CAPPS Notes for Meeting on June 20, 2001

If you have questions about the topics covered in this document and you are NOT a CAPPS representative, please contact your CAPPS representative in lieu of the name(s) listed.

I.  Welcome – Cliff, et al

The June meeting was convened at 9:00am, in Room 0204 and ran 2 1/4 hours. DoraLee Rosendorf introduced Ann Albin and Julie Mason from Treasury’s Office of Human Resources Enterprise Solutions. Each attendee then introduced himself/herself and the agency represented.

II.  Repayment of Student Loans – Cliff

OPM Web Page - http://www.opm.gov/studentloan/
Proposed changes - Federal Register, March 16, 2001
NFC Bulletin 01-7 dated May 29, 2001
NFC Implementation - Pay Period 12 - Lump Sum Payment thru Manual Pay
Implementation in SPPS - Pay Period 14

Cliff updated the group on the Repayment of Student Loan Program. OPM’s proposed changes to the regulations (FR, 03-16-01) have not been finalized. We anticipate that the regulations will be finalized this summer. Until the new regulations are finalized, the program remains limited to General Schedule employees. Cliff informed the group that repayments could be processed as Lump Sum Payments only through Manual Pay beginning in Pay Period 12. He also advised the group that repayments through SPPS would be implemented in Pay Period 14 and that SPPS would have edits to assist agencies in monitoring the $6,000 calendar year and $40,000 career limitations. He informed the attendees that agencies would be responsible for identifying any Federal repayments prior to the employee’s accession to the NFC Payroll/Personnel System since that information would not be captured in the system. He indicated that NFC would be issuing another bulletin on the SPPS implementation of student loan repayments.

III.  Revision to the TSP Eligibility Codes – Cliff

TSP Eligibility Codes 1 & 2 (FERS only)

Cliff indicated that Jody was working with the programmers to redefine the TSP eligibility codes to reflect the recent TSP changes and to ensure that the definitions are consistent with the revised TSP programming. As soon as this review is complete, Jody will provide CAPPS with the revised TSP Eligibility Code definitions. If there are significant changes, NFC will issue another bulletin on the TSP Eligibility Codes.

IV. Employee Express Update – George

George attended 6/19 Monthly Employee Express Meeting. TALX demo’ed their W-2 module. EEX asked about getting NFC programming for W-2, and providing display/print capability (similar to what NFC has on Employee Personal Page). Discussed problems with TSP (1% start date vs when eligible to make elections during open season–this is same problem we have in NFC PPS–we really need to keep two dates, however this would require a database change). Discussed Fall 01 release & testing dates (pretest 7/30-8/17, onsite testing 8/20-24, implementation 9/7).

V. OPM Issuance of the Information Technology Group Position Classification Standard – George

CPM 2001-5, dated June 5, 2001, reflected new Information Technology Management Series, GS-2210 series, which will incorporate much of the old GS-334 series as well as other IT elements. Application of the new standards may affect a position’s series and/or grade as well as have a direct effect on an employee’s entitlement to the IT special rates. No sweeps will be possible, since each position affected must be individually reviewed and reclassified (there is no one-to-one correlation on the old/new titles).

Cliff informed the group that the GS-2210 series is covered by the IT Special Rates (Pay Tables 999A through 999F). He advised the attendees that according to OPM guidance all reclassification actions and resulting pay changes must be prospective. Retroactive pay adjustments are not authorized.

VI.  OPM Issuance of the Assistance and Technical Work in the Medical, Hospital, Dental, and Public Health Group, GS-0600 Series – George

New standard(s) for the GS-0675, Medical Records Technician, and GS-0679, Medical Support Assistance have been issued, and will have to be entered into the Tables.

VII.  NFC Knowledge Base System – Lynda

Lynda distributed a list of questions recommended by various CAPPS members for the Knowledge Base. Immediate concern was raised not over the questions, but over the fact that no answers were included with the questions. Individuals wanted to know the answers before they express an opinion. Answers to some of these questions may have to be placed in the knowledge base and accessible based on agency. This resulted in the representatives wanting to look at the questions and answers currently in the Knowledge Base. They wanted to get a "feel" and a comfort level for what we are trying to do before they notify their field offices of this new data base.

