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<title>Memo re Templates to Susan Wilson 030211</title>
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<p class=MsoCaption style='mso-element:frame'><b><font size=3 color=black
face="Times New Roman"><span style='font-size:12.0pt;font-family:"Times New Roman";
color:windowtext'>Department of Administrative Services<o:p></o:p></span></font></b></p>
<p class=MsoNormal align=right style='text-align:right;mso-element:frame'><font
size=2 face=Times><span style='font-size:10.0pt;font-family:Times'>State
Controller’s Division<o:p></o:p></span></font></p>
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w:st="on"><st1:address w:st="on"><font size=2 face=Times><span
style='font-size:10.0pt;font-family:Times'>155 Cottage Street NE</span></font></st1:address></st1:Street><font
size=2 face=Times><span style='font-size:10.0pt;font-family:Times'> U50<o:p></o:p></span></font></p>
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w:st="on"><st1:City w:st="on"><font size=2 face=Times><span style='font-size:
10.0pt;font-family:Times'>Salem</span></font></st1:City><font size=2
face=Times><span style='font-size:10.0pt;font-family:Times'>, <st1:State
w:st="on">OR</st1:State> <st1:PostalCode w:st="on">97301-3969</st1:PostalCode></span></font></st1:place><font
size=2 face=Times><span style='font-size:10.0pt;font-family:Times'><o:p></o:p></span></font></p>
<p class=MsoNormal align=right style='text-align:right;mso-element:frame'><font
size=2 face=Times><span style='font-size:10.0pt;font-family:Times'>PHONE:
(503) 378-3156<o:p></o:p></span></font></p>
<p class=MsoNormal align=right style='text-align:right;mso-element:frame'><font
size=2 face=Times><span style='font-size:10.0pt;font-family:Times'>FAX: (503)
378-3514<o:p></o:p></span></font></p>
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<p class=MsoTitle align=left style='text-align:left'><b><font size=3
face=Arial><span style='font-size:12.0pt;font-family:Arial;font-weight:normal'><o:p> </o:p></span></font></b></p>
<p class=MsoTitle align=left style='text-align:left'><b><font size=3
face=Arial><span style='font-size:12.0pt;font-family:Arial;font-weight:normal'><o:p> </o:p></span></font></b></p>
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face="Times New Roman"><span style='font-size:12.0pt;font-weight:normal'><o:p> </o:p></span></font></b></p>
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face="Times New Roman"><span style='font-size:12.0pt;font-weight:normal'><o:p> </o:p></span></font></b></p>
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face="Times New Roman"><span style='font-size:12.0pt;font-weight:normal'><o:p> </o:p></span></font></b></p>
<p class=MsoTitle align=left style='text-align:left'><b><font size=3
face="Times New Roman"><span style='font-size:12.0pt;font-weight:normal'><o:p> </o:p></span></font></b></p>
<p class=MsoNormal><b><font size=3 face="Times New Roman"><span
style='font-size:12.0pt;font-weight:bold'>MEMORANDUM<o:p></o:p></span></font></b></p>
<p class=MsoNormal><b><font size=3 face="Times New Roman"><o:p> </o:p></font></b></p>
<p class=MsoNormal><b><font size=3 face="Times New Roman"><span
style='font-size:12.0pt;font-weight:bold'>To:</span></font></b> Agency
Fiscal, Accounting and Payroll Officers</p>
<p class=MsoNormal><font size=3 face="Times New Roman"><o:p> </o:p></font></p>
<p class=MsoNormal><b><font size=3 face="Times New Roman"><span
style='font-size:12.0pt;font-weight:bold'>From:</span></font></b> John
Radford, Administrator State Controller’s Division</p>
<p class=MsoNormal><font size=3 face="Times New Roman"><span style='font-size:
12.0pt'> Sharon McKeehan, Manager Oregon Statewide
Payroll Services</span></font></p>
<p class=MsoNormal><font size=3 face="Times New Roman"><o:p> </o:p></font></p>
<p class=MsoNormal><b><font size=3 face="Times New Roman"><span
style='font-size:12.0pt;font-weight:bold'>Date:</span></font></b> May
28, 2009</p>
<p class=MsoNormal><font size=3 face="Times New Roman"><o:p> </o:p></font></p>
<p class=MsoNormal><b><font size=3 face="Times New Roman"><span
style='font-size:12.0pt;font-weight:bold'>Subject:</span></font></b> Payroll
Crosswalks 09-11 Biennium and 09-10 Fiscal Year</p>
<p class=MsoNormal><font size=3 face="Times New Roman"><o:p> </o:p></font></p>
<p class=MsoNormal><!--[if gte vml 1]><v:line id="_x0000_s1036" style='position:absolute;
