I. Welcome - (Cliff Lee) -Cliff Lee reminded attendees of the emergency procedures in the event of an evacuation and/or "Shelter-in-Place" crisis situation. He also reminded attendees to sign the sign-in sheet.

II. Update on NFC Status - (NFC) Gary/Randy

A. Alternate Work Sites (AWS) - NFC employees are still scattered all over the country.

1. Grand Prairie. - The majority of these folks are payroll operations and some support groups, (e.g., Facilities, Financial Management, Human Relations, etc.).

2. Philadelphia. - Many of you saw the email last week notifying you as we went from current mainframes over the weekend and moved over to a "cold" site in the Philadelphia area. A "hot site" is the disaster recovery site with leased equipment that SunGuard allowed us to use for six weeks based upon our contract with them. After six weeks, the intent is to go back to your home site or stay on that data center, living day to day. The problem with the latter option is that if another agency declares a disaster you can get bumped with nowhere to go. Knowing that, NFC immediately started searching for space in Philly with all of the hardware and equipment required to move the systems out of the "hot site" to the "cold site". Hopefully no one noticed this during last weekend's cut over. We verified the switch up and it went very well. Staff worked very hard and we physically moved over 70K cartridges/tapes from one floor to the next to a new tape library. Obviously this was a large endeavor. Now the equipment that we are on is owned by USDA and we can retain the same communication base that we established after the storm. During the cut-over we were able to stay connected to the network without a break in service. The data center will remain in Philly until we move the final time to Kansas City. That target date was June 2006 and we are still on target. Our IRMD shop will handle this move and if it moves forward, we'll let you know. For now we will remain in Philly as far as data center is concerned. The staff to support this are still in Philly. The numbers for technical assistance remains in Philly, as well as, Facilities and HR support.

3. NOLA. Some of our folks are back in New Orleans! The goal is to get as many folks back to NOLA as soon as possible. A breakdown on where we stand now is:

a. 559 located in New Orleans, LA (TSP, HR, etc.);

b. 107 in Philadelphia, PA;

c. 318 in Grand Prairie, TX;

d. 99 in Smyrna, GA;

e. 55 in Rosslyn, VA; and

f. 123 in other places (e.g., Alabama; Alexandria, LA; Washington, DC)

B. Continuation of Business - As we move forward the plan is to get as many employees back to NOLA but we have, for the most part, deployed all of the NFC staff that were on board before the storm. These individuals are now at NOLA or an AWS site. Once everyone's settled down, we will be back to business prior to the storm even though the staffing to support this is spread out.

1. We have reconstituted a bulk mailing site in Philly, using a product called MailGuard. This facility provides bulk printing for items like Earnings and Leave Statements. Eventually we will have this shifted back to NOLA, hopefully in January 2006.

2. As indicated earlier we are moving forward with the plan is to get back 100% of the staff back to NOLA. The key issue is housing and the staff being able to locate a place to live. As they locate housing in the area, staff are relocating back to NOLA. Randy Gonzales indicated that only 17 GESD staff members are not deployed to one of the sites.

3. Information on getting mail to specific offices/individuals is shared on the NFC home page. The over night carrier is Federal Express (FedEx). Penny Forbes indicated that FedEx is the only overnight carrier. Do NOT use USPS Priority Mail, UPS or DHL to 13800 Old Gentilly as none of those curriers are available in the area yet. Agencies can send regular mail to the PO Box (60,000) and that is picked up every day. Jo added that USPS Priority mail to the PO Box is also an option for those who are not able to use FedEx. This mail will also be picked-up on the daily run.

a. Q: TR - When will NFC provide CD's? A: That facility is back online and should be able to do that immediately. FQ: Is it tied to facility or processing? FA: Facility is the issue. The equipment is not there. CD machines were recently bought and are en route to the new location(s). Penny pointed out that agencies should contact the office from which they anticipated receiving the CD. Many clients have put other processes in place in lieu of a CD and NFC does not want to assume that you want to go back to CD's. If you want the capability to go electronic in lieu of CD, contact GESDREQUEST@usda.gov.

III. 2005 Pay Changes (Cliff Lee/JO Bonner) - Some of the programmers for these projects are in NOLA and some are in TX. The staffs are currently working on requirements for the first three items but there no firm dates for implementation at this time.

