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<p class="MsoNormal"><span style="color:#1F497D">Payroll professionals,<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D">Please see below from the Workday team regarding entries into PPDB during the month of January.
<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D">Thanks, <o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
<div>
<p class="MsoNormal"><span style="font-size:12.0pt;font-family:"Times New Roman",serif;color:#2F1444">Geri Greeno-Sanders<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt;font-family:"Times New Roman",serif;color:#2F1444">OSPS Senior System Analyst<o:p></o:p></span></p>
<p class="MsoNormal"><b><span style="font-size:12.0pt;font-family:"Times New Roman",serif;color:#2F1444">DAS/EGS/FBS/Oregon Statewide Payroll Services<o:p></o:p></span></b></p>
<p class="MsoNormal"><span style="font-size:12.0pt;font-family:"Times New Roman",serif;color:#2F1444">(503) 373-0259 – direct<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt;font-family:"Times New Roman",serif;color:#2F1444">(503) 378-3518 – fax
<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt;font-family:"Times New Roman",serif;color:#271137"><a href="mailto:geri.l.greeno-sanders@oregon.gov">geri.l.greeno-sanders@oregon.gov</a>
<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Times New Roman",serif;color:#1F497D"><a href="http://www.oregon.gov/DAS/Financial/payroll/Pages/index.aspx">www.oregon.gov/DAS/Financial/payroll/Pages/index.aspx</a>
<o:p></o:p></span></p>
</div>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
<div>
<div style="border:none;border-top:solid #E1E1E1 1.0pt;padding:3.0pt 0in 0in 0in">
<p class="MsoNormal"><b>From:</b> LAWSON Twyla * DAS <br>
<b>Sent:</b> Tuesday, January 08, 2019 10:41 AM<br>
<b>To:</b> das_ppdb_group@listsmart.osl.state.or.us<br>
<b>Cc:</b> GREENO-SANDERS Geri L * DAS <Geri.L.GREENO-SANDERS@oregon.gov><br>
<b>Subject:</b> Cutover Month - Important updates regarding PPDB entry during this period<o:p></o:p></p>
</div>
</div>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">Good morning PPDB and Payroll staff,<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">I think there may be a small misunderstanding we want to clear up. While we hoped all address changes could have been entered before January 1, we realize some did not get in by that date. The PPDB Transition Team will be keying address
changes all month so please forward them to us for keying. They will also be keyed into Workday so the employee will see the updated address when they first login to Workday. For printing W-2’s with the correct address they need to be to the central team
to be keyed by no later than close of business tomorrow, January 9<sup>th</sup>. <o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">The PPDB Transition team is working hard to get PA Actions keyed as soon as they are received. However, please allow up to 48 hours for processing (longer if it is a retroactive action as it may take research, etc.). Then please do check
your turnarounds to ensure all have been keyed. If you have any questions please contact us. <o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">Here are some special notes from our PPDB Transition Team Lead to help with processing during this time:
<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoListParagraph" style="text-indent:-.25in;line-height:105%;mso-list:l0 level1 lfo2">
<![if !supportLists]><span style="font-family:Symbol"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><b><u>Prior to submitting any PA actions please ensure you do the following:
<o:p></o:p></u></b></p>
<p class="MsoListParagraphCxSpMiddle" style="margin-left:1.0in;mso-add-space:auto;text-indent:-.25in;line-height:105%;mso-list:l0 level2 lfo2">
<![if !supportLists]><span style="font-family:"Courier New""><span style="mso-list:Ignore">o<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]>Enter the agency number on top of personnel action if not available on action – We are processing for over 90 agencies so this will be very helpful.
<o:p></o:p></p>
<p class="MsoListParagraphCxSpMiddle" style="margin-left:1.0in;mso-add-space:auto;text-indent:-.25in;line-height:105%;mso-list:l0 level2 lfo2">
<![if !supportLists]><span style="font-family:"Courier New""><span style="mso-list:Ignore">o<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]>If employee has OR# please only use this number going forward on the PA Action, we do not want an SSN.
