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<title>OSPS Semi-Annual Update – 12/31/2009</title>
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<p class=MsoNormal><font size=2 face=Calibri><o:p> </o:p></font></p>
<p class=MsoNormal><u><font size=2 face=Calibri><span style='font-size:11.0pt'>Training<o:p></o:p></span></font></u></p>
<p class=MsoNormal><font size=2 face=Calibri><span style='font-size:11.0pt'>During
the period January through June 2010, OSPS provided 660 training hours.
Training hours are computed using the formula students x class hours = training
hours. Training offered included: </span></font></p>
<ul style='margin-top:0in' type=circle>
<li class=MsoNormal style='mso-list:l4 level1 lfo1'><font size=2 face=Calibri><span
style='font-size:11.0pt'>Payroll Fundamentals</span></font></li>
<li class=MsoNormal style='mso-list:l4 level1 lfo1'><font size=2 face=Calibri><span
style='font-size:11.0pt'>New Employees</span></font></li>
<li class=MsoNormal style='mso-list:l4 level1 lfo1'><font size=2 face=Calibri><span
style='font-size:11.0pt'>Separations</span></font></li>
<li class=MsoNormal style='mso-list:l4 level1 lfo1'><font size=2 face=Calibri><span
style='font-size:11.0pt'>Deceased Employees</span></font></li>
<li class=MsoNormal style='mso-list:l4 level1 lfo1'><font size=2 face=Calibri><span
style='font-size:11.0pt'>Employee Overpayments</span></font></li>
<li class=MsoNormal style='mso-list:l4 level1 lfo1'><font size=2 face=Calibri><span
style='font-size:11.0pt'>Payroll Registers</span></font></li>
<li class=MsoNormal style='mso-list:l4 level1 lfo1'><font size=2 face=Calibri><span
style='font-size:11.0pt'>Payroll Exception Reports</span></font></li>
</ul>
<p class=MsoNormal><font size=2 face=Calibri><o:p> </o:p></font></p>
<p class=MsoNormal><font size=2 face=Calibri><span style='font-size:11.0pt'>We
offered the Payroll Fundamentals class in partnership with the Oregon Training
Consortium. By becoming an American Payroll Association Approved Provider, we
could offer RCH credit to Certified Payroll Professionals taking the class.</span></font></p>
<p class=MsoNormal><font size=2 face=Calibri><o:p> </o:p></font></p>
<p class=MsoNormal><font size=2 face=Calibri><span style='font-size:11.0pt'>To
provide more training opportunities for payroll staff members outside the <st1:place
w:st="on"><st1:City w:st="on">Salem</st1:City></st1:place> area, we began
offering telephone conference calls and iLincOregon sessions for the OSPS
Users’ Forum. We also offered two classes through a virtual classroom in
iLincOregon.</span></font></p>
<p class=MsoNormal><font size=2 face=Calibri><o:p> </o:p></font></p>
<p class=MsoNormal><u><font size=2 face=Calibri><span style='font-size:11.0pt'>Payroll
Statistics<o:p></o:p></span></font></u></p>
<ul style='margin-top:0in' type=circle>
<li class=MsoNormal style='mso-list:l3 level1 lfo2'><font size=2 face=Calibri><span
style='font-size:11.0pt'>During the first six months of 2010, OSPS issued 314,000
system generated payroll payments and 5,340 manual checks. </span></font></li>
<li class=MsoNormal style='mso-list:l3 level1 lfo2'><font size=2 face=Calibri><span
style='font-size:11.0pt'>86% of state employees use direct deposit </span></font></li>
<li class=MsoNormal style='mso-list:l3 level1 lfo2'><font size=2 face=Calibri><span
style='font-size:11.0pt'>Around 450 state employees use an AccelaPay
payroll card. Sixty percent of them use the card to receive their net
pay. </span></font></li>
</ul>
<p class=MsoNormal><font size=2 face=Calibri><o:p> </o:p></font></p>
<p class=MsoNormal><u><font size=2 face=Calibri><span style='font-size:11.0pt'>2010
Key Projects ~ January through June<o:p></o:p></span></font></u></p>
<p class=MsoNormal><font size=2 face=Calibri><span style='font-size:11.0pt'>OSPS
staff worked on several high priority projects that require system changes and
new or modified procedures or user resources. Here’s a brief summary of
the key projects in the past 6 months. </span></font></p>
<p class=MsoNormal style='margin-left:38.25pt;text-indent:-.25in;mso-list:l0 level1 lfo3'><![if !supportLists]><font
size=2 color=teal face="Courier New"><span style='font-size:11.0pt;font-family:
"Courier New";color:teal'><span style='mso-list:Ignore'>o<font size=1
face="Times New Roman"><span style='font:7.0pt "Times New Roman"'>
</span></font></span></span></font><![endif]>OSPS is very close to being able
to provide electronic payroll reports to agencies. We have been piloting this
project with eight agencies giving them a chance to use the .pdf online
versions of OSPS reports. The feedback received from the pilot agencies has
been very useful in measuring the success of this effort. We thank the
agencies who helped us pilot this project – their comments and
