Employee Transfers in OSPA

1
Employee Transfers in OSPA

• Oregon Statewide Payroll Services

2
Class 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

3
Class 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

4
Class Handouts

• PowerPoint Slides
• Agency Checklists
• Sample Screens
• Sample Reports
• Exercises

5
Losing Agency
6
Losing 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

7
Losing Agency Checklist Contd

• Check for outstanding overpayments
• Delete applicable entries on the P010, P050,
  P070, P080, and PSEC entries
• Send documentation to gaining agency

8
P030 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

9
P030 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

10
P030 Fields Contd

• PERSONNEL TRANS CODE 580, transfer to a
  different agency
• BENEFIT PKG CD Publications, Reference Manual,
  Codes
• LEAVE ACCRUAL SVC CD used to manually accrue
  leave for final month(s)
• WAGE BASIS CD salaried, hourly

11
P030 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

12
Verify / Enter Time
13
Verify / 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

14
Retirement Contributions, Tax Withholding
15
P010 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----

16
P010 Check Dates

• FINAL CHECK ISSUED last day in losing agency
• FINAL CHECK PERIOD ENDING last day of pay
  period
• DO NOT ENTER IN DECEMBER

17
P010 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

18
Exercise 1
19
Leave and Comp Time
20
Leave Screens Include

• P430 Employee Leave Data
• Inquiry only
• Shows all leave balances

21
P430 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

22
Leave Screens Contd

• P435 Employee Leave Data (by leave type)
• Shows entries from the P003 or P004 Time Capture
  and P050 Gross Pay Adjustments on File screens
• Use to manually adjust leave
• Cleared during leave accrual process each month

23
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 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
• ?
• ?
• ?
• ?

24
Leave Screens Contd

• P420 Leave Clearing Account Balances
• Displays leave 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
• Transferred to and from the clearing account with
  the P435 screen

25
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
• PB CUR BAL 072607 15.00
  063008
• SL CUR BAL 072607 46.08
  072509
• VA CUR BAL 072607 48.47
  072509

26
Leave Types to Review

• Personal Business (PB)
• Furlough Obligation (LA)
• Sick (SL)
• Vacation (VA, VF)
• Compensatory Time Accrued (CT)
• Military (ML)
• Pre-retirement (PR)
• Other leave used

27
Accrued 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)
• Furlough Obligation (July 1 each biennium)

28
Personal Business

• Positive balance
• July 1 of each year LARS
• Zeroes prior years balance
• Gives the employee a new balance
• Transfer balance to clearing account, even if
  zero
• Expiration date 06/30 of current fiscal year

29
Furlough Obligation

• Positive balance
• Balance accrued at the beginning of the biennium
  or when hired
• Transfer remaining balance to the clearing
  account
• Expiration date 06/30/11

30
Sick Leave

• Positive balance
• Accrued monthly
• Accrual rate 8 hr. / mo for full-time employees
• Advance sick leave earned for current or prior
  and current pay period
• Transfer balance to the clearing account
• Expiration date two years

31
Vacation Leave (VA)

• Positive balance
• Accrued monthly
• Accrual rate determined by employees RECOG SVC
  DT on the P030 screen
• LEAVE ACCRUAL SVC CD on P030 screen ACCR RATE
  from the PTB1 screen
• Advance for current or prior and current pay
  period

32
VA Contd

• Agency required to accept 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
• If any left after transfer and pay-off, adjust to
  zero

33
VA Trial Service

• OSPS begins to accrue in first month
• Trial Service employees may not use until WAIT
  employment month on the PTB1 screen
• Advance for current or prior and current pay
  period
• Transfer to the clearing account

34
VF Excess Vacation Leave

• Management and Executive Service
• VA accrued above MAX ALLWD during 2007-09
  biennium
• Moved to VF in January 2010
• Have until 06/30/13 to use
• Notify gaining agency
• Adjust balance to zero

35
Accrue SL VA?
36
Pro-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

Monthly accrual rate x EEs Reg Paid Hrs
F-T Hrs for work schedule month
37
Other Leaves

• Leave used negative balance
• Transfer ML Military Leave to clearing account
• 09/30/YY expiration date
• Transfer PR Pre-retirement to the clearing
  account
• Two year expiration date
• GL Governors Leave notify gaining agency

38
Advance Leave on the P435

1. ? A
2. ADJ OR TRFR FM/TO A
3. HOURS LEAVE of hours to advance (e.g., 8.00)
4. REMAIN ADV of hours to advance (e.g., 8.00-)
5. COMMENTS 12 characters

39
Transfer to Clearing Account

1. ? A
2. ADJ OR TRFR FM/TO T
3. CLR ACCT OTHR JOB C
4. HOURS LEAVE total of hours (e.g., 225.00-)
   (ML and PR have negative balances)
5. LV EXP DATE 60 days
6. COMMENTS 12 characters