z-index:1' from=".3pt,1.7pt" to="468.3pt,1.7pt" /><![endif]--><![if !vml]><span
style='mso-ignore:vglayout;position:relative;z-index:1;left:-1px;top:1px;
width:626px;height:3px'><img width=626 height=2
src="cid:image001.gif@01C9DFB3.FC5838F0" v:shapes="_x0000_s1036"></span><![endif]><o:p> </o:p></p>
<p class=MsoNormal style='text-autospace:none'><b><u><font size=2
face="Times New Roman"><span style='font-size:11.0pt;font-weight:bold'><o:p><span
style='text-decoration:none'> </span></o:p></span></font></u></b></p>
<br style='mso-ignore:vglayout' clear=ALL>
<p class=MsoNormal style='text-autospace:none'><b><u><font size=2
face="Times New Roman"><span style='font-size:11.0pt;font-weight:bold'>Setting Labor
Cost Crosswalks for 09-11 <o:p></o:p></span></font></u></b></p>
<p class=MsoNormal style='text-autospace:none'><b><u><font size=2
face="Times New Roman"><span style='font-size:11.0pt;font-weight:bold'><o:p><span
style='text-decoration:none'> </span></o:p></span></font></u></b></p>
<p class=MsoNormal style='text-autospace:none'><font size=2
face="Times New Roman"><span style='font-size:11.0pt'>For agencies who track
their payroll labor costs for the 09-11 Biennium and/or the 09-10 Fiscal Year,
OSPS would be happy to enter the labor cost changes for you. To do so, we must
have your instructions by <b><span style='font-weight:bold'>Tuesday June 30,
2009</span></b>. <o:p></o:p></span></font></p>
<p class=MsoNormal style='text-autospace:none'><font size=2
face="Times New Roman"><span style='font-size:11.0pt'><o:p> </o:p></span></font></p>
<p class=MsoNormal style='text-autospace:none'><font size=2
face="Times New Roman"><span style='font-size:11.0pt'>Changes will be uploaded
to the personnel system (PPDB), and then into the OSPA. Changes will be
effective in both systems July 1, 2009, for the payroll period July paid August
2009 (actual pay date 7/31/09)<o:p></o:p></span></font></p>
<p class=MsoNormal style='text-autospace:none'><b><u><font size=2
face="Times New Roman"><span style='font-size:11.0pt;font-weight:bold'><o:p><span
style='text-decoration:none'> </span></o:p></span></font></u></b></p>
<p class=MsoNormal style='text-autospace:none'><b><u><font size=2
face="Times New Roman"><span style='font-size:11.0pt;font-weight:bold'>Formatting
Your Request<o:p></o:p></span></font></u></b></p>
<p class=MsoNormal style='text-autospace:none'><font size=2
face="Times New Roman"><span style='font-size:11.0pt'><o:p> </o:p></span></font></p>
<p class=MsoNormal style='text-autospace:none'><font size=2
face="Times New Roman"><span style='font-size:11.0pt'>Please use the following
format for your requested changes. Please do not insert spaces or hyphens
between numbers. <o:p></o:p></span></font></p>
<p class=MsoNormal style='text-autospace:none'><font size=2
face="Times New Roman"><span style='font-size:11.0pt'><o:p> </o:p></span></font></p>
<p class=MsoNormal style='text-autospace:none'><font size=2
face="Times New Roman"><span style='font-size:11.0pt'>12 digit cost structure
consists of 2-digit Appropriation Year(Y), 5 digit PCA (P) and 5-digit Index
(I)<o:p></o:p></span></font></p>
<p class=MsoNormal style='text-autospace:none'><font size=2
face="Times New Roman"><span style='font-size:11.0pt'><o:p> </o:p></span></font></p>
<p class=MsoNormal style='text-autospace:none'><font size=2
face="Times New Roman"><span style='font-size:11.0pt'>Old 12 digit cost
structure </span></font><font size=2 face="Wingdings 3"><span style='font-size:
11.0pt;font-family:"Wingdings 3"'>a</span></font><font size=2><span
style='font-size:11.0pt'> New 12 digit cost structure<o:p></o:p></span></font></p>
<p class=MsoNormal style='text-autospace:none'><font size=2
face="Times New Roman"><span style='font-size:11.0pt'> <o:p></o:p></span></font></p>
<p class=MsoNormal style='text-autospace:none'><font size=2
face="Times New Roman"><span style='font-size:11.0pt'>Example: </span></font><font
size=2><span style='font-size:11.0pt'>YYPPPPPIIIII </span></font><font size=2
face="Wingdings 3"><span style='font-size:11.0pt;font-family:"Wingdings 3"'>a</span></font><font
size=2><span style='font-size:11.0pt'> YYPPPPPIIIII</span></font><font size=2><span
style='font-size:11.0pt'><o:p></o:p></span></font></p>
<p class=MsoNormal style='text-autospace:none'><font size=2
face="Times New Roman"><span style='font-size:11.0pt'><o:p> </o:p></span></font></p>
<p class=MsoNormal style='text-autospace:none'><font size=2
face="Times New Roman"><span style='font-size:11.0pt'>We are also able to
