I. Welcome and Updates

1. Welcome - Lynn Isbell (NFC)
   
   Lynn Isbell announced to the CAPPS attendees the procedures for an “Evacuation” in the event of an emergency and/or a “Shelter-In-Place” crisis situation.
   
2. Updates
   
   1. Reggie Hargett (NFC) - FERCCA

   Reggie Hargett (NFC) stated he observed increases in FERCCA cases that could result in as many as five thousand cases being processed over time. An individual case can take a few hours or more to complete. NFC needs to determine the best approach to handle these cases. Possible solutions include setting up a specialized NFC group to handle only FERCCA cases or hiring outside contractors to process these cases. As such, a cost will be involved which may be passed on to the agencies requesting this service over a period of time. Reggie requested input from agencies as to how many cases expected in the near future.

   Action Item: Penny Forbes (NFC) stated a customer notification will be sent out to the customers requesting how many cases are expected and the time frame over which they will occur. (Note: A Customer Notification was sent on May 21, 2007, with this request.)

   A CBO representative asked if FERCCA cases would be a base cost increase for all agencies or an additional cost to only the agency requesting the service. Reggie Hargett stated that once the numbers are received, NFC would make that determination.

   Penny Forbes stated that an Interagency Agreement (IA) should be used to determine the cost for each agency.

   Lucy McCabe of FDIC asked if the reimbursable agreements for the FERCCA cases would be escalated since these things take time.

   Bob Varnau (NFC) stated that this is why NFC needs the projected number of FERCCA cases. This will establish the base agreement for cost scenarios.
   
   Lucy asked what would happen if the cases exceed what’s in the IA. Bob stated that an IA might need to be modified if the cost has increased significantly. An agency representative asked if the IA would be done annually. Bob said that the effort has to be done by the end of the fiscal year.

   2. Eileen Youngblood (NFC) – Additional Updates
      1. Eileen provided the dates for the Customer Forum. The dates are July 17-19, 2007. It will be held in the Jefferson Auditorium located in the USDA South Building.
         
      2. Eileen discussed a CAPPS action item that requested a list of reports output being distributed to each agency. Eileen recommended moving this item to the Report User Group as their action item and to close it as a CAPPS action item. There was no objection at the CAPPS meeting, and the item will be moved.
         
      3. Eileen opened discussion on the action item regarding the removal of the routing/account numbers on the hard copy Earnings and Leave Statement (E&L).
         
         Randy Gonzales stated NFC would remove the routing/account numbers off the hard copy E&L statements; however, the numbers will still be available on the Employee Personal Page (EPP) version.
         
         A representative from AOC stated that the wage-grade workers may not have access to a computer, and this may be a problem with the unions.
         
         Penny Forbes stated that an employee who doesn’t have access to a workstation should contact their Human Resource (HR) Office. Any HR Officer should have Reporting Center access to print E&L statements for the employee.
         
         Action Item: A Customer Notification will be sent out advising of the implementation date of the removal of the routing/account numbers on the hard copy Statement of Earnings and Leave (SEL). (Note: This Customer Notification was sent on May 30, 2007.)
         
      4. Eileen also provided an update on the undeliverable SEL’s. NFC does not mail some SEL’s out because software (Verimove and MailStream Plus) updated with data from the United States Postal Service indicated that those employee addresses are not correct. Review of specific addresses has found that, for the most part, the zip codes on these were incorrect, and the SEL was correctly tagged as undeliverable. NFC will continue to review more test cases and research further the ones with good addresses were the problem.

II. EPP Email
(Steve Cunningham - NFC)

The NFC Call Center is getting sporadic cases of employee's not receiving email from EPP. A typical complaint is that the employee requests a new EPP password via email but never receives it. Steve asked customers to be aware of this issue and suggests that if customers hear of any such incidents in their agency that they check to see if the employee's email system government or private is blocking emails (e.g., spam filters).

III. SF-50 Electronic Signature
(Ivan Jackson - NFC)

In the past, all users used pre-printed SF-50 forms on carbon copy and signed only one copy. Since we went to the laser format, all jobs continue to print three copies that must be signed individually.