40
To Zero Out Leave on the P435

• Such as GL, EL, IT, JD, etc.
• Most will have a negative balance
• ? A
• ADJ OR TRFR FM/TO A
• HOURS LEAVE CUR from P430 (54.50)
• COMMENTS 12 characters

41
CT 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)

42
P050 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

43
P050 Entries

• PAY TYPE
• CTP Compensatory time payoff
• VAP Vacation payoff up to 250 hrs.
• START DATE will default to date used to
  retrieve record
• STOP DATE will default to date used to retrieve
  record

44
P050 Entries Contd

• ADJ TYPE A one-time (default)
• RATE EQUIVALENT RATE from the P030
• UNITS CT VA hours from P435
• AMOUNT OSPA will calculate

45
P050 Entries Contd

• Hidden field spaces for labor costing, can use
  for additional comments
• COMMENT 12 characters
• Reason for entry
• Creates an audit trail
• Prints on the Payroll Register

46
E492 Report

• E492 Terminated Employee with Leave Balances
• Produced with leave accrual process
• Includes CT, LA, ML, PB, PR, SL, VA

47
Exercise 2
48
Adjusting Deductions
49
Evaluate Existing Deductions

• PEBB Benefits
• Wage Withholding Orders
• Union Dues/Fair Share
• Deferred Comp Loan Repayment

• Parking
• Direct Deposit(s)
• Charitable Fund Drive
• Food Bank
• Deferred Comp

50
Required 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)

51
Optional PEBB Benefits

• Optional life
• Long short-term disability
• Long-term care
• Accidental death dismemberment
• Flexible spending accounts

52
PEBB ? Benefits (PDB)
53
PEBB 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

54
PEBB 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

55
PDB 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 123110
• START DATE 010111
• PDB will apply 80 hour rule

56
OAR 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

57
Optional 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

58
P070 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

59
P070 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

60
PTD2 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

61
Parking

• State-owned parking paid in arrears
• Private parking generally paid in advance

62
Involuntary Deductions

• Union dues / fair share covers month in which
  collected
• Wage withholding orders recalculate
• Deduct uncollected overpayments from final pay

63
Uncollected Overpayments

• OAM 45.50.00 PO PR and collective bargaining
  agreements
• P370 Calculation of Current Pay-off displays
  prior month negatives

64
Deleting Deductions

• Work with gaining agency. Do not delete
  deductions until they have been cloned.
• For direct deposits, delete 3 months prior

65
To Delete a Deduction

• Retrieve record for pay period where deduction
  will no longer be in effect
• For example
• Final work day 12/31/10
• Deduction included in final pay
• P070 SSN or Employee ID 01/31/11
• ? D (delete)

66
Delete Data on Other Screens

• P050 Gross Pay Adjustments
• IR entry if employee opted out of medical or
  medical and dental insurance
• DPT / DPN entries if employee has domestic
  partner insurance
• P010 Withholding Data / Locator Data
• WAIVERS if the employee declined PEBB benefits

67
On-line Daily Time Security
68
On-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

69
P006 On-line Daily Time

1. P006, your SSN, agency, distribution code
   ENTER
2. SUPV PIN ENTER
3. SSN (employees) ENTER
4. VERIFY TIME? X ENTER
5. VERIFY TIME? X ENTER

70
Exercise 3
71
P032 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

72
Gaining Agency
73
Gaining 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
• Transfer in leave balances on P435

74
P030 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

75
P030 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

76
P071 (Cloning)

• p071 OR

• Blank screen P071 OR losing agency
  gaining agency
• Without a date, clones for current pay period
• May enter a date P071 OR
  MMDDYY

77
Clones Following Screens

• P010 Withholding Data / Locator Data
• P020 Work Schedule Data
• P050 Gross Pay Adjustments
• P070 Deductions and Deduction Adjustments (except
  PEBB benefits)

78
Work Schedule
79
P020 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

80
P020 Fields

• START DATE -- MMDDYY
• END DATE -- system set, 999999
• WS CODE Publications, Reference Manual, Codes
• SHIFT START 24-hour clock, enter if other than
  800 AM (0800)
• SHIFT CODE 1day, 2evening, 3night

81
Retirement, Withholding, PEBB Waivers
82
P010 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----

83
P010 -- Check Dates

• FINAL CHECK ISSUED
• FINAL CHECK PERIOD ENDING
• If dates present, change to 000000

84
P010 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.

85
P010 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

86
P010 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

87
P010 Taxes, Out-of-State Duty Station

• Contact OSPS
• OSPS will
• Contact state
• Calculate monthly withholding amount
• 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