suggestions have been useful and affirming. Next steps: We will be scheduling
informational meetings so agencies can view a demonstration of the e-reports
and prepare for the conversion. </p>
<p class=MsoNormal style='margin-left:38.25pt;text-indent:-.25in;mso-list:l0 level1 lfo3'><![if !supportLists]><font
size=2 color=teal face="Courier New"><span style='font-size:11.0pt;font-family:
"Courier New";color:teal'><span style='mso-list:Ignore'>o<font size=1
face="Times New Roman"><span style='font:7.0pt "Times New Roman"'>
</span></font></span></span></font><![endif]>Furlough management continued
through OSPA in the first half of 2010. As additional collective bargaining
agreements were implemented, OSPS implemented the furlough business rules and
structures for those benefit packages. This included the computation of
furlough obligation for employees and loading that obligation to their leave
accrual screens. Based on agency need or choice, we set provided the posting
of fixed office closure days to timesheets. We also prepared a report of
furlough savings for calendar year 2009. </p>
<p class=MsoNormal style='margin-left:38.25pt;text-indent:-.25in;mso-list:l0 level1 lfo3'><![if !supportLists]><font
size=2 color=teal face="Courier New"><span style='font-size:11.0pt;font-family:
"Courier New";color:teal'><span style='mso-list:Ignore'>o<font size=1
face="Times New Roman"><span style='font:7.0pt "Times New Roman"'>
</span></font></span></span></font><![endif]>OSPA began processing 2010 payroll
payments using updated tables for federal and state tax withholding and FICA
wage maximums and all of the rates and calculation rules provided by PEBB for
Plan Year 2010. </p>
<p class=MsoNormal style='mso-margin-top-alt:0in;margin-right:0in;margin-bottom:
6.0pt;margin-left:38.25pt;text-indent:-.25in;mso-list:l0 level1 lfo3'><![if !supportLists]><font
size=2 color=teal face="Courier New"><span style='font-size:11.0pt;font-family:
"Courier New";color:teal'><span style='mso-list:Ignore'>o<font size=1
face="Times New Roman"><span style='font:7.0pt "Times New Roman"'>
</span></font></span></span></font><![endif]>OSPS coordinated with Treasury and
the agencies to support the success of the conversion of the Oregon College
Savings Plan to a new fund management organization. Assisted Treasury in
communicating to the agencies about what participants needed to do to modify
their existing direct deposit transactions in order to change the destination
of their direct deposit to the new fund management organization. </p>
<p class=MsoNormal style='mso-margin-top-alt:0in;margin-right:0in;margin-bottom:
6.0pt;margin-left:38.25pt;text-indent:-.25in;mso-list:l0 level1 lfo3'><![if !supportLists]><font
size=2 color=teal face="Courier New"><span style='font-size:11.0pt;font-family:
"Courier New";color:teal'><span style='mso-list:Ignore'>o<font size=1
face="Times New Roman"><span style='font:7.0pt "Times New Roman"'>
</span></font></span></span></font><![endif]>We assisted the Department of
Revenue in implementing their interface of time and attendance data to OSPA. </p>
<p class=MsoNormal style='margin-left:38.25pt;text-indent:-.25in;mso-list:l0 level1 lfo3'><![if !supportLists]><font
size=2 color=teal face="Courier New"><span style='font-size:11.0pt;font-family:
"Courier New";color:teal'><span style='mso-list:Ignore'>o<font size=1
face="Times New Roman"><span style='font:7.0pt "Times New Roman"'>
</span></font></span></span></font><![endif]>We have met a number of times with
the DHS-led group that is managing payroll and HR planning for the implementation
of the Oregon Health Agency which is scheduled to become active 7/1/2011. This
project will result in many positions moving to the new Agency 42300, most of
which are DHS positions, but will also include some from DCBS, DAS and the
Office of Private Health Partnerships. Our initial focus has been coordination
with representatives for all of the systems that will have a role in this
project, some initial testing and a review of the OSPA cloning utility. </p>
<p class=MsoNormal><font size=2 face=Calibri><o:p> </o:p></font></p>
<p class=MsoNormal><u><font size=2 face=Calibri><span style='font-size:11.0pt'>Meeting
Agency Payroll Needs – OSPS Help Desk<o:p></o:p></span></font></u></p>
<p class=MsoNormal><u><font size=2 face=Calibri><o:p><span style='text-decoration:
none'> </span></o:p></font></u></p>
<p class=MsoNormal style='margin-left:38.25pt;text-indent:-.25in;mso-list:l0 level1 lfo3'><![if !supportLists]><font
size=2 color=teal face="Courier New"><span style='font-size:11.0pt;font-family:
"Courier New";color:teal'><span style='mso-list:Ignore'>o<font size=1
face="Times New Roman"><span style='font:7.0pt "Times New Roman"'>
</span></font></span></span></font><![endif]>New NACHA rules fueled the
