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<div class=Section1>
<p class=MsoNormal><b><span style='font-family:"Arial","sans-serif"'>OSPS
Project Update – Display Changes to Direct Deposit Statements and
Paychecks<o:p></o:p></span></b></p>
<p class=MsoNormal><b><span style='font-family:"Arial","sans-serif"'><o:p> </o:p></span></b></p>
<p class=MsoNormal><span style='font-family:"Arial","sans-serif"'>Effective
with <u>February Run 1 payroll</u>, we will implement changes to payroll
documents resulting from the recent updates to the state’s personnel
system PPDB. The E-PPDB project expanded name fields and added a field
for state e-mail address. <o:p></o:p></span></p>
<p class=MsoNormal><span style='font-family:"Arial","sans-serif"'><o:p> </o:p></span></p>
<p class=MsoNormal><span style='font-family:"Arial","sans-serif"'><o:p> </o:p></span></p>
<p class=MsoNormal><b><u><span style='font-family:"Arial","sans-serif"'>Expanded
Name Fields<o:p></o:p></span></u></b></p>
<p class=MsoNormal><span style='font-family:"Arial","sans-serif"'>While OSPA
cannot receive the expanded name to populate screens, we can take advantage of
the change in PPDB by creating a crosswalk to our payroll and W-2 documents.
The key change is that names will now be formatted as first name, middle
initial, last name, suffix. Previously the format was last name, first name
middle name, suffix. We will use whatever is in the first name field (all
20 characters), the first letter (if any) of the middle name, all of the last
name (30 characters) and the suffix (if any). <o:p></o:p></span></p>
<p class=MsoNoSpacing><span style='font-family:"Arial","sans-serif"'><o:p> </o:p></span></p>
<p class=MsoNormal><span style='font-family:"Arial","sans-serif"'>OSPA will use
legal names as entered into the state HR system. State employees with
long or compound names will see a positive change with more of their names displayed
on output documents. Employees who use their middle name instead of their
first name will notice a change in that paychecks will be made payable to them
using their legal first name and their middle initial. Previously, checks
displayed both the first and middle names. Here are some
examples. <o:p></o:p></span></p>
<p class=MsoNoSpacing><span style='font-family:"Arial","sans-serif"'><o:p> </o:p></span></p>
<table class=MsoNormalTable border=1 cellspacing=0 cellpadding=0
style='border-collapse:collapse;border:none'>
<tr>
<td width=337 valign=top style='width:252.9pt;border:solid black 1.0pt;
padding:0in 5.4pt 0in 5.4pt'>
<p class=MsoNoSpacing><b><span style='font-family:"Arial","sans-serif"'>As
displayed on OSPA screens and previously on direct deposit statements and
paychecks<o:p></o:p></span></b></p>
</td>
<td width=301 valign=top style='width:225.9pt;border:solid black 1.0pt;
border-left:none;padding:0in 5.4pt 0in 5.4pt'>
<p class=MsoNoSpacing><b><span style='font-family:"Arial","sans-serif"'>Changed
display on direct deposit statements and paychecks<o:p></o:p></span></b></p>
</td>
</tr>
<tr>
<td width=337 valign=top style='width:252.9pt;border:solid black 1.0pt;
border-top:none;padding:0in 5.4pt 0in 5.4pt'>
<p class=MsoNoSpacing><span style='font-family:"Arial","sans-serif"'>Smith,
Polly A <o:p></o:p></span></p>
</td>
<td width=301 valign=top style='width:225.9pt;border-top:none;border-left:
none;border-bottom:solid black 1.0pt;border-right:solid black 1.0pt;
padding:0in 5.4pt 0in 5.4pt'>
<p class=MsoNoSpacing><span style='font-family:"Arial","sans-serif"'>Polly A
Smith<o:p></o:p></span></p>
</td>
</tr>
<tr>
<td width=337 valign=top style='width:252.9pt;border:solid black 1.0pt;
border-top:none;padding:0in 5.4pt 0in 5.4pt'>