<o:p></o:p></p>
<p class="MsoListParagraphCxSpMiddle" style="margin-left:1.0in;mso-add-space:auto;text-indent:-.25in;line-height:105%;mso-list:l0 level2 lfo2">
<![if !supportLists]><span style="font-family:"Courier New""><span style="mso-list:Ignore">o<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]>Include all PA action codes needed at the top of the PA action (If retroactive action, see bullet below)<o:p></o:p></p>
<p class="MsoListParagraph" style="text-indent:-.25in;line-height:105%;mso-list:l0 level1 lfo2">
<![if !supportLists]><span style="font-family:Symbol"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><b><u>Retroactive actions</u></b> - If personnel action is effective prior to 1/1/19 PLEASE WRITE ‘RETRO’ ON TOP OF ACTION. Include effective dates for each separate PA action involved. These are not to be keyed until a thorough
review has been done by Kim Courtright or Jeanette Miley. We will contact you if we have any questions.
<o:p></o:p></p>
<p class="MsoListParagraphCxSpMiddle" style="margin-left:1.0in;mso-add-space:auto;text-indent:-.25in;line-height:105%;mso-list:l0 level2 lfo2">
<![if !supportLists]><span style="font-family:"Courier New""><span style="mso-list:Ignore">o<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]>Document complete details of what is needed, retroactive date, etc. As much information as possible.
<o:p></o:p></p>
<p class="MsoListParagraph" style="text-indent:-.25in;line-height:105%;mso-list:l0 level1 lfo2">
<![if !supportLists]><span style="font-family:Symbol"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><b><u>Purging </u></b>- These are not to be keyed until a thorough review has been done by Kim Courtright or Jeanette Miley. We will contact you if we have any questions.<o:p></o:p></p>
<p class="MsoListParagraph" style="text-indent:-.25in;line-height:105%;mso-list:l0 level1 lfo2">
<![if !supportLists]><span style="font-family:Symbol"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><b><u>Centrally validating all new hire SSNs</u></b> – The PPDB Transition Team is checking all new hire SSN/s through the Social Security Verification process with the federal government. Validation for SSN through this system
matches their SSN/DOB/Name. Any SSN corrections will go through Kim or Jeanette.
<o:p></o:p></p>
<p class="MsoListParagraph" style="text-indent:-.25in;line-height:105%;mso-list:l0 level1 lfo2">
<![if !supportLists]><span style="font-family:Symbol"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><b><u>No future month</u></b> - No future month effective dates will be keyed during this cutover month into PPDB (FUT code will not be used)<o:p></o:p></p>
<p class="MsoListParagraph" style="text-indent:-.25in;line-height:105%;mso-list:l0 level1 lfo2">
<![if !supportLists]><span style="font-family:Symbol"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><b><u>Differentials</u></b> - Remember the beginning and ending codes are effective the beginning of the effective date keyed.
<o:p></o:p></p>
<p class="MsoListParagraph" style="text-indent:-.25in;line-height:105%;mso-list:l0 level1 lfo2">
<![if !supportLists]><span style="font-family:Symbol"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><b><u>PERS Status Checks</u></b> - PERS Status Checks on new employees should be completed prior to transmitting the personnel actions to the PPDB Transition Team.
<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><b><span style="font-size:10.0pt;font-family:"Arial",sans-serif">Just a reminder, below is the plan sent out earlier for how PPDB processing is occurring during the transition period from January 2 to January 31, 2019. Please note:<o:p></o:p></span></b></p>
<p class="MsoListParagraph"><span style="font-size:10.0pt;font-family:"Arial",sans-serif"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Arial",sans-serif">All personnel actions will be processed by the PPDB Transition Team as a central group. All other PPDB users have been changed to display only. The following are the different
options available to agencies for submitting information to be keyed: <o:p></o:p></span></p>
<p class="MsoListParagraph" style="margin-left:.75in"><span style="font-size:10.0pt;font-family:"Arial",sans-serif"><o:p> </o:p></span></p>
<table class="MsoNormalTable" border="0" cellspacing="0" cellpadding="0" style="border-collapse:collapse">
<tbody>
<tr>
<td width="260" valign="top" style="width:229.8pt;border:solid windowtext 1.0pt;padding:0in 5.4pt 0in 5.4pt">
