CAPPS Notes -May 16, 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 May meeting was convened at 9:00am, in Room 0204 and ran 2 ½ hours.

II.   TSP Update – Jody

Personal Benefits Statement w/regard to TSP data missing. Jody indicated that the TSP system was not resetting the TSP-Separation-Code when an employee separated from one NFC-serviced agency and accessed to another NFC-serviced agency. NFC is aware of the problem and are working on correcting it for 2002 statements; however, they will not be able to reprint 2001 statements.

All fund allocations (C, G, F, S & I) are available at www.tsp.gov w/the employees SSN & PIN. Also can be submitted in writing or via the TSP Thriftline.

Identified the option, beginning with the TSP Open Season 5/15, to designate higher contribution amounts (6% & 11%). George confirmed that EEX is able to handle this new contribution. If the dollar amount entered is higher than 6% (for CSRS) or 11% (for FERS), the system will calculate it to the correct amount.

Question raised why the TSP-1 is not available online vs. printing. Jody suggested agencies discuss this with their Benefits Officers to voice their concern/opinion. George mentioned that once PKI was in place, the electronic signature may no longer be an issue and TSP may make the form accessible online.

Jody distributed a copy of the TSP Open Season brochure which will be included in pay period 09's earnings and leave statement.

Jody indicated that new employees must have the TSP-1 form (DP125 - PRES document) entered with a TSP Eligibility Code of 1 or 2 in order for the system to make the TSP Status Code a “W” (employee contributing to TSP; however, they’re waiting to receive the agency 1% contributions). If an employee does not elect to participate in TSP, then the TSP Status Code of “I” (ineligible) will be changed to “E” (which triggers the system to begin agency 1% contributions when eligible).

Jody asked for SSNs to test whether the TSP Eligibility Code and SCD-TSP date fields on the PACT Update Action are working. If you have an SSN that you’ve made this change on, please submit it to Jody’s attention at JNYERS@cfo.usda.gov.

III.   Repayment of Student Loans – Cliff

Cliff indicated that NFC would implement the repayment of student loans in pay period 12 and that the repayments would be made as lump sum payments through the manual pay process. He also mentioned that NFC would shortly issue an NFC Bulletin outlining the repayment procedures and that the bulletin would include the TC codes used to identify the repayment on the Earnings and Leave Statement as well as the Budget Object Classification Codes that will be used to identify the repayments.

A question was raised concerning how the employee would be identified on the EFT payment to the financial institution. The EFT payment identifies the employee by social security number and the employee’s loan account number is also indicated on the document along with the financial institution’s routing number.

IV.   Formation of the PINE/PEPL Work Group – Cliff 

As announced last month, Cliff is still recruiting workgroup members for this newly formed workgroup. He has only received 4-5 and could use a few more members. He once again indicated that all additions, changes, or deletions to the PINE and PEPL edits in the future must be cleared with this Workgroup to ensure compliance with the regulations and OPM processing guidelines. He indicated that this Workgroup will work closely with the EPIC,HCUP, and FESI Work Groups to coordinate any additions, changes, and deletions to edits. Please submit any workgroup member names to CLEE@cfo.usda.gov. The workgroup will hold it’s kick-off meeting in early June.

V.   Employee Express Update – George

Reviewed key issues from all day Fall Requirements meeting for EEX. Primary changes which will impact NFC are 1) FEHB changes, 2) TSP changes, 3) Child Equity Act changes, 4) EEX interest in possible access to Financial Disclosure functionality which currently is being refined by ASD (through Employee Personal Page). George is co-chair of the requirements effort for these action items.

VI.   SETS – George

Advised Reps of delay in implementation of new “CHANGE” option in SETS due to client concern over lack of consultation prior to implementation. Advised that new option would be for Treasury only until others had reviewed impact, and that it could be opened up for them at that time if desired. This change will be moved to production 5/18 (for Treasury).