Lynda explained that NFC will present the prototype of the new customer support facility, the online Knowledge Base, at the July 2001 Customer Briefing,. Begun as a way to collect and display Frequently Asked Questions (FAQs), the Knowledge Base gives individuals and agency personnel easy access to commonly asked questions and answers via the NFC Home Page. Database driven, this facility is searchable by keyword, allowing the customer to input words or common phrases to retrieve a list of possible matches. In addition, the FAQs are categorized according to the system or process they address; to find all the FAQs for FFIS or the Employee Personal Page, simply select that application from the list and click Search.

The Knowledge Base is the first of several steps intended to make NFC user support accessible through the web. All comments or suggestions are welcome. Lynda agreed to discuss the need for User Acceptance testing with the WEB Team.

NOTE: Lynda discussed the request with WEB team and User Acceptance testing is scheduled this week. The Knowledge Base will officially go live on July 2, 2001. In the meantime, Lynda will develop answers to the questions on this list. They will be re-distribute with a due date for comments. Please use the link below to access the Knowledge Base during the User Acceptance Test period (6/25 - 6/29), and send responses to Lynda_L.Wilson@USDA.gov. Comments are due by COB on June 29. Any comments received after that date will be considered for Phase II.

To access the NFC Knowledge Base, go to https://www.nfc.usda.gov/kbase/faqs

VIII.  Tax Changes – Cliff

New Federal Income Tax Tables for regular salary payments (effective July 1, 2001) will be implemented in Pay Period 13.

New Federal Tax Flat Rate for Supplemental Wages changing from 28% to 27.5% (applies to Awards, Lump Sum Payments, student loans, travel relocation vouchers, etc.); will be implemented in Pay Period 15.

Philadelphia City Income Tax rate will be reduced to 4.5385% for residents and 3.9462% for non-residents in Pay Period 13.

Detroit City tax is changing to 2.7% in Pay Period 13.

PP14 Sweep of Vermont State taxes cancelled. Vermont is again changing its process effective July 1, 2001. NFC is reviewing the July change.

Cliff informed the attendees that the new Federal Income Tax Tables for salary payments will be implemented in Pay Period 13 and that the new Federal Tax Flat Rate for Supplemental Wages (awards, lump sum payments, repayment of student loans, etc. ) will be reduced from 28% to 27.5% in Pay Period 15. He also informed the group that the proposed sweep of Vermont State Income taxes for selected agencies had been cancelled because of another change to Vermont’s state withholding formula to be effective July 1, 2001. NFC is currently reviewing the July 1 changes and their impact. Cliff also informed the group of upcoming changes to Detroit and Philadelphia city taxes. NFC will issue bulletins on each of these Federal, State, and Local tax changes.

IX.  Post Differential and Lump Sum Annual Leave Payments – Cliff

5 CFR 1205(b)(8) requires the payment of COLA and/or Post Differential in a non-foreign area in LSP

5CFR 1205(b)(9) requires the payment of foreign Post Differential in LSP

LSP for such employees must be paid manually pending modification to the LSP programming

Cliff advised the group that OPM regulations require the inclusion of non-foreign area post differential and foreign area post differential in lump sum annual leave payments for employees who separate from these duty stations. NFC’s automated system does not currently include post differential in the LSP. NFC is currently working on changes to PRES, EPIC, and PAYE to include post differential in the LSP routines. However, until completion of this programming all LSP’s for employees entitled to post differential should be processed through Manual Pay. As soon as the system programming is completed, we will advise CAPPS accordingly and NFC will issue a bulletin describing the system changes.

X.  NFC Director’s Semiannual Customer Briefing – Cliff

Customer Briefing - July 11th

Workshops - July 11th and 12th

Cliff encouraged agency participation in the July 11th and 12th briefing and workshops. A copy of Agenda for the Customer Briefing was distributed. Treasury inquired whether or not the “Discussion with Senior Management” session Wednesday afternoon was limited to certain agency officials (e.g., CFO, CIO, Personnel Officers, etc.). Cliff advised the group that they should contact their Customer Service Representative for further information on the briefing.

