8.00 9999.0 .0 00 FWD
39.54 .00 .00 063007 - LV BAL DT CUR/CONT 063007/083198 CUR
.00 6.54- .00 - ADJ OR CLR ACCT HOURS REMAIN TIME
LV EXP ENTRY - TRFR FM/TO OTHR JOB LEAVE ADV LOST
DATE DATE COMMENTS - ? A 6.54 6.54- .00
000000 072607 JUL ACCRL - ? T C 46.08- .00 .00
072509 072607 580 7-25-07 - ?
- ?
- ?
- ?
27Advance Leave on the P435
- ? A
- ADJ OR TRFR FM/TO A
- HOURS LEAVE of hours to advance (e.g., 8.00)
- REMAIN ADV of hours to advance (e.g., 8.00-)
- COMMENTS 12 characters
28To Zero Out Leave on the P435
- Such as GL, EL, IT, JD, etc.
- Most will have a negative balance
- Notify gaining agency if GL or LA
- ? A
- ADJ OR TRFR FM/TO A
- HOURS LEAVE CUR from P430 (54.50)
- COMMENTS 12 characters
29Transfer to Clearing Account
- ? A
- ADJ OR TRFR FM/TO T
- CLR ACCT OTHR JOB C
- HOURS LEAVE total of hours (e.g., 225.00-)
(ML and PR have negative balances) - LV EXP DATE 60 days
- COMMENTS 12 characters
30P420 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 - PB CUR BAL 072607 15.00
063008 - SL CUR BAL 072607 46.08
072509 - VA CUR BAL 072607 48.47
072509
31P420 Leave Clearing Account Balances
- Displays leave transferred with the P435 for
employees who have - Transferred from one state agency to another
- Separated from state service
- Balances will remain until transferred out or LV
EXP DATE
32CT and VA Pay-off
- Eligible employees will be paid for
- Accrued compensatory time
- Accrued VA not accepted by gaining agency
- Governed by
- Statewide HR policy 60.000.05 (Resources, DAS
Human Resource Services, HRSD Rule and Policy
Manual, Division 60) - Bargaining agreements (Resources, Labor Relations
Unit, Collective Bargaining Agreements)
33P050 Gross Pay Adjustment
- P050 OR,,1,MMDDYY GROSS PAY
ADJUSTMENTS ON FILE - LASTNAME, FIRSTNAME
- PAY STRT STOP ADJ
DAYS TRAN - TYP DATE DATE TYP RATE UNITS AMOUNT
WRKD DATE ERROR MSG - ? IR 053104 043006 .00 .00
.00 042606 - INS RETURN PRO
COMMENT INS RETURN - ? CTP 073107 073107 A 17.56 10.00
175.60 072507 - CTP COMP PAYOFF
COMMENT CTA TRANSFER - ? A
-
COMMENT - ? A
-
COMMENT - ? A
34P050 Entries
- PAY TYPE
- CTP Compensatory time payoff
- VAP Vacation payoff up to 250 hrs.
- VAQ Additional vacation payoff
- For Lottery, Judicial, Legislature, firefighter,
and AEE engineers - Balance of 251 to 350 hrs.
- Maximum of 100 hrs.
- VAL Additional payoff for firefighters only
- Balance gt350
- Maximum of 274 hrs.