VII.   CAPPS on the Web – Lynda

The CAPPS Web site is expected to be available by COB on May 16. The site will contain the names of the representatives, meeting schedule, notes (since January), work groups and user groups including representative names and notes (since January). The holdup is the issuance of the URL by security. Lynda will issue an email notifying everyone of the URL once it is established. Representatives were encouraged to check out the site and submit recommendations for additional items to be added to the site. Comments can be sent to either Lynda_L.Wilson@USDA.gov or the email address on the Web Site. NOTE: The following URL can be used to access the site: http://www.sig.nfc.usda.gov/capps.

A message similar to the following will also be included on the site to assure policy and subject matter questions are referred to the CAPPS Representative. PPSPS members and the CAPPS Representatives were in agreement that no NFC Representative should respond to policy or subject matter questions from individuals in the field offices or from employees. These questions should all be referred to the CAPPS Representatives. The statement will read something like:

The purpose of this site is to provide information to agency CAPPS Representatives or other designated individuals. Comments and suggestions regarding the CAPPS Web Site and its content may be sent to ___________________________. All questions and comments regarding the subject matter of the CAPPS Meetings and the Work Group and User Group Meetings should be directed to your agency CAPPS Representative. Individuals responsible for this site are not authorized to respond directly to questions and comments regarding the subject matter discussed at these meetings, especially those regarding individual agency policies and the various interpretations.

VIII.   Reports – Jo

A.   PATS6B - At the April CAPPS meeting a copy of the latest PATS6B report, as well as, guidance on how to run the report via the NFC Reporting Center. At that meeting a couple of comments were received on how the report could be improved. While representatives were told that the PATS6B was a working document for the staff to utilize internally, we would consider recommendations, but make no promises. The process needs to remain very simple and non-time consuming so that programmers are not required to spend excessive time updating the report. Representatives were asked to review the document and respond to Jo with any comments or recommendations by Friday, May 1st. Therefore, only the three items brought up in the April meeting are being considered and one of them is actually outside the scope of ASD. For the two items under ASD jurisdiction, Jo will work with the staff to see if anything can be done. The items identified at the last meeting are:

1. Include the REMEDY numbers on the PATS6B report so that clients can cross-reference when a REMEDY case ends up in ASD for programming.
   
   
2. Add additional items for the status that provide more information to the clients.
   
   
3. Eliminate the use of multiple REMEDY numbers (i.e., when a problem that was originally considered resolved by CSB is re-opened use the old number and do not assign a new one). This particular item is a CSB issue and Mark Liegey is working with that staff on this issue.

B.   DISPATCH - Jo distributed a copy of a note from Applications Systems Division (ASD) and copies of form AD-1083 “Request for Action for Procedures/Reports”. Apparently offices having been submitting DISPATCH requests to Rod Keith, ASD Director instead of the Directives and Analysis Branch (DAB). While the requests will be forwarded from ASD to DAB, this causes unnecessary delay for the client. Please ensure that the information is distributed to the appropriate parties within your organization.

IX.   Vermont State Taxes - Cliff

Cliff discussed his April 26th email to CAPPS concerning the changes to the Vermont State Income taxes and the two database sweep options NFC was proposing to agencies. To date, only USDA (Option 1) and Treasury (Option 1, Option 2, and exclusion) have responded. Cliff advised DOJ, DOC, FEMA, HUD, SBA, Peace Corps, and CNCS that their responses must be submitted by COB Thursday or it would be assumed that the agency wanted Option 2.

X.   Work Group Updates

A.   T&A - Jo: general update; next meeting on 6/12/01 from 9:00-12:00 in Room 3017-South Building. (Note: The 5/29 meeting is cancelled because the day falling a Monday holiday routinely has a very low turnout.)

Budget Sub-Object Class (BSOC) - DOJ contacted NFC about the allocation of time donated in the BSOC. Jo discussed the issue at yesterday’s meeting. In essence the problem is that when the transaction codes (TC’s) were established to permit the debiting of a leave donor’s account (not a recipient!) via the T&A, a BSOC was not designated. The TC’s in question are 61-61 “donated annual leave” and 61-63 “donated restored annual leave”. As a result, usage of these TCs on an individual’s T&A is defaulting to the BSOC 1130 series which are reserved for monies paid to employees for salary, wages, terminal leave payments, etc. This has caused confusion on the part of the financial community which uses the figures in the 11xx accounts for employment data. DOJ has requested that the use of these TC’s be removed from the 11xx series. Several agencies utilize cost accounting systems where the leave accruals (an obligation against the agency) must be tracked. The question on the table is “To what BSOC, if any, should we charge these TC’s?” Keep in mind that it might be desirable to designate a BSOC that can be utilized or related to leave recipient usage TC’s when they are established. CAPPS representatives should contact their financial reps to determine what BSOC they would like to see designated. Please get back to Jo by COB on Friday, June 8th.