<p class="MsoListParagraph" align="center" style="margin-left:0in;text-align:center">
<b><span style="font-size:10.0pt;font-family:"Arial",sans-serif">Submission method<o:p></o:p></span></b></p>
</td>
<td width="351" valign="top" style="width:354.6pt;border:solid windowtext 1.0pt;border-left:none;padding:0in 5.4pt 0in 5.4pt">
<p class="MsoListParagraph" align="center" style="margin-left:0in;text-align:center">
<b><span style="font-size:10.0pt;font-family:"Arial",sans-serif">PA <span style="color:#C00000">
with</span> personally identifiable information (PII) (e.g., SSN; DOB; OR#)<o:p></o:p></span></b></p>
</td>
<td width="97" valign="top" style="width:85.2pt;border:solid windowtext 1.0pt;border-left:none;padding:0in 5.4pt 0in 5.4pt">
<p class="MsoListParagraph" align="center" style="margin-left:0in;text-align:center">
<b><span style="font-size:10.0pt;font-family:"Arial",sans-serif">PA <span style="color:#C00000">
without </span>PII<o:p></o:p></span></b></p>
</td>
</tr>
<tr>
<td width="260" valign="top" style="width:229.8pt;border:solid windowtext 1.0pt;border-top:none;padding:0in 5.4pt 0in 5.4pt">
<p class="MsoNormal" style="line-height:105%"><b><span style="font-size:10.0pt;line-height:105%;font-family:"Arial",sans-serif">Fax: 503-934-0853<o:p></o:p></span></b></p>
<p class="MsoNormal" style="line-height:105%"><span style="font-size:10.0pt;line-height:105%;font-family:"Arial",sans-serif">ATTENTION: PPDB Transition
<o:p></o:p></span></p>
</td>
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<b><span style="font-size:10.0pt;font-family:Wingdings;color:#00B050">ü</span></b><b><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:#00B050"><o:p></o:p></span></b></p>
</td>
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<p class="MsoListParagraph" align="center" style="margin-left:0in;text-align:center">
<b><span style="font-size:10.0pt;font-family:Wingdings;color:#00B050">ü</span></b><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:#00B050"><o:p></o:p></span></p>
</td>
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<tr>
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<p class="MsoNormal" style="line-height:105%"><span style="font-size:10.0pt;line-height:105%;font-family:"Arial",sans-serif">Secure Mail: Workday Project Office at:<o:p></o:p></span></p>
<p class="MsoNormal" style="line-height:105%"><span style="font-size:10.0pt;line-height:105%;font-family:"Arial",sans-serif">1177 Center St. NE Salem, Oregon 97301-2503<o:p></o:p></span></p>
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<b><span style="font-size:10.0pt;font-family:Wingdings;color:#00B050">ü</span></b><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:#00B050"><o:p></o:p></span></p>
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<b><span style="font-size:10.0pt;font-family:Wingdings;color:#00B050">ü</span></b><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:#00B050"><o:p></o:p></span></p>
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<p class="MsoNormal" style="line-height:105%"><span style="font-size:10.0pt;line-height:105%;font-family:"Arial",sans-serif">Email:
<span style="color:#0070C0"><a href="mailto:group.ppdb@oregon.gov"><span style="font-family:"Calibri",sans-serif;color:#0070C0">group.ppdb@oregon.gov</span></a>
</span> <o:p></o:p></span></p>
<p class="MsoNormal" style="line-height:105%"><span style="font-size:10.0pt;line-height:105%;font-family:"Arial",sans-serif">ATTENTION: PPDB Transition<o:p></o:p></span></p>
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<b><span style="font-size:14.0pt;font-family:Wingdings;color:#C00000">û</span></b><b><span style="font-size:14.0pt;font-family:"Arial",sans-serif"><o:p></o:p></span></b></p>
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<b><span style="font-size:10.0pt;font-family:Wingdings;color:#00B050">ü</span></b><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:#00B050"><o:p></o:p></span></p>
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<p class="MsoListParagraph" style="margin-left:0in"><span style="font-size:10.0pt;font-family:"Arial",sans-serif">Phone: 503-934-3500
<o:p></o:p></span></p>
<p class="MsoListParagraph" style="margin-left:0in"><i><span style="font-size:10.0pt;font-family:"Arial",sans-serif">(for calls, not fax, see above for fax #)<o:p></o:p></span></i></p>
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<b><span style="font-size:10.0pt;font-family:Wingdings;color:#00B050">ü</span></b><span style="font-size:10.0pt;font-family:"Arial",sans-serif"><o:p></o:p></span></p>
