CAPPS Minutes – January 17, 2007

I. Welcome Johanna Heller (NFC)

Johanna Heller 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 (Johanna Heller)

Tara Lala (NFC) provided the update for the next Customer Forum meeting.
Randy Gonzales (NFC) added that due to the continuing resolution, plans for the Customer Forum are still on hold and will not happen in March 2007.

Johanna Heller asked Tom Neumeister (Smithsonian) for the update on the extract from the FEHB file. Tom stated he was not aware that he was expected to provide any update on the development of a report format from the FEHB report. Randy Gonzales stated he will get the report from the Reporting Center and copies will be sent out to the customers. Action Item

III. Benefits Update (Jody Nyers)

A. Retirement Processing

It is imperative that agencies send the retirement, death-in-service, preliminary disability, and final disability documents (application and associated forms) directly to NFC. OPM has informed us that some offices within agencies are sending these documents directly to OPM. This creates a problem for the payroll office (NFC) and OPM. OPM requires NFC to submit a complete package (Individual Retirement Record (IRR) and documents) and we cannot send one without the other. If agencies are sending documents directly to OPM, the case is in 'limbo' because we are waiting on the documents to proceed with processing the entire package. On the flip side, if OPM has some documents but does not have the IRR they cannot proceed with the adjudication of the case. Please get the word out to your Benefit Offices (bureaus, branches, etc...Whoever submits retirement packages) that they SHOULD NOT be sent to OPM but rather to NFC.

B. FERCCA

NFC is in the process of issuing a bulletin on FERCCA, which will outline the steps an HR office must take to process these cases correctly. The bulletin should be issued no later than the end of the month (i.e., 1/31/07). As soon as you receive it, please distribute to your appropriate offices/bureaus/etc. to ensure these FERCCA cases get submitted to NFC correctly.

OPM has indicated the cost to process FERCCA cases can be extremely high; in one instance, the cost to the agency was over $350,000. OPM developed the Coverage Determination Application (CDA), which is a free, web-based tool available for use by HR offices in determining accurate retirement coverage. HR offices can get additional information on the CDA by calling the Benefits Officers Training & Development Group @ OPM; their number is 202-606-0788.

We are hoping the bulletin will help clarify the steps HR offices need to take. That, along with the CDA, should prove helpful in correctly determining an employee's retirement coverage.

C. FEHB Program and CLER

In June 2002, OPM implemented the Centralized Enrollment Reconciliation Clearinghouse System (known as CLER) to identify and facilitate resolution of FEHB program enrollment discrepancies between Federal agencies and FEHB carriers. Using CLER has been quite successful reducing the overall error rate from 15% to approximately 3%; however, there are still a large number of discrepancies. Many of these problems are created by agencies not completing the correct enrollment forms. It's imperative that agencies submit the 2809 or 2810 to notify the carriers of changes in FEHB elections of their employees. Failing to send a 2809 to the "losing" carrier causes problems for the employee. OPM appreciates the efforts by agencies to resolve FEHB enrollment discrepancies; however, they feel there is room for improvement. OPM is going to begin an enrollment reconciliation scorecard in 2007 to assist agencies in identifying and resolving program areas in processing enrollment actions.

Update from Jody Nyers (NFC):

I mentioned in CAPPS last month that OPM sent out a notice indicating agencies were remiss in sending in 2809s or 2810s and the CLER system still had an error rate (3%) that OPM would like to get lowered.

I've talked to several of our programmers at NFC and found out when CLER was established, payroll offices were to make the 2809 HIPPA compliant in a particular format (i.e., 834 format) and NFC did this. At that time, however, the 2810 was NOT put into the 834 format but remained in a "Flat File" format. The 2810 will eventually become 834 compliant; however, I don't know when. The 'flat file' format is still acceptable.

I wanted to let you know that NFC does automatically send out the 2809's/2810's as needed. Agencies serviced by NFC do not have to do anything other than process their Personnel Actions which generate the 2809 or 2810. Even if an employee makes a change via EPP/ESS, the system handles the notification.

