CAPPS Notes - October 17, 2001

I.  Welcome - Cliff

Changes to CAPPS website & Calendar of Events (Lynda) - Recently we made some changes to the CAPPS website (located at www.nfc.usda.gov) which included the addition of a Calendar of Events for 2001 and will add events for 2002 soon. We’ve added work group and user group meetings, testing, and training information. The dates and times of each are included. Please take a look at it and if you have items you want added or changed, let Lynda Wilson know via LWILSON@cfo.usda.gov.

II.  PAY - Cliff

A. Retention Allowance Computation change in PP-23

NFC will make a minor change to the retention allowance computation program, effective pay period 23. The change will generally add 20-40 cents to the employee’s biweekly retention allowance payment. The previous computation was done on a pay period basis rather than on the employee’s hourly rate as required by regulation. Please alert your POI”s about this upcoming change.

B. Physicians Comparability Allowance Change in PP-23

This item only applies to the few agencies that have Physicians who are paid a comparability allowance - AID (1), LOC (1), USDA (2), Peace Corps (5), and DOJ (203). Effective Pay Period 26 of 2000, (December 31, 2000) the Physicians Comparability Allowance constituted basic pay for purposes of retirement deductions and TSP deductions under both CSRS and FERS. To date, OPM has still not issued any guidance as to the documentation of the PCA on the employee’s SF-50 or retirement record card. Beginning in Pay Period 23, NFC will begin retirement and TSP deductions from employee’s biweekly PCA payments. After implementation of retirement and TSP deductions in the system, agencies will need to process AD-343''s to collect retirement deductions on PCA payments retroactive to Pay Period 26. Agencies will also need to contact employees to determine if they wish to make up the missed TSP employee contributions and process AD-343's to process Agency 1% and matching contributions as needed. Agencies should consult with their Benefits Officers for guidance on the TSP contributions. PPSPS will provide additional information on the PCA implementation and payroll action requests under separate cover to the affected agencies.

C. Annual Pay Limitations

As we mention each year, the NFC Payroll/Personnel System has no annual limitation on pay or aggregate limitation on pay. The system currently does not contain sufficient data fields to capture all the cumulative pay data required to monitor annual and aggregate pay. With an increase in the waivers of the biweekly limitation on premium pay, this is a hot issue. Several agencies have indicated that this is a high priority for them and have listed it in their database expansion responses to ASD. Since a number of agencies have unique pay requirements, some exempted from Title 5, NFC has requested that we establish a work group to develop requirements for the annual pay limitations. PPSPS will put out a call for Work Group members in the near future. We feel that it is imperative that the Work Group be composed of both systems staff and compensation experts from several of the agencies.

III.  Military Personnel - Cliff/Jo

A. Leave

We have received many calls at the Center and PPSPS regarding military leave. Military leave was discussed at length in the October 2nd T&A workgroup meeting and members requested that it be brought up CAPPS to get the word out. NFC has not been able to make the change for military leave from calendar days to hours. An NFC Bulletin will be issued shortly with updated guidance for timekeepers. TINQ actions will be necessary in most cases to modify days worked for TC 65 or TC 68. The new STAR web will also record military leave in daily increments until a database changes has been made to enable the mainframe to properly record this time in hours. There are basically four (4) types of military leave:

1. 120 hours (15-8 hour days) of military leave each fiscal year for reservists and National Guard members for active duty, inactive-duty training, or field or coast defense training under 5 USC 6323(a); an employee can carryover up to 120 hours of unused military leave from the prior fiscal year;
   
   
2. 22 days of “emergency” military leave each calendar year for reservists or National Guard members to provide aid to enforce the law or provide assistance to civil authorities in the protection or saving of life or property or the prevention of injury under 5 USC 6323(b),
   
   
3. Unlimited military leave to members of the D.C. National Guard for each day of parade or encampment.
   
   
4. 44 days of military leave each calendar year for use by military reserve technicians who are on active duty without pay, as authorized pursuant to section 12315 of title 10, under section 12301(b) or 12301(d) of title 10 (other than active duty during a war or national emergency declared by the President or Congress) for participation in operations outside the United States, its territories and possessions.

The majority of employees using military leave since the September 11th attacks are utilizing regular (#1) and emergency military (#2).