35P050 Entries Contd
- START DATE will default to date used to
retrieve record - STOP DATE will default to date used to retrieve
record - ADJ TYPE A one-time (default)
- RATE EQUIVALENT RATE from the P030
- UNITS CT VA hours from P435
36P050 Entries Contd
- AMOUNT OSPA will calculate
- Hidden field spaces for labor costing, can use
fo additional comments - COMMENT 12 characters
- Reason for entry
- Creates an audit trail
- Prints on the Payroll Register
37Exercise 2
38Adjusting Deductions
39Evaluate Existing Deductions
- PEBB Benefits
- Wage Withholding Orders
- Union Dues/Fair Share
- Deferred Comp Loan Repayment
- Voluntary Deductions
- Parking
- Direct Deposit(s)
- Charitable Fund Drive
- Food Bank
- Deferred Comp
- Savings Bonds
40Required PEBB Benefits
- Required unless waive or opt out
- Medical
- Dental
- Vision (if PPO medical plan)
- Agency paid pre-tax 5,000 basic life (unless YJ
benefit package) - PEBB paid pre-tax 20,000 basic life (unless YJ
benefit package)
41Optional PEBB Benefits
- Optional life
- Long short-term disability
- Long-term care
- Accidental death dismemberment
- Flexible spending accounts
42PEBB ? Benefits (PDB)
43PEBB Benefits Generally
- If hours worked paid leave lt 80 hrs, employee
not eligible for benefits for next month - PDB calculates of business days between 1st of
month transfer date - If 9 business days, benefits will end this month
- If gt9 business days, benefits will end next month
44PEBB Benefits for Transfers
- With transfer PA codes PDB will
- Stop benefits for losing agency
- Begin benefits for gaining agency
- No agency approval required
- Will not generate a COBRA notice
45PDB Actions Contd
- Make sure there is no break in service
- In the PPDB (P030)
- Gaining agency START DATE must be next day after
losing agency END DATE - END DATE 063006
- START DATE 070106
- PDB will apply 80 hour rule
46OAR 101-020-0047
- Losing agency pays premiums for medical, dental,
vision, and agency paid basic life (SLNN) for
final pay period - If lt80 hrs in losing agency, make one-time
entries (ADJ TYP A) on P070 to force premiums - Including PEBB paid 20,000 basic life (SINN)
47Optional PEBB Benefits
- Losing agency pays premiums if final pay covers
- If it does not
- Losing agency notifies gaining agency
- Gaining agency enters one-time (ADJ A)
deduction(s) on the P070 to force premiums in
current pay period
48P070 PEBB Deductions
- P070 OR,,073107
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 - ? KDNN DDD D 073103 073107 .00
.00 .00 .00 - KAISER DENT EMPFAMILY COMM
TRANS DATE 071707 - ACH ACCT ACCT CD
- ? KDNN 901 D 073103 073107 .00
.00 .00 .00 - KAISER DENT EE YTD/AGCY COMM
TRANS DATE 071707 - ACH ACCT ACCT CD
- ? KMNN DDD H 073103 073107 .00
.00 .00 .00 - KAISER HMO EMPFAMILY COMM OE 2002
TRANS DATE 071707 - ACH ACCT ACCT CD
49P070 Force PEBB Premiums
- P070 OR,,073107
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 - ? KDNN DDD D 073103 073107 .00
.00 .00 .00 - KAISER DENT EMPFAMILY COMM
TRANS DATE 071707 - ACH ACCT ACCT CD
- A A KDNN DDD D 073107 073107 .00
121.28 .72 120.56 - KAISER DENT EMPFAMILY COMM
TRANS DATE 071707 - ACH ACCT ACCT CD
50PTD2 Payroll Deduction Table
- PTD2 KDNN,073107
PAYROLL DED/PLAN TABLE - Payee KAISER FOUNDATION - PEBB/ Deduction
Description KAISER DENT - T Plan Description Carrier Vendor
Adm/Stab State Empl OPE Cls - Code Plan Cvg Share Fee
Share Share Tier CD - ? AAA EMP ONLY _ A 88.00 .53
.00 88.53 W - ? BBB EMPSPOUSE _ B 117.93 .71
.00 118.64 X - ? CCC EMPCHILDREN _ C 101.20 .61
.00 101.81 Y - ? DDD EMPFAMILY _ D 120.56 .72
.00 121.28 Z - ? ZZZ ADJ 2006 _ _ .00 .00
.00 .00 _ - ? 001 ADJ 2006 _ _ .00 .00
.00 .00 _ - ? 101 EMP ONLY _ A 88.00 .53
.00 88.53 W - ? 102 EMPSPOUSE _ B 117.93 .71
.00 118.64 X - ? 103 EMPCHILDREN _ C 101.20 .61
.00 101.81 Y - ? 104 EMPFAMILY _ D 120.56 .72
.00 121.28 Z - ? 802 EMPPARTNER _ B 117.93 .71
.00 118.64 X - ? 803 EE/DP'S CHL _ C 101.20 .61
