1. Welcome - George covered the logistics for evacuation in the event of an emergency and relocation in the event of a "Shelter-in-Place" crisis.
   
   
2. 2004 Retroactive Pay Adjustment - Cliff discussed the OPM memo on the 2004 Retroactive Pay Adjustment, which is CPM 2004-05 dated March 4, 2004. He explained that NFC plans to process the retroactive payments in pay period 07. Agencies should receive NFC's memo on this by the end of the week, if you have not already done so. If not, agencies were asked to notify Cliff.

   The Process -

2.1.  NFC will run the 1st pass of PAYE for Pay Period 06 on Thursday night, April 8th for all three databases. The 2nd pass of PAYE will be run on Friday night, April 9th. Once the BEAR processes for PP-06 have completed, NFC will immediately start the retro process.

2.2.  NFC will generate an 002 (Correction) to the 894 (Pay Adjustment) for employees without intervening actions (i.e., last non-exception action on the database is the January 11th Pay Adjustment). Agencies are responsible for working and clearing all 002/894 actions that fall to Suspense. If an agency needs assistance, please contact NFC.

2.3.  Next, NFC will generate HCUP packages for employees with intervening actions using the 002/894 as the starting action. Agencies are responsible for working and clearing all HCUP packages in Suspense. Agencies will not be able to delete these HCUP packages themselves. If a HCUP package must be deleted, the agency will need to submit a documented request to NFC so that a programmer can delete the package.

2.4.  Wednesday, April 14th, the system will be available to users. If it becomes eligible sooner NFC will contact your Annual Pay Raise rep(s). There will be a weekly conference call starting next Tuesday, March 23 at 10:00 am and additional information will be forthcoming.

2.4.1.  Q: Will the conference call notes be forwarded to CAPPS? A: Cliff - yes.

2.4.2.  Q: SBA - Will NFC do our experts and consultants? A: It depends on what your normal requirements are the annual pay raise.

2.4.3.  Q: SBA - We have AD's and our expert in this area is out. I don't know how to do them. Can someone help? A: Cliff- If your agency normally does them internally (i.e., requirements are not submitted to NFC) then NFC will not know how to do yours. FQ: So, if they received the original pay raise because it was processed internally, then NFC cannot do this one right? FA: Correct.

2.4.4.  Q: If the employee transferred, how will this be handled? A: If the transfer occurred prior to PP-07 (but after PP-01), NFC will process them as an 002 to the transfer. If there were intervening actions, NFC will create a HCUP action for them?

2.4.5.  Q: Agencies will not be able to delete any HCUP packages or just some of them? A: Any NFC created HCUP package will have to be cancelled by NFC. Additional information on this subject should be available on Tuesday.

2.4.6.  Q: USDA - Should the agency have all pending HCUP cases resolved prior to the 894 if the employee is due the new increase. A: Yes and this applies to both new and old systems. FQ: By PP-06? FA: Yes

2.4.7.  Q: DOJ - What has been done to resolve the pay related issues that occurred last year? A: Lynda - NFC has taken steps to resolve most of those issues. Jo requested that Mike Mire talk about the reports that Treasury is trying to coordinate with the FOCUS Users group to assist everyone on some of these issues. Mike identified those reports would identify employees with 1) overseas changes since PP-01 (Lynda indicated that the COLA and allowance indicators were fixed by PP-17, 2003); 2) change in tax state since PP-01; and 3) non-pay time since last WGI at the end of PP-06 or there is a NOA that will re-set the counters. Lynda is also going to re-distribute tips from yesterday. FQ: Will there be a TSP report also? FA: TR - they had not planned on it, but the community may want to consider it.

2.4.8.  Cliff requested that the reps save these detailed questions until Tuesday's conference call with the Annual Pay Raise Team.

2.4.9.  Q: DOJ - Did you include reports on the Quarters deductions. A: Treasury - no. Lynda indicated that there was a fix for this problem. FC: DOJ is not real comfortable with the testing of that fix because they did not have any T&A's for that period. FA: Lynda indicated that there have been no additional Quarters problems reported.