Only employees who are serving on a permanent or temporary indefinite appointment may use military leave. It is also limited to employees who work a full-time or a part-time work schedule. The hours available to a part-time employee are prorated based upon his/her tour of duty hours.

Some agencies are reporting the military orders are vague and it is difficult to determine whether the employee should be given “regular” military leave or “emergency” military leave. In these instances, the timekeeper should call the Headquarters or CO office for clarification of the military orders.

Under some circumstances, a reservist or National Guard member may be entitled to both the 120 hours (possibly up to 240 hours) of “regular” military leave as well as the 22 days of “emergency” military leave in the calendar year. In addition, if the employee chooses to do so, he/she may use annual leave, compensatory time, or credit hours prior to, or in conjunction with, using regular or emergency military leave.

Keep in mind if the employee uses emergency military (22 days under 5 USC 6323(b)), his/her federal salary must be offset by his/her military pay for the 22 day period. The agency must submit an AD-343 to offset the military pay. In order to avoid adverse tax implications, this should be done before the end of tax year in which the leave is used. NOTE: There is no offset of pay for employees using “regular” military leave (120 hours every fiscal year under 5 USC 6323(a)) - or annual leave, compensatory time, or credit hours - in lieu of emergency military leave.

Employees with “use or lose” annual leave should be advised to schedule and use their “use or lose” annual leave or apply for a lump sum payment of all annual leave so that their “use or lose” annual leave is not forfeited at the end of the leave year. In the past, employees had to actually be in a combat zone in order to qualify to have their forfeited annual leave restored. If employees request a Lump Sum Payment of annual leave, they must have ALL their annual and restored annual leave paid and once paid, the annual leave cannot be re-credited or paid back upon their return.

One further note on military leave, the Payroll/Personnel Manual, Chapter 7, Section 4 states that reservists and National Guard members in the Washington, D. C. area receive 18 days of military leave. This is not correct. Reservists and National Guard members in the Washington, D.C. area receive 120 hours of “regular” military leave each fiscal year and 22 days of “emergency” military leave each calendar year, like reservists and National Guard members throughout the country. (NOTE: They may receive unlimited days for the purpose of a parade or encampment as indicated in #2 above. However, leave used for this purpose does not affect the 120 hours available for regular military use.)

Please remind your timekeepers of a major change in the military leave regulations. When military leave was converted to hours, time covering non-workdays (e.g., weekends or holidays as military time) was removed from the calculation. Previously all days (including weekends and holidays) occurring during the time period covered by the military orders were counted toward the 15 day ceiling. Now, only the hours for which the employee would have been in a work status should be counted toward his/her 120 hour military leave ceililng.

B. Reservist benefits: www.dol.gov/asp/programs/handbook/userra.htm
www.opm.gov/oca/compmemo/2001/2001-09A.htm

OPM memo 2001-9 was sent out and these references are very useful.

IV.  Asst & Clerks, 203's Parenthetical (Info Systems) - Cliff

PMSO Suffix Codes - With the issuance of the new classification standard for the GS-203 series, OPM implemented a new parenthetical, “information systems.” However, OPM did not assign a suffix code for this parenthetical. OPM informed us that these individuals were not entitled to special pay rates, (e.g., GS-203-05 employees in the Washington, D.C. area are not covered by SSR Table 0029). Agencies have called because they want their employee to be covered by the special rates. We strongly encourage the agencies to contact OPM with their concerns and request OPM reconsideration of this determination. In the interim, if agencies use the Office Automation suffix code C, the system will continue to pay special rates.

V.  SPPS Testing - Cliff

We started on October 16, 2001 and like most of our testing, there was a minor glitch yesterday afternoon but the system was up and running by end of the day. Customs person from Indianapolis tested with us until late yesterday. We appreciate her support and input. NFC personnel will be here through Friday to work with Agency testers. Have your testers come in and take a look at this system. Testing will be evaluated on Friday and a determination on additional testing will be made at that time.