A. 3R's (Project # 50463)

B. Retained Pay (Project # 50569)

C. Special Rate Supplement (Project # 50571)

D. 2006 Pay Raise (Project # 60012) - Yesterday issued the annual call for the pay raise data with all the usual attachments. We need first and foremost the agency contact information. The deadline for supplying this information is December 15th, but please send your contact information as soon as possible. Last night's e-mail included nine attachments. The format is the same as in the previous years. The first attachment lists all the items and their respective deadlines (e.g., requirements, SSN's for testing,, etc.). We only have the contacts from last year which may have changed which is why any updates to the agency contacts are critical. We have also set-up the annual pay raise mailbox. We know nothing else about the pay raise other than it's still on target. OPM is adding three new locality areas (Raleigh, Buffalo, and Phoenix) for 2006 and dropping three current locality areas (Kansas City, St Louis and Orlando locality areas are being merged into RUS). The final regulations on the 2006 locality areas should be forthcoming. OPM regulations should be finalized in December for the 2006 implementation.

1. Q: OFHEO - Who should I send the contact information to? A: Annual.Payraise@usda.gov

2. Q: TR - At the last meeting, you indicated that a couple of projects listed above (i.e., 3R's project) might be implemented in PP 25? A: Randy will check to determine when it will be effective. Cliff indicated that programmers need additional information on some of the requirements. FC: Treasury needs four weeks lead time on the HRCONNECT side in order to implement. FR: Randy will get updated projected dates on these projects.

3. Q: TR - Regarding the 2006 raise data needed, do you want information on all pay plans even GS? A: Correct.

Post Meeting Update: Tentative dates have been established for the following projects:

a) 3R's - Project # 50463 - Pay Period 25/2005

b) Retained Pay - Project # 50569 - Pay Period 01/2006

c) Special Rate Supplement - Project # 50571 - Pay Period 01/2006

d) 2006 Pay Raise - Project # 60012

IV. Benefits Update (Jody Nyers)

A. TSP Issues -

1. Lost Earnings - The sweep was completed in PP-20 for employees who are entitled to lost earnings. The affected agencies were notified to submit an AD-343.

2. Catch up Contributions - Remember to inform your employees that catch up contributions are not automatic, but must be elected every year.

a. Q: USDA - Do we have a time frame for entry into the system? A: Jody - I have e-mailed the programmer to check on the system availability and will e-mail the response to the clients when received.

3. 2006 Limitations - Next year there will be no percentage limitations on TSP contributions. However, the Elected Deferral Limit (for taxes) remains at $15,000. TSP bulletin
05-10 provides details on this. If at any point during the year the employee hits their cap, we stop the deductions.

B. Flexible Spending Accounts (FSA's) - The ELS insert for FSA's was included in the ELS for PP-22. It is also available on the Employee Personnel Page if you no longer receive a hard copy ELS.

C. Long Term Care (LTC) - The LTC insert that was discussed pre-Katrina, is scheduled for PP-23.

D. Retirement - Packages should be mailed to NFC in New Orleans. Submit all retirement packages via FEDEX to:

USDA/ National Finance Center
Attn: Retirement Section
13800 Old Gentilly Road
New Orleans, LA 70129

As far as phone inquiries for retirement purposes go, agencies (not employees) should call the PRRS Main Inquiry Line at 504-426-1623.

E. Open Seasons - The FEHB and FSA open seasons are underway and they will end on December 12, 2005. Try to get these actions entered into the system as soon as you receive them in lieu of holding them until the end of open season then entering them all at once.

1. The FEHB Notification Letters via the EPP and/or RFQS have been modified so that employee and family data is present and thus these documents will be acceptable at Health Care facilities. If you find problems in this area, please e-mail me.

F. Q&A:

1. Q: SI - Only the RFQS? A: Jody - If the employee makes the change in ESS and clicks the notice to please send me an e-mail notification, this document is also updated.

2. Q: Can we start processing CFC now? A: Through the front-end systems, yes, just remember to use 2006 not 2005.

V. 2005 W-2 Information (Leslie Morton/Gary Gaspard)

A. Testing & Processing Schedule - Normally we would have already mailed the baby blue test papers. However, we are working on final details and they should be mailed today. Originally we gave you until November 18th to comment. We are changing the deadline to December 2nd. This information will be e-mailed to the list of testers that you provided to us. The test W-2's will be printed and overnighted to Leslie who will attach the cover letter.