<p class=MsoNoSpacing><span style='font-family:"Arial","sans-serif"'>Smith, Polly
Ann<o:p></o:p></span></p>
</td>
<td width=301 valign=top style='width:225.9pt;border-top:none;border-left:
none;border-bottom:solid black 1.0pt;border-right:solid black 1.0pt;
padding:0in 5.4pt 0in 5.4pt'>
<p class=MsoNoSpacing><span style='font-family:"Arial","sans-serif"'>Polly A
Smith<o:p></o:p></span></p>
</td>
</tr>
<tr>
<td width=337 valign=top style='width:252.9pt;border:solid black 1.0pt;
border-top:none;padding:0in 5.4pt 0in 5.4pt'>
<p class=MsoNoSpacing><span style='font-family:"Arial","sans-serif"'>Jones,
Frank J Jr<o:p></o:p></span></p>
</td>
<td width=301 valign=top style='width:225.9pt;border-top:none;border-left:
none;border-bottom:solid black 1.0pt;border-right:solid black 1.0pt;
padding:0in 5.4pt 0in 5.4pt'>
<p class=MsoNoSpacing><span style='font-family:"Arial","sans-serif"'>Frank J
Jones Jr<o:p></o:p></span></p>
</td>
</tr>
<tr>
<td width=337 valign=top style='width:252.9pt;border:solid black 1.0pt;
border-top:none;padding:0in 5.4pt 0in 5.4pt'>
<p class=MsoNoSpacing><span style='font-family:"Arial","sans-serif"'>Jones,
Frank Joseph Jr<o:p></o:p></span></p>
</td>
<td width=301 valign=top style='width:225.9pt;border-top:none;border-left:
none;border-bottom:solid black 1.0pt;border-right:solid black 1.0pt;
padding:0in 5.4pt 0in 5.4pt'>
<p class=MsoNoSpacing><span style='font-family:"Arial","sans-serif"'>Frank J
Jones Jr<o:p></o:p></span></p>
</td>
</tr>
<tr>
<td width=337 valign=top style='width:252.9pt;border:solid black 1.0pt;
border-top:none;padding:0in 5.4pt 0in 5.4pt'>
<p class=MsoNoSpacing><span style='font-family:"Arial","sans-serif"'>Smith
Jones, Mary Ann (Mary Ann is first name)<o:p></o:p></span></p>
</td>
<td width=301 valign=top style='width:225.9pt;border-top:none;border-left:
none;border-bottom:solid black 1.0pt;border-right:solid black 1.0pt;
padding:0in 5.4pt 0in 5.4pt'>
<p class=MsoNoSpacing><span style='font-family:"Arial","sans-serif"'>Mary Ann
Smith Jones<o:p></o:p></span></p>
</td>
</tr>
<tr>
<td width=337 valign=top style='width:252.9pt;border:solid black 1.0pt;
border-top:none;padding:0in 5.4pt 0in 5.4pt'>
<p class=MsoNoSpacing><span style='font-family:"Arial","sans-serif"'>Smith
Jones, Mary Ann Jean (with middle name)<o:p></o:p></span></p>
</td>
<td width=301 valign=top style='width:225.9pt;border-top:none;border-left:
none;border-bottom:solid black 1.0pt;border-right:solid black 1.0pt;
padding:0in 5.4pt 0in 5.4pt'>
<p class=MsoNoSpacing><span style='font-family:"Arial","sans-serif"'>Mary Ann
J Smith Jones<o:p></o:p></span></p>
</td>
</tr>
</table>
<p class=MsoNoSpacing><span style='font-family:"Arial","sans-serif"'><o:p> </o:p></span></p>
<p class=MsoNoSpacing><span style='font-family:"Arial","sans-serif"'><o:p> </o:p></span></p>
<p class=MsoNoSpacing><!--[if gte vml 1]><v:roundrect id="_x0000_s1026"
style='position:absolute;margin-left:64.85pt;margin-top:35.85pt;width:194.65pt;
height:1in;z-index:-2' arcsize="10923f" /><![endif]--><![if !vml]><span
style='mso-ignore:vglayout;position:absolute;z-index:-2;margin-left:85px;
margin-top:47px;width:262px;height:98px'><img width=262 height=98
src="cid:image001.png@01CBCF62.6D9A1430" v:shapes="_x0000_s1026"></span><![endif]><span
style='font-family:"Arial","sans-serif"'>The size of the window envelope used
for payroll documents also affects the name display. In order to maximize the
space, we have moved the Crew Unit from the right hand side to the top of the
name. <o:p></o:p></span></p>
<p class=MsoNoSpacing><span style='font-family:"Arial","sans-serif"'><o:p> </o:p></span></p>
<p class=MsoNoSpacing><span style='font-family:"Arial","sans-serif"'>Before: Smith,
Polly A 1209<o:p></o:p></span></p>
