I. Welcome

Dawn Hughes-Morris, (NFC, GESD/CMB)

Dawn introduced representatives from the NFC: Debbie Byrne, Chief, Administrative Management Staff.

Dawn advised of the evacuation and shelter in place process.

II. Updates/Action Items

• Job Aid/Bulletin for SF-50 Remarks: Advised this is an ongoing project and should be completed by the end of 2008.
• Co-Chair for T&A User Group: A Customer Notification was sent out requesting a Co-Chair and Shavon Butler of CSOSA responded that she will accept the position.
• New procedures for entering USDA South Building: Customer Notification sent out 10/04/07.
• Update 46 Bulletin: The bulletin was posted to the NFC Web Site, 10/10/07.
• SPPS Web Bulletin: Helen explained that due to testing, the implementation date has been changed to pay period 23. The bulletin should be posted sometime next week.
• SF-50 Remarks: Dawn will research further and report on this topic at the November meeting.
• Update of Emergency T&A Transmission Authorization Letters: CAPPS’ reps were advised to review their agency’s current letter on file and if necessary, provide a current letter to NFC. This process should be continued on a yearly basis.
• GESD Escalation Process: This process is posted on the web site at www.nfc.usda.gov. NFC encourages agencies to review and follow this process.
• PC-Tare and Star Client Sunset: It is very important for the agency to provide NFC with a plan of action.
  • Lynn May (FCA) stated they changed the file name to FESI and are done.
• Dawn announced that the Payroll/Personnel Orientation on October 23 and 24, 2007, still has room available for requests.

III. Notifications with Pending Responses

Dawn advised that when a Customer Notification (requiring a response) is sent out to the community, a follow-up notification would be distributed before the due date.

NFC is requesting that agencies make sure they have two CAPPS representatives on the list. If an agency needs to submit a change, they should submit the change to the Customer Support mailbox at customer.support@usda.gov.

IV. Cost/Rates, Service Level Agreement and Interagency Agreement

NFC representatives Debbie Byrne and Karen Morrison did a presentation describing the Payroll/Personnel Costs and what sources are used to derive the cost for NFC services. Some costs are determined by agency use of NFC’s systems; however, some costs are derived by fixed costs/fees charged to NFC. Debbie stressed to the agencies that NFC needed to hear from them in regards to service.

Karen advised there are some standard reports provided on the Reporting Center. She will check to see if they are broken down by agency and provide that information to CAPPS. ACTION ITEM – Responsible organization: FMO/Karen Morrison/pending.

CAPPS’ members suggested that NFC compare their statistical findings with the other payroll providers and post all to the Reporting Center. Randy Gonzales (NFC) explained that the agencies would need to bring this issue to OPM. Only OPM can mandate all payroll providers publicize their statistical performance data.

V. Retirement System Modernization (RSM) Update

Patrick Foret (GESD/PRB) provided information on two issues:

1. Agencies have expressed that OPM’s guidance on data cleansing is not clear. NFC has relayed the agencies’ confusion to OPM, in response, OPM will be sending out more detailed RSM bulletins in the future.

   NFC is currently working on employing additional staff to assist agencies with the data cleansing. Agencies should already be in the process of data cleansing. NFC is also working on creating a Time-line to provide agencies with a better idea of what needs to be done and when. ACTION ITEM - Responsible Organization: GESD/Penny Forbes/pending.

   The Client Management Branch will contact Ginny Towe about writing a FOCUS report and provide an update for the next CAPPS meeting. The community requested a report that provided information on what needed to be cleansed. Also, NFC may look into providing this information on the Reporting Center. ACTION ITEM - Responsible Organization: CMB/Dawn Hughes-Morris/pending.

   Penny advised that information regarding the RSM Project would be “spot lighted” on the NFC web site.

   Agencies had additional questions as to what should be completed, for example, FERCCA cases. Jody will provide the community with a copy of the notes. Also, Jody advised that the agencies should definitely complete all FERCCA and other cases. There is a lot of information available and the agencies should read through all of it. ACTION ITEM - Responsible Organization: GESD/PPSPS/Jody Nyers/completed.

2. Patrick advised that Post 56 Military Deposit procedure remains the same and all documents should be sent directly to NFC, not OPM.

NFC will be posting a revised “Post 56 Military Payment” Bulletin soon.

VI. Undeliverable Mail Update

Helen Young (GESD/PaPB) reported there have been some improvements since the last meeting. Some were timing issues where the address was updated with the postal service first, and then with NFC.

