overview of defense civilian payroll … force csr workshop 2015...remedy remedy system allows for...

Defense Finance and Accounting Service

Integrity - Service - Innovation


OVERVIEW of DEFENSE CIVILIAN PAYROLL

SYSTEM (DCPS)

INDIANAPOLIS PAYROLL OFFICE


7/8/2015 2


7/8/2015 3

CSR Resources

DFAS.MIL General information for Civilian employees http://www.dfas.mil/civilianemployees.html\

APAN https://wss.apan.org/s/DFASPayroll/default.aspx

DFAS4DOD https://dfas4dod.dfas.mil CSR & TIMEKEEPER manuals

Payroll Office Advisories (POAs) Payroll Office Forms (DD 2875, D 2929, VRA’s, Union Info change form, etc.) DCPS Web-based Training

DOD Regulations DoD FRM - Volume 8

http://comptroller.defense.gov/Portals/45/documents/fmr/Volume_08.pdf

DoD Issuances http://www.dtic.mil/whs/directives/corres/html/CPM_table2.html

OPM.GOV

General regulations for civilian employees http://www.opm.gov/

7/8/2015 Integrity - Service - Innovation 4

http://www.dfas.mil/civilianemployees.html/

https://wss.apan.org/s/DFASPayroll/default.aspx

https://dfas4dod.dfas.mil/

http://comptroller.defense.gov/Portals/45/documents/fmr/Volume_08.pdf

http://www.dtic.mil/whs/directives/corres/html/CPM_table2.html

http://www.opm.gov/

http://www.opm.gov/

Access to DCPS

DD2875 SYSTEM AUTHORIZATION ACCESS REQUEST (SAAR)

DD2929

DEFENSE CIVILIAN PAY SYSTEM (DCPS) NON-PAYROLL OFFICE ACCESS FORM

DCPS Security Awareness Course

Completed forms are submitted on a Security Establishment ticket.

SASO e-mail for DCPS access issues: [email protected]

https://dfas4dod.dfas.mil/systems/dcps/consolid/Index.htm


mailto:[email protected]










MIAP

DCPS is accessed through the MIAP website

MIAP is not part of DCPS; it is portal to get to DCPS securely

https://miap.csd.disa.mil/portal.html

https://miap.csd.disa.mil/portal.html


DCPS database selection


USERID AND PASSWORD


DCPS CONSENT BANNER


BROADCAST MESSAGE


SECURITY SIGN ON


DCPS CSR MAIN MENU


OPTION 1 MAIN MENU: EMPLOYEE DATA MENU


OPTION 2 MAIN MENU: LEAVE MENU


OPTION 3 MAIN MENU: ON-LINE INQUIRIES MENU


OPTION 2 : MASTER HISTORY SCREEN


OPTION 3: PAY DETAIL


OPTION 4: MASTER EMPLOYEE INQUIRY


OPTION 6: PAYROLL OFFICE TABLES MENU (VIEW ONLY)


OPTION 8: CENTRAL TABLE MENU (VIEW ONLY)


OPTION 9: OVERSEAS ALLOWANCES-ADVANCES/PAYMENT/ADJUSTMENT


OPTION 10: ACCOUNTING DATA


OPTION 4 MAIN MENU: TABLES MAINTENANCE MENU


OPTION 6 MAIN MENU: CSR REPORTS MENU


OPTION 7 MAIN MENU: TIME AND ATTENDANCE MENU


OPTION 8 MAIN MENU: IN LIEU OF LEAVE AND EARNINGS STATEMENT


OPTION 9 MAIN MENU: DEBT COLLECTION MENU



Remedy Overview


Remedy

Remedy system allows for communication between the Payroll office, CSR, and HR offices Tickets can be entered requesting assistance in processing or

payroll inquiries Documents can be attached to tickets for validation

Remedy titles have Customer Expectation timelines Expectations vary for each title and are noted in the following slides

Imaging - Electronic Document Management system Remedy is the preferred method for submitting requests –

supporting documentation may be faxed to Imaging Fax number for Imaging: 866-401-5849


Access to REMEDY

DD2875 - System Authorization Access Request (SAAR) &

Remedy Security Rules of Behavior

Please submit completed form via CSR 2875 ticket.

