CAPPS Minutes – April 18, 2007

I.    Welcome and Updates   (Johanna Heller)

Johanna Heller (NFC) announced to the CAPPS attendees the procedures for an “Evacuation” in the event of an emergency and/or a “Shelter-In-Place” crisis situation.  She also announced that the Customer Forum would be held on July 17-19, 2007.  Also, all of the user groups (FESI, EPIC, and T&A) minutes have been posted to the CAPPS website.  The Reports user group’s minutes will be posted as well once finalized.  NFC is having issues with undeliverable E&L statements, and we will try to schedule a meeting.  It seems that a lot of the employees are not renewing their post office box or forwarding address.  It was also said that the postal service software may be the problem why employees’ addresses are rejecting.  Employees are receiving their Personal Benefits Statements and not their E&L statements.  

II.  New Software Change (SCR) Form for Comments (Randy Gonzales)

Randy Gonzales announced that the revised forms are in the process of being finalized.  

III.    OPM Update (46, 56, Comp Time Regulations (Randy Gonzales and Jo Bonner)

Jo Bonner stated that this is the hottest item on the agenda. Comp Time Regulations will take place in Pay Period (PP) 10, 2007.  She also said that the non-Title V agencies need to let her know if they are interested in abiding by the new regulation by COB today (4/18/07).  Employees earning comp time prior to May 14, 2007 will have will have 3 years to use.  If you earn comp time on Sunday of PP 10 it will be effective for new regulations.  Comp time will not count against bi-weekly ceiling.

Q. Jennifer Melvin (TR)  
Can the bargaining unit be identified or flagged?

A.Jo Bonner (NFC)        
Probably not. We can’t implement for non-bargaining people.  I will have a side conversation with Treasury once meeting is over.  Jo Bonner stated that lump sum payments for annual leave are being handled manually.

Q.    Shavon Butler (CSOSA)      
Are we going to be ready for PP 10? 

A.     Jo Bonner (NFC)     
Yes, but only Title V agencies.  

Randy Gonzales stated that Title V agencies would not distinguish bargaining unit employees versus non-bargaining unit employees.  Jo Bonner also stated that employees should use the oldest comp time first or pay it out before the new rule applies.

Jo stated that the OPM 56 would allow certain agencies to come up with their own authority codes.
 
Randy Gonzales stated that for OPM 46, we are still trying to figure out which PP (16 or 17) to begin testing.  OPM Update 46 will start in PP 19, 2007.

Q.    Ginny Towe (BPD)
Are you going to assign new NOA’s?

A.   Jo Bonner (NFC)
 We may have to use what we currently have. 

Q.    Ginny Towe (BPD)
What approach is NFC taking for awards?

A.     Jo Bonner (NFC)
I’m not sure as of yet.          

IV.   SSN’s On NFC Output Update (Randy Gonzales)

Randy Gonzales stated he is still reviewing agencies’ comments.  Once final list is compiled, he would follow up with OPM to see if SSN’s can be partially masked.   At that point, he can then determine what will be done. As of now, SSN’s will remain in mask state.  Don’t forget that OPM’s intent is to remove the SSN’s from these reports.  An internal schedule will be developed for making changes.

V.   Benefits Update (Jody Nyers)

·              Auto Enrollment and Roth Contributions in the TSP

The Thrift Board issued a notice on Monday, April 16th, discussing these topics.  Both of these are in the very early "talking" stages.  We wanted to bring it up today and will forward to you the notice after the meeting for any comments you may have. 

Essentially, the "auto enroll" process will automatically enroll employees into the TSP unless they affirmatively decline to contribute to TSP (i.e. "Opt Out"). The enrollment goes to the G fund and would be at the rate of 3%.  The agency automatic 1% and agency matching would begin after the appropriate waiting period.

As far as the Roth Contributions feature, this will allow participants to select different tax treatments for their future TSP contributions. Roth 401(k) contributions are after-tax contributions, not excluded from current taxable income and taxes are paid before they are submitted to the 401(k) plan. The intended benefit is that when these contributions and their associated earnings are withdrawn, it is a tax-free withdrawal.  But in order for this to happen, it must be "qualified" and satisfy these 2 requirements:

-Participant must have attained age 59 ½, become disabled or died; AND

-Must have at least 5 years of participation in the Roth account.