2.4.10.  Q: USDA - Will the new EPIC affect the existing HCUP cases? A: No.

2.4.11.  Q: TR - If the agency is generating the 002s to the 894 actions in the front-end systems, should the agencies use the new or old executive order. A: Cliff - Use the new one. It is now out there on OPM's website.

2.4.12.  Q: TR - Are we looking at one big pass of PINE or several different little ones. A: PPSPS is not sure, that is a question for Tuesday.

2.4.13.  Q: Since these actions are processed in PP-07, employees will see the money in the 2nd April pay check? A: Correct. Q: We have 3 VIPS are the tables updated yet? A: No you cannot do them until Wednesday, April 14th when the systems are available. The tables are uploaded until NFC is ready to do the retro to avoid other processing problems.

3. 2004 Retroactive Pay Adjustments for FWS Employees - Cliff started by requesting that if anybody understood OPM's memo CPM 2004 -06 dated March 4, 2004 then could they please stand and explain it to all. He indicated that DOD posted 75 new tables out this morning (March 17th). Congress has passed some additional information for this years FWS process. In previous years there were ceilings on the across the board ceilings. Congress has now added a floor. The problem now is that the floor can exceed the ceiling! The end result is that some areas of the country can now have multiple wage areas due to different locality areas. For example, in the traditional Philadelphia, PA FWS area, employees may now be covered by the Philadelphia, NY, or RUS rate depending on the duty station within in that wage area. This phenomenon happens in about 25 different areas of the country. NFC cannot input this into the tables yet, because all of the new jurisdictions have not been identified by OPM/DOD. When they complete this NFC will figure out how to handle the new situations.

   3.1.  C: TR-BPD indicated that the DOD areas have just been added this morning (the rep is participating from the field via teleconference and was able to pull the data up at her desktop).

   3.2.  Q: TR - For planning on the front-end system, is NFC going to come up with 3 wage area tables (e.g., in the Philadelphia area) in lieu of fancy programming. A: Cliff - that is the procedure that he is recommending, but it is not his decision.

4. EPIC v2.06 - Lynda indicated that the new version of EPIC, version 2.06, will be available on the download center on April 18th. It will be effective in PP-08, April 25th. The new version will become mandatory by PP-10, May 25. The primary changes in this new version are the addition of garnishments. The new version will also prevent rollbacks after PAYE for any employee that was been paid in that pass. If not paid, the agency will still be able to do the rollback. If paid, you cannot. Currently POI's cannot start a HCUP case on the Monday after BEAR. With EPIC 2.06 agencies may begin HCUP cases on Monday. The changes identified here were not made to the old PACT system.

   4.1.  Q: Treasury - Is NFC going to issue a bulletin on this? A: Yes, the staff is still working on the draft and it will be available soon. NFC will put out a message on this the week before it is issued reminding agencies.

   4.2.  Q: What about the EPIC work group? A: The next meeting is scheduled for April 1st at 10:00 here in the Lincoln rooms.

   POST MEETING UPDATE: This meeting was postponed until April 20th.

   4.3.  Q: DOJ - The new garnishment screens allow input from the agencies? A: Yes. Steve L. will talk about this in the next topic.

5. Garnishments - Steve L. inquired if the draft letter to discuss 3rd party debts had been distributed during the CAPPS meeting. Yes. In PP-20 NFC made programming changes to automate the processing of garnishments. In the new system, the checks are electronically transferred to the creditors upon the completion of a pass of PAYE. Therefore, it is no longer possible for the agency to stop the distribution of the payment from NFC to TR after PAYE runs. However, now that garnishments are automated, the agencies can directly enter garnishment data from the HQ or field units. The letter distributed during the meeting addresses the items that agencies can begin to enter themselves via EPIC. Agencies may begin implementation anytime from PP-08 through PP-20, 2004. After PP-20, if an agency has not converted to the agency entry process, they will be required to sign a reimbursable agreement with NFC to provide this service to you. The items that agencies are to assume are: 1) bankruptcy - RA type 30; 2) educational - type 33; 3) commercial - type 50's; 4) IRS voluntary 2159; and 5) Military deposits where there are deductions are taken from the employee's salary. For Military deposits paid via check the agency will still need to submit the paper work to NFC for depositing the check and updating the retirement record card. The letter explains that for the military service deposits that are currently being offset via payroll deduction will continue to be handled by NFC since they have already been started due to the interest accrual date until they are cancelled or fully collected. Agencies can begin handling all new, payroll Military deposits or other 3rd party debts in PP-08. IRS levies imposed by the IRS are unique in how they are to be offset, and will continue to be handled by NFC staff. The new automated process will change how the agency handles the processing of the paperwork but not the legal process itself. For instance, in bankruptcy cases the employee goes to the court and the court dictates the specifics for the bankruptcy withholding. In lieu of submitting this information to NFC, the agency will enter the data themselves via the EPIC screens. These screens are intended to be self-explanatory. If there are questions, please reps should contact their customer service representative. The bulletin is forthcoming on the specific details with the change.