1. Q: DOJ - What pay period are the W-2's as of? A: PP-25 of 2004 through PP-20 of 2005. FQ: Same size? FQ: Yes.

B. WTWO client - The WTWO client version will not be updated to include tax year 2005. At the last CAPPS meeting we told clients to send security requests forward to gain access to the W-2 information in the Reporting Center (RC). Some of you did, and they were returned. I apologize there was an internal mis-communication on this issue.. Please re-submit and we will hold them until the new system is brought on-line..

1. Q: Randy Gonzales - Do you have a date for when the changes will be ready for history on RC? A: The data will be on the RC on December 19th. FQ: When will the history back to 1998 be ready? FA: I am not sure.

2. Q: TR-BPD - If I have a customer who does not allow the loading of sensitive data on the RC, is the employee's only option the EPP? A: You can also continue to make the request to SPPS

3. Q: If one of my customers wants to talk to NFC IT security on this issue, who is the POC? A: Gary Gaspard contact your Client Services Representative (CSR) and s/he will put you in touch with the appropriate person.

C. Turbo Tax - The Turbo Tax link is available again this year. Turbo Tax has a drop down option that will link users to NFC. It is expected to be available when W-2's are.

1. Q: CSOSA-PSA - If we have to do a reversal of taxes, do we have to use SPPS or an AD-343? A: Penny - I do not know. C: Another client said they used SPPS and it worked fine.

2. Q: TR - Has the PA city tax issue been resolved? A: Randy Gonzales - We had a report of a problem with a PA city tax but, when it was investigated, it was determined that the PA withholding rate had increased. FC: This was a situation where the system did not deduct the taxes. FA: Johanna Heller - This problem was corrected in PP-21. FC: Randy - Okay, coincidentally this was also the same pay period the rates increased.

3. Penny - released the same day that we sent the printed copies.

VI. Employee Express Update / Employee Self Service -

A. EEX - George Morris indicated that he was out yesterday and therefore was not able to participate in the call. He asked if anyone in attendance had participated and would be willing to provide an update. One of the clients that there was nothing new or exciting discussed. Simply a updates on the fall release, e-authentication, FEHB QLE's, etc..

B. ESS - No update.

VII. Earnings & Leave Statement (E&Ls) inserts - George reminded clients of the policy that individual agency requests for global inserts will be mailed to the clients. It is the clients choice (and at their initiative) to schedule or not to schedule the placement of these agency initiated remarks on your agency's E&Ls. PPSPS will only coordinate E&L remarks that are "mandatory" messages from such entities as OPM, the White House, etc.

VIII. Race and Ethnicity Reporting - George reminded clients that the old Race and National Origin (RNO) Code (1-position) is required for all accessions prior to July 1, 2006. The new Ethnicity and Race Identification (ERI) Code (6-position) is required for all accessions on or after January 1, 2006. Agencies must begin reporting on the new ERI code effective July 1, 2006. There is currently no programming available to enter the new ERI codes. Agencies should hold these forms so that they can be entered when the programming is implemented. We have been asked if we should do any sweeps and the answer is no. There is not a one-to-one relationship between the old values and the new ones.

A. Q: USDA - Do we have a project number? A: Randy - Yes, but I do not know what it is at the moment. We will put it in the notes.

B. C: SI - After 01-01-2006, OPM require new codes. A: Correct. FC: We cannot enter it until the system comes up. A: Correct. FQ: What do we put in the system? FA: Nothing. The system will not accept ERI data at this time. There is no field to into which it can be entered.

C. Q: TR - Do we have to go back and put in corrections or will OPM take a spreadsheet? A: We do not know at this time. FQ: What do we do as of January 1st. FA: We may have to modify the edit to allow us to by-pass the RNO field.

IX. Masking of SSN's on SF-50B's - Debbie Berry (FCC) updated the clients on FCC's request to mask the SSN on the SF-50B's. The request has been submitted to NFC via the GESDRequest mailbox. Debbie clarified that FCC is only masking the employee copy and not the chronological or OPF copy.

A. Q: FEC - Why would you go through all that trouble? A: Debbie - Security.

X. DOL's Proposed Changes to the E&Ls - Jody Grant (DOL) indicated that her agency has not been able to confirm that all NFC fields that are currently be on the E&L will be on the proposed, new form. The clients in attendance request that a vote on approval be postponed until such time as DOL can verify this information one way or the other. Retention of the current data is key to the vote for many clients.

