CAPPS Minutes – February 28, 2007

I. Welcome Eileen Youngblood (NFC)

Jeanette Richardson (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.

II. Update on NFC Action Items Status (Eileen Youngblood – NFC)

No status on action items.

III. Pay Update (Jo Bonner - NFC)

Pay Update

Jo Bonner indicated that NFC North and South has been receiving a large volume of calls reporting that there were system errors involving the new GL pay plan and for pay retention cases. While there have been a couple of minor issues recently, the majority of these cases are simply situations where the HR office does not know how to properly set the pay for these situations. She requested that CAPPS representatives please get the word out within their organizations on what proper methods should be used. OPM has detailed information on their website, and NFC issued bulletins in 2006 (May (06-7), Title I, 06-7, Changes to Retained Pay Regulations, May 10, 2006 and December (06-26), Title I, 06-26, New “GL” Pay Plan Code for Employees Receiving LEO Special Base Rates, December 15, 2006) when the programming was implemented for both of these issues.

Jo provided a brief synopsis of the basics for both scenarios.

GL – Effective October 1, 2006, the new GL pay plan is to be used for Law Enforcement Officers (LEO’s) grades 03 through 10 who are entitled to the higher LEO base salary rate. These are the individuals who were formerly assigned OPM’s Special Salary Rate (SSR) table “0491”. When OPM made the massive changes to the pay regulations in May 2005, they took the opportunity to re-do the LEO pay since it is NOT an SSR and is simply a higher base pay entitlement. When processing actions for individuals in the GL pay plan, the HR office must use the higher GL base salary table and NOT the GS base salary table. NFC has titled this table “LLEO” in table management (TMGT).

Q: I have a LEO, and I keep getting this error that says that the base salary is incorrect. Should I be entering the GS-07 from the LLEO chart and not the GS chart?

A: It sounds like you may have two issues. This individual is a LEO correct? (Yes). Then the pay plan MUST be GL and not GS, and yes, you must enter the GL grade 07 salary in lieu of the GS grade 07 salary in the base salary field. The SSR table on the PMSO record will reflect the new “LLEO” table in lieu of the old “0491” table. This table is required so that NFC knows which table to use for the salary data. However, since this is not a true SSR table, the pay rate determinant (PRD) code on the personnel document will be a “0”.

Pay Retention – With those May 2005 changes referenced above, OPM also modified the regulations for pay retention effective May 1, 2005. NFC implemented the new programming for these changes in May 2006, and NFC Bulletin 06-07 was issued on May 10, 2006. This bulletin requested that agencies update the records for any employee on pay retention in accordance with the new regulations. When NFC modified the 2007 pay raise programming for the new method and proofed the data, some discoveries were made. Almost 30% of the records in the test sample ended up with incorrect salaries. These errors were not due to the programming mistakes but were because HR offices had not gone back and adjusted the salaries for these individuals in accordance with the OPM guidance. If NFC had proceeded with the automatic pay adjustment for these individuals in 2007, many would have received a cut in pay.

Now that agencies are trying to process these actions themselves, we are getting numerous calls that the system is incorrect and actions need to be forced through the system. Of all the pay retention cases related to this that Joe has reviewed so far, only one actually required programmer intervention. That intervention was not for a PINE error but was because the employee’s database record had somehow retained an invalid value from a previous action.

OPM’s website contains detailed information on how to set pay in several situations for an employee who is on pay retention. HR offices should become familiar with this information.

A couple of “Quick Tips” for the pay retention conversion and the annual January increases are:

In May 2006, the agency should have processed a pay adjustment retro effective to May 1, 2005 for any employee on pay retention. With this action, any locality pay that the employee was receiving should have been moved to the base rate. (Locality pay will no longer be applied on top of a retained rate.) If the employee was not placed on pay retention until after May 1, 2005, but prior to May 2006, the agency should process a correction to the pay retention action moving the locality into the base rate. This also applies to any subsequent actions.If the 2006 January pay adjustment was processed prior to the implementation of the May 2006 programming changes, it needs to be corrected so that the proper salary is recorded. There are some cases where the agency processed the January 2006 pay adjustment in January 2006 and did NOT adjust the records in May 2006. As a result, the employee was overpaid for an entire year!

