I. Welcome (Cliff Lee) -

Cliff covered the procedures for evacuation in the event of an emergency evacuation and/or "Shelter-in-Place" crisis. Participants were asked to sign in on the 'sign-in' sheet.

II. Pay & Leave Issues -

A. 2005 Federal Pay Raise - Cliff reminded participants to check for any 2005 pay adjustment actions that may be in suspense. (USDA = 40, DOC = 11, HUD = 22 and the remaining clients have only a handful). The BEAR 90 for wage grades has also processed and agencies need to clear these documents from SUSPENSE as well. (USDA = 40, DOC = ?, SI = 58).

B. Senior Executive Service Pay - Cliff reminded clients that SES Pay became the agency responsibility as of January 2004 since NFC can no longer compute this for the clients.

1. There is a new data field in Table 005. The field is called CPAS Indicator and valid values are "Y" and "N". This field is used to indicate if the agency has there system cleared with OMB/OPM certified appraisal systems. The agency is responsible for maintaining this field on the table. It is only necessary for the agency to enter the field on the first level org code (i.e., agency level).
   
   
2. The 2004 Provisional Certifications expired 12-31-2004. Agencies must be re-certified in order to hire new or convert employees into the higher rate. This means the PRD rates must be changed and the CPAs value on TMGT 005 must be update for all of your SES who were granted pay above the Level III based upon a 2004 Provisional Certificate.

C. FWS Pay Raises - Cliff indicated that in PP-02, 2005, NFC processed the FWS pay adjustments for PP-20, 2004 through PP-01, 2005. As indicated earlier, agencies must work any FWS pay adjustments in SUSPENSE. Agencies should be advised that there were some changes in the locality areas based upon the re-definitions issued by OPM. NFC made programming changes prior to issuing the FWS pay adjustments to update records with the new pay table codes where appropriate.

D. Compensatory Time for Official Travel - Jo pointed out that OPM had published interim regulations on the Compensatory Time Off for Official Travel (CTT) in the Federal Register dated January 27th. Although the law indicated that the legislation would become effective at the time OPM released interim regulations or on January 28, 2005, whichever came first, OPM indicated in their regulations that it would be effective on January 28, 2005 (the following day). The regulation was forwarded to the CAPPS reps and can also be found on OPM's website under CPM 2005-03 dated 01-27-2005. With PP-03's T&As, NFC will begin accepting on T&A's with the new CTT. The new codes are TC-32 with a prefix of 78 for CTT earned and TC-64 with a prefix of 78 for CTT used. An NFC bulletin indicating discussing these change is expected to be posted to the NFC web page later today.

1. Q: When is TINQ going to be updated? A: Unknown at this time. TINQ required more work to permit the new CTT than did the other portions of the systems.
   
   
2. Q: How will CTT show on the Earnings & Leave Statement? A: It will appear in the upper portion of the T&A just like any other TC. However, the comp time balance shown in the leave area of the T&A will appear as a combined balance. (NFC does not currently have any unused data elements that can be used to store the data separately.)
   
   
3. Q: Will the IRIS screens updated in PP-03 as well? A: Yes. On the rate record screen, the user will see a ZERO value for the rate if the compensatory time is CTT. The balances that appear at the top of the screen contain both the regular and the CTT combined. FQ: Dora Lee asked if the clients will be responsible for knowing which balance is which? FA: Yes. Jo indicated that on January 5, 2005, that OPM issued proposed regulations that would standardize regular and religious compensatory time also. If these regulations are implemented regular compensatory time would also have a 26 pay period limit for use. Currently NFC clients are all over the board with limitations. Some allow 12 pay periods, others 3, and still others up to 51! NFC plans to wait until OPM issues this guidance before implementing the 26 pay period limit on CTT so that the program can be changed for both at the same time. FQ: So NFC will drop the CTT at end of 26 PP's? FA: Yes. For example, if the CTT Is credited in PP-03 of 2005, the employee will have until the end of PP-04 of 2006 to use it.
   
   
4. Q: Currently if you use this code is doesn't go into TINQ at all? A: TINQ is the system we use to access leave values on the the mainframe. The data from submitted T&A's will be on the mainframe, clients cannot edit it until the TINQ interface is modified to accommodate CTT. FQ: In the mean time, if CTT data on the T&A was wrong and needs to be corrected, what do clients do? FA: What they should always do in theses situations, submit a corrected T&A to correct the value. TINQ cumbursome, etc...we'll let you know when it's available.