B.   Leave Share - Jo: general update; next meeting on 5/17/01 from 9:00-12:00 in Room 3017-South Building.

C.   Awards - Jo: The final awards workgroup meeting was held on April 24th. Jo distributed a summary of the awards workgroup recommendations since the first meeting in December 2000. The items were discussed briefly during the CAPPS meeting. Some of the issues identified had been brought before CAPPS previously and are already in progress. However, Jo requested that the CAPPS reps review the recommendations and get back to her or George no later than COB on June 8th. This review is not intended to be a re-hash of what the Awards Workgroup reps have already agreed to and recommended. Instead it is provided as a courtesy to Agencies who did not have a rep on the workgroup. We want to ensure that none of the proposals will cause a conflict for anyone else and that we have included everyone when applicable. Electronic copies of the Awards summary document and the mark-up of the Table 043 “Award Codes” were e-mailed to all CAPPS reps in the afternoon of May 16th.

D.   EPIC - Lynda: Developing a list of PINE/PEPL problems identified by the EPIC User Group. Will send these via email to the CAPPS community with a list of future EPIC enhancements for comments. Lynda is also be seeking a couple of volunteers from POIs using EPIC to work with the PINE/PEPL work group and to assist in developing requirements for providing required/optional fields on the EPIC windows based on NOA/authority code rather than just the NOA which is currently being used. Anyone wishing to work on this effort should contact Lynda via email Lynda_L.Wilson@USDA.gov.

E.   EPIC HCUP - Wanda Vaughan, DOJ: We have discovered a problem with the data load, and are working with the programmers to rectify this problem. A later notification from Wanda indicated that individuals may continue to test the remainder of the week, however they would like to delay the remaining testing until after May 30th, to give everyone time to come up with a fix. Anyone with additional SSN's that need to be loaded for the next testing schedule, needs to forward them to Wanda no later than COB Friday, May 18th.RIF - Debbie Berry. Debbie Berry is on extended leave. On behalf of the work group, Mary Arnold reported no activity this month.

F.   FESI - Hans Heidenriech: Hans indicated there would be a meeting today (5/16/01) at 1:00pm in Room 104-A. Tony Priola from NFC South would be in attendance to discuss .....Cliff fill in here....

XI.   Training (handouts) – Cliff

Cliff distributed handouts on the P/P Operations Training in Chicago & New York as well as the P/P Orientation being held at NFC.

XII.   Separated Employee Report – Jody

Jody distributed a draft of the “Separated Employee Report” which reflects information needs by four agency who had responded for input. It was suggested that agencies write/run a FOCEXEC to track employees in these categories. DOJ suggested we modify the report to only reflect the true “flags” in the system that stop the separation action from applying. There are times when the personnel side is cleared; however, the employee may have a debt which needs to be paid. Example: If an employee owes a debt and the lump-sum payment does not cover the entire debt owed, is the remaining balance waived? If not, how is it collected - does NFC become the collection agency? If yes, at what point is the separated employee no longer reflected on the report? Jody will check with NFC South on these answers and report back at a later meeting.

XIII.   FEHB/FEGLI Remark Changes – Jody

Jody distributed a change from The Guide to Personal Data Standards that affected four remark codes that are used for FEHB and/or FEGLI when an employee is in nonpay status. Remarks B39, B40, B64 and B65 have been terminated and TM052 reflects an END DATE of 5/19/01. New remark codes B71 & B72 were added last Fall (10/00) which are to be used to document employees who have FEHB and/or FEGLI coverage while in nonpay status.

XIV.   FEHB Open Season Effective 1/1/2002 - Jody

Jody mentioned that OPM final regulations have not yet been released. As soon as more information is available she will pass it along.