The question was asked how could an agency get a digital signature on three different copies when the copies are being printed at the agency?

There are two possibilities. First, within RFQS a programming change could be implemented, however, that would be very time consuming and costly. A second option is to use a forms overlay package from a 3rd party vender at minimum cost.

The agency/department can contact the printer vendor for assistance.

Ivan recommended agencies purchase and install an overlay package on their printers.

Mateal Lawhorn (NFC) provided two types of software packages that offer demos online:

• Echosign
• Alphatrust

An agency asked if there was anyway to print just one copy.

Ivan Jackson stated that we could modify the program to print only one copy; however, the entire community would have to agree.

Some agencies stated they needed all three copies.

Joe Glen (Department of Justice (DOJ)) stated that DOJ would involve a lot of manpower to install the overlay package because they have over 300 printers.

An agency representative asked how long would it take for NFC to make the necessary program changes?

Ivan Jackson stated that the programmers would determine the time frame because of the number of POI’s involved.

Lucy McCabe stated that they have a printer system with signature set up. They can show other agencies how to do this. NOAA and PTO also have overlay programs.

Tom Neumiester (Smithsonian) asked if there was anyone at the meeting that does not have SF 50’s signed? Smithsonian doesn’t use a signature, and OPM hasn’t objected. Is it possible to shut off the requirement to print three copies of the SF 50?

Ivan Jackson said that yes, NFC could change the process to one copy. NFC can make the change to make one copy but must be a CAPPS consensus.

Caroline Heard (OSC) stated that she needed all of the copies.

Penny Forbes asked if having no signature would impact eOPF?

Jennifer Joiner (CFTC) stated that OPM has never questioned or sited her agency for not signing SF 50’s, as long as they have the SF 52 paperwork. Outside auditors raise an issue, but not internal auditors. She further stated that for auditing purposes, you must have the appropriate signature to initiate the SF-52 but not the SF-50.

Ivan Jackson said that the agencies using the overlay and signature package, have the file go to a spool file, add the signature and then print.

Action Item: Ivan Jackson will provide a VPS manual that will assist the agencies with their printing. Note: This document was sent as an attachment to a Customer Notification on May 30, 2007.

IV. Privacy Issues and Changes
(Randy Gonzales - NFC)

1. SSN’s On NFC Output Update

Randy stated that NFC received a mixture of responses to the Customer Notification that requested agencies review a listing of reports and respond on whether SSN’s should be retained or masked. Justifications were also required for these responses. SSN’s could be removed or masked in some way on these reports without negatively impacting the information. On some of the reports, we may not be able to mask the SSN but have to remove it altogether. On forms 1150s, SF-50s and 3100, the SSN will remain. Other reports will be processed by request, and we will notify our customers as to which reports will include SSN’s, which will mask it, and which will leave it off completely.

Action Item: Once NFC has finalized the SSN appearance/masking/ removal on the reports, a notification will be sent advising of the decision for each report.

A DOJ representative asked how the accounting data files would be affected.

Randy stated that data feeds are not included and will only effect the hard copy reports.

2. Bank Information on Pay Statements
   
   (No further discussion was needed. See discussion above under the “Updates” section.)

V. Health Spending Accounts
(Randy Gonzales - NFC)

Randy Gonzales (NFC) stated OPM has come out with a new Health Spending Account. Participants of this plan should submit and make sure a financial allotment, Type H, is scheduled. It will be effective in October. This option will also be loaded to the Employee Personal Page/Employee Self Service (EPP/ESS) application.

VI. OPM Regulatory Changes
(Randy Gonzales - NFC)

Randy stated that Compensatory (Comp) Time Regulation changes would take place in Pay Period (PP) 10, 2007. Employees earning comp time prior to PP 10, 2007 will have 3 years to use it. Comp time earned prior to PP 10, 2007 will not be subject to forfeiture in PP 10, 2008 and will be “grandfathered”. T&A’s will show comp time used. The oldest comp time earned will be used first.