Another issue with the USPS software is how the software reads the address format. Please check the address format on www.USPS.com before entering the AD349 in EPIC. If the address is not formatted exactly as on the USPS web site, the address will reject. (For example, most people abbreviate Avenue as ave., however, USPS format is av.)

It is critical that the employee’s correct address is on file when W-2 Forms are mailed out. To reduce the number of returned statements, NFC suggested a “paperless” option. In addition, Randy Gonzales will look into creating a program, in EPP, that will check the employee’s address format against the USPS format; and if the format is not correct, have a pop up with the error message “address format is not USPS compatible.” Hopefully this can be part of the EPP update. ACTION ITEM - Responsible Organization: GESD/Randy Gonzales/pending.

CSOSA expressed concern with the address field length in EPIC. NFC will look into expanding the field if needed. This will be a part of the Undeliverable Mail Project.

VII. Benefits Update

TSP Account Numbers - If your employees did not receive the 'mailer' they need to go to the TSP website and click on the New Account Number link to request a new number.

TSP-41 - this was discussed at the August meeting and Jody Nyers received an update from TSP yesterday - essentially they are not looking at creating a special file or record layout for receipt of the TSP-41's automatically. They do not plan to eliminate the TSP-41 and their experience (so far) with one payroll office has not been as successful as they'd like so continue submitting this as you normally do. TSP did say they will be doing some additional programming for automating the form but it will not happen until mid-2008 at the earliest.

The Bulletin "Changes to Settlement Dates for PP 25, 2007 and PP 25, 2008” for the 27-pay day calendar - we are working on a bulletin with additional details for clarification purposes. Jody Nyers prepared and distributed a calendar reflecting the EFT and paper check dates for 2008. ACTION ITEM - Responsible Organization: GESD/PPSPS/Jody Nyers/pending.

FERCCA processing - NFC & OPM had a conference call recently and we (NFC) are putting together a Customer Notice as well as OPM plans to issue a new BAL. It's imperative to get your FERCCA cases completed and submitted to NFC for processing, especially in light of RSM coming in November 2008. ACTION ITEM - Responsible Organization: GESD/PPSPS/Jody Nyers/pending.

FERCCA/TSP - Per the Tax and Benefits Processing Branch (FERCCA) at NFC, they are almost up to date with all the TSP cases that they have on hand. If you receive assistance from OPM (Ibsen Morales) for TSP calculations, make sure we still see the case to determine how to best process the TSP portion in NFC system.

FERCCA - Status of cases. Jody has received many calls and emails requesting updates to FERCCA cases that have been submitted to NFC. Users should be accessing SPPS to get a status (for manual pay only) of their case. It's imperative that users have access to our SPPS system so please contact your Agency Security Officer and request it.

Benefits Open Season is November 12, through Dec 10. Remember, FEHB continues unless an employee makes a change and it's effective the first day of the first PP in January (which is Jan 6, 2008). Dental/Vision (like FEHB) continues unless an employee makes a change; however, they are effective January 1, 2008, but deductions will not occur until PP 01 when PAYE runs. The website for Dental/Vision is www.benefeds.com. Also, for Dental/Vision questions/concerns, employees should be calling BENEFEDS at 1-877-888-3337 and not the HR office. As for FSA's, they MUST be signed up (they are NOT automatic). FSA elections during Open Season are effective for the Benefit Period that follows. For more information, please go to the FSA website which is www.fsafeds.com.

OPM is holding their Quarterly Benefits meeting today at 1:30. Jody will share any information she receives with you tomorrow. Post meeting note: Information from the OPM meeting was emailed earlier today. ACTION ITEM - Responsible Organization: GESD/PPSPS/Jody Nyers/completed on 10/18/07.

VIII. User Group Updates and Meetings

Dawn expressed the need for user group issues to be brought up at the CAPPS meeting. She encouraged each Chairperson to update the CAPPS community about the user group’s issue.

Penny wanted to notify the community that the FESI layout will be changing with regards to RSM and the Database Update. A customer notice was sent out with information concerning this issue.

IX. Federal Erroneous Retirement Coverage Corrections Act (FERCCA): TSP Issue

It was reported that when the FERRCA cases are processed, the HCUP package changes the employees’ contribution amount. Randy reported that this issue has been resolved as of PP20. NFC no longer changes the TSP employee deduction amount when the retirement category changes.

X. Employee Personal Page: Leave Calculator

DOJ reported that the EPP leave calculator is accruing incorrect amounts for some employees. Randy reported the code was modified last week and agencies should have no more issues.