VI.  Update 38 to the Guide to Processing Personnel Actions - Cliff

Effective November 4, 2001 - If you’re not on OPM’s mailing list, Cliff will send out this update via email. (Update 38 email was sent to CAPPS representatives on October 17th) Cliff suggested you let your offices know that there are some minor changes to SES Limited & Limited Emergency Appts. OPM changed authority code “AWM” to read OPM Form 1652 to correctly document SES approvals. We’ll modify NFC TABLES to reflect these changes.

VII.  Salary Offset - Agency Process (SOAP) - Cliff

Treasury’s Offset Program - This salary offset of 15% for Federal debts was authorized by the Debt Collection Improvement Act of 1996. Treasury’s Financial Management Service (FMS) requested that NFC be the first payroll office to implement the TOP process. NFC is currently receiving only Federal delinquent debt; in the future delinquent child support debt and IRS tax levies will be added to the mix.. FMS sends a listing to NFC biweekly that is matched against the database. If there is a match, NFC sends out a “warning notice” to the employee indicating the debt, the debtor agency, and an agency contact. (For Federal tax levies, no “warning letters” will be issued) Employees are advised unless arrangements are made with the debtor agency, NFC will initiate a salary offset of 15% in 30 days. If the employing agency currently is collecting a salary offset on the employee, the current agency salary offset takes precedence.

Agency POI’s will not be provided a copy of the NFC “warning notice” since this is not a debt with the employing agency. Employees must deal directly with the debtor agency to resolve the debt or the salary offset will begin in 30 days. PQ051 will show the TOP debt under Code 52 = Top Federal Delinquent Debt For your information, Code 51 = TOP Child Support and Code 53 = TOP Federal Tax Levies will be used when that phase of the program is implemented.

For your information, in the first pay period FMS referred 2,000-3,000 names to NFC and NFC had 87 matches. FMS expects the number of referrals to increase as agencies certify that employees have been given due process notification. If employees call your POI’s regarding TOP debts, they should be referred to the debtor agency or Treasury’s Offset Program Call Center at 1-800-304-3107. It is not the POI’s responsibility to intervene on the employee’s behalf. It is considered a private debt matter and the employee’s responsibility.

Question: Will debtor agencies receive the notification? Answer: The debtor agency initiates the action with FMS, certifies to FMS the existence of the delinquent debt and that the employee has been given due process.

VIII.  Implementation of EPIC 2.0 -  Lynda

The new NFC Logon, EPIC v2.0, WTWO, EARN, and WTWO Reports software will be made available in mid-October for downloading at NFC's Download Center. The Download Center is accessible from NFC's homepage (www.nfc.usda.gov). If you have any problems downloading the software, please send a message to the NFC Webmaster at nfc.webmaster@usda.gov.

The effective date for using the software is beginning of business on November 13, 2001. This is different than the date reported in the meeting. NFC upgraded to a new version of the development software which required the regeneration of each of the applications. If you are using EPIC, WTWO, or EARN in either the Training or Production environment, you must download the new NFC Logon and the new applications to replace what you are currently using.

Several IT individuals have contacted us about downloading and installing the software prior to the 13th. Prior to the 10th, you may download the software and can install all the new applications into the same folders as the old versions EXCEPT for the NFCLogon. On the 10th, NFC will begin moving the new software into production, so HR offices will not be able to use EARN, WTWO, or EPIC on the 10th, 11th, or 12th. Beginning on the 10th, you may use Start>Settings>Control Panel> Add/Remove Programs to uninstall the NFC Logon and then install the new NFC Logon. At the same time, you should also uninstall the old versions of the applications. Additional information about removing the software may be found in the Knowledge Base which is also accessible from NFC’s home page.

You may choose to wait until November 13th to load the software. If so, use Start>Settings>Control Panel> Add/Remove Programs to uninstall the NFC Logon and applications and then install the new NFC Logon and applications. Additional information about adding and removing the software may be found in the technical guidance provided in the NFC Support Center at http://www.nfc.usda.gov/support/hdg/pcbased/index.htm.

Use the process which works best for you; however, please remember that the old versions of software are not useable starting on the 10th, so the HR and payroll offices will not be able to enter or correct documents, troubleshoot EARN and WTWO problems, etc. until the new software is operational on their desks.

Also remember that you must request security access to EPIC History Corrections for those individuals who will be using the new process. Having access to HCUP (the old process) does not automatically guarantee access to the new.