The Department of Treasury wrote a FOCUS report to identify all current comp time. It is located in the TR1 library and is named COMPMNTR. This report should be run the Thursday before PAYE.

The agency representatives at the meeting expressed that they do not want to have to track the old and new comp time themselves.

Jody Nyers (NFC) stated that there was a monetary difference; i.e., new leave cost more than old leave. Because of the financial issues, NFC will not change how comp time leave is used.

Randy Gonzales stated that NFC would probably track the volume of comp time for the year earned prior to PP 10. NFC is setting a separate counter for the old and new comp time. We will look at comp time balances for forfeiture information. The grandfathered comp leave will not be purged. Also, NFC will not separate out travel comp time.

A representative from TSA asked what was going to happen to leave after 26 pay periods.

Jo Bonner (NFC) stated that NFC would keep all comp time in the IDMS payroll database, but it will be removed from STAR after 26 pay periods unless the “Comp Time Rollover” box is checked on the Contact Point Tab.

An agency representative asked if the information be available for agency to see it.

Randy Gonzales said that it would not be available on the T&A, but the agencies can see the comp time information in IRIS.

A DHS representative asked if an agency has a policy of paying out the comp time, would all the payment be paid now or would the comp time be forfeited?

Jody Nyers stated that the pay process would not change. Timekeepers have to initiate who gets paid comp time and who cannot. There is no T&A system, currently used, that keeps track of dropped comp time.

VII. Benefits Update
(Jody Nyers - NFC)

1. TSP "Auto Enroll" Comments

Eight (8) agencies responded and their main concerns were:

• Will TSP provide training materials to assist agencies in explaining this process?
  
• Why is TSP waiting 90 days when in fact it makes more sense to auto enroll upon EOD?
  
• What about administrative burden and cost to agencies for those employees not entitled to TSP?
  
• Are edits in place to ensure those employees don't automatically get enrolled?
  
• Why is the default to the G Fund and not the L Fund?
  
• Will agencies be required to send out reminder notices? If yes, the agencies didn’t agree with that, as it's too much tracking and a burden on the HR offices.
  
• What about error correction, e.g., deductions started too late or too soon?
  
• If this is approved, does that mean that SP is no longer voluntary?
  
• Can all systems be updated to include the "OPT OUT" option?
  
• What about the change status code in IRIS? Will there be a code associated with Opt Out?

2. TSP Roth 401(k) Comments

Six (6) agencies responded and here are the main concerns:

• Implementation may be difficult.
  
• TSP would need to provide clear, concise information to employees.
  
• Don’t feel this is a valid issue since Roth accounts are available in the public market. Why add it to TSP and have to explain the tax issues?
  
• Would require significant programming changes to include the Roth information. Where would it be stored?
  
• HR offices cannot possibly educate employees on the difference between TSP and Roth 401(k) and don't want that burden.

The TSP Board is reviewing the comments they rec'd from ALL of the Payroll Offices and they will provide an update at their Quarterly Meeting in June. Jody will report out their findings at our June CAPPS meeting.

3. TSP Password Changes

As of May 5th, the Thrift Board updated the password/security system. This is a reminder that the next time you access your online TSP account, you'll be required to change your password.

4. Dental & Vision Update

There are concerns when an employee transfers to an NFC serviced agency and whether their dental and/or vision benefits get transferred or dropped. For example, USDA hired an employee from the Department of the Navy; the employee had elected dental and vision coverage and had deductions for PP's 1 and 2 while employed at the Department of the Navy. She transferred to USDA in PP 3 and no deductions were taken. Employees elect this coverage via the BENEFEDS Portal, and HR Offices cannot "jump start" this benefit for them. Jody spoke to a BENEFEDS point of contact, and it was recommended that all employees who transfer from one job (department/agency) to another, even within the same department, to contact BENEFEDS to ensure they don't have a break in coverage. Employees will not lose their dental and/or vision coverage; however, they will have to make up the missed deductions once the error is discovered. If the employee does not contact BENEFEDS, they will realize eventually that an employee who was covered and making deductions have now stopped. BENEFEDS will contact the employee to get the new department/agency information; however, that could be several PP's after the employee transfers and after several deductions have been missed. Jody said that BENEFEDS recommends that employees contact them upon their transfer to ensure a smooth transition.