   5.1.  Q: Treasury - What is the projected date for the bulletin? A: Not sure, but it is expected within 3-4 weeks.

   5.2.  Q: DOJ - Since the screens will be self-explanatory, are they based upon the 1997 requirements? A: To some degree, but not everything in that package will be available in this first phase. FQ: Given that payroll offices have no exposure to the day-to-day processing are you sure that no training/manual etc. needs to be available? Will the 2PM be updated? FA: If it is not self-explanatory, NFC will need to issue help screens, an additional bulletin, etc. Lynda added that from the standpoint of the EPIC directive, it is being re-written now to include this guidance. Every data element will have a "HELP".

   5.3.  Q: We don't have instructions on the administrative procedures. A: The agency is responsible for doing this! Steve indicated that the % is programmed into the calculations.

   5.4.  Q: George - if the employee has existing garnishment case(s), and the one being entered exceeds the overall limits, is there feedback? A: There is a report that comes out every pay period that lists the RA type and the dollar amount currently being off-set and those that are on-going but not off-set. The report does not identify the reason why the offset was not deducted (i.e., too many vs LWOP). Agencies will have to research this type of thing. FOCUS can be used to facilitate this process. A good FOCUS reporter may be able to match files from PAYPERS and PAYTA and develop a more detailed pool of information. FQ: Jo - Will you share the name of that FOCUS report? FA: Yes, he does not have the information with him, but it can be shared with CAPPS. FC: George - Since IRS has a center of excellence in this subject matter, they may want to share some additional reports. FQ: TR - Can NFC re-write these reports? FA: Agencies can choose to re-write the reports in any manner they chose. Steve can have it re-written to sort by agency and POI, but it is not available today.

   5.5.  Q: DOJ the agency takes over and all of the existing garnishments in the system are still there and they go to process a future one. How will the agency know how many garnishments are already in there and what types? Do the system edits cover this? A: The agency needs to know the legal limitations. FQ: DOJ - How is this done without checking the system? FA: It is not. Agencies will have to the IRIS 114 screen. The system limits are 5 RA's and 3 Child support cases. If the employee has more than this for either type, then the case must be submitted to NFC for manual processing. Lynda indicated that, based upon the issues raised in the meeting, a bulletin may be necessary to stress the manual processes an agency will need to take for Garnishments processing.

   5.6.  Lynda - If a user already has access to sensitive payroll documents (update and reading) you will automatically have access to this information (i.e. 3xx screens).

   5.7.  Q: DOJ - Will there be a rate reduction in agency costs next year since this function is shifting to the agency? A: FEMCO has been notified and agencies will probably see a 10 cent reduction per case. Will the overall bill go down? Probably not, but that is due to other factors which may weigh in to raise other costs. There is no guarantee since it will depend on whether other costs go up, down, or remain the same. Technically they will be reduced.

   5.8.  Q: Treasury - So organizations are to have their own procedures? A: YES.

6. Child Support (Steve Loeffelholtz) - FYI agencies are currently entering the child support documentation into the payroll system. NFC has been working with HHS, which is trying to consolidate the recipient organization into single state offices. Most documents out there are sent by check to a location and may be sent to an SDU (state disbursing unit) normally only one assigned per state/territory now. HHS is discontinuing paper checks and are requiring EFT with an EDI addendum record at the end of it. Prior to PP-11, NFC will begin sweeping the physical addresses to an EFT routing and account number. NFC plans to do this without requiring assistance from the agencies. Do not be alarmed if you notice this change. As this implementation process continues, agencies may be required to change the original court case number to a new one. This is due to the centralization process, which requires unique numbers for each case (i.e., in the de-centralized mode some case numbers may have been replicated throughout the various districts). NFC will work with the agencies and states on this process - this portion will NOT be required by PP-11. In the initial implementation, the SSN will be used. All states within the exception of a few (2-5) can implement this way. A few will require that the case number to be modified. NFC plans to distribute a spreadsheet to George for distribution to CAPPS to address those situations. In that spreadsheet, NFC will provide both the new and old case numbers.