I believe OPM may have 'scared' agencies when they stated in a recent memo to HR Directors "that agencies need to submit 2809s or 2810s to notify the carriers of FEHB changes." THIS IS DONE BY NFC for our serviced agencies.

NFC's CLER group handles the errors that occur (either on 2809 or 2810 transactions) for our agencies. At times, the agency may need to get involved if there is confusion on what the employee is doing/has done. An example would be where it appears to the carrier and/or OPM that an employee is on a dual appointment when in fact they have transferred from one agency to another and the correct form has not be rec'd timely.

D. OPM Benefit Officers Meeting

The next OPM Benefit Officers Meeting will be held on Wednesday, January 24th at 10:00 a.m. in the auditorium at OPM, 1900 E Street, NW. Many of the things mentioned here will be discussed and your Benefit Officers are encouraged to attend.

E. TSP Catch Up

For employees who may have elected TSP catch up in pp 25 or 26, please have them check their ELS to verify the deduction occurred. If the deduction did not occur, go to EPP/ESS and elect the coverage. If they want to reach the maximum allowance of $5,000; they will need to re-calculate the deduction to ensure the $5,000 is reached within 24 pay periods versus 26 pay periods.

IV. STAR Web 5.0 Update (Randy Speed)

Randy Speed (NFC) thanked DOJ and other agencies for their participation in the testing of the bi-weekly entry of the STAR 5.0 application. He stated there was a customer notification that was sent to the agencies regarding the schedule to mandate STAR 5.0. He further stated that this customer notification will be amended to state that there will be no mandated use of STAR 5.0 at this time due to identification of a possible error. When using the employee entry feature in STAR 5.0, an error may occur. When the employee saves the data and sends it to the timekeeper, the timekeeper does not always receive accurate data. A trouble ticket was submitted with Microsoft and the engineers are working to resolve the issue.

Agencies using bi-weekly link in STAR 5.0 should not encounter any problems.

Randy Speed encouraged those agencies that have access to STAR 5.0 to
continue to use it. He also stated that agencies wishing to use STAR 5.0 to contact their customer support representative for the URL.

Johanna Heller stated that any agency who uses the Tables feature of STAR 5.0 must request Table Administrator access.

Randy Speed stated that agencies could always go back to the STAR 4.25
application within the same pay period. He further stated that STAR 4.25 would not go away for several pay periods. It will be used as a backup application as needed.

Randy Speed advised that the training for STAR 5.0 will not be available until the application is mandated.

Q: Can the training database for STAR 5.0 be available before it is mandated?

A: Randy Speed – It requires very little training for 5.0 for biweekly entry users. However, more training will be provided on the accounting tables for employee entry users.

Johanna Heller stated that the agencies should contact their customer support representative for assistance.

V. User Work Groups Meetings (Johanna Heller)

Johanna Heller announced the schedule for the User Work Group Meetings to be held in the Lincoln Room. Johanna Heller asked that the teleconference
telephone numbers be shared with the members from out of town. She further explained that the User Work Groups have basically been reorganized and the facilitators and meeting schedule for each group are as follows:

T & A Work Group – Lynn Isbell and Kendra Williams
January 17, 2007 – 1:00 p.m. – 2:00 p.m.

EPIC Work Group – Jeanette Richardson and Sandra Wilkerson
January 18, 2007 – 9:00 a.m. – 10:00 a.m.

FESI Work Group – Sandie Mikell and Andrea Robinson
January 18, 2007 – 10:30 a.m. to 11:30 a.m.

Johanna Heller stated she received a suggestion to start up a Report User Work Group for customers to submit requests of which reports should be moved and in what order should they appear in the Reporting Center.

VI. NFC Data Center Move to Denver (Tom Lutman)

The Dual Data Center project has achieved impressive progress since our last customer update. This project has progressed from both a facility perspective as well as an infrastructure standpoint. NFC is currently preparing to take delivery of the data center room from GSA as well as preparing migration plans for a non-disruptive seamless cutover to the NFC Primary Computing Facility (PCF).

The space NFC will occupy at the Denver Federal Center has undergone an impressive renovation. This space has been modernized to house NFC’s Primary Computing Facility. Currently the renovations to the interior of the space are almost complete. The interior of the space is scheduled to be turned over to the USDA in January of 2007.