If you have any questions, call Lynda Wilson at 202-720-2199 or e-mail at Lynda_L.Wilson@usda.gov or call Mark Liegey on 202-720-2237 or e-mail at Mark.Liegey@usda.gov.

IX.  Benefits Updates - Jody

A. Update on TSP corrections

For pp 9-12's corrections, NFC has made these corrections and the AD-343's at NFC are being processed. If you have not sent your 343's in, please do so immediately. We want to take this opportunity to thank NFC (ASD & FSD) for all their hard work in reviewing the hundreds of actions, actually 1,397 of them, and making the system sweep to correct their TSP Eligibility Codes. The sweep was completed in pp 19 and Manual Pay is now processing the AD-343's to correct the monies. Again, thanks to all involved in correcting these errors.

Note: There may be a few AD-343's needed for actions corrected in pp 13; if this is the case, NFC will notify the agency to submit the AD-343.

As for the pp 1-8 accession action errors, in order to get these actions corrected, NFC will work with you in getting the corrections in the system; however, they do not have the time to gather the background materials. We are asking agencies to submit the following information, per employee, as a package:

1. a screenprint of IRIS 102 which reflects the accession date,
2. a screenprint of IRIS 118 which reflects the TSP Eligibility Code, Date & SCD-TSP,
3. an AD-343 reflecting corrective action is necessary and the pp’s involved, and;
4. cover note indicating what the correct TSP Eligibility Code and Date should be.

Mail all of this via FedEx to your Manual Pay Contact (either Louise, Mose or Nick) at:

USDA/National Finance Center/Payroll
Attn: enter payroll contact name here
PO Box 60,000
New Orleans, LA 70160

Do not FAX any of these forms - NFC will only accept them as a total package, per employee.

In order to process this before the end of the year, NFC must receive this information no later than November 7, 2001. Each POI can send their packages in one FedEx envelope to their Manual Pay Contact, it does not have to be submitted as a group from a Department. If the packages, via FedEx, are not received by November 7th, then POIs will have to make corrections on their own.

We can’t stress enough the importance of entering the correct TSP Eligibility Code and Date. If you have questions or concerns about the correct codes to enter, please check with your Agency Benefits Officer and if after doing this you still have concerns, please email Jody at JNYERS@cfo.usda.gov. Continued entry of incorrect codes will compound this problem.

B. FEHB & TSP Open Seasons are “just around the corner”

FEHB Open Season is November 12th - December 10th. NFC has not yet updated the Tables with the new rates; we are waiting on OPM to send them out to the agencies. The effective date of FEHB changes will be the first day of the first pay period in January, which is January 13, 2002 (01/13/02).

TSP Open Season is November 15th - January 31st (2002).

C. Re-employed Annuitants & FEHB Notification to OPM

NFC contacted PPSPS about a retired annuitant who chose to elect FEHB coverage with their employer, and this is acceptable however not required. When the retiree’s appointment was terminated so was their health coverage. At that time, OPM requires notification so that there is no break-in-service of coverage for FEHB. In checking the regulations, OPM issued a BAL in April 2001 indicating that it is an agency’s responsibility to notify OPM (via email to HBPremiums@opm.gov) of the retiree’s returning to health coverage via OPM. It is not the payroll office’s responsibility.

Please review BAL 01-105, found at http://www.opm.gov/asd/pdg/2001/01-105.pdf for additional information and instructions.

X.  Electronic Bulletins - Lynda

The Web version of NFC procedures is now the official version. No more amendments to be incorporated into the procedure. Hard copies will not be mailed to users unless they are specifically requested. DAB is in the process of redesigning the AD-1083 and are setting up the data base so that they can e-mail bulletins to those customers who request it. Working on technical difficulties with data base and have draft bulletin with new process. Hope to have it to you sometime in November.

Everyone likes the idea of the electronic notification as long as a process is in place for those organizations that do not yet have the software or authorization to use the internet to access the home page. That is available so not a problem. Also recommended that when DAB mails out the notices that addresses be deleted for those offices that do not responde. A lot of offices have moved because of reorganizations and they have been unable to change addresses. Some offices get more than one distribution because they are on different distribution lists and should be able to respond once and then have all the others dropped rather than having to respond multiple times - once for each mailing. How is being on multiple distribution lists going to be handled??