5. Dental & Vision Missed Deductions

Regarding missed deductions, BENEFEDS advised the following:

When a deduction is missed, BENEFEDS will submit a payment file to the payroll office to collect the missed deduction(s). The entire missed deduction will not be collected at once. If a dental deduction has been missed, then the dental deduction will double until it is caught up. If the vision deduction has missed, then the vision deduction will double until it is caught up. The most any one program will deduct is double the normal deduction amount. They will continue to take the double amount until all past amount due is caught up. If there is more than one missed deduction, BENEFEDS does not deduct for the entire past amount due at once but instead will take a double deduction until the deductions are caught up.

In addition, if consecutive payments are missed due to reasons such as LWOP or insufficient funds, BENEFEDS will issue a direct bill to collect these missed funds. At that time, they will continue to request a single premium amount from the payroll office. Once payroll deductions resume, BENEFEDS will no longer send any direct bills and will collect any outstanding premium as described above.

It should also be noted that while an employee is within the direct bill process, unpaid direct bills could result in termination of coverage.

Jody asked that agencies share this information their HR offices and employees.

6. FSAFEDS Insert

SHPS would like to include with the SEL’s a hard-copy insert on Flexible Spending Accounts at no cost to the agency; however, in order to do this, NFC will need total agreement of the CAPPS community as it is an "all or nothing" decision in order for the insert to be included in the ELS. SHPS were unable to do this last year because a few agencies did not want the inserts included. SHPS are asking again if this year they can add the inserts to the SEL’s. Action Item: Jody will be sending out an email to query the community but wanted to give the agencies advanced notice.

An agency representative from GPO asked if no response meant agreement. Jody will clarify this in her email.

VIII. User Group Updates and Meetings
(Eileen Youngblood)

Eileen Youngblood introduced the user group chairpersons: Ann Martin (FESI), Kathy Orpin (EPIC) and Dora Lee Rosendorf (T&A). Eileen announced the times of the user groups and noted that all user group minutes are posted to the CAPPS website.

• FESI, Wednesday, 5/16/07, 1:30 p.m. – 3:00 p.m. EDT
• EPIC, Thursday, 5/17/07, 10:00 a.m. – 11:30 a.m. EDT
• Reports, Thursday, 5/17/07, 1:30 p.m. – 3:00 p.m. EDT
• T & A, Tuesday, 6/18/07, 1:30 p.m. – 3:00 p.m. EDT

Chairpersons were invited to provide updates.

Kathy Orpin (Treasury) – EPIC Chairperson:

A modification was implemented based on a request submitted by the EPIC User group. This modification allowed HCUP users access to previously grayed out fields on the 721-reassignment Nature Of Action (NOA). Additional NOA’s are being opened as requested to allow HCUP users to make corrections to currently grayed out fields. The following is the schedule indicating when the changes to these NOA’s were or will be effective.

The EPIC User Group is also looking at viability of the NOA 006.

Mike Mire (DHS) asked if anyone from the EmpowHR group was participating. He also asked about the use of Table 101.

Kathy stated that the same fields are required in EmpowHR. Mike agreed that they are because it goes against tables.

Penny Forbes stated that NFC doesn’t use Tables Management (TMGT) Table 101 for EmpowHR. It uses a table built like Table 101. Action Item: NFC will provide an update by June 20, 2007 (i.e., the next CAPPS meeting) on EmpowHR’s equivalent of Table 101.

Ginny Towe (Treasury, Bureau of Public Debt) - FESI Chairperson:
NFC has posted the FESI test schedule on the NFC Homepage. The request to revise TMGT Table 101 and 102 with additional fields has been delayed until the database change occurs.

Jim Saunders (DOJ) created FESI reports and will make them available for others. When these numbered reports are accessed through DOJ’s library, they will be preceded by the word FESI.