.00 101.81 Y - ? 804 EE/DP/EE CHL _ D 120.56 .72
.00 121.28 Z
51Parking
- State-owned parking paid in arrears
- Private parking generally paid in advance
52Involuntary Deductions
- Union dues / fair share covers month in which
collected - Wage withholding orders recalculate
- Deduct uncollected overpayments from final pay
53Uncollected Overpayments
- OAM 45.50.00 PO PR and collective bargaining
agreements - P370 Calculation of Current Pay-off displays
prior month negatives
54Deleting Deductions
- Work with gaining agency. Do not delete
deductions until they have been cloned. - For savings bonds, delete P070 P080
- For direct deposits, delete 3 months prior
55To Delete a Deduction
- Retrieve record for pay period where deduction
will no longer be in effect - For example
- Final work day 07/31/07
- Deduction included in final pay
- P070 SSN or Employee ID 083107
- ? D (delete)
56Delete Data on Other Screens
- P050 Gross Pay Adjustments
- IR entry if employee opted out of medical
insurance - DPT / DPN entries if employee has domestic
partner insurance - P010 Withholding Data / Locator Data
- WAIVERS if the employee waived or declined PEBB
benefits
57On-line Daily Time Security
58On-line Daily Time PSEC
- Delete record from PSEC after manager has locked
time for final pay - Two steps
- Undaily on Payroll Time Capture P006
Supervisor Entry Menu - Delete employees record on PSEC Time Entry
Security Table
59P006 On-line Daily Time
- P006, your SSN, agency, distribution code
ENTER - SUPV PIN ENTER
- SSN (employees) ENTER
- VERIFY TIME? X ENTER
- VERIFY TIME? X ENTER
60Exercise 3
61P032 Job Status Display
- P032 OR 1 072507 JOB
STATUS DISPLAY - LASTNAME, FIRSTNAME
- JD09 LAST
PAGE - CC JOB 1 START/STOP DATES 070107 /
072507 RECOG SVC DATE 080198 - PERS AGY POSITION 2000104 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 120105 091006 OA C0212
2000104 080198 0 0 - 1 091106 113006 OA C0212
2000104 080198 0 0 - 1 120106 013107 OA C0212
2000104 080198 0 0 - 1 020107 063007 OA C0212
2000104 080198 0 0 - 1 070107 072507 1 OA C0212
2000104 080198 0 0 - 1 072607 999999 2 OA C1216
0153012 080198 0 0
62Gaining Agency
63Gaining Agency Checklist
- Confirm and look-up data on P030
- Clone employees data on the P071
- Check cloned data on P010, P020, P050, P070
- Check PEBB entries on the P070, P050, and P010
- Enter savings bonds on P080
- Transfer in leave balances on P435
64P030 Job Status Data
- P030 OR,,1,999999 JOB
STATUS DATA 030 - LASTNAME, FIRSTNAME
- JOB STATUS INFO
CONCURRENT JOB INFO - JOB STAT START/STOP 072607/999999
REPORT DISTR CD 140 - PERS AGY/POS/DFC/SC /0153012/0/0
RECOG SVC DT 080198 - PT-FT CD/PCT F/1.0000
CITY CNTY CD 24/M - APPOINTMENT TYP DT/CD 072607/P
STANDARD HRS PER DAY 8.000 - EMP REPR/CLS/OPT/STEP OA /C1216 /A/A/04
MASS TRANSIT DIST S - PERSONNEL TRANS CD 171 230 231
TIMESHEET CD N - BENEFIT PKG CD CO
- LEAVE ACCRUAL SVC CD 2
EMPLOYEE ID - PERS JOB CLASS CODE 1
- CREW-UNIT 1405
- WAGE BASIS CD S
- PERSONNEL BASE RATE 3183.00 ---FUND
SPLITS--- -FIXED MLY DIFFS-- - ADJUSTED BASE 3183.00 LABOR
COSTING PCT PAY PCT/ PCT/ - PERSONNEL PAY RATE 3183.00
TYPE AMT AMT - EQUIVALENT RATE 18.36
CD
65P030 Fields
- JOB STAT START one day after JOB STAT STOP for
losing agency - PERSONNEL TRANS CODE
- 171, Transfer In Promotion
- 173, Transfer In Lower
- 175, Transfer In Equal
- BENEFIT PKG CD
- PERS JOB CLASS CODE
66P071 (Cloning)
- Blank screen P071 OR losing agency
gaining agency - Without a date, clones for current pay period
- May enter a date P071 OR
MMDDYY
67Cloning
- P071 clones the following screens
- P010 Withholding Data / Locator Data
- P020 Work Schedule Data
- P050 Gross Pay Adjustments
- P070 Deductions and Deduction Adjustments (except
PEBB benefits) - P080 Bond Data Entry does not clone
68Work Schedule
69P020 Work Schedule Data
- P020 OR 1 WORK
SCHEDULE DATA 020 - LASTNAME, FIRSTNAME WR13
UPDATE COMPLETED - START END WS SHIFT
SHIFT - DATE DATE CODE START
CODE - ?