<p class=MsoNoSpacing><span style='font-family:"Arial","sans-serif"'> Address
1<o:p></o:p></span></p>
<p class=MsoNoSpacing><span style='font-family:"Arial","sans-serif"'> Address
2<o:p></o:p></span></p>
<p class=MsoNoSpacing><span style='font-family:"Arial","sans-serif"'> City/State/Zip<o:p></o:p></span></p>
<p class=MsoNoSpacing><span style='font-family:"Arial","sans-serif"'><o:p> </o:p></span></p>
<p class=MsoNoSpacing><span style='font-family:"Arial","sans-serif"'><o:p> </o:p></span></p>
<p class=MsoNoSpacing><span style='font-family:"Arial","sans-serif"'><o:p> </o:p></span></p>
<p class=MsoNoSpacing><!--[if gte vml 1]><v:roundrect id="_x0000_s1027"
style='position:absolute;margin-left:64.85pt;margin-top:.5pt;width:194.65pt;
height:1in;z-index:-1' arcsize="10923f" /><![endif]--><![if !vml]><span
style='mso-ignore:vglayout;position:absolute;z-index:-1;margin-left:85px;
margin-top:0px;width:262px;height:98px'><img width=262 height=98
src="cid:image002.png@01CBCF62.6D9A1430" v:shapes="_x0000_s1027"></span><![endif]><span
style='font-family:"Arial","sans-serif"'>After: 1209<o:p></o:p></span></p>
<p class=MsoNoSpacing style='margin-left:.5in;text-indent:.5in'><span
style='font-family:"Arial","sans-serif"'>Polly A Xxxxxxxxxxxxxxxxxxx<o:p></o:p></span></p>
<p class=MsoNoSpacing style='margin-left:.5in;text-indent:.5in'><span
style='font-family:"Arial","sans-serif"'>Address 1<o:p></o:p></span></p>
<p class=MsoNoSpacing style='margin-left:.5in;text-indent:.5in'><span
style='font-family:"Arial","sans-serif"'>Address 2 (if there is one)<o:p></o:p></span></p>
<p class=MsoNoSpacing style='margin-left:.5in;text-indent:.5in'><span
style='font-family:"Arial","sans-serif"'>City/State/Zip<o:p></o:p></span></p>
<p class=MsoNoSpacing><span style='font-family:"Arial","sans-serif"'><o:p> </o:p></span></p>
<p class=MsoNoSpacing><span style='font-family:"Arial","sans-serif"'><o:p> </o:p></span></p>
<p class=MsoNoSpacing><span style='font-family:"Arial","sans-serif"'>We will be
able to use the expanded address fields so that many addresses that previously required
two lines will fit on one line. <o:p></o:p></span></p>
<p class=MsoNoSpacing><b><u><span style='font-family:"Arial","sans-serif"'><o:p><span
style='text-decoration:none'> </span></o:p></span></u></b></p>
<p class=MsoNormal><b><u><span style='font-family:"Arial","sans-serif"'>E-Mail
Address<o:p></o:p></span></u></b></p>
<p class=MsoNormal><span style='font-family:"Arial","sans-serif"'>State E-Mail
Address is one of the new fields added to the employees’ PPDB record. The
initial population of this field with the E-PPDB Phase one implementation was
accomplished by loading the state email address currently in the iLearn system
and from spreadsheets provided by the agencies. <o:p></o:p></span></p>
<p class=MsoNormal><span style='font-family:"Arial","sans-serif"'>Since there
is no statewide automated process to continually update the State email
address, agency HR offices are responsible to enter or update this field as employees
are appointed or transferred from one agency to another. <o:p></o:p></span></p>
<p class=MsoNormal><span style='font-family:"Arial","sans-serif"'><o:p> </o:p></span></p>
<p class=MsoNormal><span style='font-family:"Arial","sans-serif"'>HR Systems
inquired if there was additional space on the check stub if the
employee’s state email address could also be added. This would give the
employee the opportunity to not only verify that their name and addresses are
correct on the check stub but to also verify their state email address and
report any discrepancies to their agency HR office. <o:p></o:p></span></p>
<p class=MsoNormal><span style='font-family:"Arial","sans-serif"'>Maintaining