process biennial indicator "blanket changes":<o:p></o:p></span></font></p>
<p class=MsoNormal style='text-autospace:none'><font size=2
face="Times New Roman"><span style='font-size:11.0pt'><o:p> </o:p></span></font></p>
<p class=MsoNormal style='text-autospace:none'><font size=2
face="Times New Roman"><span style='font-size:11.0pt'>Example: </span></font><font
size=2><span style='font-size:11.0pt'>09XXXXXXXXXX </span></font><font size=2
face="Wingdings 3"><span style='font-size:11.0pt;font-family:"Wingdings 3"'>a</span></font><font
size=2><span style='font-size:11.0pt'> 11XXXXXXXXXX</span></font><font size=2><span
style='font-size:11.0pt'><o:p></o:p></span></font></p>
<p class=MsoNormal style='text-autospace:none'><font size=2
face="Times New Roman"><span style='font-size:11.0pt'><o:p> </o:p></span></font></p>
<p class=MsoNormal style='text-autospace:none'><font size=2
face="Times New Roman"><span style='font-size:11.0pt'> If your
request is simply to change the biennial indicator from 09 to 11 on all
employee records, you may make that request in an e-mail. If you have a number
of cost structure changes to be made, our preference is to have them in an
Excel spreadsheet attached to your e-mail. In either case, please include your
<b><span style='font-weight:bold'>agency name and number, contact name and
phone number</span></b>, to <a href="mailto:Sharon.e.mckeehan@state.or.us">Sharon.e.mckeehan@state.or.us</a><o:p></o:p></span></font></p>
<p class=MsoNormal style='text-autospace:none'><font size=2
face="Times New Roman"><span style='font-size:11.0pt'><o:p> </o:p></span></font></p>
<p class=MsoNormal style='text-autospace:none'><font size=2
face="Times New Roman"><span style='font-size:11.0pt'> <o:p></o:p></span></font></p>
<p class=MsoNormal style='text-autospace:none'><b><font size=2
face="Times New Roman"><span style='font-size:11.0pt;font-weight:bold'><o:p> </o:p></span></font></b></p>
<p class=MsoNormal style='text-autospace:none'><b><u><font size=2
face="Times New Roman"><span style='font-size:11.0pt;font-weight:bold'>Please
Note New Default Process For 09-11<o:p></o:p></span></font></u></b></p>
<p class=MsoNormal style='text-autospace:none'><b><font size=2
face="Times New Roman"><span style='font-size:11.0pt;font-weight:bold'><o:p> </o:p></span></font></b></p>
<p class=MsoNormal style='text-autospace:none'><font size=2
face="Times New Roman"><span style='font-size:11.0pt'>OSPS will send a reminder
on or about June 20 about the deadline for submitting crosswalks for 09-11. If
we have not received information or instructions from your agency by the
deadline June 30, 2009, we will set up a default crosswalk to change the
biennial indicator from 09 to 11 on all payroll labor cost numbers. <o:p></o:p></span></font></p>
<p class=MsoNormal style='text-autospace:none'><b><font size=2
face="Times New Roman"><span style='font-size:11.0pt;font-weight:bold'> <o:p></o:p></span></font></b></p>
<p class=MsoNormal style='text-autospace:none'><font size=2
face="Times New Roman"><span style='font-size:11.0pt'>If you have any questions
about this process, please contact Sharon McKeehan at (503) 378-6777 ext.230. <o:p></o:p></span></font></p>
<p class=MsoNormal style='text-autospace:none'><font size=2
face="Times New Roman"><span style='font-size:11.0pt'><o:p> </o:p></span></font></p>
<p class=MsoNormal style='text-autospace:none'><font size=2
face="Times New Roman"><span style='font-size:11.0pt'>Thank you. <o:p></o:p></span></font></p>
<p class=MsoNormal><font size=2 face="Times New Roman"><span style='font-size:
11.0pt'><o:p> </o:p></span></font></p>
<p class=MsoNormal style='text-autospace:none'><b><font size=2
face="Times New Roman"><span style='font-size:11.0pt;font-weight:bold'><o:p> </o:p></span></font></b></p>
<p class=MsoNormal style='text-autospace:none'><b><font size=1
face="Times New Roman"><span style='font-size:9.0pt;font-weight:bold'>Note</span></font></b><font
size=1><span style='font-size:9.0pt'>: In order to save copy and distribution
costs we are sending out this notice over several e-mail networks. If you
receive multiple copies of this message, we apologize. <o:p></o:p></span></font></p>
<p class=MsoNormal><font size=2 face="Times New Roman"><span style='font-size:
11.0pt'><o:p> </o:p></span></font></p>
<p class=MsoNormal><font size=3 face="Times New Roman"><o:p> </o:p></font></p>
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