   Jo indicated that she has received several questions regarding making changes to PC-TARE? As she has told clients repeatedly in the last five years, NFC will NOT be making changes to PC-TARE ever ever again. The code in PC-TARE is maxed out - it is 1980's technology that is no longer compatible with most of today's computers.

5. Q: For old PC-TARE users, what do you suggest we do before we convert to STAR WEB? We are going to use FESI for time and labor and had hoped to use PC-TARE until that conversion, but this is not happening quick enough? A: Jo recommends discontinuing the old system immediately. NFC cannot dictate what agencies do to handle a work around, however, we can strongly encourage you to exit out of PC-TARE immediately. Cliff indicated that the only alternative for an agency is to retain a paper record and indicate earned & used in remarks on the T&A. HOWEVER, clients need to know that if you use this method the CTT will not be tracked systemically within NFC's system.
   
   
6. Q: Is CTT exempt from the pay cap? A: Jo indicated that depends on what the client means. While CTT is not directly subject to the pay cap, agencies cannot use it to get around the pay cap (i.e., if the time would be compensable under other regulations were it not for the pay cap, the employee can not use CTT in lieu of that other time). FQ: We have a ton of travelers and this will be a mess because they are eligible to earn the CTT but they will meet the pay cap. Will this code cut back? FA: No, NFC will not police this. The agencies need only be concerned if CTT is used as a method to get around the pay cap regulations on other time entitlements. It should NOT be used as a way around them.
   
   
7. Q: The comp for travel will be rolled into balance for reg comp? A: Yes, there is only one field available for this data currently. If we get the PP-26 limitation for regular comp time, perhaps we can use the field currently designated as "Prior YR 2" as a place to store one of these values until the next database change. The key thing to remember that the individual records on the IRIS 138 screen show the difference via the rate record value.
   
   
8. Q: Employees became eligible for CTT in PP-02. If the agency had a policy, the employee earned it, but the NFC system didn't operate in PP-02. Will the system accept a corrected T&A for PP-02? A: No. The system was set up to block these TC codes on PP-02 T&A's due to the requirement for a split T&A otherwise. NFC has not had success with requiring these in the past and did not want to further complicate the issue for the clients.
   
   
9. Q: So this becomes available for T&A's in PP-03 via STARWEB only? A: If you are using an NFC system, then yes it will only be available in the STAR 4.00 system (web version). If you have your own T&A system such as 3III, then the agency/vender must make the changes to your system. Jo did not know if any of these were being issued as new versions. In STAR 4.0 the change is transparent and a new version was not issued.

III. Disaster Recovery Drill -

Mark Herstell one of the COOP managers at NFC spoke briefly regarding the upcoming disaster recover drill. He invited clients to participate in the drill the week of March 14th. NFC is trying to recover the same payroll process as they did in August 2004. They will declare the "Mock Disaster" after the running of PAYE for PP-03 on February 25th. During the drill they will be ready for T&A processing for the 2nd pass of PAYE for PP-03. Clients were asked to contact Mark or Lambert LeBleu if they wish to participate. This way NFC can make sure that preliminary issues (connectivity, etc. ) are set-up in advance. If you have any questions you may also contact Mark or Lambert. The can be reached via e-mail at Mark.Hurstell@usda.gov or Lambert.LeBleu@usda.gov

IV. Benefits Updates (Jody Nyers) -

A. TSP Bulletin 05-2 discusses the elimination of the open season. NFC has already assigned a Project number (50203) and we'll be working on the changes for implementation in July 2005.

1. Q: (DOJ) - Are the TSP codes going to change after the next open season due to the elimination of the open seasons? A: Jody indicated that the status codes (e.g.., W, S, T) will not be changing but the eligibility codes (e.g.., 1, 2, 3) may change.

B. At the last meeting Jody reminded participants that they need to run their RFQS Notification letters for FEHB and TSP. Some agencies are indicating that they were having problems in receiving data. The notification letters are generated in the pay period when the documents are entered and not the pay period for which they are elected. For example, if a document is entered in PP 23 and effective in PP 01, the letters will be available in PP 23, therefore, agencies may need to go back to PP-23, PP-24, PP-25, and PP-26 to retrieve their notification letters.