   6.1.  Q: USDA - Shouldn't the court be submitting this information since this is a legal document? A: Steve - The individual district courts may no longer be involved since it is being handled by the State Distributing Unit's. The changes implemented by HHS do not affect the amount or disbursement recipient.

   6.2.  Q: DOJ - As for the case number changes, are these expected to be completed this year. A: Steve - Probably, but not before PP-11 since most payments post based upon the SSN of the payer. FQ: Do you know the states which cannot post by SSN? FA: Steve - The HHS/CSO have not finished the list yet. George - FYI the HHS/CSO group reps are the ones who wish to make a presentation to CAPPS on these changes. They may be here for the April CAPPS meeting.

   POST MEETING UPDATE: CSO advised that they wouldn't be able to attend, but Steve will be available to answer questions, as necessary.

6.3.  Q: So, child support court orders will start including the routing and account number on the child support documents. If they do not, will the personnel office will be required to go back to the submitting court office and obtain the information. A: Steve - NFC can share the current list of EFT and routing numbers for each state and it can be distributed via CAPPS. However, as time passes, this list will become outdated.

1. WEB SPPS - Sharon G. discussed the handout on SPPS web that was distributed at the beginning of the meeting. Conversion to the SPPS web began on February 23, 2004 and several agencies have begun using it. Sharon encouraged all agencies to begin using it. An on-line help is available which is an improvement over the client version. There is link to the SPPS web on the NFC Homepage or agencies may type in the URL that is in the handout.. No additional security is needed (i.e., if users currently have SPPS client access, they have access to SPPS web. If users currently have client access, they can automatically access SPPS web). The web system is very user friendly and no additional training should be required if the user is already familiar with the client software since both versions work the same. For those who need training (i.e., not on STAR client), the SPPS Web training database was activated on February 23 and agencies can now conduct their own training. Agencies will need to contact their security officer to request access to training database. The CAPPS reps should have a list of the SSN=s that are in the training database. All agencies have socials in the database and instructions on how to access that database is in the handout.

   Effective October 3, 2004 (PP-20), NFC plans to discontinue processing of the paper AD-343's submitted to the Payroll Operations area (this does not apply to the ABCO 343s. NFC will also discontinue the use of MANLOG effective January 9, 2005 and will shift all of this work to the SPPS web. Agencies that have not already done so, need to schedule training on SPPS for these items. Effective January 9, 2005, NFC will discontinue SPPS client. At that point all SPPS users will be operating in the web environment. Effective March 20, 2005, NFC will discontinue processing manual payments for all documents that the agency can process. The last page of the handout contains a list of those payments that must be submitted in SPPS Web. In SPPS Web the HR rep does not need to perform the calculations manually, the system can generate this data. The user enters the hourly rate of pay and the system calculates the totals.

   The subsequent version of SPPS Web, which is scheduled for April 2005, will incorporate the Quick Service requests. This version will include additional enhancements to reports. Additional future enhancements projected for January 2006 will include conversion of the old mainframe indebtedness, the calculation of interest by pay period, the implement credit adjustments (this is currently to entry of only the debit amount). Request for specific agency payments have already been added into SPPS but they can only use by certain agencies. If your agency needs any payments of this type, please contact Sharon or Angelee.

   Additional items in the handout include 1) a list of NFC offered SPPS training dates (i.e.., Quarterly 1-day classes as well as Mose's Operational Procedures Training) and 2) contact information for Sharon and Angelee.

   7.1.  Q: TR - Is the NFC offered training free? A: No, it is no longer free. It was free the first year, but not any longer.