There are many issues with regard to these two changes so please take the time to read the notice and provide your comments to Jody Nyers (Jody.Nyers@usda.gov).

·                   Health Savings Accounts (HSA's)

BAL 07-202 dated 4/6/07 discusses HSA's and when they'll be available, by payroll office.  NFC has this planned for October 2007.  There will be no changes to the FESI document.  The only processing change is that we will accept a financial transaction type "H" (for HSA) in addition to the current "C" (checking) and "S" (savings) values.  Also, the employee is responsible for monitoring all limits and taking the appropriate action to ensure they do not exceed them as well as ensure they are eligible. This is NOT the payroll providers’ responsibility.  The payroll provider is only responsible for processing the Financial Allotment as a type "H" and making the deduction a pre-tax deduction.  

·                   Fed EX retirement packages to NFC

We received a question about where to send retirement packages when sending them via Fed Ex.  Per our Retirement Section, the agency should send retirement packages to the Retirement Section; however, if it is a Post-56 Military Deposit package, then it goes to Administrative Billings and Collections (ABCO).  

·          Personal Statement of Benefits

551,277 statements were issued.  The last receipt date is 4/23/07, after that, agencies must request a copy via DOTSE.   I have reports to distribute that show employees with invalid 6C retirement dates and these employees did not receive a statement and these dates should be corrected. Agencies should make the corrections so a benefits statement can be generated next year. Employees can use the EPP for 2809's when Qualifying Life Event (QLE) is valid.

Last month, FDIC inquired about the use of EPP for making FEHB changes when a valid QLE applies.  I spoke to OPM to get their thoughts on this, and they indicated they had a similar discussion with the Employee Express Consortium. FEHB Program regulations do not prohibit self-certification; however, there is some concern about employees self-certifying a change.  Employees would need to understand each QLE code and description and choose the appropriate QLE. OPM is leaving up to the payroll provider to determine if they will allow employees to make these types of changes.  OPM suggests a "strong warning" be added to EPP, if we elect to offer this feature, to ensure the employee is making a valid change.  Also, edits would be put in place that would place the action in suspense if they failed the edits...thus requiring agency intervention. This has not been looked at in detail, but NFC will review it further and respond at a later CAPPS meeting with their recommendation.

·                   Dental & Vision blocking new 2809's

We have discovered a problem when an employee, who did/does not have health insurance coverage, elected dental and/or vision and the action applied, it may be blocking a new 2809 coming in.  So if an employee has a valid QLE and elects FEHB coverage, the action may fall into suspense because the system thinks the employee already has coverage. After a review, we feel this ties back to the implementation of FEDVIP and may be an isolated issue.  If you have any cases like this, please send them to Jody Nyers (Jody.Nyers@usda.gov).  

VI.     User Group Updates and Meetings  (Johanna Heller)

Johanna Heller introduced the user group chairpersons: Ann Martin (FESI), Kathy Orpin (EPIC) and Dora Lee Rosendorf (T&A).  Dora Lee has requested that the T&A User Group not meet during processing week.  The Client Management Branch is looking for a volunteer to chair the new Reports User Group.  Johanna announced the times of the user groups and noted that all user group minutes are posted to the CAPPS website.

FESI, Wednesday, 4/18/07, 1:30 p.m. – 3:00 p.m. EDT

EPIC, Thursday, 4/19/07, 10:00 a.m. – 11:30 a.m. ED

New Reports, Thursday, 4/19/07, 1:30 p.m. – 3:00 p.m. EDT

T&A, Tuesday, 5/8/07, 1:30 p.m. – 3:00 p.m. EDT<

VII.     NFC Orientation Update (Penny Forbes)

Penny Forbes stated that based on responses to the survey, NFC plans to resume the NFC orientation. The agenda must be updated. The orientation will have a cost associated.  The number of students will determine the price.  We will require a minimum of 30 students at a cost of at least $300 per student.  Once determined, agendas and dates will be published.   

