CAPPS Notes - June 21, 2006

I. Welcome- Welcome - Guidelines for Building Evacuation and Shelter-In- Place Conditions

Penny announced to the CAPPS attendees the procedures for an evacuation in the event of an emergency and/or a "Shelter-in-Place" crisis situation.

Mark Liegey announced to the CAPPS attendees the procedures for an evacuation in the event of an emergency and/or a "Shelter-in-Place" crisis situation.

II. Update on NFC Status (Gary Gaspard)

A. Update of outstanding action items

• Dual rate lump sum payments to be completed by the end of June. Notify Payroll via SPPS if any employee does not receive payment by that time.
• Agency lists of employees affected by CSRS Offset issue were resent as of 5/31.the 29's were generated in PP09
• 2 spots available in the Basic FOCUS class scheduled for 7/11 - 7/13 at the CSO.
  

B. Spot Awards (Randy Gonzales)
OPM standardization work groups are looking at mandating only biweekly processing of spot awards. They are also looking at post-certification process for awards over $500.00

C. Tracking Jury Duty Fees
OPM has prepared a template for agencies to use in providing metrics on payments for jury duty fees. OPM may want to waive collection for dual compensation. Customer Support will send the template to customers
Question - What if state laws prohibit?
Answer - OPM is just asking for the information. WE can let them know of agency concerns.

III. CD-ROM, Microfiche, Microfilm Processing/Handling (Penny Forbes)

NFC has concerns about data being mailed in these formats and wants to make the data more secure. We are requesting that agencies take a look at the data currently being received to see if it may be available in another format. We are working on preparing a complete list of agencies' output. The list should be available in 4 - 6 weeks.

Question - Since reports are prepared for various organizational levels, will this info be included?
Answer - We will add as an action item.
Question - Smithsonian asked about FEHB letters from RFQS. The complete SSN appears on the letters and they occasionally go to an incorrect address. Can we mask those SSNs?
Answer - We are not masking SSN's globally. However, the issue of masking SSN's on RFQS forms came up at another CAPPS meeting. Jody will check her notes.
Question - Is the SSN masked throughout the EPP?
Answer - Only on the LOGIN Screen. The full SSN must appear on E&L's and W-2's

IV. STAR Web 5.0 (Randy Speed)

All Security requests were completed. However, the start of QA has been delayed. There were problems encountered with the server. Those problems have been addressed. Instructions for testing Time Manager should be distributed in the next day or so.

Question - What about instructions for Timekeepers?
Answer - Those were distributed last Friday

V. Data Base Change (Randy Gonzales)

The Data Base Change has been postponed. Most Data Base Changes take about 18 months. We planned to attempt thi change within 6 months due to the new ERI code and OPM's planned expansion of the FEHB document. However, since there is a workaround for the ERI code and OPM has delayed the expansion of the FEHB document, we decided to allow more time for our Data Base Change. We will share the new dates soon. The handout includes the new fields and formats. Some fields still need OPM requirements so the list is not complete.

Question - will changes to monthly disbursements be included?
Answer - That is a processing issue, not a part of a data base change.
Question - What about yearly limits?
Answer - We plan to track and report aggregate totals.
Question - Will we get a list?
Answer - The data will be available via FOCUS.
ACTION - FOCUS name for ERI code is incorrect on the Bulletin
Question - Will the ERI code be available in History?
Answer - Not right now. It will be available in History after the data base change
Question - Can customers continue to submit requests for new fields?
Answer - No.
Question - When will the FESI layouts be ready?
Answer - We are trying to get that to the customers as soon as possible

VI. TMGT Updates for Unions/Locals (George Morris)

Agencies must notify NFC when there are changes in union/local information. Associations are typically done nationally, but locals must be done individually. Changes must be submitted to nfc.gesdrequest. Also, changes must be established by the 1st Monday of the Pay Period.

HEADS UP - OPM is eliminating 3 occupations series codes. The effective date is 11/12/06. Agencies must address any changes.

VII. COOP Planning (Gary Gaspard, Joe Vitale)

Jerry will conduct a walk through on June 28 in the Jefferson Auditorium.
Joe Provided an overview-

- The new COOP paradigm calls for as little interruption of service as possible.
- Individuals will be deployed prior to the storm to 4 sites
- Inquiry lines will be switched at the time of general dismissal
- The Client Mgmt Branch will be deployed to DC
- Additional staff have been issued phones. Also, Blackberries and cell phones now have area codes outside of the New Orleans area
- External communication is unchanged. Contacts remain the same.
- In the event we cannot complete a payroll cycle, an agreement was made with FMS to generate payments based on the prior pay period

Question - Will numbers for the sites be shared at Jerry's briefing?
Answer - The numbers are unknown at this time. They will be assigned at deployment
NOTE: Penny emphasized that there will be no interruption of service, just a possible degradation of service.
Question - Jody mentioned that some customers have asked if the CSO could be used in the event they experience a disaster.
Answer - Penny said she would work something out with Mark. There would likely be a limited number of work tations available. Jo Bonner suggested that customers consider sites outside the DC area. If there is a disaster affecting customers in DC, the CSO would probably be affected, as well
Question - What about access for employees who may need to handle new roles?
Answer - Agencies need to have alternate profiles available for emergency situations.
ACTION - We will work with ISPCS to identify the appropriate procedure.

VII. Payroll Process Documentation (Donna Washington)

GPO is requesting other agencies with written processes for payroll documentation share that information with them. The documentation should include preparation of the T&A through the payroll and reconciliation process. GPO wants to compare what they have documented for audit purposes.

VIII. Potpourri

Question - Problems reported with NOA 817.
Answer - Jo Bonner will address offline
Question - Several Intermittent emps are always being paid manually. Why?
Answer - Send details. We will research
ACTION - Determine what is causing this.
Question - Customer missed the CAPPS meeting in May. Can we get details again on the auth codes being discontinued by OPM?
Answer - Jo Bonner referred anyone needing additional info to the OPM website.
Question - Is the Notification of Change in Annual Leave Status available in the STARWeb
Answer - It may be on the Reporting Center. We will find out
ACTION - Determine if BEAR2001 is available on the Reporting Center
Question - Some agencies having problems with emps showing up under erroneous agency.
Answer - We will handle on a case-by-case basis
Question - DOJ reported problems with NTE dates not dropping off of Conversion Actions. Provided details to CSR.
Answer - CSR will provide a status.
Question - FMCS reports that many state/local tax changes are being made after the fact. There are problems when emps are unaware of changes. They want to know if/how other agencies are notifying emps.
Answer - Gary had gotten some information from Debby Tatum. Because we use ALLTAX, a lot of changes are made retroactively. Also, states do not always provide the change info timely. Jody Nyers also commented that NFC and HR Offices are not responsible for counseling emps on tax issues.
Question - Can the effective date of state changes be included on bulletins?
Answer - Penny said we can try to include that info.
Question - OSC reported that they are having problems updating credit hours and comp time for travel on the database via T&A's. they continuously get leave error reports and must update via TINQ. This has been reported to Payroll Operations (Lynda Wilson and Gladys Schluter).
Answer - We will get a status
ACTION - Provide a status on problems recording credit hours
Question - Corrected T&A's with leave donations rejecting and being paid manually. Why?
Answer - NFC North said users cannot process corrected T&A's with leave donations. We will check with Bruce Loisel.