CAPPS Notes - January 12, 2005

I. Welcome -

Cliff Lee covered the logistics for evacuation in the event of an emergency evacuation and/or "Shelter-in-Place" crisis. Much to Cliff's dismay, the plan to have ice cream in the event of a building evacuation will be modified since the Smithsonian ice cream parlor has been closed in favor of a food court. Participants were asked to sign in on the 'sign-in' sheet.

II. Pay & Leave Issues

A. 2005 Federal Pay Raise - Cliff briefly discussed CPM 2004-31 dated December 30, 2004, "Implementing the January 2005 Pay Adjustments" which he forwarded to the CAPPS community. He encouraged everyone to read it. He also encouraged reps to read CPM 2004-32 dated December 30, 2004, "2004 Annual Review of Special Salary Rates" and to pay particular attention to the impact of changes to locality pay areas on IT special rate tables, etc. He informed clients that NFC would be handling this adjustment for them in the pay raise process. However, agencies need to be prepared to handle inquires on the this from the clients. The Annual Pay Raise group has been issuing updates on the progress of the 2005 pay raise implementation. The group plans to run the pay raise programs this weekend (Jan 15-17) and take advantage of the Monday holiday to complete the process. Cliff reiterated that there would be NO RETRO IN 2005!

1. Q: Will NFC update PMSO with the new pay table for the IT changes? A: Yes
   
   
2. FDIC: We do our own pay actions and plan to release them on Sunday will they go in the first pass of PINE? A: Cliff did not know and indicated that she should check with Lisa. He also asked if this process was specified in FDIC's PP-01 requirements? FDIC: Yes, they were in our requirements. FC: Penny indicated that it looks like they will apply in pass 2 but she is verifying. R: Donna Speed joined the meeting later and indicated that the transactions for Pass 1 will apply on Monday and that all transactions entered prior to then should be picked up in that first pass. If transactions entered on Monday or Tuesday, agencies need to be aware that the next pass will be on Wednesday (i.e. no pass on Tuesday).
   
   
3. TR: Will the BEAR transactions (FEGLI age brackets, etc.) be bought in on Pine Pass 1? A: Yes.

B. Senior Executive Service Pay Regulations - Cliff indicated that OPM's CPM 2004-25 issued December 2nd has quite a bit of information regarding the new SES pay regulations. He HIGHLY recommend that agencies read this along with OPM's December 15th update to the Guide to Processing Personnel Actions. The guide revision included two new authority codes for SES processing. The two issuances have been raising several questions; Cliff briefly addressed some of the SES issues.

1. Raises for SES (and equivalents) are NOT automatic. Any raise must be based on the employee's performance or his/her individual contribution to the agency mission. Agency heads can make the determination that SES employees at a certain performance level are entitled to a 2.5% increase. Such an increase would allow the employee to "maintain his/her relative position in the SES rate range". If this is the situation, this type of increase would fall into category # 2 below.
   
   
2. An employee's "pay raise" is not necessarily considered a pay raise when applying the 12-month rule. Agencies must be sure to code "exceptions" with the proper authority (VWZ) exception authority. Attachment 2 of CPM 2004-25 discusses this issue. As referenced above, the largest number of exceptions granted by an agency will most likely be to permit an individual to maintain his/her relative position in the SES rate range.

   NOTE: The programming and tables for the new 2005 Pay rates (and new EX levels) will not be implemented until PP-01 (this weekend). Therefore, any pay actions utilizing these new rates will bomb until after the PP-26 PAYE cycle is complete.

3. Q&A

   a. TR - Does this mean that if you want to take someone to the current EX level II, the action will fail until next week? A: Yes

   b. PSA - If we are starting to receive these should the staff hold the documents or put them on incomplete? A: Go ahead and enter them, but leave them on incomplete. Watch the bulletin board and after the process is completed, the documents can be released. PSA - So we put the SES actions on hold until we receive notification from NFC? A: Cliff - indicated that agency personnel should wait until NFC notifies the agencies that they can begin processing actions again. Cliff also indicated that NFC has added a new data field to identify those agencies with an OMB/OPM certified performance appraisal system for their SES staff. The new field is called a "CPAS Indicator" and can be found on Table 005. NFC will begin utilizing this new field in Pay Period 01 2005. The "CPAs Indicator" is only coded on the first record for the agency in Table 005 (e.g., 90/00/00/0000/00/00/00/00).