VIII.    VSIP Waiver Request (Penny Forbes)

Penny Forbes stated that a waiver request was approved in 2005.  As agencies receive a waiver approval from OPM please make sure it gets sent to NFC and send it to the attention of ABCO.  We are asking that this get done so we can make sure the assessments will get processed correctly.

IX.  Call Center and DOTSE (Louise Richard and Candace Letort)

Louise Richard (NFC) stated there is no update as of yet, but the bulletin is being worked on and all the information has been completed.  Currently, we are waiting on Theresa Trentacoste’s group to post the bulletin.  Candace Letort (NFC) stated they are continuing training and have experts in payroll (Mose Lindsay’s section) to ensure that all core training is received. We are also encouraging agencies to use DOTSE to submit written requests. The best practice for DOTSE would be the Call Center.  We are developing a position description (PD) for a Telecommunications position, and it is in Human Resources in the process of being reviewed for acceptance and classification.  We will develop a white paper from a managing call center perspective.  We will develop a plan of action such as purchasing software products like monitoring activities (Quality Assurance).  Candace did stress that she wants to continue to receive feedback from everyone so we can strive to provide excellent customer service.

Q.  Reed Waller (DOJ)
 Why do you limit individuals to 3 Social Security Numbers (SSN) per call?
 
A.   Louise Richard (NFC)
A person may have different information for each SSN, and we only have so many people answering the phones. An agent cannot be on the telephone for more than 20 minutes trying to respond to more than 3 SSN’s. A written request through DOTSE is recommended for the remaining SSN's (if there are more than 3), and the timeframe takes about 5-7 days.  It also depends on the information you are requesting that could make the timeframe shorter or longer. The timeframes quoted are for resolutions.  Difficult situations may require more research.  Everything that you present will be considered.  All written requests have to be done through DOTSE.  I will talk more when we (Candace Letort, Mose Lindsay, Louise Richard) come to the next CAPPS Meeting in May.

Q.  Reed Waller (DOJ)
Can I tell agencies that the Call Center’s Staff will be increased?

A.     Candace Letort (NFC)
We are looking into increasing our staff.  We also have the EmpowHR Help Desk as well.  Staffing is one of the things we are looking at.  We will share  our assessments.

Q.    Reed Waller (DOJ)
The white paper…will it be something you can share with us?

A.     Candace Letort (NFC)
It will be something we can share once the analysis is done, and we will share at a later time.

X.  Lagniappe l (DHS)
Does NFC still offer the Security Office Training Workgroup Meeting?
Q.    Penny Forbes (NFC)
Are you referring to training led by NFC?

A.     James Hoebel (DHS)
No, it was a workgroup.

A.  Johanna Heller (NFC)
Yes, we will get back with you.

Q.    James Hoebel (DHS)
Are there any updates as far as the database change?

A.     Johanna Heller (NFC)
The database change…Randy Gonzales (NFC)

A.   Randy Gonzales (NFC)The database change is scheduled for PP 10, 2008.  We are re-planning our schedule to be sent out to the CAPPS group.            

Attendees:
Gwendolyn Holmes (CSOSA)
Shavon Butler (CSOSA)
Grindl LeGrand-Brewer (DOC)
James Hoebel (DHS)
Karen Queen (DOJ)
Lashonda Terrell (DOL)
Deborah Berry (FCC)
Sabrina Reynolds (FCC)
Rosa Dortch (HUD)
Linda Gandara (ARC)
Juwan Samuel (FERC)
Caroline Heard (OSC)
Bill Turner (SBA)
Lenora Casey (TR)
Kathy Orpin (TR)
Jingie Miller (AOC)
Reed Waller (DOJ)
Cheryl Bownan (DOJ)
Betty Lucas (USAID)
Donna White (ARS)
Cindy Borza (CENSUS)
Cindy Kenlon (CENSUS)
Amy Martz (DOJ)
L’Tanya Sesker (NEH)
Monique Salahuddin (DA)  

NFC North:
Jo Bonner
Mark Liegey
Wendy Moore
George Harris
Jody Nyers


NFC Staff
CMB Personnel