XI. User & Work Group Updates

A. Awards - JO Bonner provided an update from the November 9, 2005, Awards meeting.

1. In this meeting, the representatives agreed to recommend that CAPPS approve the proposal to allow the processing of SPOT awards, up to $6,500 net, to be paid by NFC on a nightly basis if the agency(s) using it consented to NFC's mandatory audit requirements.

a. Q: FEC - This is for all SPOT awards? A: No only those processed using 840/841 PAY with an award code of C099 will pay up to $6,500 net. The C099 code is controlled via TMGT 043 and can be limited to specific department and agency codes. Before the C099 will be added to TMGT 043 for an agency, the agency must have departmental approval, consent to the audit process, and provide audit POC's. Authorization will pulled at any time if an agency fails to comply with the mandatory audit process. Agencies are NOT required to change their current SPOT award processes but may elect the increase option.

b. Q: JO - Does anyone in CAPPS object to this request or wish to disapprove it? A: No. FC: Request is hereby approved and programming will commence.

c. Q: When will the bulletin be issued? A: Sometime down the road. The request has just been approved and an implementation date has not been set.

2. Q: TR - What is the status of displaying the amount that the agency has approved for a student loan repayment on the SF-50B for NOAC 817 (Student Loan Repayment)? A: JO and Jody did additional research on this and found that OPM does not require that this amount be printed on the SF-50B and thus the original requirements did not include a provision for this.

B. Benefits - (Jody Nyers) - Next meeting is scheduled for tomorrow, November 17, 2005 at 9:30am in this room

C. EPIC - (Gary Gaspard) - No November meeting. No update.

D. EPP - (Randy Speed) - No report.

E. FESI (Donna Speed) - No report.

F. T&A - (JO Bonner) - The T&A group(s) meet(s) the 1st payday Thursday of each month. The next meeting is scheduled for December 8th.

1. No update on the time frame for No time frame for the STAR training database.

2. No update on the resolution to the 903 MIL System Problem Report.

POST MEETING UPDATE: Due to staffing shortages on the PPSPS staff - remember this was Cliff's final CAPPS meeting since he retires January 3rd - the awards user group, the T&A user group, and the T&A requirements work group are discontinued effective January 1, 2006. In the event that additional staff are hired to support the PPSPS initiatives or the above groups are assigned to another staff(s), they MAY one day be re-established.

XII. CAPPS changes in 2006 - Gary Gaspard reminded staff that Cliff is retiring. He also informed CAPPS that NFC is reorganizing, again. Effective January 1st, 2006, Customer Support is assuming the responsibility for CAPPS. PPSPS will continue to participate in CAPPS together with other NFC organizations. The meeting will continue to be held on the 3rd of each month. The work groups will continue with perhaps a change of leadership. The idea is to let the depleted PPSPS concentrate on policy, regulations, and OPM initiatives. George added that the Awards Work Group may go into hibernation and that other work groups will likewise be evaluated for continuation or modification.

XIII. Potpourri

A. FCC - We experienced STAR problems yesterday. We reported this to OCC and they were told to call the 800 #. A: OCC is still the first point of contact for system problems. You can follow-up with your CSR. Gary also added that they migrated to the cold site which may have had a temporary affect on service..

B. DOC - We are having problems with COLA POST differential payments when a HCUP package is processed? TR - You need to re-do the code when you process HCUP cases.

C. DOC - With the PP-16 problem where there was no salary payment and/or only a partial salary payment. When the pay was later granted, the employee had TSP and retirement with again. What is NFC doing to correct this. A: This happened on only a small number of employee's and it is to the employee's favor to have contributed extra to retirement. In many cases, this involves a very small amount of money and due to the expense of reversing the deduction, NFC is not going to globally reverse them. However, if an employee's wishes to have the monies withdrawn from his/her retirement and TSP accounts and refunded, the agency should prepare an AD-343.

D. DOC - When will the W-2 bulletin be available? A: Theresa - the draft is ready, but we have to verify all the pieces before we can release it. Most are bulletins are electronically released so they are typically available to the clients as soon as possible. We realize that agencies are anxious to receive the information but it is critical that we ensure accuracy in the information provided.