Johanna Heller stated to the customers if they have any questions to contact their customer support representative.

VII. 2007 Tax Year (Johanna Heller)

Johanna announced the cutoff pay periods for the 2007 and 2008 Tax Years as indicated below:

- For Tax Year 2007 – 26 pay periods (covering Pay Period 25 2006
through Pay Period 24 2007)

- For Tax Year 2008 – 27 pay periods (covering Pay Period 25 2007
through Pay Period 25 2008.

Johanna Heller stated the number of pay periods in a tax year is determined by the date the actual paychecks are actually issued. Tara Lala announced a bulletin addressing cutoff pay periods for the 2007 and 2008 tax years is available on the NFC website.

Q: Tom Neumeister (Smithsonian) – In the years where there are 27 pay periods in a calendar year, does NFC pay health premiums for only 26 pay periods or do they divide the heath premiums and pay them within 27 pay periods?

A: Jody Nyers (NFC) stated she will look into this issue. However, she stated that they would still be 26 pay dates. Action Item

A: Johanna Heller stated that 27 actual pay periods occur approximately every 11 years. There will be 27 pay periods reported on W-2’s for Tax Year 2008 but not 27 pay periods on the calendar.

Ginny Towe (Treasury) stated in 1997 OPM sent out information regarding pay
tax on CTM 97.3 if anyone is interested in taking a look at it.

VIII. z/OZ Testing (Johanna Heller)

Johanna Heller stated the testing is still scheduled for Saturday, February 17, 2007 and asked if anyone is interested in coming to their office to be part of this testing.

James “Jim” Zimmerman (NFC) provided further information regarding testing. He stated there will be a customer notification sent to the customers requesting testers for Saturday, February 17, 2007 from Noon to 6:00 p.m. CST. Jim further stated that testing will include daily work and that data entry will not be lost. He also stated it is vital that we have full participation to cover all applications. Any issues identified during the testing will be addressed prior to the second test. He also stated that issues identified will be resolved prior to going into production.

Johanna Heller stated there would be a second test scheduled for 3/3/07 and if there are no negative responses, this application will go online after the 3/3/07 test. Randy Gonzales stated agencies would be able to just sign on to NFC Mainframe and perform daily work.

IX. SSN’s on NFC Output (Randy Gonzales)

Randy Gonzales (NFC) discussed the listing of reports that will no longer contain SSN’s on all outbound output. In the last column of the listing the agency must answer “Yes” or “No” to having SSN’s on the report. If any agency wants to keep the SSN’s on a report, they must submit a justification to their customer support representative. He further stated that this listing of reports was sent out to the customers on 1/12/07. If any agency did not receive that listing, they should contact their customer support representative. Randy requested that the agencies submit their responses by the end of March 2007.

Q: Ginny Towe (Treasury) – Why should the SSN’s be completely
taken off and not just mask the digits?

A: Randy Gonzales – this procedure in accordance with the guidelines he received.

The five reports listed below will not have the SSN’s removed due to third party regulations:

- SF-1150 (Record of Leave Data)
- SF-50-A (not on the listing)
- SF-50-B (Notification of Personnel Action)
- AD-334 (first 5 digits of SSN already masked)
- W-2

Johanna Heller stated that an agency could submit a Form 1083 to change distribution of outputs or to stop receiving certain reports. She added that this form has the fax number to submit the form and if they have any questions, contact their customer support representative.

Q: What about reports that are required by an outside (third) party?

A: Johanna Heller stated if these reports are controlled by a third party, the third party has to agree for the SSN to be removed.

Randy Gonzales stated the majority of the requests from the agencies regarding removing SSNs on reports will rule. It will be “all or nothing”.

Q: Tom Neumester (Smithsonian) – Is there a reason why the SSN’s are to be removed entirely instead of just masking the first 5 digits of the SSN’s?

A: Randy Gonzales – This procedure was mandated from a Federal guidance from either OPM or OMB. He will look into what office mandated this guidance and will send out a response to the agencies. Action Item

Q: Would you rather see it masked? The last 4 digits of the employees SSN’s helps differentiate employees with the same first and last names?