- ? 050106 999999 AA7 0800
1 -
70P020 Fields
- START DATE -- MMDDYY
- END DATE -- system set, 999999
- WS CODE Appendix A
- SHIFT START 24-hour clock, enter if other than
800 AM (0800) - SHIFT CODE 1day, 2evening, 3night
71Retirement, Withholding, PEBB Waivers
72P010 Withholding Data/Locator Data
- P010 OR
WITHHOLDING DATA / LOCATOR DATA 010 - LASTNAME, FIRSTNAME WH63
INQUIRY ONLY THIS AGCY - RDC/CREW/CST CTR 033
----------MANDATORY WITHHOLDING---------- - ? TAX DATA FOLLOW-UP FLAG N BEG
DATE STAT EXEM ADDL END DATE - ? FINAL CHECK ISSUED 072507 ? FED
000000 00 0000 000000 - ? FINAL CHECK PERIOD ENDING 073107 ? 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 - ? 053102 J 02 0000 J 04 0000 N
S D Y Y Y - ?
- ----WAIVERS----
73P010 -- Check Dates
- FINAL CHECK ISSUED
- FINAL CHECK PERIOD ENDING
- If dates present, change to 000000
74P010 Taxes
- MANDATORY WITHHOLDING
- FED Indicates IRS Lock-in Letter
- STATE Indicates DOR Determination Letter
- END DATE If gtcurrent date, will override data
in FEDERAL / STATE fields - On P010 even before cloning
- Gaining agency has responsibility to continue
- New W-4 for STATE, forward to DOR
- For FED, if increases withholding, use. If
decreases, wait for new letter.
75P010 Taxes Contd
- FEDERAL / STATE
- IRS W-4 http//www.irs.gov/pub/irs-pdf/fw4.pdf
- Employee should submit two W-4s if different for
state and federal mark one FOR OREGON ONLY
76P010 Taxes Contd
- EFF DATE Enter end date for next pay period, if
after run 1 final - STAT -- If W-4 indicates exempt from withholding,
send copy to OSPS - EXEM -- If W-4 claims gt10 withholding allowances,
send copy to OSPS
77P010 Taxes, Out-of-State Duty Station
- Contact OSPS
- OSPS will
- Contact state
- Establish deduction code on PTD1
- Report and pay taxes
- Agency will
- Notify OSPS when employee transfers and when
salary changes - Enter P070 deduction each month
78P010 Taxes, Foreign Nationals
- OSPS Form 99-01 Foreign National Residency
Determination (Forms, Employee Forms) - Resident aliens taxed as U.S. citizens
- Nonresident aliens have separate withholding
requirements - Recommended Practices, Taxes, Foreign Nationals
79P010 Taxes Contd
- EIC CD
- IRS W-5http//www.irs.gov/pub/irs-pdf/fw5.pdf
- If employee submits W-5, change flag to
- J married, both spouses filing
- M married, without spouse filing
- S single or head of household
- IRS Publication 15 (Circular E), Employers Tax
Guide - Expires each February
80P010 Retirement
- Possible considerations
- Employee not yet eligible for OPSRP
- Old or new position not PERS qualifying
- Change in PERS Wage / Job Class Code
81P010 Retirement Contd
- Look at PERS JOB CLASS CODE on the P030
- If 1, 2, 4, 9, H, P, Y, Z start contributions
- If B, D, M, N, R, X not in qualifying position
or returning retiree - If G, F, L, E, S determine if employee has met
eligibility requirements or has dormant account
82Not Yet Retirement Eligible
- RETIREMENT START DATE MMDDYY
- Designates date state will begin making PERS
contributions for the employee - OSPA will include employee on E357-020 Employees
Eligible for Participation in Retirement Report
one mo. prior - RTMT SYST N
- RTMT STAT N
83Already Retirement Eligible
- RTMT SYST
- From P030 PERS JOB CLASS CODE
- Resources, DAS Human Resource Services, HR
Systems and Services, PPDB Group, PPDB Resources
and Information, Wage Job Class Codes - RTMT STAT D (employer pick-up)
- RTMT ACCT Optional field, Tier 1 Tier 2
members only
84Other P010 Fields
- FICA SUBJ Y
- SAIF SUBJ Y
- UNEM SUBJ Y
85P010 -- PEBB Waivers
- Entry Guides, PEBB, Waive Benefits
- Ensure consistency between P070 and P010
- If P070 has OONN 005, should have WAIVERS on P010
- If P070 has PEBB benefit deductions, WAIVERS on
P010 should be blank - E497 Employees with Non-blank Waivers Report
86Exercise 4
87Adjusting Deductions
88P070 Deductions and Deduction Adjustments
- P070 OR,,083107
DEDUCTIONS AND DEDUCTION ADJUSTMENTS - LASTNAME, FIRSTNAME
- 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 - ? DONN N 073107 999999 .00
.00 .00 .00 - SEIU 503 DUE COMM
TRANS DATE 072607 - ACH ACCT ACCT CD
- ? KDNN DDD D 083107 999999 .00