When computing the annual pay adjustment for an employee on pay retention, the agency must consider the “maximum payable rate” for the employee’s currently occupied position. This rate may be a base rate, a locality rate, or a SSR rate. The employee is entitled to 50% of the increase for the highest step of the grade. This rate is to be entered in the base salary field, and locality pay will NOT be added on top of this rate.

In the event that the employee’s base salary with the 50% computed increase falls below the “maximum payable rate” for the highest step of the grade, the employee is placed at the highest step of his/her grade and, the pay retention ceases.

IV. Benefits Update (Jody Nyers - NFC)

1) NFC has issued the Personal Benefits Statement bulletin. To view and/or print this document: Click this URL link http://dab.nfc.usda.gov/pubs/docs/ppo/ppo0701/ppo0701.html

2) TSP Eligibility Code Problems - USDA had reported a problem where the agency matching and/or 1% basic was being received too soon due to incorrect TSP Eligibility Codes entered. NFC was able to correct these codes for the agency, and the agency can now request (via SPPS or hard copy 343) the updated monies. It appears the error occurred in pp 24/06 for accessions and conversions. If an employee received their agency TSP contributions too soon, report those names/ssn's to Jody Nyers to correct the eligibility code. Once corrected, the agency needs to request that the agency money be removed from the employee's TSP account and returned to the agency.

3) FEHB employee not participating in premium conversion - USDA reported a problem where an employee who does NOT participate in pre-tax FEHB was able to access the Employee Personal Page (EPP) and make a change to his FEHB. This is not legal since all employees, whether in premium conversion or not, can only make enrollment changes outside of open season if they experience a Qualifying Life Event (QLE). The major difference under premium conversion is that an enrollee cannot cancel their enrollment at any time or change to self only at any time. An employee not participating in premium conversion can cancel at any time or change to self only at any time. The issue here is why EPP allowed/accepted the change. Jody is working with the programmers at NFC to get this corrected.

4) FEHB Changes from Open Season - USDA reported a problem where employees had made changes via EPP during open season and then made additional changes in EPP (all during open season). The system (NFC) picked up the first election, and the employee received their FEHB cards; however, they had made another change, and the second election required intervention to have it apply. These errors have been corrected; however, if any one has FEHB open season errors that have not been reported, please let Jody know.

5) Dental/Vision errors in PP 01 and/or PP 02 - With the processing of the first dental and/or vision benefits, we experienced some errors. These have been corrected and will be handled with the processing of PP 03. Please note that Dental/Vision benefits are administered by the Benefeds Portal (www.BENEFEDS.com), and the Portal is handling the collection of any missed funds. Agencies may not have employees who were effected by this error; however, Jody wanted to alert everyone just in case.

6) FERCCA Bulletin - as you know, NFC issued the bulletin 07-3; to view and/or print this document: Click this URL link http://dab.nfc.usda.gov/pubs/docs/title1/title1-07-03/title1-07-03.html

There were many questions about the bulletin; it appears we have more questions than answers when it comes to FERCCA cases. NFC does its best to ensure the corrections are made based on what the agency submits/enters into the system. NFC has many FERCCA cases (remember, we service almost 700,000 employees) and we are doing the best we can. Contact information is reflected on Page 4; however, to request the employee's TSP Historical Record and as noted on page 4 of the bulletin, there is a list of contacts and for TSP purposes, these contacts are reflected under the "Benefits Processing Section."

"You should email one of these contacts with the following information:

Employee Name: John R. Doe
Employee SSN: XXX-XX-XXXX
Old Retirement Coverage: 1 (CSRS)
New Retirement Coverage: K (FERS)

We need all of the TSP history, including the amount and fund allocations."