C. Special Salary Rate Issues - Cliff reminded reps that PPSPS had sent a notice regarding the corrections to TMGT for SSR 0029 several weeks ago. In addition, NFC issued a Bulletin 04-20 dated December 22, 2004, "Special Rate Table 0029" to re-iterate the clean-up needed. Cliff reminded clients that if they had not made necessary corrections that they will need to do this ASAP. Failure to correct erroneously coded employees will affect the employee's pay raise - the pay raise action will go into SUSPENSE! The agency will need to correct PMSO (either the pay table code or the title suffix code) in order for the 894 Pay Adjustment action for PP-01 to apply.

1. USDA reminded reps that that PPSPS did write a report that could be used to identify affected individuals.

D. FWS Pay Raises - Pay Period 20/2004 thru Pay Period 01/2005 - Cliff also discussed OPM's notice CPM 2004-33 dated December 30, 2004, "Fiscal Year 2005 Prevailing Rate Pay Adjustments". DOD has started to release the new FWS pay charts. NFC is hoping to get PP-01's adjustments ready for PP-01 and thus avoid a retro for that pay period. Cliff will issue the usual FWS update guidance if that happens. In addition, on Monday DOD issued FWS charts for pay periods 20 through 26. Each of these pay period updates will require a review due to some changes in locality areas and some changed effective dates. Cliff will notify the CAPPS reps on the effective dates for each of these as they occur. The retro FWS for PP-20 through 26 will probably not happen in PP-01 since there are approximately 68 FWS rate tables that need review of locality areas. Employees are probably looking at another pay period or two before that can be accomplished.

1. TR - When you put out the criteria for the FWS pay adjustments, will you put out the criteria (i.e., are separated, or no longer FWS included)? A: Cliff - The guidance always indicates the effective date and NFC does not do retro for FWS employees who are no longer covered by FWS. FC: Can you please clarify this in the guidance.
   
   
2. TR - For the retro for FWS, does NFC calculate the dual rate lump sums for these individuals. A: No, we only do those that leave in PP-26.

E. Compensatory Time for Official Travel - Cliff pointed out that NFC is still awaiting publication of OPM's Interim Regulations and guidance on the new compensatory time for official travel. The new entitlement is to go into effect the date OPM posts the interim regulations in the Federal Register or January 28, 2005 - whichever comes first.

Jo took this opportunity to point out that this new regulation will most likely impact PC-TARE and STAR client users. Users of these systems need to be aware that NFC will NOT be making changes to these systems to accommodate the new regs. Necessary changes will be made to STAR 4.0 (web STAR) as soon as possible after the release of the guidance. Agencies that are using their own T&A systems need to be on alert that those systems will most likely require some type of modification in order to implement this new leave type. NFC will advise clients of how the new comp time entitlement will be implemented as soon as we know exactly what we are implementing.

III. Benefits Updates - Jody Nyers

A. TSP Updates - Legislation has passed to eliminate the open season waiting periods for employee participation in TSP. However, the waiting period for agency matching contributions remains in effect. There will be one final open season which will run from April 15 to June 30, 2005. Effective July 1, 2005, all TSP open seasons will be eliminated. NFC will be looking into this project to ensure programming is done to capture these changes. Project number 50203 will cover those programming changes needed to terminate the TSP open season language in the NFC systems.

1. The Elected Deferral Limit for 2005 is $14,000.
   
   
2. The Maximum Contribution amounts are:

   a. 10% for CSRS employees and

   b. 15% for FERS employees.

3. In order to participate in TSP-Catch-up, the employee must be contributing at the highest percentage (i.e.., 10% - CSRS and 15% - FERS). NFC cannot edit for those individuals withholding at a dollar rate due to the elected defferal limit. Highly paid employees must withhold at a dollar rate in order to maximize agency contributions and stay within the annual deferral limit. In order to prevent these actions from going to SUSPENSE; NFC has eliminated the edit that computes the percentage equivalent of a dollar value. If agencies have any actions that fail the system edits because the employee is not contributing the maximum TSP percentage, please let Jody know.

