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<TITLE>Ordering Manual Checks Notice</TITLE>
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<P><SPAN LANG="en-us"><FONT FACE="Arial">Hello Everyone,</FONT></SPAN>
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<P><SPAN LANG="en-us"><U><B><FONT FACE="Arial">Manual Check Processing Challenges</FONT></B></U></SPAN>
<BR><SPAN LANG="en-us"><FONT FACE="Arial">OSPS needs to address user transactions that frequently challenge our daily production of manual check batches. Our goal is to eliminate these challenges to ensure timely and successful manual check production for all agencies. Specifically, this communication is about manual checks ordered for a closed pay period and the associated problems that occur when a corrective flag isn’t set for the closed pay period. </FONT></SPAN></P>
<P><SPAN LANG="en-us"><U><B><FONT FACE="Arial">Action Plan For Improvement</FONT></B></U></SPAN>
<BR><SPAN LANG="en-us"><FONT FACE="Arial">Our plan is to first address this across all of our users to ensure that everyone is clear on the process. Part two of the process will be to address this with specific system users and provide special training, if needed. Part three will be to implement the rejection of check requests that create batch processing errors. In that case, the submitting agency will need to correct the transactions and re-submit the check request on the next business day. </FONT></SPAN></P>
<P><SPAN LANG="en-us"><U><B><FONT FACE="Arial">Ordering A Manual Check – Important Processing Steps</FONT></B></U></SPAN>
<BR><SPAN LANG="en-us"><FONT FACE="Arial">Ordering a manual check is actually an off-cycle payroll calculation. The requester must ensure that the transaction is properly entered and staged so that OSPA can make the requested calculation and produce the payment. Equally important is that OSPA must be able to include the manual check PPNN transaction the next time payroll is processed. </FONT></SPAN></P>
<P><SPAN LANG="en-us"><FONT FACE="Arial">When you order a manual check for a closed pay period, you must set a corrective </FONT><FONT SIZE=2 FACE="Arial">flag </FONT><FONT FACE="Arial">for the closed period so that OSPA can make the calculation that you have requested. The system needs the corrective </FONT><FONT SIZE=2 FACE="Arial">flag</FONT> <FONT FACE="Arial">set so that the transaction will calculate during the next regular production cycle. </FONT><FONT SIZE=2 FACE="Arial"> </FONT><FONT FACE="Arial">A pay period is closed at 6:00 p.m. on the night of final cutoff for run 2. Final cutoffs are noted on the OSPS Processing Calendar. We are finding that during the time period between final cutoff and pay day, setting the corrective flag is often forgotten. </FONT></SPAN></P>
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<BR><SPAN LANG="en-us"><U><B><FONT FACE="Arial">Resources for Success</FONT></B></U><B></B></SPAN>
<BR><SPAN LANG="en-us"><FONT FACE="Arial">OSPS Processing Calendar: </FONT></SPAN><A HREF="http://www.oregon.gov/DAS/SCD/OSPS/docs/processtools/2009cal.pdf"><SPAN LANG="en-us"><U><FONT COLOR="#0000FF" FACE="Arial">http://www.oregon.gov/DAS/SCD/OSPS/docs/processtools/2009cal.pdf</FONT></U></SPAN></A><SPAN LANG="en-us"><FONT COLOR="#0070C0" FACE="Arial"><BR>
</FONT><FONT FACE="Arial">Recommended Practice – Manual Checks</FONT></SPAN>
<BR><SPAN LANG="en-us"></SPAN><A HREF="http://www.oregon.gov/DAS/SCD/OSPS/docs/pubs/practice/practicechecksmanual.pdf"><SPAN LANG="en-us"><U><FONT COLOR="#0000FF" FACE="Arial">http://www.oregon.gov/DAS/SCD/OSPS/docs/pubs/practice/practicechecksmanual.pdf</FONT></U></SPAN></A><SPAN LANG="en-us"></SPAN>
<BR><SPAN LANG="en-us"><FONT FACE="Arial">Manual Check Guidelines:</FONT></SPAN>
<BR><SPAN LANG="en-us"></SPAN><A HREF="http://www.oregon.gov/DAS/SCD/OSPS/services.shtml"><SPAN LANG="en-us"><U><FONT COLOR="#0070C0" FACE="Arial">http://www.oregon.gov/DAS/SCD/OSPS/services.shtml#Manual_Payroll_Checks</FONT></U></SPAN></A><SPAN LANG="en-us"></SPAN>
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<P><SPAN LANG="en-us"><U><B><FONT FACE="Arial">Partnership That Supports Success</FONT></B></U></SPAN>
<BR><SPAN LANG="en-us"><FONT FACE="Arial">Our part in this process is to provide the manual checks that you need to ensure timely and accurate pay for your agency employees. Your part is to request and stage the transactions correctly in OSPA so that we can provide the services that you request. </FONT></SPAN></P>
<P><SPAN LANG="en-us"><FONT FACE="Arial">Thank you for your attention and assistance. </FONT></SPAN>
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<P><SPAN LANG="en-us"><FONT FACE="Arial">Oregon Statewide Payroll Services Staff</FONT></SPAN>
<BR><SPAN LANG="en-us"><FONT FACE="Arial">DAS State Controller's Division</FONT></SPAN>
<BR><SPAN LANG="en-us"><FONT FACE="Arial">Phone: (503)378-6777 Fax: (503)378-3518</FONT></SPAN>
<BR><SPAN LANG="en-us"><FONT FACE="Arial">OSPS Help Desk: </FONT></SPAN><A HREF="mailto:OSPS.Help@das.state.or.us"><SPAN LANG="en-us"><U><FONT COLOR="#0000FF" FACE="Arial">mailto:OSPS.Help@das.state.or.us</FONT></U></SPAN></A><SPAN LANG="en-us"></SPAN>
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<P><SPAN LANG="en-us"><FONT FACE="Arial">Visit Our Web Pages: </FONT></SPAN><A HREF="http://oregon.gov/DAS/SCD/OSPS"><SPAN LANG="en-us"><U><FONT COLOR="#0000FF" FACE="Arial">http://oregon.gov/DAS/SCD/OSPS</FONT></U></SPAN></A><SPAN LANG="en-us"></SPAN>
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