complete overhaul of our Direct Deposit Enrollment form. We took this
opportunity to approach the form from an employee perspective and made
significant formatting changes. With help from some of our agency partners, we
shortened this form from four pages to just one. The new and improved form has
received numerous positive comments.</p>
<p class=MsoNormal><font size=2 face=Calibri><o:p> </o:p></font></p>
<p class=MsoNormal style='margin-left:38.25pt;text-indent:-.25in;mso-list:l0 level1 lfo3'><![if !supportLists]><font
size=2 color=teal face="Courier New"><span style='font-size:11.0pt;font-family:
"Courier New";color:teal'><span style='mso-list:Ignore'>o<font size=1
face="Times New Roman"><span style='font:7.0pt "Times New Roman"'>
</span></font></span></span></font><![endif]>While overhauling the Direct
Deposit Enrollment form, we relocated AccelaPay enrollment to its own form. We
heard from agencies that employees were unnecessarily completing the AccelaPay
section on the old form, thinking that they needed to complete everything on
the form. The new Pay Card Enrollment form isolates only the information
needed to enroll in AccelaPay.</p>
<p class=MsoNormal><font size=2 face=Calibri><o:p> </o:p></font></p>
<p class=MsoNormal style='margin-left:38.25pt;text-indent:-.25in;mso-list:l0 level1 lfo3'><![if !supportLists]><font
size=2 color=teal face="Courier New"><span style='font-size:11.0pt;font-family:
"Courier New";color:teal'><span style='mso-list:Ignore'>o<font size=1
face="Times New Roman"><span style='font:7.0pt "Times New Roman"'>
</span></font></span></span></font><![endif]>In March, we added a new payroll
table to the Datamart. We also worked with another division to develop three
related repository reports. The WORK_SCHED table deals exclusively with work
schedule information. It is designed to work in connection with other payroll
Datamart tables. See the March 2010 Training Newsletter for more detail: <a
href="http://oregon.gov/DAS/SCD/OSPS/docs/training/newsletter/News201003.pdf">http://oregon.gov/DAS/SCD/OSPS/docs/training/newsletter/News201003.pdf</a>
.</p>
<p class=MsoNormal><font size=2 face=Calibri><o:p> </o:p></font></p>
<p class=MsoNormal style='margin-left:38.25pt;text-indent:-.25in;mso-list:l0 level1 lfo3'><![if !supportLists]><font
size=2 color=teal face="Courier New"><span style='font-size:11.0pt;font-family:
"Courier New";color:teal'><span style='mso-list:Ignore'>o<font size=1
face="Times New Roman"><span style='font:7.0pt "Times New Roman"'>
</span></font></span></span></font><![endif]>OSPS received notification from U.S.
Treasury that they will no longer permit the purchase of paper savings bonds
through payroll deduction. As of January 1<sup>st</sup>, 2011, all savings bond
purchases must be made through Treasury Direct, and bonds will be electronic. Our
plan is to communicate directly with participant employees on September 1 to
inform them in advance of the change and give them the details they need to set
up personal accounts with US Treasury to continue the purchase of savings
bonds. Employees will be able to submit a direct deposit form to their payroll
department in order to send funds directly to their Treasury Direct account.
As of September 2010, agency payroll will cease adding savings bond deductions
into OSPA. With the close of November 2010 payroll, OSPA will perform a final
reconciliation of the bond account. Additional information may be found at <a
href="http://oregon.gov/DAS/SCD/OSPS/newbonds.shtml">http://oregon.gov/DAS/SCD/OSPS/newbonds.shtml</a>.
</p>
<p class=MsoNormal><font size=2 face=Calibri><o:p> </o:p></font></p>
<p class=MsoNormal style='margin-left:38.25pt;text-indent:-.25in;mso-list:l0 level1 lfo3'><![if !supportLists]><font
size=2 color=teal face="Courier New"><span style='font-size:11.0pt;font-family:
"Courier New";color:teal'><span style='mso-list:Ignore'>o<font size=1
face="Times New Roman"><span style='font:7.0pt "Times New Roman"'>
</span></font></span></span></font><![endif]>While reviewing report E311-018A
Child Support by Agency, OSPS staff noted the absence of case numbers or
instances where the employee social security number was being used as the case
number. Child support withholdings paid to the Oregon Department of Justice
are transmitted via a special ACH file format that includes the case number for
swift posting to the DOJ child support system. OSPS staff contacted DOJ to
learn the affects of the missing claim numbers and coordinated with agencies
where changes were needed. OSPS also presented this issue at the June 3 OSPS
Payroll Forum. </p>
<p class=MsoNormal><font size=2 face=Calibri><o:p> </o:p></font></p>
<p class=MsoNormal><font size=2 face=Calibri><o:p> </o:p></font></p>
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