accurate information in the PPDB system ensures accuracy in the many other systems
that rely on information from the PPDB system such as payroll, PERS and
PEBB. <o:p></o:p></span></p>
<p class=MsoNormal><span style='font-family:"Arial","sans-serif"'><o:p> </o:p></span></p>
<p class=MsoNormal><span style='font-family:"Arial","sans-serif"'>OSPS believed
that this was a worthwhile project and wished to participate on a cooperative
basis with PPDB to help them build a functional database of e-mail
addresses. <o:p></o:p></span></p>
<p class=MsoNormal><b><u><span style='font-family:"Arial","sans-serif"'><o:p><span
style='text-decoration:none'> </span></o:p></span></u></b></p>
<p class=MsoNormal><span style='font-family:"Arial","sans-serif"'><o:p> </o:p></span></p>
<p class=MsoNormal><span style='font-family:"Arial","sans-serif"'><o:p> </o:p></span></p>
<p class=MsoNormal><span style='font-family:"Arial","sans-serif"'><o:p> </o:p></span></p>
<p class=MsoNormal><b><span style='font-size:12.0pt;font-family:"Calibri","sans-serif";
color:gray'>Oregon Statewide Payroll Services<o:p></o:p></span></b></p>
<p class=MsoNormal><span style='font-size:12.0pt;font-family:"Calibri","sans-serif";
color:gray'>DAS/State Controller's Division</span><span style='font-size:12.0pt;
font-family:"Times New Roman","serif"'><o:p></o:p></span></p>
<p class=MsoNormal><span style='font-size:12.0pt;font-family:"Calibri","sans-serif";
color:gray'>155 Cottage Street NE, U-50<o:p></o:p></span></p>
<p class=MsoNormal><span style='font-size:12.0pt;font-family:"Calibri","sans-serif";
color:gray'>Salem, OR 97301-3969<o:p></o:p></span></p>
<p class=MsoNormal><span style='font-size:12.0pt;font-family:"Calibri","sans-serif";
color:gray'>(503) 378-6777 ext. 230</span><span style='font-size:12.0pt;
font-family:"Times New Roman","serif"'><o:p></o:p></span></p>
<p class=MsoNormal><span style='font-size:12.0pt;font-family:"Times New Roman","serif"'>Visit
our Online Resource Center: <span style='color:gray'><a
href="http://www.oregon.gov/DAS/SCD/OSPS/"><span style='color:blue'>http://www.oregon.gov/DAS/SCD/OSPS/</span></a></span><o:p></o:p></span></p>
<p class=MsoNormal><span style='font-size:12.0pt;font-family:"Times New Roman","serif"'> <o:p></o:p></span></p>
<p class=MsoNormal><span style='font-size:12.0pt;font-family:"Times New Roman","serif"'> <o:p></o:p></span></p>
<p class=MsoNormal><b><span style='font-size:10.0pt;font-family:"Arial","sans-serif";
color:navy'>How are we doing?</span></b><span style='font-size:12.0pt;
font-family:"Times New Roman","serif";color:black'><o:p></o:p></span></p>
<p class=MsoNormal><b><span style='font-size:10.0pt;font-family:"Arial","sans-serif";
color:navy'>Please complete our customer service survey:</span></b><span
style='font-size:12.0pt;font-family:"Times New Roman","serif";color:black'><o:p></o:p></span></p>
<p class=MsoNormal><span style='font-size:12.0pt;font-family:"Times New Roman","serif"'><a
href="http://www.surveymonkey.com/s/SCD_Feedback"
title="http://www.surveymonkey.com/s/SCD_Feedback"><i><span style='color:maroon'>http://www.surveymonkey.com/s/SCD_Feedback</span></i></a><span
style='color:black'><o:p></o:p></span></span></p>
<p class=MsoNormal><b><span style='font-size:10.0pt;font-family:"Arial","sans-serif";
color:navy'>Your opinion matters</span></b><span style='font-size:12.0pt;
font-family:"Times New Roman","serif";color:black'><o:p></o:p></span></p>
<p class=MsoNormal><b><span style='font-size:10.0pt;font-family:"Arial","sans-serif";
color:navy'>Thank You!</span></b><span style='font-size:12.0pt;font-family:
"Times New Roman","serif"'><o:p></o:p></span></p>
<p class=MsoNormal><o:p> </o:p></p>
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