88
P010 Taxes, Foreign Nationals

• OSPS.99.01 Foreign National Residency
  Determination (Forms, Employee Forms)
• Resident aliens taxed as U.S. citizens
• Nonresident aliens have separate withholding
  requirements
• Reference Manual, Recommended Practices, Taxes,
  Foreign Nationals

89
P010 Retirement

• Possible considerations
• Employee not yet eligible for OPSRP
• Old or new position not PERS qualifying
• Change in PERS Wage / Job Class Code

90
P010 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

91
Not 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

92
Already 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

93
Other P010 Fields

• FICA SUBJ Y
• SAIF SUBJ Y
• UNEM SUBJ Y

94
P010 -- PEBB Waivers

• Reference Manual, Publications, Handbooks, PEBB
  Benefits
• Ensure consistency
• 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

95
Exercise 4
96
Adjusting Deductions
97
P070 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

98
PEBB Benefits

• Confirm interface from PDB
• If notified by losing agency, force premiums for
  optional insurance premiums
• Check for
• Domestic partner insurance (P050)
• Opt out of medical or medical and dental
  insurance (P050)
• Decline benefits (P010)

99
DAS Parking

• Deducted in arrears
• For new parking DAS, Facilities, Parking, will
  provide deduction and plan code

100
Union Dues / Fair Share

• Determined by employees REPR / BENEFIT PKG CD on
  the P030 (Reference Manual, Codes)
• Represented employee may
• Join union
• Exercise right of non-association
• Default to fair share
• Employee submits form to union, which notifies
  payroll

101
Union 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

102
SEIU 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

103
SEIU 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

104
Deferred Compensation (OSGP)

• DCNN 100 Regular contributions
• CAUTION if employee has a deduction in both
  agencies for the same month, OSPA will make two
  deductions

105
Direct Deposit

• If deduction is cloned, OSPA will not pre-note
• If you enter a new deduction, OSPA will pre-note
  the first month
• Publications, Reference Manual, Entry Guides,
  Direct Deposit

106
PSEC

• If employee will use On-line Daily Time, enter on
  PSEC
• Reference Manual, Screen Descriptions, PSEC

107
Exercise 5
108
Leave and Comp Time
109
Transfer from Clearing Account

• On or after P030 START DATE, transfer leave
  balances to gaining agency
• Determine balances on P420
• Make entries on P435

110
Personal Business

• If leave accrual runs prior to transferring the
  leave from the clearing account, LARS will give
  employee the full balance for the year
• Employee is not entitled to a new balance only
  the balance remaining from the losing agency
• Zero balance in the clearing account indicates
  employee has already used all

111
Furlough Obligation

• Obligation in new position may not be the same as
  that for the old position
• Determine the amount for the employee in new
  position
• Use the balance in the clearing account to
  determine how much the employee has taken
• Transfer all from the clearing account
• Adjust to the appropriate balance

112
Transfer from Clearing Account 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
• Positive for accrued leave (PB, VA, SL, LA)
• Negative for ML, PR
• COMMENTS 12 characters

113
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 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
• ?

114
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
• 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

115
Excess Vacation Leave

• Will not be in clearing account
• Losing agency will notify gaining agency if
  employee has balance
• Add leave type on P435 screen
• Then, adjust VF leave balance on the P435

116
Add Leave Type on P435

1. P435 OR VF
2. ENTER

117
P435 Add Leave Type

• P435 OR VF EMPLOYEE
  LEAVE DATA
• LASTNAME, FIRSTNAME LV04 NO
  LEAVE DETAIL DATA EXISTS
• 
  
• 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 5 GL 00 00 .00 .0 8.0 10 FWD
  .00 .00 .00 000000
• LV BAL DT CUR/CONT 000000/000000 CUR
  .00 .00 .00
• 
  
• ADJ OR CLR ACCT HOURS REMAIN TIME
  LV EXP ENTRY
• TRFR FM/TO OTHR JOB LEAVE ADV LOST
  DATE DATE COMMENTS
• 
  
• ?
  
• ?
  

118
Exercise 6
119
Send Documentation

• Tax forms
• Current W-4
• IRS Lock-in or DOR Determination Letters
• OSPS.99.01 Determination of Foreign Nationals
  Residency Form
• Current wage withholding orders
• Current forms authorizing deductions

120
Documentation 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?

121
Reports

• E322-01 Deductions Past Job Ending Date
• XREF01 Deduction Reconciliation
• E497 Employees with Non-blank Waivers
• B075B Gross Pay Adjustments

122
Reports 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

123
Reports Contd

• Net pay Negative Report
• E492 Terminated Employees with Leave Balances

124
PERS EDX/jClarety

• PPDB will interface transfer to jClarety
• Only send paper forms to PERS if a DAS
  Centralized Services staff member requests

125
Exercise 7
126
Questions?
127
Exercise 8 - Review
128
Evaluation

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