1. Q: USDA - With us using EPP, should agencies run the reports when the season opens? A: Jody indicated that agencies should run these reports EVERY pay period because changes occur every pay period, not just during open season. FQ: USDA - Doesn't ESS send records to EPIC prior to hitting PINE? FA: Penny indicated that the records from ESS go through FESI and apply to the database if appropriate and then go to EPIC. If the document fails PINE edits the document goes to EPIC SUSPENSE. NFC sends the notification to the carriers when the document applies to mainframe.
   
   
2. Q: USDA - I know we had problems recently, but how should this normally be handled for those individuals who need to use the insurance prior to the carrier notification. The RFQS letters do not provide enough detail for health providers to accept nor do they accept the entry screen. A: Jody will check with OPM on this. If carriers accepted the SF-2809, it makes no sense that they will not accept our electronic version, as long as it has detailed data.
   
   
3. Q: DOC - Are the notification letters available for more than 26 pay periods? A: No, they are only for the past 26 pay periods. FC: Also, FYI, the RFQS letters do reflect the family information. It is the confirmation letter that does not supply this information. FA: Jody will see if the medical expectation can be changed via OPM.
   
   
4. C: USDA - Our Benefits officer indicated that she has contacted Blue Cross & Blue Shield about registering the electronic form as an acceptable document. R: Jody asked that USDA let her know what BC/BS advises.

C. FEHB Updates - OPM is making changes to the carrier codes. The new Coverage Code will increase from 3 characters to 7 characters. OPM hopes to get all the details worked out before implementing this and thus is looking at a 2007-08 timeframe.

V. Employee Express Update and Employee Self Service

A. Jody indicated that history reports are only available from EEX for two weeks after an agency leaves the EEX system. DOC left on 12/31/2004. About two weeks ago they ceased to be able to access those history reports.

1. Q: Who do agencies contact to obtain these records? A: George indicated that the agency can request a download onto a CD-ROM from OPM Macon. FC: DOC indicated that they had obtained this information for all of DOC via this method. FC: George indicated that NFC had tried to obtain one of these records to see if we could accept the data on the agencies behalf and make it available, but was unsuccessful.

B. George thanked Treasury for providing him the EEX dial-in number so that he could participate in the EEX meeting yesterday.

1. CFC - There was much discussion on the CFC issue. This has been a pilot program for about 4-5 years now. EEX was testing a few campaign areas and ran into a stumbling block because all 380 separate campaigns in the testing area operated as individual fiefdoms. OPM tried to work something out for standardizing this, but the latest discussion indicated that they had taken a 2-steps back approach and invited EEX to come, along with other front-end operators. NFC is going to continue to wait for a resolution. They are talking with the representatives from the National Capital Area campaign right now to see if that can be centralized.
   
   
2. EOD Documents - EEX went to the U.S. Air Force (USAF) in the Summer/Fall 2004 because USAF had a proto-type EOD system. USAF did not have the money to implement and DOD is somewhat fragmented and funds were not forthcoming. An HRWorks contractor has taken some of system and is starting to roll it out independently. For money, HRWorks is willing to work with EEX for a "cleaned-up" EOD package. They are going to work with OPM. The major concern is how to deal with the contractor (e.g., potential component if unopened bid, lawsuits in the future?) Therefore EEX is working with the EHRI side of OPM for the "proof of concept" idea. There appears to be a fair amount of dissention in the EEX community on where to go with the electronic signatures issue (i.e., hard vs soft copy requirements). NFC has done some preliminary work. However, the main question still revolves around establishing an account (SSN based) for an individual before s/he is entered into the PPS system as an employee.

   a. Q: Is NFC going to replicate an EOD package? A: NFC is looking at the issue, but no specifics to date. FQ: Do we have a time frame? A: George said no. There are still issues with regulatory control for some documents. Virtually all payroll providers have major on-going projects (implementations) and thus EHRI is on the back burner. This caused some issues for clients because OPM/EHRI is going to the back door and trying to get EEX to send the data directly to EHRI without going through agency/system edits. NFC is taking a "wait and see" approach.