XI.  Workgroup Updates

1. T&A DoraLee
   
   
2. Leave Share Cliff
   (Agency participation in final 3 meetings)

In Jo Bonner’s absence, Cliff briefed the group on the Leave Share Work Group project. He informed the group that the Work Group plans to complete the requirements package by the end of August and transmit the package to NFC by the end of the fiscal year. He informed the group that attendance at the Work Group meetings had dropped off dramatically in recent months and that renewed agency participation was essential in the remaining three meetings at which the actual operational aspects of the systems will be discussed and finalized. The next Work Group meeting is June 28th and will be an all day session.

3. Awards George

When OPM revised awards, they didn’t update reporting, and 1465 annual report needs updating. Querried reps whether they needed/used this report to determine relative priority for changes, since OPM indicated that they would not put out revised guidance until next year. Some reps wanted a copy of the report, however this is not available in e-format, so they will have to examine in the 2P manual. Need to know who wants report-reply by 6/29.

4. EPIC Lynda

The EPIC User Group met last week to review the lists of outstanding issues, items to be tested in version 2.0, items to be referred to the PINE/PEPL Work Group, and enhancements to be completed after EPIC has been moved to the Web. Copies of the final lists will be distributed at a later date.

The EPIC Work Group met yesterday. According to Wanda’s e-mail after reviewing and discussing the data base load, this is where we are. The data that is loaded will include any corrections or changes to the data that we have already made on previous HCUP packages. There is no back-up of the original data. Also we need to keep in mind that the PINE edits that are in place now are the edits that our HCUP packages are being editing against. There are no beginning and ending dates on PINE edits, and the bottom line to HCUP packages applying is them passing the current PINE edits. Alternatives they discussed included-. Continue testing the data as it is.-. Load additional ssn's that have not had HCUP packages processed against them.-. Talk about establishing over-ride codes for certain PINE edits when processing HCUP packages with the exception of those that are table driven (i.e. salary, org. structure, and certain PMSO data elements, etc). Work group is to write a proposal to eliminate certain edits in HCUP which will be reviewed and discussed in CAPPS.

5. PODS Lynda

We have received numerous phone calls regarding the status of PODS on the WEB and the dates for the next User Group Meeting. Basically, the reconsideration of the decision to discontinue work on moving PODS to the WEB is still with Pat Healy, the Acting CFO for USDA. Individuals wishing to send letters regarding the initial decision may do so and others wishing a response to their letters or further information should call her on 202-720-0727. The next Users Group Meeting will be scheduled when we have the results of the reconsideration.

6. RIF Debbie Berry

No report provided.

7. FESI Hans Heidenreich

   No report provided.

XII.  Potpourri All

Cliff distributed the final version of NFC’s Standard Costs to the attendees for their information. PMSO has been added to the roster of standard costs. The original proposal was distributed to CAPPS in January for their review and comment. NFC received no comments from the agencies on the proposal.

Problem with H. Heidenreich dropping from CAPPS list; need to update listing (again).

George indicated that Treasury has requested a change to SETS-feeding the EOD date directly from system (rather than requiring Security Officers to manually input). Treasury wanted to block manual input; USDA had to check before concurrence-they have subsequently concurred, and change can move into production.

Smithsonian indicated a problem with Time Off awards not properly updating to IRIS 543 screen–they need to submit documentation. Commerce indicated that part time employees are being charged 80 hours/pay period when in LWOP–they need to submit documentation.

Advised reps that OPM has indicated that all referral bonuses should be reported as 848s, rather than the 9xxs previously used. Everyone must change unless they notify PPSPS of unique requirements to maintain 9xx.

ADJP problem in pay period 8 caused spot awards not to gross up, but only in CV6–Justice report problem. Issue appears to have been resolved for DOJ, however other clients were asked if they had problems remaining.

NOTE: July 18th CAPPS Meeting Cancelled

Handouts:

Standard Costs
Questions for the Knowledge Base System
Customer Briefing Agenda for July 2001