XV.   Potpourri - All

A.   Smithsonian reported a problem with the NOA 841 “Group Cash Award”. While each recipient’s action must be keyed individually to process the 841 NOA’s, the system will not permit the payment selection of “2 - Use Stored Accounting”. Jo will investigate this problem.

B.   DOJ mentioned a problem in PACT/FESI about the “last equivalent increase” date field and the system allowing the processing of more than one WGI in a year. CAPPS would like an edit established to prevent multiple WGIs from occuring. With regard to FESI, apparently TM101 shows the “last equivalent increase” date as optional on certain NOACs (eg., 702 and 721) when the field may need to be required. Cliff mentioned that this will be taken up in his newly established PINE/PEPL workgroup.

C.   DOC asked if anyone has sent a FOCEXEC to an FTP site. Lynda suggested they contact Mark Leigey.

D.   DOC indicated they’re having a problem with Conversions to Career Tenure on GS employees, the wrong authority code is editing against probationary period......help here??

E.   FCC asked once again about the sort functionality on SF-50's. Historically, the sort has been determined by the CAPPS Reps and it will be up to the CAPPS to determine if a different “sort” will work for their agencies. FCC will need to make a formal request if they want CAPPS to pursue the change. Lynda indicated that it has been recommended that the Reporting Center replace RFQS and the possibility exists that if this happens then agencies will be able to choose their sort feature. As an aside, it was noted that the Reporting Center has a full plate of other initiatives pending so there is no effective date when this functionality will be available or the priority of such an initiative.

F.   Peace Corps asked about Physician’s Comparability Act. Cliff indicated there is a tentative implementation for pp 22 of this year. However, OPM has yet to release any documentation on the PCA.

G.   FEMA asked about TM022 for automatically printing E0001 reports. FEMA is trying to use Table 22 to print their EPIC reports but they can only get reports that reflect PACT/PRES data. DOJ also reported a Table 22 problem to Sheila last pay period. A fix was moved into production last week and agencies were asked to notify Lynda if they continued to have problems. DOJ, and DOC will check with their POIs to determine if the problem continued in their agency for the reports that should have printed on May 14th. FEMA provided a copy of their May 14 report to Lynda for further research.

H.   Treasury has an employee’s whose HITS tax value on PQ023 for PP-26 does not match the HITS tax value on his Benefits Statement. Copies of both documents were given to PPSPS for analysis.

I.   Treasury reported a problem with the timeliness of the updating of taxable entities in the ALL-TAX software. Apparently Boone County changed its tax rate in December 2000. However, the tax change was not get implemented until April, 2001. Treasury wanted to know how frequently ALL-TAX is updated at NFC.

J.   Treasury reported a situation where an employee moved from Georgia to Florida and state taxes were still being withheld. Since Florida does not have a state income tax, the employee did not understand why state taxes were being withheld. Treasury could not provide duty station information; they will obtain it get back to the PPSPS on whether it is a problem that needs to be researched.

K.   Treasury reported and IRS case where an employee received someone else’s Benefits Statements enclosed with his own. The individual was quite concerned that this could happen and considered it a privacy violation. The PPSPS staff acknowledged that this type of thing does happen on rare occasions. Most NFC mailouts are done by machines with very little human intervention. Just like people, the machines will sometimes double stuff an envelope and we do not know of a solution to this.

L.   Treasury requested that NFC provide them with a list of changes that had been made to TMGT 074 because of OPM’s recent Classification Standard Change. George pointed out that none of the existing items had been deleted. Offices can run a copy of that segment from TMGT 074 to obtain a list of the new items. More importantly the classifications staffs should review the OPM issuances when making changes since there may not be direct one-to-one correlations to the new codes.

M.   GAO mentioned an issue with parking fringe benefits for employees in Boston and the addition of state taxes and the W-2 being incorrect. GAO will provide an SSN so that the situation may be reviewed further by PPSPS.

Next meeting is Wednesday, June 20th , at 9:00am in room 0204. Hope to see you there!

Meeting Handouts:

• Handout 1
  
  
• Handout 2
  
  
• Handout