   7.2.  Q: TR - Are the special payments that Treasury issues for people running for president available in SPPS or will Treasury have to continue doing those manually? A: Currently they are manual. However, it would be cheaper for TR to convert them to SPPS. If Treasury wished to continue them in a manual process after the cut-off date it would require a reimbursable. Treasury is planning to go into SPPS web.

   7.3.  Q: Is this handout available in softcopy? A: Sharon will make it available in softcopy.

   7.4.  Q: Will agencies be required to provide documentation. A: Agencies will have to maintain their own documentation for all activity taken in SPPS. The automation of this process will NOT alleviate the need for agency documentation.

2. Reporting Center - Steve C. provided clarification on sensitive data vs detailed sensitive data. Detailed sensitive data contains information such as union dues, awards, RNO, handicap, etc. that is identifiable by the employee. Agencies can specify whether a user is to have detailed data and/or detailed sensitive data.

   There are currently three security levels in the Reporting Center

   * Lowest level - This level provides the user with only statistical reports whereby any value lower than 4 will be asterisked.

   * Mid level - This level provides the user with additional data options, as well as, statistical reports that can be drilled down to the individual employee(s).

   * High level - This level provides access to detailed sensitive data similar to that found in the IRIS 300 screens.

   8.1.  Q: How does the org structure figure into the security levels. A: For each security level, access may be limited down to the 8th level and/or POI.

   8.2.  Q: Can a user's access be limited to a specific report(s)? A: Currently the only "by report" limits are in the Administrative and Financial areas. If clients need to have this type of restriction in the Action and Workforce areas, NFC can do this.

   8.3.  Q: How does a security officer go about request access to a grouping of reports (Administrative) and then access within the reports such as Detailed-sensitive and at what access level (org structure xx-xx-xxxx)? A: Ask for main group (e.g., Workforce Reports) for xx-xx-xxxx and then ask for sensitive detail or just detail.

   8.4.  Q: Is there a list of reports available via the Reports Center. A: Yes, on the log-in page. Go to NFC homepage, select the Reporting Center, from the menu bar, and all the reports are available.

   8.5.  Q: USDA - The values from tables need to be updated for some data elements such as the special employee code. How often are these fields updated. A: Steve knew the request had come in, but has not received it yet. Currently, this is handled via scheduled releases. However, they are automating the table update process and changing the extracts to COBOL reports in lieu of FOCUS. He is not sure of the new the schedule yet.

   8.6.  Q: SBA - At one time payroll listings were listed on the Reporting Center, but they are no loner listed? A: It is listed as a coming attraction.

3. PL 108-136 Pay Changes - Comp Time Issues - Cliff L. indicated that he had requested reports on individuals who earned comp time in pay periods 23 and 24. The programmers are still working on them, and we will forward them when they are available.

4. Benefits Updates - Cliff L reminded the reps that TSP Quarterly flyer will be issued with the PP-07 Earnings & Leave Statement. In addition, NFC is finalizing the Personal Statement of Benefits and hopes to begin running these by the week of March 22nd.

5. Employee Express Update - George M indicated that EEX is attempting to qualify for E-Authentication Level 2. USDA will be pulling out of EEX servicing at the end of fiscal year. EHRI demo by Rhonda Diaz, voice response system costs will be maintained as best can and costs will be prorated excluding USDA and other clients. Discussion of fact that NFC Homepage now equals EEX (except for CFC test functionality) and some discussion among small agency consortium regarding costs, etc.

6. PMSO Work Group - George M. indicated that he had received some input from key agencies on PMSO issues/problems they would like to have addressed. USDA provided a detailed study on projected changes, which George will share with CAPPS. However, George has not yet received any actual volunteers/draftees to work on group. If none are forthcoming, he may make some unilateral decisions/recommendations for some of these issues and present them to NFC for consideration.

7. Instructional program codes - George M. discussed the status of the OPM issued codes last year. NFC did perform sweeps to change individual records but tables were not updated across the board (modifications to individual values were made based upon specific requests but there was no global implementation of the new values). NFC is looking into this and more information will issued at a later date.

   POST MEETING UPDATE: Subsequently, it was determined that Tables still has not updated the codes, and will have to do so before any other steps are done. Once this is done, sweeps will have to be repeated in order to catch any new entries since those original sweeps were completed.