Once you send this email, NFC will contact OPM to retrieve the data and supply it to the requesting official.

7) TSP deductions based on a high percentage rate. Jody has discussed this many times in CAPPS and has sent information out via email. It is imperative that you alert your employees about the importance of correctly calculating the percentage amount on their TSP basic contribution. Employees can elect up to 99% of their gross pay to be deducted for TSP. Following the order of precedence set up in the NFC system, retirement deductions are first, followed by TSP. If an employee elects a high percentage rate, e.g., 75%, 85%, 95%, this could adversely affect their other benefits. We have had several employees do this only to not have their Health Insurance, Life Insurance, Flexible Spending Account, etc., benefits not be deducted. A simple calculation is all that is needed to ensure the percentage they elect will not exceed their Net Pay and adversely affect their benefits. EPP allows an employee to make changes to their TSP and yes we will accept up to 99%; however, we have pop-ups that alert the employee of the change before they hit the Submit key. We will not add another pop-up as it is up to each employee to do their calculations or work with their benefits representatives in determining what deduction amount should occur.

In light of this, we have had many Manual Pay actions to correct the situation and refund monies back to the employee and properly deduct for their other benefits. This is not an agency requirement. Agencies are not required to take this action; they can in fact correct the situation forward but not take action to correct the monies deducted in the prior pay periods. Doing this helps the employee; however, agencies should be aware that every Manual Pay action cost your agency. Again, a notice to your employees is recommended to avoid these situations.

8) Please Note: I strongly encourage you to alert your employees to review their earnings and leave statement (ELS) either hard copy or online via EPP. Many employees change their FEHB coverage, elect FSA’s/Dental/Vision, change their TSP deduction, etc. They need to ensure the changes they want to occur were in fact made and that the employee has coverage.

V. z/OS Update (Joe Weaver - NFC)

Since last July we have been working on the new mainframe operating system, z/OS 1.7, on our test computer. We tested it until there were no problems. On February 3, 2007, we ran our first test of the new operating system, for the engineers only, on our production computer. We uncovered many issues that we were able to resolve.

On February 17, 2007 we had our first user test of the new operating system. The test was scheduled for noon until 6PM, and we spent most of that time working through problems. Many of our user community were not able to begin testing until 3PM. We greatly appreciate all who stayed through that time and helped us to debug the new operating system, and we certainly understand that some folks could not stay that late.

We uncovered many problems on that day. Problems with telecommunication, problems with tape drives, and problems with the mid-sized computers not communicating all lead to a very busy day for the engineers, and required a more than reasonable amounts of patience from our testing community. We did test many things successfully, and we also found a cause and a solution for all of the reported problems, though we were not able to implement all of the solutions before the testing period expired.

After reviewing the 182 emails reporting events of that day, we feel very confident that we are ready for the March 3, 2007 test-into-production day. We will be taking the old production systems down at 8AM on that day, and we will have the new production operating system available by noon on that day. The testing process is the same as it was on February 17, 2007. Please sign on, test, and then report your results to the OCC or your testing coordinator.

At 6PM on March 3, 2007, we will have a Go/NOGO decision meeting. If the results are GO, we will leave the new operating system up in production. If the decision is NOGO, we will restore the old production operating system and try again on March 17, 2007. Either way, the OCC will publish the results of the decision via email to all parties.

Thanks to all who have worked so hard in testing the new operating system to get us this far. Your efforts are truly appreciated by NFC!

Q: What will happen if we do not go into production?

A: (Joe Weaver) If we do not go into production, the old operating system will be restored, and another system testing will be performed in two weeks.

Q: How will we know?

A: (Joe Weaver) A notice will be sent out to the customers on the status.

Q: Have all issues been resolved?

A: (Joe Weaver) Yes, all issues have been resolved.