B. Notification Letters for TSP/FEHB via EPP/ESS - Jody indicated that she had received a call from an employee who had elected his TSP change during open season in December via NFC's Employee Self Service and was expecting it to take effect in PP-26. The action was processed and became effective in PP-25 since it cleared all edits and applied to the system prior to the execution of PAYE for PP-25. The notification letter indicated the action will be effective in PP-25 and also states, "due to agency processing, it may be effective the next pay period." Jody asked clients if they felt that the notification letter should use the word will when in fact the action may not be effective in the "will" pay period. Another option is to use the word should? She wants to avoid any confusion the employee may have when s/he receives NFC's e-mail notification about the effective date (i.e., "will it be effective" or "it may be effective"). She invited comments on whether the wording should be left "as is" or be modified. There was general discussion regarding the subject. In the end, the CAPPS reps in attendance felt the letter could be clarified by stating the "action will be effective in PP-XX unless errors occur." Jody will discuss this recommendation with the programmers and submit a request to make modifications as necessary.

1. TR - Does the 2nd notification confirms the action and its effective date? A: Jody - No. It is simply a follow-up notification.

C. FEHB Open Season issues - Jody indicated that NFC had several issues this open season. The two major issues dealt with cancellation actions. In the case of the first issue, the system required modification to allow/accept cancellations with an effective date at the end of PP-26 vs the beginning of PP-01. FEHB cancellations are effective at the end of the pay period in which they are elected. Therefore, in order to avoid an overdeduction for PP-01, the open season cancellations needed to be at the end of PP-26. The second issue involved the new Qualifying Life Event (QLE) of 1P which was established on the recently revised SF-2809. Programming changes were also necessary in order for those cancellation actions to apply. All of these FEHB situations have been resolved. Jody requested that if an agency has FEHB actions in EPIC suspense, please work them and contact her if any were "out of the ordinary".

D. Military LWOP/Furlough and FEHB coverage expanded from 18 months to 24 months - Jody advised the clients that NFC had completed the programming for this and it was implemented in PP-25. NFC is still awaiting a BAL from OPM with guidance on how to proceed with the retro portions of this expanded coverage. OPM did request comments from agencies and Jody and Jo provided comments.

E. FEGLI Rate Changes - Jody advised CAPPS reps that the FEGLI premiums for enrollees at older ages increased this month as part of the phased-in set of increases. These increases affect Option-B. This increase is the last of the three-step, phased-in increases which first began in January 2003. Additional information on this can be found on OPM's website at: http://www.opm.gov/asd/htm/2004/04-209.asp

IV. Employee Express Update -

George Morris advised the CAPPS reps that the new Employee Express (EEX) Chairperson has "cleaned-up" the EEX distribution list. During this cleanup process, this individual has deemed that NFC should no longer be included because NFC is a part of USDA and USDA no longer participates in EEX. To no avail, George has contacted EEX staff repeatedly to point out that his purpose in participating was as a payroll provider and not as an agency representative. Therefore, any future updates on EEX will have to come from each Agency's EEX reps. These reps will be required to provide NFC with updates on pertinent information and programming/reporting changes that may affect NFC's upload/download of data with Macon.

George briefly discussed a warning that was issued by EEX recently involving a "copy-cat" site that had been set-up to divert EEX users. The site is setup to mimic the EEX site; operator can capture pertinent employee information that can lead to identity theft. As a result of this, NFC is double checking the "NFC" derivatives and it appears that we are okay for the moment.

A. PSA - Can this EEX agenda item on the agenda be changed to ESS in the future? A: Polly is there for this under work groups, but George will be happy to be the point of contact for any ESS issues.

V. Remarks on the E&L Statements -

George Morris discussed individual agency requests to distribute remarks on the E&L statements to all clients. This issue came up recently when Treasury/IRS requested that NFC publish a tax remark (will provide copy by separate CAPPS issuance). Although the majority of clients concurred with the request, several did not (including IRS). Since clients have repeatedly wanted to control what is posted on an employee's E&L, and programming was specifically done to allow this, NFC's position will be to require clients to exercise this control themselves unless a remark is truly system-wide and/or mandated by a Fed regulatory body. This means that we may notify CAPPS of requests for voluntary remarks, but the agency reps will be responsible for updating the remarks table for their respective agencies if they wish to have it printed.