8. Changes to Data Standards - George M. informed the reps that a new pay rate determinate (PRD) code of "Z" has been issued. This code applies to individuals who work outside the US border (i.e., Mexico or Canada) and commute back to the US for residence purposes. The issue is how you set the locality pay for these employees. Employees in this situation are entitled to the locality pay applicable to the closest duty station in the US to their duty station outside CONUS. George will share more information later, but right now is trying to find how many people affected.

9. STAR 4.0 Demo - Jo provided a very brief demo of the next version of STAR web. Agencies wishing to provide feedback should follow normal chains of command for submitting comments. Comments will be reviewed by the T&A work group.

   15.1.  Q: DOJ - What needs to be done to make it mandatory for Timekeepers to use the new descriptor field? A: Jo - The system cannot be set-up to require this. This is a clarification on a regular Prefix/TC/Suffix combination. FQ: DOJ - So, agencies must rely on the timekeepers to actually fill in the detail?? A: Jo - Yes. If the employee used sick leave for Family & Medical Leave purposes, the timekeeper would have to code it as such for the editing to work.

   15.2.  Q: DOJ - When will mainframe be changed? A: This does not require a mainframe change. The data will be stored in PAYTA and available via FOCUS. This will occur in PP-15. The prototype should be available on April 1st for agency. This should give agencies time to review and become familiar with it.

10. Sunset of Old Systems - Jo briefly discussed sunset dates for EPIC client, SPPS client, STAR client, and RIFR mainframe. The dates issued were tentative and additional information will be provided at the HR briefing at New Orleans in April. If agencies cannot meet proposed time frames, they should e-mail the GESD Request line as soon as possible.

11. User & Work Group Updates

    17.1.  Awards - Jo reminded everyone that the next meeting is scheduled for April 14th from 9:30-11:30 in Lincoln 3.

    17.2.  EPIC - Lynda indicated that the next meeting is scheduled for April 1st from 10-12 in the Lincoln 1 & 2.

    17.3.  FESI - no update.

    17.4.  Leave Share - no update.

    17.5.  T&A - Jo reminded reps that the next T&A User Group meeting is scheduled for April 1st from 9:30-11:30 in the Resource Room. The next T&A Requirements meeting is also April 1st from 1-3 in the Resource Room.

    17.5.1.  NFC completed the modifications for TIME Edit 137 (Project 40201) in PP-04, 2004.

    17.5.2.  22-day leave update

    17.5.3.  3.0 usage PP-04 = 1,210 timekeepers & 23,747 T&A's (AOC-1126; AG-13,935; ATBCB-29; BG-53; DOJ-3,591; DHS-1,795; HUD-224; OSC-97; SR-117; TR-2,780).

    17.5.4.  Jo indicated that if agencies wished she could do another demo next week for the T&A User & Work groups if reps felt it was necessary prior to April 1st.

    POST MEETING UPDATE: Reps were queried and most felt that an April 1st demo to the reps would be sufficient.

12. Potpourri

    18.1.  Recently PPSPS has received several requests from individuals to add themselves to the CAPPS list. Just a reminder, only the key CAPPS rep for a given agency/department can add an additional individual to that agency/department's CAPPS list. The requests will not be honored unless they are submitted this way.

    18.2.  There will be a CAPPS meeting even though the HR Briefing will be held the following week.

    18.3.  Q: Our agency had a rogue remark on SES actions for locality pay last pay period? A: Cliff has copy of the SF-50 - only have 2 SES. The remark appears to be a carryover from the 2003 retro.

    18.4.  Q: Can we run report to capture anyone that may have been missed with overtime? A: Yes, key in on the split T&A indicator field in PAYTA.

    18.5.  Q: TR-BPD - We have received an inquiry from OPM on how we put together the 113 reports. Will NFC answer for everyone or will someone coordinate the response? A: Send copy of the requirement to us and we can decide if it something we can handle for you.

13. Attendees

    AG, ARC, AOC, Capital Police, CCR, CFTC, CSOSA, DHS, DOC, DOJ, FCC, FDIC, FMCS, GAO, GPO, LOC, NCPC, NEA, NEH, OGE, OSC, Peace Corps, SBA, TR, & TR-BPD

    PPSPS - Cliff, George, Jo, & Lynda