XI.  Reporting Center - Lynda

NFC is looking for a few good people to participate in User Acceptance Testing of additional functionality of the Reporting Center. As you know, the Reporting Center is intended for use by managers HR specialists, and other employees of federal agencies serviced by NFC.

The first phase included statistical report in the Administrative, Financial, Personnel and Workforce Planning areas. The new functionality includes the ability to obtain the detail behind the information on the alphabetical rosters and position organization listings. Once the problems and recommended enhancements are made to this area, we will add functionality to include ad hoc reports and finally the ability to see the detail behind all the statistical reports.

User Acceptance is scheduled to begin October 22 and continue through November 9. Participants will need to request access to the NFC Reporting Center Phase II User Acceptance Test area through their agency security officer. Security will mirror the production security access. Please be aware that in the situations where employees do not have access to sensitive data, there may be some fields that are blank because the individual does not have access. Security officers will be provided with a list of individuals with access to sensitive data in the Reporting Center. This list will need to be reviewed by each agency representative to verify that access to sensitive information is needed. Please provide to Lynda Wilson the name, user id, agency, phone number, and e-mail address of each participant in the testing. The e-mail addresses will be added to a distribution list that will be used to provide information about the testing and problems. We will also assure this information is distributed to the CAPPS community.

A kick off meeting for the testing will be held at 10:00 a.m. on Monday, October 22, 2001, in the USDA Training Center, 1400 Independence Avenue, Room 1623, Washington DC. A presentation and demo will be provided on the reports to be tested, the process for reporting problems or questions, and other details associated with testing. Testers or an agency test coordinators are asked to attend the session. Guidance will be provided for those individuals unable to attend, so please let me know if you are not going to make it.

XII.   Workgroup Updates

A. T&A -  Jo

1. STAR Testing - Jo thanked those who have participated in the user acceptance testing. Several problems have occurred (e.g., access to the server, security, program, etc.,) and tester diligence, patience, and understanding has been appreciated. Due to the problems encountered, testing has been extended through the week of October 26th. Several individuals requested test ID’s but have not participated. It is in an agency’s best interest to participate in this type of testing so that any agency unique functionality can be tested.
   
   
2. T&A Requirements - When the representatives from NFC’s Requirements and Development Branch (RDC) met with the T&A user community on August 1- 2, 2001 regarding STAR requirements, there were several “assignments” for the T&A work group. The work group decided at the October 2nd meeting that with the current situation (i.e., additional workload due to September 11th, routine end-of-year changes, and the holiday season) that these assignments should be put on hold until January.

B. Leave Share - Jo

1. The work group is continuing to meet bi-weekly for two-day sessions in an effort to complete the requirements package prior to the holiday season. The requirements covers all three leave share systems (Voluntary Leave Transfer Program, Voluntary Leave Bank Program, and Emergency Leave Transfer Program) and contains a large amount of detailed information. The package is currently about 500 pages and is expected to grow. The participation of work group members is greatly appreciated - special thanks to those participating on a regular basis. Please contact Jo on 202-720-8721 or at jbonner@cfo.usda.gov if you wish to join or send a representative.
   
   
2. On November 7-8, NFC’s RDCB staff will be meeting with the Leave Share work group to discuss the package. If you have not been participating but would like to have someone participate in this meeting, please contact Jo immediately. Due to the size of the requirements package and the complexity of the programs, representatives will need as much time as possible to review these items. All participants should be familiar with the requirements package and the leave share systems prior to the meeting.

C. Awards - Jo

1. Programming changes related to Table 043 (e.g., C023, C024,) are expected to go to production in PP-23.
   
   
2. There have recent problems with the posting of the IRIS 542 screens. Upon additional discussions with Becky Mistretta, it appears that these are not new, but that there is a problem in the programming that occurs when the award goes to ADJP. While NFC has tried to minimize the number of awards that might go to ADJP, they have not been able to prevent all from doing so, nor has ADJP been reprogrammed. The reprogramming of ADJP will take a major effort and will be done at a later date. DOJ requested that NFC provide guidance on circumstances cause an award to go to ADJP so that agencies may either work around them or at least have an idea of what is going to happen. Jo will see what can be done on this issue.
   