A. Kim Pridgeon on line with Mike Mire in TR - Identified that Diane Denzler was the EEX test coordinator for TR (and all of EEX). Kim will check with her about getting future EEX minutes & requirements packages.

VI. User & Work Group Updates

A. Awards - Jo Bonner indicated that there were no updates. There was no December meeting and CAPPS pre-empted today's meeting.

B. EPIC - Penny Forbes indicated that she is still trying to fill behind Lynda Wilson, who retired last May. Mark is working on PKI which keeps him from working full time on EPIC. Penny indicated that any issues with EPIC need to be submitted to the PPO mailbox.

1. Q: Jody indicated that she had heard rumors of a new EPIC client version 2.07b. Is this correct? A: Yes. FQ: Jody asked when the new version will be available to the clients and if they will need to download it to override version 2.07a? A: The new client will be available sometime next week. It will not be mandatory for agencies to upgrade, but it is available for those that need it. It contains some "fixes" to the current 2.06b version. One of the changes is to allow multiple actions of the same document type (e.g., 180 - FEHB doc's). The document itself is in EPIC, but the current version 2.07a does not allow continuous entries without going through the main menu.
   
   
2. Q: DOC - We have been trying to key in the FEHB documents. When the new enrollees are entered the clerk must go out and come back in to do each one. Is that one of the fixes? A: Penny - yes. With this in mind, Penny will request that CSB issue a note to alert agencies that they need to download the new version.
   
   
3. Q: USDA - What is the status of the web version of EPIC? A: Randy Gonzales indicated that a specific date has not been set, but that the staff is working on it. GESD staff will be in DC for the March CAPPS meeting and can provide an update at that time.
   
   
4. Q: DHS - We no longer have access to EARN on CV08. In addition, in PP-25 they noticed that W-2's now appear on the Reporting Center. A: Penny indicated that the new client version of EARN will be updated after this week's PAYE processing. The W-2 will continue to be available via the client. In addition it will now be available via the Reporting Center.

C. EPP - Polly Smith indicated that the were no updates.

1. Q: Jo inquired on the status of the SF50b on EPP. A: Polly indicated they are still working on the requirements.
   
   
2. Q: TR - NFC discussed releasing these in requirements. A: NFC is not ready for these to be reviewed yet. They will be shared when NFC staff have completed the preliminary requirements.
   
   
3. C: Johanna Heller requested that HR offices assist employees if they have questions on the ESS. However, in order to do this, agencies need to make sure that TMGT 001 is updated because that is where NFC pulls the contacts for employee's when they need assistance. NFC is not permitted to assist employees on these issues.

D. FESI - Donna Speed indicated that there was no report.

E. ICAMS - Penny Forbes indicated that NFC is still trying to acquire the ICAMS product and they are continuing to work with USDA's DA staff.

F. PMSO - George Morris informed the reps that he is getting ready to start these meetings. With that thought in mind there are two issues, he wanted to clarify.

1. The goal for the meetings is to initially review "broken" items with the intent on finding "fixes". The priority will be MUST fixes, followed- by the QUICK fixes, and then the workgroup will consider the pie-in-the-sky system changes. In the past some agencies have recommended abolishing PMSO. However, NFC's entire personnel system is based upon initial position data being entered, and thus this would require a complete overhaul of the PPS system. If this is not a major concern this one will be shelved.
   
   
2. Some clients have submitted several points-of-contact of this work group. It is more important for the group to be comprised of a variety or reps (i.e., from several client agencies) in lieu of multiple reps from only one or two agencies. For example, USDA is going to have one individual from Departmental OHRM take a lead for their department. George recommended that other agencies follow suit and try to coordinate within their organization. George expressed concern that he had not received any reps from DOJ or TR yet. The PMSO Work group will be making key decisions that will affect all clients. Failure to have a rep participate will not be grounds for protesting their decisions - every client has an opportunity to participate!