Please submit Remedy Client Update ticket to update your information (phone number, address, etc) or if you wish to group Remedy users together.

https://dfas4dod.dfas.mil/systems/dcps/consolid/FORMS/remedy2875srob.pdf


Remedy Ticket Titles and Timelines

3–Day Special Pay Hot/Non-Pay Security Violations Deductions/1Sub Titles – Field Service Receipt Workarounds-HQE

5-Day HR Request for Debt Offset Deceased Military Deposit/Hot Item **PRO ONLY** Workarounds Remedy Client Update


Remedy Ticket Titles and Customer Expectations

5-Day (cont.) Security-DCPS Termination Timekeeper Inquiries TSP-FERCCA **PRO ONLY** Arbitration-History request

10-Day ADS Payment Request **PRO ONLY** 401K Loans Aggregate Limit Allotment Inquiry Arbitration/Decision (DODEA) Butterbaugh Claim



10-Day Check/EFT Not Received Debt Hearing Debt Refund Deductions (18 sub-titles) DeFacto Donated Leave FEGLI FEHB-Other Foreign Allowances

• LQA Inquiries; SF1190 Advance Payments: Other Allowances



10-Day (cont.) Garnishment Leave and Home Leave NAF/401K Non-Standard DCPS Report Request OPM Inquiries (comes from OPM) Physicians Comparability Allowance Report Print Problems Reservist Differential



10-Day (cont.) Retirement Security Establishment Severance SF1150 Input SF1150 Request SF-50 Student Loan Tables-2 Sub Titles Tax Inquiry Terminal Leave TSP USERRA - Letters



10-Day (cont.) Voluntary Repayment Agreement VSIP/VERA Installments W-2 W-2 Reissues

15-Day

Arbitration Interest Calculation (DODEA) Debt Inquiry Workers Comp Leave Buy Back - Payment Offline History Print Request Preconversion Issues Retirement – Settlement **PRO ONLY** Settlement Inquiry TSP Settlement



30-Day

Accounting Vouchers Arbitration (DODEA)

• Audits • Copy of Check Request • TSP History Request

Debt Waiver – LQA Project Debt Waiver – Debt Waiver Law/Contingency Leave

• 2 Sub-titles Military Deposit Application Military Deposit Payment TSP-Debt USERRA-Request Workers Comp Leave Buy Back - Submission NAREA Military Deposit Paid in Full Letter



60-Day Debt Audit Leave Audits

• 2 Sub-titles Pay Audits

• 5 Sub-titles Sunday Premium for Part-Time Employees TSP Audit

90-Day

Retirement Code Changes

150-Day FERCCA


ESSENTIAL INFORMATION

Ensure remedy titles are used appropriately

Incorrect titles will be corrected by the PRO and may result in longer work times

HOT-NON PAY title is restricted to HRO only

Allotment inquiry, MSD hot item, and Misc pay titles restricted to PRO only

CSR 2875 restricted to CSR only


Questions



TABLES

INDIANAPOLIS PAYROLL OFFICE DEFENSE FINANCE AND ACCOUNTING SERVICE

Integrity - Service - Innovation 45

RESPONSIBILITIES HUMAN RESOURCES / PERSONNEL OFFICE

Provides Activity & Organization codes to the CSR

RESOURCE MANAGEMENT / BUDGET OFFICE

Provides Accounting Classification information to the CSR

CUSTOMER SERVICE REPRESENTATIVES (CSR) Inputs Employee-level Accounting Classification Records Inputs Organization-level Accounting Classification Records Activity-level Accounting Classification records changes are submitted to DFAS via Tables Remedy ticket

DFAS-IN CIVILIAN PAYROLL OFFICE (PRO) Creates/changes Activity & Organizations from Tables Remedy tickets


RESPONSIBILITIES CONT.

DFAS-IN CIVILIAN PAY & ACCOUNTING DFAS-IN is the POC for resolving civilian pay accounting discrepancies Facilitate resolution of issues for payroll accounting when multiple accounting offices are involved – such as:

Re-organizations/Re-alignments Update records to reflect new Fiscal Station Number (FSN) / Accounting Activities Mass updates to accounting information are done by Accounting Operations

Assist CSR’S with Table updates


TABLES – General Guidance

For org builds, only the remedy ticket is needed (no attachments). Please only complete the Tables template on the ticket

See slide 10 - 12 for further information.

For new activities (UIC’s/PAS), please complete all sections of the table update request form.