A: Randy Gonzales – Some of the reports will be mandated.

Johanna Heller stated if an agency wants to recommend that SSN’s
be masked, to put that information in the Remarks column on the list by the report(s) you want the SSN’s masked and to contact their customer support representative.

Ginny Towe (Treasury) stated there was a certain report that was not on
the listing. Randy Gonzales (NFC) stated to send him an email of any
report that was not listed.

X. 2007 Pay Raise (Randy Gonzales)

Randy Gonzales stated the implementation of the 2007 Pay Raise is going well. There were only two issues surrounding this pay raise as indicated below:

- NOA 894 ZLM authority going to suspense

- HCUP packages went into suspense for Pay Period 01 - Please note that the system generated 894 Nature of Actions have been found to show the Pay Period as “06” in lieu of “01” in EPIC; however, no action is needed to correct the Pay Period.

As of at 5:45 last night, 1/16/07, they were going to run the pay increase for the PRD J, K, U, V, and R. This will happen within the next day or two.

XI. Database Change (Randy Gonzales)

Randy Gonzales (NFC) stated there will be a meeting at the end of this week to discuss the actual dates for the database change. They are looking at the May 2007 – June 2007 timeframe (around Pay Period 10).

Q: Will this database change impact the NFC Data Center move to Denver?

A: Randy Gonzales – No, we do not want to proceed with the Database change at the same time as the NFC Data Center move to Denver. It will probably take place before or after the Data Center move.

XII. Job Aid/Bulletin for SF-50 Remarks (Theresa Trentacoste)

Tara Lala (NFC) stated the bulletin is still being worked on and no completion date has been set. Action Item

XIII. Lagniappe

Foreign COLA – Jody Nyers (NFC) will get information from Jo Bonner (NFC) regarding this item.

A status regarding the availability of W-2’s was provided to the CAPPS members that they have been mailed and are available on the EPP as of 1/16/07.

Q: The TRAI System Demo being available.

Q: Does every agency have at least one agency using the TRAI system?

A: A bulletin will be sent out to customers for TRAI system users
regarding field changes.

Q: Is the TRAI System still active?

Q: Johanna Heller (NFC) – is this regarding the OPM requirement for training information?

Johanna Heller added if any agency wants to request a TRAI system demo to contact their customer support representative.

Johanna Heller stated that the information regarding W-2’s went into effect at the end of December 2006. W-2’s that included separated employees were available at the end of December 2006.

Ginny Towe (Treasury) added that some of the W-2’s for Tax Year 2006 have been loaded into the Reporting Center. Randy Speed further added all W-2’s will be loaded on the Reporting Center by the end of the month.

Attendees:

Jeffrey Shen (AG)
Linda Gandara (ARC)
Ethel Clayborne (AOC)
Janet Allen (AOC)
Jingie Miller (AOC)
Lashon P. Wiley (CFTC)
Paula Burton (CBO)
J. C. Santiago (CBP)
Lucille Blakeley (CBP)
Shavon L. Butler (CSOSA)
Grindl LeGrand-Brewer (DOC)
Winston Farmer (DOJ)
Wanda Vaughn (DOJ)
R. Blount (DOJ)
Deborah Berry (FCC)
Sabrina Reynolds (FCC)
Lucy McCabe (FDIC)
Juwan Samuel (FERC)
Yvonne Jackson (FHFB)
Sue McMenamin (FMCS)
Bob McGrath (FSA)
Don Stonecypher (FSA)
Regina Smith (GAO)
Eugenie Thomas (GAO)
Sandra Moore (GPO)
Rosa Dortch (HUD)
Robin Greer (IMLS)
Anita Green (NEA)
L’Tanya Sesker (NEH)
Adrianna Benedetti (SBA)
Bill Turner (SBA)
Tom Neumeister (SI)
Jeanne Hillcock (SI)
Lenora Casey (TR)
Kathy Orpin (TR)
Barbara J. English (USAID)
Shawn Hill (USAID)
Cynthia Andrews (USAID)