G. T&A - Jo Bonner shared the primary topics covered in the January TAUG meeting. Those topics were:

1. Jo had forwarded copies of OPM's CPM regarding the Martin Luther King and Inauguration holidays in PP-01. This apparently caused quite a bit of confusion in some agencies who did not realize that there were two different types of Alternate Work Schedules (AWS) - Compressed Work Schedules (CWS) v.s. Flexible Work Schedules (FWS) - which offered two distinct holiday benefits. Under CWS an employee is entitled to holiday time for whatever his/her schedule tour on that day. Under FWS an employee is only entitled to 8 hours holiday time for his/her schedule on that day.

   a. Q: DOJ - On a CWS and you have 2 holidays and the holidays lands on your 9 hour day (not a FWS). We always give 9 hours for the holiday but the policy office will not issue anything in writing. In this case for 1 holiday you get 9 hours and the other holiday you give them 8 hours. A: Jo indicated that this is incorrect and recommend that they go to OPM's website. It is very clear that if you are on a CWS you get the total number of hours on your schedule for that day.

   b. C: HUD - Stated that OPM's guidance on holidays for AWS conflicts with the Title 5 of the US Code. Under Title 5, an employee cannot receive more than 8 hours time off for the holiday. R: Jo indicated she had never heard of this and requested a copy of the regulation that she was referencing.

   c. Q: One of the clients asked how many agencies allow 8 hours and use 1 extra hour of either AL or credit time? There was quite a bit of conflict in the understanding of the rules. DOJ indicated that their policy staff say it is up to the agency to make an administrative determination. R: Cliff added that some agencies have established their own hybrid system, but that does not make it correct nor does OPM support it. FC: Jo closed the discussion by stating that she would review the reg in question. In the mean time, agencies should realize that NFC does not edit on the amount of leave taken for a holiday based upon the work schedule chosen, but that should not be interpreted as a defense of misuse.

POST MEETING UPDATE: HUD provided a citation of 5 U.S.C. 6124 which clearly states that employees are only entitled to 8 hours of holiday time off. However, this citation clearly state that this is for "a flexible schedule". In addition, 5 U.S.C. 6101 states "The Office of Personnel Management may prescribe regulations, subject to the approval of the President, necessary for the administration of this section insofar as this section affects employees in or under an Executive agency. OPM has done this via 5 C.F.R. 610.406(a) which states that "...the employee is entitled to basic pay for the number of hours of the compressed work schedule on that day."

2. Comp Time for Travel - As mentioned earlier in the meeting, STAR client is scheduled for sunset in September 2005. Per NFC's announcement last fall, we will not be modified the STAR client in 2005 in preparation for this sunset. As NFC has stated previously, PC-TARE code is maxed out, archaic, and cannot be modified.
   
   
3. Military Leave - NFC is planing to automate the 22-day, off-set military leave some this first quarter. No effective date has been set and Jo will share one with the clients when it has been determined. NFC's tax staff is also reviewing tax criteria raised by a client. We will most likely be required to go to IRS for a ruling on it.
   
   
4. STAR 5.0 - NFC is in the beginning stages of development for STAR 5.0 scheduled for release later this year.

Jo informed the clients that the TAWG had also met in January. Discussion at the meeting was minimal. Copies of some of the 3/2002 requirements were distributed for review and update pending incorporation in the next version of STAR. In addition, reps were given the assignment of reading the OPM's proposed regs on pay and leave that were published in the January 5, 2005 Federal Register. The work group will discuss the impact the proposed regs will have on T&A and/or leave operations and the NFC systems at the next meeting.

VII. 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. FOCUS class end of January

VIII. Status of W-2's for 2005 -

Rea Joyner indicated that 480,000 W-2's have already been printed and NFC is starting to mail them as of today, January 12, 2005. This leaves approximately 100,000 W-2's to be printed. The 2005 W-2's will be available for clients the week of January 17, 2005 via the mainframe. By the end of January the W-2 will be available on turbo tax via EPP/ESS, using Intuit software. NFC will offer this as a part of their drop down. The program will go to the EPP and obtain the employee's information. The program is setup for this year's software, so the user must have the most current version of Turbo tax on his/her HOME PC to download the updated data. A W-2 bulletin will be forthcoming, trying to include more information on recent version of Turbo Tax.

A. Q: Is the software free? A: No it is not free. Agencies do not have to use this product. However, NFC has joined with them to populate their electronic form. This partnership came about because two of our serviced legislative agencies had this mandated and we changed the system accordingly. The employee would have to purchase the software and do this on his/her own PC and time. Making the function available does not imply that this is a work/HR/payroll system issue. It is simply a link, if you will, off the EPP site as an added benefit to our clients.