E. FMCS - Can you notify us if there is a STAR problem because we have had problems for the past several pay periods and apparently there were system problems? A: We can do this, but we do have come concerns in the event that there is more than one problem. In the event that the problem you are experiencing is different from the problem that was reported and/or agency unique, you may not report it if we indicate that there is a system problem. In some cases, the reported problem can be resolved by re-cycling one of the systems and is resolved before a notice can actually be issued. We will notify you of problems whenever possible, but please be aware that your specific problem may or may not be tied to another issue and thus you should still contact OCC if it persists.

F. FCC - When we call to report STAR issues to OCC, the rep simply indicates that there is "a lot of traffic" and does not issue a ticket. This is not an acceptable response. A: Gary indicated that the agency should pass this forward to your CSR. JO added that the user can certainly request to speak with an OCC supervisor at any time they are unhappy with a response.

G. DOC - We have been told that the problem with the missing SF-50Bs was fixed, but we still have problems. GAO ditto. A: Gary - We attempted to analyze what SF-50s were missing - we obviously do not know each individual action that was processed - but looked at the volume from the big picture. We reconciled the data and made sure the files were available. This information was distributed in an e-mail. We knew there were overlaps. If you have specific issues with sf-50's contact your CSR and we will work with the tech team to research to find specific sf-50'bs that are missing. We will need specific data (i.e., ssn, pay period, etc.) FC: GAO - In PP-19 we were expecting 1,300 and only received 170. C: There was much discussion of a variety of problems. The bottom line: send agency specifics to your CSR.

H. DOC - What happened with the SF-113 report on the RC? We got the A and not the G. ?: We did not get either. SI - The problem also applies to the electronic reports that are distributed. A: Randy - not aware of any issues. We will check into it.

I. CFTC - Is there a problem with SPPS. We enter documents and they sit for weeks before anything is done on them. When I call I am being told by the person answering is "I just take messages". A: Gary - We are scattered in several different locations and operating with fewer staff. It will get better. FQ: Should we continue to use SPPS? A: Yes. There is no system problem. We apologize for the delays. Jody made a plea for patience. Gary indicated that if you need to prioritize certain items that you have submitted via SPPS, please contact OPS.

J. CFTC - one employee's check was shorted in PP-21 and there was an erroneous pay cap. A: Cliff - there was a programming problem that impacted that the one pay period. Do a HCUP case on this and it will resolve the problem. FQ: I was told to cancel the bill. FA: There should be no bill, the employee was short not over paid. Re-validated PP-20 also.

K. CSOSA - We cannot see everything on IRIS/EPIC in the accession pay period.

L. CSOSA-PSA - In RFQS the probationary period reports indicate data is there, but nothing prints but the JCL pages. A: No report of a problem, will have to check on it.

M. SBA - When NFC pays a lump sum in conjunction with a 317 (resignation) what does NFC do to clear the database? We have an employee who separated from DOD and they paid him for his leave. A: You need to have him buy-back his leave (i.e., re-pay the amount that he was paid for annual leave from the date he joined your agency until the lump sum hours are exhausted). SBA - Is there a reciprocal agreement with DOD that they should not have paid? A: Yes, but the agency probably did not know the employee was transferring since s/he resigned.

N. LOC - We have someone coming to us from another NFC covered agency and we need to find out what they have contributed to OASDI. What is the max amount? I cannot get an answer from anyone. A: You can look it up on the NFC bulletin or check out table 30 and it will give you the payroll constant.

O. Q: Has the OP1 library been restored? A: USDA - no the tape was defective and they are still trying to restore it.

P. USDA - The search under NFC's Pubs & Forms, will it ever work again? A: Theresa - we know we have issues with the search feature there and we are working on them. It is one of those items on the "punch list".

XIV. Attendees

A. In person -

1. Clients - AG, ARC, AOC, CCR, CFTC, CBO, CSOSA, DOC, DOJ, DOL, FCC, FEC, FERC, FDIC, FMCS, GAO, GPO, HUD, LOC, MSPB, NEH, OGE, OSC, SBA, SI, and TR

2. NFC - Cliff Lee (CAPPS chair), George Morris (co-chair), JO Bonner, Jody Nyers, Gary Gaspard, Leslie Morton, and Theresa Trentacoste

B. Via teleconference:

1. Clients - IBWC, TR-HQ, TR-BPD

2. NFC - Penny Forbes and Randy Gonzales