XI. Unique Employee Identifier (UEID): Concept of Operations

Customer Support provided the OPM handout on the new UEID. Randy advised agencies to read through the document and to send any concerns to the Customer Support mailbox. The document indicates that all socials will be replaced with UEIDs. Socials will still be used for third party reporting such as W-2s etc.

Since OPM has not proposed an implementation date, NFC has no plans to make any changes until we hear from them. However, NFC will create a field to house the UEID in the new database change.

DHS expressed concerns with the option to change/correct socials in the NFC system. It is common for mistakes to be made on the accession in regards to the employee’s name, date of birth and social security number. At this time, NFC does not know how they will address this issue.

XII. NFC Database Change Update

OPM provided three attachments to NFC. One was the EHRI 4.0 release because of RSM, the second was an Appendix, and the third was a source list of data elements. Customer Support provided the source list of data elements to the community for comments. NFC needs help to determine where some of these data elements can be captured on the database.

NFC is unable to provide a new FESI record layout until we hear from OPM. We are working on including Priority 1 and 2 elements because those are definitely needed. Priority 3 and 4 elements are low. NFC has a conference call with OPM to discuss RSM data elements. We will try to get the FESI layout to the community as soon as possible.

October 12, 2007, a notification with the data element attachment was sent out to the community and a response was requested. Please submit your comments and questions to the Customer Support mailbox at Customer.Support@usda.gov. Client Management Branch will capture these in a spreadsheet and provide it to Randy Gonzales.
ACTION ITEM - Responsible Organization: GESD/CMB/Dawn Hughes-Morris/pending

XIII. Lagniappe

One agency stated that they were informed by the state of Kentucky, that NFC was not in compliance with state tax laws. Helen explained that we receive the information from a system called ALLTAX. The agency may receive the requirements or notice before NFC is notified by ALLTAX. The agency should notify the employee and, in turn, the employee is responsible for supplementing the amount himself/herself.

Agency advised that when processing HCUP packages, it is changing the TSP SCD date. Jenny Towe (TR) stated that one of her processors had the same issue and determined that it was a processing error and not a HCUP issue. She will send the information to Customer Support. ACTION ITEM - Responsible Organization: TR/Jenny Towe/pending.

Agency stated that the 2810 or FEHB code was flipping back to allow health benefits for employees who no longer qualify for the benefit. She sent the issue to Donna Speed and Denise Walker at NFC. ACTION ITEM - Responsible Organization: GESD/PESB/Donna Speed/pending.

Agency stated that the 571 document was populating the WGI date in EmpowHR.

Penny advised that these issues should go to the call center to be documented and handled.

Agencies expressed concern on how pay will be handled during a Flu Pandemic. NFC explained that was the reason for the Emergency T&A Transmission Authorization Letters. A Customer Notification will be sent out requesting that updated letters. ACTION ITEM - Responsible Organization: GESD/CMB/Dawn Hughes-Morris/pending.

DOJ inquired about tracking the TC descriptor for telework time. The current codes do not cover DOJ’s needs. Randy asked that DOJ bring this up at the next T&A User Group Meeting. Once the user group has made a decision, the Chairperson should bring it up to CAPPS.

Attendees:

Patty Moore (AG)
Chris Jones (AG)
Carol Phillips (AG)
Jennifer Joyner (CFTC)
Linda Gandara (ARC)
Jingie Miller (AOC)
Paula Burton (CBO)
Rachel Zinkhan (CP)
Kathleen Kidd (CP)
Shavon Butler (CSOSA)
Gwendolyn Holmes (CSOSA)
James Hoebel (DHS)
Marie Waters (DOC)
Winston Farmer (DOJ)
Linda Reter (DOJ)
Reed Waller (DOJ)
LaShonda Terell (DOL)
Camellia May (FCA)
Bethany Wysolmerski (FCA)
Lucy McCabe (FDIC)
Virginia Spence (HUD)
Carmen Woods (OFHEO)
Shelia Thompson (LOC)
Regina Miles (PC)
Dora Lee Rosendorf (TR)
Kathy Orpin (TR)
Amy Martz (DOJ/BOP)
Cynthia Baxter (SBA/ODA)
Selamawit Assefau (SBA)
William Turner (SBA)
Barbara English (USAID)
Cynthia Andrews (USAID)
Charlene Chase (USAID)

NFC North:

George Morris
Jody Nyers
Wendy Moore
Jo Bonner
Cheryl Ruf

NFC:

Dawn Hughes-Morris
Candace Letort
Helen Young
Patrick Foret
Randy Gonzales
Debbie Byrne
Client Management Branch Customer Service Representatives