IX. Update on EARN & SF-50's (Randy Speed) -

Treasury had requested that these two items be added to the agenda. While listed as a separate line item, these topics were discussed earlier in the meeting. The issues were not revisited.

X. Office of Child Support Enforcement (OCSE) -

George informed the clients that the child support enforcement changes are scheduled for PP-26. For those who did not remember this is regarding the information Steve Loeffelholz distributed a few months ago.

A. USDA - Will agencies receive an e-mail on this. A: George indicated he was trying to find out if a bulletin was going to be issued. He does not know yet.

XI. Potpourri

A. TR: Will a bulletin on EARN be coming out? A: Yes. FDIC: Regarding the new EARN version, is the download needed or can they use the same version? A: No new software is needed. The population on new data will take place automatically.

B. DHS: When will the W-2's from 2004 be available on client? A: January 17th and they will be on the Employee Personnel Page the same week.

C. Penny thanked everyone who assisted on the IDMB08 conversion. This move required a significant amount of work while lots of folks were out on use/lose. Thank you. If there are still any outstanding issues on this, please forward them to your Customer Support Representative so that they can be addressed. If no issues are brought up, the project will be closed. Q: DHS - We just sent another issue up to Al for PP-25. The SF-50's for pass 2 are missing. A: NFC is aware of this and will reply quickly.

D. DOC: With EEX, we had a history database for TSP and FEHB. Will EPP have the same thing? A: This requests needs to be sent down in an official request to NFC GESDREQUEST mailbox to get it started. It will have to placed in the priority queue. NFC will also need the requirements for this. Penny wants to make sure EPP/ESS has all the functionality that agencies are looking for especially since agencies are mandating EPP.

E. DHS: What is the time frame for removal of PACT/PRES? A: It should have been done this past maintenance weekend - January 17, 2005. The following systems are included PACT, PRES, SINQ, FINQ, PEP51. FQ: NFC has been working with DHS on some transactions that require PACT/PRES to input. When will those documents be moved to EPIC? FA: They are already there. C: TR requested that they be included on the info NFC provides to DHS on this issue because they have a user profile for this issue. C: What is the EPIC problem you are referring to? R: Some documents (i.e., performance appraisals and personnel service contracts) have been fixed in EPIC. Agencies need to make sure that TM001 has the EPIC indicator turned on. The new changes will be moved to production tonight and as of January 13th there should be no reason why any agency has to use PACT/PRES. C: TR will have IRS test this and let them know the results....email Penny re success/unsuccess.

1. FDIC: What about security for the old systems? A: NFC has a meeting scheduled with security to discuss this. Right now NFC will be disabling the task but do want to destroy behind the scene data in case they need to turn it back on quickly. As we become more comfortable with EPIC, we will remove it from security. At this point, security will stay status quo.

F. CFTC - Do any agencies have FERCCA cases they are working on? If so please contact CFTC directly - representative provided contact information.

G. TR - Chapter 14 of the Guide to Processing Personnel Actions (i.e., new 296-33) published new 730, 731, and 732 NOA's for details for employees on an IPA. When is this scheduled for implementation and how different will they be from the 9xx detail actions that exist now? A: Cliff - These are not new NOAC's but were inactivated when OPM deleted them a few years ago. He has submitted the request to GESD to re-establish them for implementation, however, this is still several pay periods down the road - Spring of 2005....MAYBE???

H. FMCS - The have had cases where returned checks for garnishments and child support cases that have been refunded to the employee. Can the agency be notified that checks are returned? NFC put the money back into the employee's net pay and then it shows on the accounting reports. Several checks have subsequently been issued but we are not notified. When the employee goes into arrears, this causes concerns because the money is being shown as withheld on the original pay records. A: Penny is getting the ABCO inquiry number and recommend that the agencies contact Steve Loeffelholz directly. FQ: Why is NFC putting the money back in the employee's net pay? FA: Because they have to do something with the money, we cannot hold it. George requested that the agency send specifics to him and he will look into it.

I. DOC - We noticed that in TMGT the student loan repayment (NOA 817) has been entered, but it is not yet plugged into EPIC. A: The programming is not complete yet, it will probably be ready later this year.