VI. ERI/RNO, Reprise (Eileen Youngblood – NFC)

We are no longer accepting changes to RNO codes. We are now using the ERI Code based on a NFC mandate. We will not be making upcoming changes to RNO codes, only using the ERI Code. We ended the use of the old form on 12/31/05.

Q: When using a front-end interface, we are no longer sending the
RNO value down in a FESI document?

A: We are still using RNO accession code until the database
change.

Q: If we are using the 030 document within a new ERI Code, where is the code going to be placed?

A: Use the 030 document and an RNO Code, and once database is
updated, it will populate with the new ERI code.

Q: Will it be defined to Focus?

A: Yes, along with a 6-digit code.

VII. STAR 5.0 Update (Eileen Youngblood – NFC)

Issues have been identified and outstanding action items have been resolved. STAR 5.0 will be implemented in Pay Period 05. A customer notification will be sent out to the customers with information regarding this implementation process.

Q: Will there be a daily entry or biweekly entry on the EPP-Time
Manager client?

A: Yes, all entries should be available in EPP-Time Manager in Pay Period 05 for the agencies who choose that option. Once you migrate to the STAR 5.0 application, you cannot go
back to 4.25.

Theresa Trentacoste (NFC) – Even though the daily entry function as been rolled out, the agency still has to request it.
It has to be the agencies decision to elect the feature.

Q: What about the agencies who are going to Web TA for Pay Period 06 (Pay Period 05). What are they to do with Pay Period 05?

A: Johanna Heller (NFC) – Once you connect to STAR 5.0, you will no longer use 4.25. You will use STAR 5.0 same as you did for 4.25. You will not need to install anything. A URL will be used.

VIII. OPM Update 46 (Wendy Moore – NFC)

On December 7, 2006, OPM published Update 46 to the Guide to Processing Personnel Actions dated to be effective on January 7, 2007. While a copy of this update is not yet available on the OPM website, Wendy e-mailed a copy to the CAPPS representatives after the January 2007 CAPPS meeting. In this new Guide there are several changes, and new Nature of Action Codes that will require extensive programming affecting several NFC systems (EPIC, EMPOWHR, etc.,), as well as, agency front-end systems. The NFC programmers are reviewing the OPM changes and will detect provide a time frame as to when these changes will be implemented and their impact. As soon as we meet again with the programmers we will inform the CAPPS community of the time line once it is developed. NFC will share it with CAPPS community along with a table that identifies the OPM changes and how they impact the NFC system.

Q: Will NFC implement the changes in phases or will it be one large project?

A: Depending on the programming analysis, it may be done in phases. Some of the changes in the update did not require programming changes, and those have already been implemented. For example, the 895 - Locality Payment was discontinued effective January 6, 2007. An end date has already been placed on the tables for it, and it could not be used for the January 2007 pay adjustments.

Q: Will there be a guideline on what will be retroactive?

A: It will be put in a bulletin. We will make note of that and it will probably be no sweeps on anything.

IX. Government Portion of Benefits on the EPP (Eileen Youngblood – NFC)

Due to a White House mandate, a tab will be added to the EPP Home Page allowing the employee to view benefits information. The implementation date for this new feature will be announced at a later date.

Q: Will this information be displayed on the Earnings and Leave Statements?

A: No, just EPP.

X. User Work Group Meetings (Eileen Youngblood – NFC)

Schedules for the User Work Group meetings were announced as follows:

EPIC, Thursday, 3/1/07, 10:00 a.m. – 11:30 a.m. EST
FESI, Wednesday, 2/28/07, 1:30 p.m. – 3:00 p.m. EST
T &A, Tuesday, 3/13/07, 1:30 p.m. – 3:00 p.m. EST

XI. NFC Orientation (Eileen Youngblood – NFC)

NFC will survey our customers and determine interest in organizing future orientations. We will need a report covering the number of people interested, and the cost that may be associated with the orientation.

Q: What will be on the orientation’s agenda?