3. EEX System Changes - Since NFC is primarily cut-out of the EEX loop, if you continue to use EEX, you need to make sure you notify NFC so that we can keep up with any specialized programming EEX has set-up for you. Jody asked who was still using EEX and a "handful" of hands went up. George indicated that the basic annual cost is $110,000 (with additional developmental costs exceeding $50,000 on average) and is about to be spread out to the EEX clients. During the February meeting there was much dialog on billing of EEX clients, including such questions as "Do you have to pay even if you don't want the enhancement?"
   
   
4. ESS Reporting -

   a. Q: (SI) - We used to capture historical data from EEX on usage and for what. How do we do that with ESS? Can we go back and pull this data? FC: (USDA) - We want reporting from the ESS. RC: (DOJ) - We have converted some of their FOCUS reports from EEX to ESS to capture some of this data. A: Steve Cunningham said some of this type of data is available in the Reporting Center. NFC realizes that agencies need more detailed information. Steve indicated that paperless stats are there, but need to have input on what else is needed.

   Post Meeting Followup: DOJ shared their FOCUS reporting information as follows: The complete tracking report of all payroll transactions for ESS is in in the DOJ Library and named: ESSALL. The user selects the Pay Period, Year, and POI. It produces a statistical breakdown of the ESS vs. paper documents, a listing of all employees who utilized ESS for their transactions, as well as, a listing of all employees who utilized paper documents for documents that are in ESS.

VI. Student Loan Repayment -

Jo Bonner indicated that the programming for the documentation of the Student Loan Repayments is complete. It was scheduled to be in EPIC this week for PP-03, but she has not verified this. If it's available, agencies can begin processing those actions. It is important that agencies realize that this is just the documentation, NFC is not automating the payment of these via this NOA at this time. This is one of the initiatives before OPM's E-standardization team and once it becomes standardized by OPM, NFC will initiate programming in compliance with those standards. NFC is preparing a bulletin on this, but Jo gave a brief overview of the key points in that bulletin. The student loan data will be entered using the Recruitment Bonus/Incentive field since there are no unused fields available in the mainframe right now. Agencies need to use caution when viewing the Recruitment Bonus / Student Loan Repayment fields in IRIS to ensure they are viewing at the one that they intended to view. To enter the data via EPIC the user selects the 817 NOA from the pick list under the "Bonus/Incentive" menu. Currently in EPIC the field is simply titled "Recruitment Bonus". Modifying the field label to say "Recruitment Bonus / Student Loan Repayment" will require a new client. It will be incorporated in the next client release.

A. DOJ wants this automated for the payment process. A: We are aware of this but we are waiting on OPM's update.

VII. User & Work Group Updates

A. Awards - Jo Bonner indicated that the AUG met February 9th. Representatives present at the meeting agreed to go to a quarterly meeting schedule. Jo requested that agencies notify her if they are not a participant of the AUG and would like to be

B. EPIC - Penny Forbes indicated that she is still working on getting a contractor to help with this. They are further the process and are getting much closer to resolution. It looks like it should work out quickly. In the interim, please send EPIC issues to the PPO mailbox.

C. EPP - (Steve Cunningham) - no report. Discussion shifted to SF-50 module being worked on for EPP/ESS; problems with what printed SF-50 will be the official document.

1. Q: TR-IRS - Is NFC going to OPM on this issue so that the SF-50's on the EPP will be the official document of record? TR is interested in eliminating the dissemination of the SF-50's. A: Randy Gonzales indicated that NFC is still finalizing the requirements on the 50's for EPP. One of the big issues is cancellations. NFC will have to remove these from the EPP if it was an official action. They have to figure out how this ties into cancellation of the documents. Another issue is if the employee prints out a copy of an SF-50 from the EPP, the action is rescinded and/or changed, what happens then? FQ: DHS - How does NFC plan to deal with the 9xx NOAC's? Sometimes these 50's are printed, but they are not official in terms of OPM. Please ensure that this issue is on the plate as well. FC: Penny will confirm this. It's not just the cancellation issue. If NFC submits the IRS request to OPM, OPM doesn't always take an official stand on the request. AC: ? - If NFC plans to allow the printing of an SF-50 look alike that is not "official" by OPM's standards, it's not worth the time to do the programming.
   