See slides 6 -10

Please attach the form to a Tables remedy ticket Please submit request 30 days prior to first use For reorgs / realignments, Please submit 90 days prior to being used.

TABLES – General Guidance For changes to orgs or activities, follow the same steps:

Orgs can be changed with remedy template only. Activities can be changed with the completed table update form.

Note: We need a approval memo from HR if the Site Activity needs to be changed.

Multiple org codes under the same UIC/PAS can be submitted on one remedy ticket, but the details of those orgs must be the same.

If all orgs have the same TAG, timecard options, etc., then one ticket can be submitted with the org codes separated by commas.

If you cannot fit all of the orgs in one ticket, please submit additional tickets, or a spreadsheet if it is a re-org.



DCPS TABLE UPDATE REQUEST FORM

Part A and B (General Info and POC Info)

• Part A - General information stating the UIC / org code • Part B - POC Information (typically for the CSR).

(The POC information is not entered anywhere in DCPS)


Part C – Activity Address • This is the employing activity address, not the Org, POC, or

CSR address. • This will be where a check is sent if an employee’s direct

deposit and mailing address are not entered in DCPS.



Part D – Employing Activity Information • Agency = two position code that designates agency (AR/AF/DD) • Major Claimant code= agency sub element (list in DCPS manual) • Blanket LV Advance = 0- no override 1- ’LB’ input in T&A 2- Authorization input in DCPS 3- Blanket advancement

• T&A Input Frequency = “D” – Daily, “W” – Weekly, “B” – Biweekly • Shore leave = ‘Y’ or ‘N’ if eligible for Shore Leave • Credit Hour Carryover = 0- 24 • Certifier = blank or “Y” (only use ‘Y’ if certify time directly in DCPS) • Labor IDC = “Y” or “N”



Part E – Default Accounting Data • This information should come from budget / finance office • Remember that this information is for the activity. Please do not submit

org or individual accounting. • Any org or individual accounting that is input by the local CSR will

override the information at activity level.



Part F – Organization Information • This is the same information that is on the Remedy ticket template. If you complete

the template on the remedy ticket, you do not need to complete the form. • If you do complete the form, be sure that all fields match the template. Conflicting

information will cause the ticket to be returned for clarification.



Organization Details • Pay Block = Groupings of pay records • T&A Input Frequency = T&A Input Frequency at Org-level • Blanket Leave Indicator = Leave indicator at the Org-level • End of Month Estimate = End of Month Estimate to be produced for an

Activity, can be “Y” or “N” • Labor Indicator = Flag to indicate daily/weekly labor extension, can be “Y” if

T&A input frequency is ‘W’ or ‘D’ • Time Card Option = time card option to be printed

N - DO NOT PRINT TIME CARDS 1 - T & A TIMECARD FORMAT 1 (A if use PC based T&A system) 2 - T & A TIMECARD FORMAT 2 (B if used PC based T&A system) 3 - T & A TIMECARD SSN ONLY FORMAT 1 (C if use PC based T&A system) 4 - T & A TIMECARD SSN ONLY FORMAT 2 (D if use PC based T&A system)


Valid Pay Blocks & Major Claimant codes

• CP1: 240-249 • OMA: 777, 780-789 • ZFA: 501, 512,521 (511-DODEA) • ZFR: 401, 402, 415,420, 421 (410, 411, 412-DODEA) • ZKA: 100-107 (108-OSD 109-DODEA) • ZPV: 910 A list of valid Major Claimant codes can be found in the CSR manual and on the OPM website: • http://www.opm.gov/policy-data-oversight/data-analysis-documentation/data-policy-guidance/reporting-

guidance/part-a-human-resources.pdf – (click on Executive Branch and then select your agency)


http://www.opm.gov/policy-data-oversight/data-analysis-documentation/data-policy-guidance/reporting-guidance/part-a-human-resources.pdf























Miscellaneous Information

Terminology • Activity = Unique Identification Code (UIC) = Personnel Accounting Symbol

(PAS) • SDA Activity = Name of the SDA file for that Activity • T&A / CSR Site Activity = Used in conjunction with the T&A/CSR Groups to

provide access to specific Timekeepers/CSRs

When completing the table request… • We prefer that a digital copy of the form is typed. • If completing it by hand, please be sure to write legibly.

• Please Put a slash through any numeric 0’s (zeros)