A: A customer notification will be sent out asking about a survey requesting additional information and asking about orientation
agenda topics.

X II. New Indebtedness Letter (Revised) (Eileen Youngblood – NFC)

This letter should be issued soon via email through the Customer Support
Mailbox.

XIII. 2008 Pay Days vs. Pay Periods

- Tax Year (Joe Vitale – NFC)

A bulletin has been issued stating that there will only be 26 pay periods but 27 paydays in Tax Year 2008. For Pay Period 25 of 2007, the EFT payments will be dated 1/2/08 and the paper checks will be mailed out on 12/31/07 but dated 1/3/08. It is very important that employees for 2008 are notified; especially when there are 27 paychecks feeding into their 401k for 2008. FERS employees may want to make changes to their holdings so that they can maximize their agency contributions.

Q: What bulletin has this information?

A: Bulletin No. 07-4 that was issued on 2/13/07.

- FEHB (Jody Nyers – NFC)

Nothing to add.

XIV. Conversion of Label Printing (Eileen Youngblood – NFC)

NFC labels will no longer be printed on the impact printer. They will be printed on a laser printer effective the end of March 2007.

XV. US Cert Reported Events (Eileen Youngblood – NFC)

The United States Computer Emergency Readiness Team (US-CERT) reports incidents involving captured SSN’s (and PIN’s) to NFC. This information has been captured associated with an agency employee logging into the Employee Personal Page (EPP) or System for Time and Attendance Reporting (STAR) at the National Finance Center’s website (and the employee had a hidden software virus on his computer equipment). This is not a compromise of the NFC system but of computer equipment that the employee used to access the internet. The computer equipment involved is most likely the employee’s personal computer although there is a chance it could be the agency’s computer. The agency would need to make that determination. The NFC Customer Support representatives will continue to notify the agencies with the information provided by the US-CERT; however, the agencies will need to work with the employee themselves. If the agency has any questions and/or needs assistance, they may contact their NFC Customer Support representative.

Q: Is NFC going to conduct the conference call with the employee?

A: No, the agency must work directly with the employee.
However, if they have any questions and/or need assistance,
they can contact Customer Support.

(Johanna Heller – NFC) NFC will still look at the employee’s
EPP records to make sure that there were no recent activity.

XVI. Lagniappe

Q: An agency representative asked about the recruitment bonuses going into suspense with the error message (388) indicating that the recruitment bonus exceeded the maximum allowed.

(Johanna Heller – NFC) Programmers are trying to fix this issue. We are working with the developers on this and are keeping in touch with the agencies. The test environment is fine, but it’s a problem when it is run in production. Action Item

Q: Retention bonuses are not applying for intermittent employees.
There was no action for five months.

A: Tiffany Ward (NFC) received the ssn from DOC and is
still working on it. Action item is still in suspense. Action Item

Q: Is there a system problem with 007’s coming up in HCUP?
When we delete and reenter the HCUP the same exact way,
sometimes the 007 disappear. Is it PINE? Can someone
find out what is causing the 007 to appear?

A: Report the request to the Call Center.

Q: Does it needs to be sent to Call Center or the customer support
representative?

A: Report the request to the Call Center.

(Johanna Heller – NFC) Call 504-255-4630.

(Louise Richard – NFC) The 007 inquiries came after the 894 adjustments. We worked with Donna Speed (NFC). However, there are continuing issues on the HCUP 007 packages.

The process starts when the customers call the Call Center for assistance. There will be no specific agent who will be taking your call. If an inquiry consists of a system problem, an SPR will be completed and sent to the program developers.

When you have issues and they cannot be resolved, call me (Louise). So far no one has yet contacted Louise although she offered that agencies call her directly at a previous CAPPS meeting. If there are system issues that are not resolved, the agents have to rely on the developers for a status.

Q: When we call the Call Center, we’re being placed on hold for
long periods of time or the line is always busy. Sometimes
when calling the Call Center, the telephone number cannot be
accessed and will be disconnected.