IX. Call Center and DOTSE
(Mose Lindsay - NFC)

Mose Lindsay (NFC) thanked everyone for the fine reception they gave him regarding his upcoming retirement from NFC on August 3, 2007. Mose introduced Candace Letort and Louise Richard to the CAPPS members. He then gave an overview of why Call Center was created.

• To remove from multi-purpose branches.
  
• To provide improved customer service
  
• To have centralization of tasks

Mose provided an outline of action items and upcoming events which included:

• Provide training/assistance to Call Center Agents
  
• Further development of the Quality Assurance Staff.
  • Have subject matter experts
  • Hire telecommunication specialist
  • Monitor telephone calls for quality and accuracy
  • Track and record calls
  • Develop strategic plan for Call Center certification
  • Perform review to evaluate process and define staff requirements
    
• Customer notification/communication avenues.
  
• Ensure calls are logged/monitored in DOTSE and completed in 3 to 5 workdays.
  
• Developing requirements for one Payroll/Personnel operations system via SPPS Web.

Karen Queen of DOJ commented that, “The Call Center is getting much better.”

X. Lagniappe

• The Denver Primary Computer Facility (PCF) cut over date is August 18-19, 2007. Testing will be in July 2007. Ivan Jackson (NFC) discussed the migration to Denver, CO. A Customer Notification was sent on May 3, 2007 requesting a technical point of contact from each agency to help coordinate the PCF connectivity requirements and configurations. Another Customer Notification was sent on May 31, 2007 requesting names of participants who would participate in the testing.
  
• A representative from DOJ asked about the comp time travel being separated from the regular comp time in EPP. Randy Gonzales (NFC) stated we need a separate field for comp time travel. After the database change, we will separate comp time travel and regular comp time in EPP.
  
• A CBO representative asked what is the process to receive the entire SAS 70 Report annually? Certain pages are not being publicly released due to the sensitive security information they contain.

The SAS 70 Report is found at www.usda.gov/oig/rptsaudits2006.htm. In order to review the pages that are not being publicly released due to the sensitive security information they contain, agencies can view them at the NFC in New Orleans, Louisiana. Due to their sensitive nature, these pages may be viewed, but the report must remain at NFC. If you would like to arrange a visit to the NFC for this purpose, please contact your Customer Support Representative.

Attendees:

Monique Salahuddin (AG)
Carol Phillips (AG)
Patty Moore (AG)
Donna White (AG)
Linda Gandara (ARC)
Marie Wennersten (AOC)
Jingie Miller (AOC)
Jennifer Joyner (CFTC)
Paula Burton (CBO)
Stephanie Ruiz (CBO)
Gwendolyn Holmes (CSOSA)
Shavon Butler (CSOSA)
Grindl LeGrand-Brewer (DOC)
Julie Tayman (Census)
Kim Angermier (Census)
James Hoebel (DHS)
Karen Queen (DOJ)
Reed Waller (DOJ)
Jody Grant (DOJ)
Joe Glen (DOJ)
Winston Farmer (DOJ)
LaShonda Terell (DOL)
Jody Grant (DOL)
Deborah Berry (FCC)
Sabrina Reynolds (FCC)
Lucy McCabe (FDIC)
Natalie Tyce (FDIC)
Judy Rice (FDIC)
Saundra Sidbury (FDIC)
Juwan Samuel (FERC)
Sue McMenamin (FMCS)
Rosa Dortch (HUD)
Tracey Martin (OFHEO)
Carmen Woods (OFHEO)
Sheila Thompson (LOC)
Robin Patterson (LOC)
Runako Balondemu (LOC)
Belinda Harris (LOC)

NFC North:
Jo Bonner
Wendy Moore
George Harris
Jody Nyers
NFC:
Eileen Youngblood
Bob Varnau
Penny Forbes
Larry Barrecca
Ivan Jackson
Lynn Isbell
Reggie Hargett
Steve Cunningham
Randolph Gonzales
Mose Lindsay
Candace Letort
Louise Richard
Client Management Branch Customer Service