   
2. Q: DHS - Where are we with the concept of moving EARN and W-2 to the WEB? Is there a time frame or work group? A: Alisa Wells - NFC staff is currently analyzing some things and preparing written documentation for our management staff. We are looking at security, where the reports are displayed into the financial group in lieu of the workforce group, as well as, addressing the printing issues (i.e., only a pdf print), and a name search (i.e. look up?). FQ: Is there any time frame estimated? FA: Not yet. We need to discuss the plan with our management and hopefully we will have an answer by the March CAPPS meeting.
   
   
3. Q: Let's go back a minute, if the SF-50 option becomes available on EPP, will agencies be given option to not make it available to employees? A: Yes, NFC would need to build in that functionality. However, this also presents a problem because one or more client agencies are not planning to use the EPP as the official SF-50 source and those agencies will need to have the ability to use their own resource. If agencies want us to review specific issues, please send SF-50 comments to NFC.GESDREQUEST@usda.gov and include in the Subject Line: "SF-50 via EPP" as a reference so that it can be reviewed. AC: DHS - You also need to take into consideration ICAMS and HRIS which provide the ability to print 50's and generate emails. Secondly, let's not have info to NFC (via comments and emails) without a response to the users. As requirements are developed and comments considered, please come back to CAPPS so that input will be shared and agreed upon. FA: Alisa agreed and is preparing a draft soft comment. Q: Do we have a consensus of who from CAPPS community will use this feature? A: Unknown. However, it sounds like a user group may be needed to work on this initiative.
   
   
4. Q: Back to the Earn/W-2 issue. Since NFC staff is drafting a final resolution, will CAPPS receive a copy before it goes final? A: Yes, we will share it with CAPPS. Q: Has the W-2 via TurboTax on EPP issue been resolved? A: Steve Cunningham indicated that there are authentication issues which his staff is working with EEI to resolve. Once resolved, notification will be put back on the EPP.

D. FESI - Donna Speed indicated that a FESI test window open us now open and will remain open thru March 18th.

E. ICAMS - No official update. Work in progress.

F. PMSO - George Morris indicated that he had good news in this area. Specifically, this week he received nominations from the larger agencies. This means he now has a quorum to work from and will be scheduling a meeting within the next month.

1. Q: USDA - Any idea when? A: George said he planned to have a kick-off meeting in March.

G. T&A - Jo Bonner indicated that the STAR 4.0 QA Testing for Reports is scheduled to run from February 14-25. For those without active participants in the T&A groups, several clients using STAR 4.0 requested that they be able to receive confirmation reports on-line. Due to the discontinuance of the NFC mailing of the hard copy Leave Error report, STAR was also modified to allow a timekeeper to access his/her Leave Error Report from the Reporting Center without having to obtain a separate RC ID and logging into the RC. Volunteers from the T&A work and user group along with NFC staff are testing the new version (STAR 4.25) this week.

1. Q: Will the on-line confirmation reports be in STAR 4.0 or on the Reporting Center? A: They must be a user of STAR 4.0 and get the data via that system. Q: This confirmation report is not taken off RC, right? A: Correct. The confirmation data is not being stored in the Reporting Center only the Leave Error Report is there right now.

VIII. FYI - Training

A. STAR Web in DC - March 1-3 (2005)

B. TINQ in NOLA - March 17-18 (2005)

C. EPIC/HCUP in NOLA - March 29-April 1 (2005)

D. Payroll/Personnel Operational Procedures & Team Building in Chicago, IL - April 26-28

IX. Potpourri

A. Q: When will the Personal Benefit Statements be issued? A: Comments on the test copies are due by February 25th. We expect to issue the statements early April.

B. Staff in New Orleans reminded users that since there is a holiday on Monday, there will be NO pass of PINE on Monday, February 21st. Therefore, the first pass of PINE will be on Tuesday. In addition, T&A's are still due to NFC by COB on Tuesday.

C. Randy Gonzales, Penny Forbes and Gary Gaspard are planning to attend next month's CAPPS meeting in person in lieu of via teleconference.

D. Reminder: The HR Customer Service Briefing will be held on May 17 and 18 here in Washington, DC.

X. Participants

A. In Person:

B. Via Teleconference: Randy Gonzales, Penny Forbes, Steve Cunningham, Mark Hurtsell, Alisa Wells