   
3. Wanda Vaughan reported that DOJ has also found cases where the IRIS 142 data (e.g., appropriation data, award code, award type) appears incorrect once the action passes to IRIS 542. DOJ has already sent screen prints to Becky reflecting these. Jo will follow-up with Becky on the status of these issues. This was mentioned early on in the awards workgroup and it’s in the document; however, problem still remains. Could see action processed via EPIC but code and type was not reflected. Doesn’t not show correct literal either...error has occurred from October 2000. Treasury agreed they have the same problems. The only stable items are the NOAC, the amount of the award, and Award Type Code. Unfortunately we’re worse now than we were before...changes have got to be made to repair all these problems. Jo will reissue the info to the reps she has to come up with a decision about this.
   
   
4. Award Payment Code - In the December 2000 Awards work group meeting, the January 2001 CAPPS meeting, and the August 2001 CAPPS meeting all representatives present agreed that the “Generate Payment Code” should be removed from the NFC entry screens for all SPOT awards (NOAs 840and 841 with authority V3F, 9KE, or PAY). Instead NFC should automatically insert the code of “0" on these documents so that the figures would be grossed up when reported to IRIS 542, SF-50B, W-2, etc. This would prevent processing clerks from improperly coding the input document. With this methodology Agencies would not be permitted to pay SPOT cash awards via Manual Pay. Apparently Agencies are re-thinking this issue and submitting SPOT cash awards to Manual pay - for payment and not just correcting the W-2, if the award paid via NFC (840/841 with PAY) was for an incorrect amount. NFC should not be blocking this field on the input screen if agencies are going to do this. Jo is requesting that CAPPS representatives talk with their staffs and determine which way they want NFC to program this function. There is no way to mandate the field to guarantee correct entry on all SPOT award documents AND permit manual payment (or adjustments) of SPOT awards. Please submit your Department’s preference to Jo (jbonner@cfo.usda.gov) prior to the next CAPPS meeting (November 28th).
   
   
5. A new bulletin is currently being prepared to provide updated guidance on the payment of SPOT cash awards via NFC. When the bulletin notifying clients that the 840 and 841 NOA’s with the PAY authority were available, NFC indicated that the award could be stopped by calling manual pay the day after the action had applied to PINE but prior to the morning schedule issuance. This information was incorrect and once the document has passed through PINE applied to the database, there is no mechanism to stop the payment. Agencies will need to follow the award cancellations procedures when this has occurred. However, if the agency deletes the action before it passes through PINE and applies to the database, the payment will not be issued.

D. EPIC - Wanda Vaughan/Lynda

QA all done, thanks to those that participated. Some telecommunications problems, which don’t allow access all the time to EPIC; this is not an EPIC problem, it’s a telecommunications problem. Lynda will work with the users to locate the problem to resolve it rather than going back to PACT to process actions.

Implementation guidance will be issued to those agencies who are not currently using EPIC.

E. PODS - Lynda

No report as Mary is out of the office this week.

F. RIF - Debby Berry

At the October 11th meeting the group finished reviewing the RIF specification package that was developed by Kay Fields and Mary Arnold. The group requested that Cliff forward the specification package to the CAPPS community before the October CAPPS meeting. Cliff e-mailed the package to the CAPPS representatives on October 15th. If you need a FAX copy, please contact Debbie on 202-418-1498. The work group is requesting that offices have their retention specialists review the package and forward any comments to Debbie via their CAPPS representative. All comments are due to Debbie (DBERRY@fcc.gov) by the November CAPPS meeting (November 28th).

G. FESI - Hans

Telecom meeting scheduled for early October was cancelled. Window opened on Monday, 10/15/01.

XIII. Potpourri - All

Ginny Peck, BPD, mentioned SF-1150's for pp 18 and 19 reflected an incorrect sick leave balance; if the amount is over four characters, the system only prints 3 characters therefore reflecting an incorrect balance. For example: employee had 1240 sick leave and 1150 reflected 124. This could be in the print program; PPSPS will submit as an SPR with FAXed copy from Ginny.

Note: Next meeting is November 28th in Room 5030-South Bldg at 9am. There will not be a December meeting.