A: (Louise Richard – NFC) There was a customer notification
sent out to the customers concerning problems with telephone lines. There are agents that are new and being trained in the Call Center.

Clara Rogues manages the Call Center and is extremely experienced in answering inquiries. If they are system inquiries, they have to be forwarded to the programmer.

Q: Can an inquiry be sent to a Call Center email address such as the PPO Mailbox? We like to send issues in writing.

A: The Call Center does not have an email address, those lines are used for quick response on payroll/personnel problems. If you send a written request through the PPO mailbox, it can take a while before a response is received because there are only two agents who work the PPO mailbox, and they also are on the 4630 lines assisting the customers.

Q: Can the Call Center be converted to Remedy Tickets?
How can all the Help Desks be tied together?

A: In the Call Center, the 5230 lines which are sometimes used by
HR offices are in Remedy, and a ticket number is tied to it, but
the 4630 lines are not in Remedy. When you access the 4630
line, you are given options to select.

For example, an EmpowHR user’s inquiry will go to the
EmpowHR line not the 4630 line.

Q: Are there any Help Desk procedures on the Web?

A: There is a contact list on the NFC website with information.

(Theresa Trentacoste – NFC) There is talk about issuing a
bulletin regarding contact information.

Q: Currently there is no database for feedback or history on
inquiries. They should be entered in DOTS.

A: (Louise Richard – NFC) When a call is received on the 4630
Line, the inquiry is updated in DOTS. The caller can access the
DOTSE for status. If the inquiry has to go to the developers,
we contact the developer every five days for status and contact
the agent to give status.

Q: What are you to use to provide feedback? You will need a
tracking number.

A: Right now the SSN is used when accessing DOTSE for a status. It is not updated in Remedy.

Q: Is the PPO box still to be used for tracking purposes?

A: Yes, the PPO mailbox is still in existence. However, if you use
the PPO mailbox, you would get the same information as you
would by calling the 4630 line.

(Louise Richard – NFC) stated that the PPO mailbox
should only be used for elevated situations and not common
inquiries.

Q: The agenda topic “Sensitive Data on Earnings and Leave
Statements” was removed from the agenda.

A: It will be added back to the agenda for the March 2007 CAPPS Meeting.

Attendees:

Linda Gandara (ARC)
Maria Wennersten (AOC)
Jingie Miller (AOC)
Paul Burton (CBO)
Jaime Santiago (CBP)
Lucille Blakely (CBP)
Cindy Borza (Census)
Judy Tayman (Census)
Jennifer Joyner (CFTC)
Gwendolyn Holmes (CSOSA)
Jeff Walker (CSOSA)
Shavon Butler (CSOSA)
Grindl LeGrand-Brewer (DOC)
Kelynn Lewis (DHS)
Corliss McDade (DOJ)
Reed Waller (DOJ)
Wanda Vaughn (DOJ)
Rita Blount (DOJ)
Jody Grant (DOL)
Deborah Berry (FCC)
Juwan Samuel (FERC)
Yvonne Jackson (FHFB)
Sue Mcmenamin (FMCS)
Stephanie F. Smith (GPO)
Sandra Moore (GPO)
Rosa Dortch (HUD)
Tracey Martin (OFHEO)
Carmen Woods (OFHEO)
Sheila Thompson (LOC)
Terrine Flythe (NCPC)
Jo Bonner (NFC)
Wendy Moore (NFC)
Jody Nyers (NFC)
Debbie Solomon (NFC)
Caroline Heard (OSC)
LaTasha Mason (PC)
Ruth Baker (PC)
Pamela McShay (PC)
Bill Turner (PC)
Jeanne Hillcock (SI)
Lenora Casey (TR)
Kathy Orpin (TR)
Stanley Clair (USAID)
Charlene Chase (USAID)
Rachel Zinkhar (USCP)

NFC Staff
CMB