J. DOC - Several employees used Employee Self Service to make payroll document changes in PP-26 of 2004. The majority of these fell into the FUTURE file for PP-26 of 2005. The employee's have called which prompted the HR office to check the database. The offices have confirmed with the employee when they wanted the documents effective. They have then re-keyed the documents and deleted them from FUTURE. Can this result in dual allotments for the same pay period if there are some they did not catch? Client B: No, there is an edit on financial allotments that does not permit multiple changes for the same account and routing number. R: Penny indicated they found out there was an issue with PP-26 documents in ESS and NFC fixed the issue last week. In the event the employee wanted to choose 2004, s/he could not do this. Customer Support will alert the community to check on this. They will send out an E-mail message. The problem was across the board and did not affect any particular transaction type. To identify any PP-26, 2004, documents that went to FUTURE for processing in PP-26, 2005, agencies should run a FUTURE report and get with the employee to confirm when they wanted the changes. Penny indicated that on the FUTURE report option, agencies can now chose the pay periods and year to choose. Penny will run the report and will alert everyone in the e-mail. Agencies were not happy that they had to individually check these records because everyone agreed the employee would not have put them in for a year in advance.

POST MEETING UPDATE: Penny had someone run a report and they found 1,600 documents in FUTURE from ESS. Employees may have entered 26, 2004 and behind the scenes NFC made it 2005, our mistake. NFC is pulling a report of the 1,600 documents with an effective date of PP-26, 2005 and will be provide the document type, agency/poi, etc. so that it can be distributed to the agencies. We only have two more passes of PINE before PAYE runs (January 12th & 13th) . PPSPS recommended that NFC do the sweep because the agencies will not receive the reports in time to do it themselves. PPSPS received a copy of the report on January 13th, sorted-password protected it- and e-mailed it on January 13th. As this process was taking place PPSPS noticed and others reported a problem with EPIC documents that were also entered incorrectly. NFC made the decision to sweep those documents Thursday night prior to running PAYE. The reports for those EPIC documents were provided to PPSPS on January 14th. These reports were also divided, password protected, and e-mailed to affected client agencies.

K. PSA - We have a situation where a TSP loan payment was not withheld. The employee had two loans and neither was deducted? A: Were there any others? R: No. FQ: Did you check the system to ensure the employee worked 80 hours and that there were sufficient funds to withhold the payment? FA: No. FR: Do that. If the employee had sufficient funds to cover the payment, please contact Jody with the SSN and pay period information.

L. Penny Forbes gave the agencies a heads-up that NFC will be starting the Data Warehousing Work Group soon. Agencies should see an e-mail from us announcing this. NFC is just getting started on this initiative and will requesting that agencies identify all of your reporting sources today. The goal is to standardize the NFC report product offered.

1. DOJ: Is EPIC defined to FOCUS and is there going to be any guidance on how to utilize it there? No not that she is aware of. DOJ indicated this was something they heard about from an NFC employee. Johanna is going to forward an e-mail.

M. Penny Forbes also indicated that NFC had received several requests from agencies to use TALX. Agencies are doing this so that they can utilize the ESI retirement calculator. C: USDA already did this. C: CFTC has also. NFC needs to find out if they should be preparing a standard, global offering in lieu of continuing to process individual agency programmed changes. Q: Who is the TALX e- mail going to go to? A: Penny - Agency contacts and CAPPS reps. Penny also indicated that agencies may need to pass the issue through their OCFO offices also since money will be involved. The issue will be on the agenda in future CAPPS meetings and will be discussed at the Spring customer briefing.

XII. Reps in Attendance

A. Clients

1. In-Person - AG, ARC, CFTC, CBO, COSA, DHS, DOC, DOJ, FCC, FDIC, FMCS, GAO, HUD, NEH, PC, SBA, TR, USAID
   
   
2. Via Phone - IBWC, TR, TR-BPD

B. NFC

1. In-Person - Jo Bonner, Cliff Lee, George Morris, & Jody Nyers
   
   
2. Via Phone - Larry Barreca, Penny Forbes, Randy Gonzales, Polly Smith, Donna Speed, Randy Speed, Nick Sicoma, Debbie Tatum.