.00 .00 .00 - KAISER DENT EMPFAMILY COMM
TRANS DATE 072707 - ACH ACCT ACCT CD
- ? KDNN 901 D 083107 999999 .00
.00 .00 .00 - KAISER DENT EE YTD/AGCY COMM
TRANS DATE 072707 - ACH ACCT ACCT CD
89PEBB Benefits
- Confirm interface from PDB
- If notified by losing agency, force premiums for
optional insurance premiums for employees last
month in losing agency - Check for
- Domestic partner insurance (P050)
- Opt out of medical insurance (P050)
- Waiver of benefits (P010)
90DAS Parking
- Deducted in arrears
- For new parking DAS, Facilities, Parking, will
provide deduction and plan code
91Union Dues / Fair Share
- Determined by employees REPR / BENEFIT PKG CD on
the P030 (Appendix H) - Represented employee may
- Join union
- Exercise right of non-association
- Default to fair share
- Employee submits form to union, which notifies
payroll
92Union Dues Non-Association
- Employee may exercise right of non-association
because of religious tenet or church teaching - Upon approval of union, pays amount equivalent to
monthly union dues to a nonreligious charity - ORS 243.666
93SEIU Members (Not F/S)
- Transfer to a management service, classified
unrepresented, or unclassified position - Associate membership unless written request from
employee via SEIU - Delete issues deductions unless employee
requests via SEIU that they continue - Keep SEIU insurances unless notified by SEIU /
employee
94SEIU Members Contd
- Transfers to a position represented by another
bargaining unit - Enter deduction for new bargaining unit
- Only enter SEIU associate membership if employee
requests
95Direct Deposit
- If deduction is cloned, OSPA will not pre-note
- If you enter a new deduction, OSPA will pre-note
the first month - Reference Manual, Entry Guides, Direct Deposit
96Savings Bonds
- OSPA will clone the P070 deduction but not the
P080 entries - Reference Manual
- Interfaces, Savings Bonds
- Screen Descriptions, P080 and P081
97PSEC
- If employee will use On-line Daily Time, enter on
PSEC - Reference Manual, Screen Descriptions, PSEC
98Exercise 5
99Leave and Comp Time
100Transfer from Clearing Account
- On or after P030 START DATE, transfer leave
balances to gaining agency - Determine balances on P420
- Make entries on P435
101Transfer in Leave on P435
- ? A
- ADJ OR TRFR FM/TO F
- CLR ACCT OTHR JOB C
- HOURS LEAVE total of hours (e.g., 80.00) from
P420 - COMMENTS 12 characters
102P435 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 2 SL 00 00 8.00 9999.0 .0 00 FWD
.00 .00 .00 000000 - LV BAL DT CUR/CONT 063007/000000 CUR
46.08 .00 .00 - ADJ OR CLR ACCT HOURS REMAIN TIME
LV EXP ENTRY - TRFR FM/TO OTHR JOB LEAVE ADV LOST
DATE DATE COMMENTS - ? F C 46.08 .00 .00
000000 072707 FROM 10000 - ?
103P420 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 - PB CUR BAL 072607 15.00 072707
15.00- 063008 - SL CUR BAL 072607 46.08 072707
46.08- 072509 - VA CUR BAL 072607 48.47 072707
48.47- 072509
104Exercise 6
105Send Documentation
- Tax forms
- Current W-4 W-5
- IRS Lock-in or DOR Determination Letters
- OSPS.99.01 Determination of Foreign Nationals
Residency - Current wage withholding orders
- Current forms authorizing deductions
106Documentation Contd
- PEBB forms and certifications
- Affidavit of Domestic Partnership
- Domestic Partner Certification of Dependent Tax
Status - FMLA / OFLA hours
- SAIF notices for a Workers Compensation Claim
- Other?
107Reports
- E322-01 Deductions Past Job Ending Date
- XREF01 Deduction Reconciliation
- E497 Employees with Non-blank Waivers
- B075B Gross Pay Adjustments
108Reports Contd
- E260-100 Gross Pay over 2.0 x Ajd Base Exception
- E460 Leave Accrual Adjustments and Transfers
- E470C, E470Cm, E470D Leave Accrual Detail
Transaction Register
109Reports Contd
- Net pay Negative Report
- E492 Terminated Employees with Leave Balances
110PERS EDX/jClarety
- PPDB will interface transfer to jClarety
- Only send paper forms to PERS if a DAS
Centralized Services staff member requests
111Exercise 7
112Questions?
113Exercise 8 - Review
114Evaluation
- iLearnOregon https//ilearn.oregon.gov/Kview/Cus
tomCodeBehind/Base/Login/Login.aspx - My WorkSpace, My Transcript, Take Survey