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<b><span style="font-size:10.0pt;font-family:Wingdings;color:#00B050">ü</span></b><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:#00B050"><o:p></o:p></span></p>
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<p class="MsoListParagraph" style="margin-left:1.0in"><span style="font-size:10.0pt;font-family:"Arial",sans-serif"><o:p> </o:p></span></p>
<p class="MsoNormal" style="line-height:105%"><span style="font-size:10.0pt;line-height:105%;font-family:"Arial",sans-serif">We ask agencies to document as much detail as possible using the current form and process. This includes any field information needed
to perform the action(s) specified. Then, the HR Office should ensure all forms are reviewed for accuracy and submitted to the PPDB Transition Team appropriately. Retain any back-up documentation within your agency’s HR office to support the PA Action. Examples
of items to be retained within the agency are: <o:p></o:p></span></p>
<p class="MsoListParagraph" style="text-indent:-.25in;line-height:105%;mso-list:l1 level1 lfo4">
<![if !supportLists]><span style="font-size:10.0pt;line-height:105%;font-family:Symbol"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><span style="font-size:10.0pt;line-height:105%;font-family:"Arial",sans-serif">I-9’s<o:p></o:p></span></p>
<p class="MsoListParagraph" style="text-indent:-.25in;line-height:105%;mso-list:l1 level1 lfo4">
<![if !supportLists]><span style="font-size:10.0pt;line-height:105%;font-family:Symbol"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><span style="font-size:10.0pt;line-height:105%;font-family:"Arial",sans-serif">Medical forms<o:p></o:p></span></p>
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<![if !supportLists]><span style="font-size:10.0pt;line-height:105%;font-family:Symbol"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><span style="font-size:10.0pt;line-height:105%;font-family:"Arial",sans-serif">LD agreements<o:p></o:p></span></p>
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<![if !supportLists]><span style="font-size:10.0pt;line-height:105%;font-family:Symbol"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><span style="font-size:10.0pt;line-height:105%;font-family:"Arial",sans-serif">WOC agreements<o:p></o:p></span></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Arial",sans-serif">For more information about what’s happening before and during the cutover month, please review the project team’s cheat sheets containing in-depth
</span><a href="https://www.oregon.gov/das/HR/Documents/Workday%20Project%20-%20From%20now%20until%20cutover%20month.pdf"><span style="font-size:10.0pt;font-family:"Arial",sans-serif">pre-cutover month</span></a><span style="font-size:10.0pt;font-family:"Arial",sans-serif">
and </span><a href="https://www.oregon.gov/das/HR/Documents/Workday%20Project%20-%20Cutover%20month.pdf"><span style="font-size:10.0pt;font-family:"Arial",sans-serif">cutover month</span></a><span style="font-size:10.0pt;font-family:"Arial",sans-serif"> details.
Please stay tuned for even greater detail in the near future.<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Arial",sans-serif"><o:p> </o:p></span></p>
<p class="MsoNormal"><u><span style="font-size:10.0pt;font-family:"Arial",sans-serif">Hyperlinks<o:p></o:p></span></u></p>
<p class="MsoListParagraph" style="text-indent:-.25in;mso-list:l2 level1 lfo6"><![if !supportLists]><span style="font-family:Symbol"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]>Workday Project homepage: <a href="https://www.oregon.gov/das/HR/pages/workday.aspx">
https://www.oregon.gov/das/HR/pages/workday.aspx</a> <o:p></o:p></p>
<p class="MsoListParagraph" style="text-indent:-.25in;mso-list:l2 level1 lfo6"><![if !supportLists]><span style="font-family:Symbol"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]>Pre-cutover month details: <a href="https://www.oregon.gov/das/HR/Documents/Workday%20Project%20-%20From%20now%20until%20cutover%20month.pdf">
https://www.oregon.gov/das/HR/Documents/Workday%20Project%20-%20From%20now%20until%20cutover%20month.pdf</a>
<o:p></o:p></p>
<p class="MsoListParagraph" style="text-indent:-.25in;mso-list:l2 level1 lfo6"><![if !supportLists]><span style="font-family:Symbol"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]>Cutover month details: <a href="https://www.oregon.gov/das/HR/Documents/Workday%20Project%20-%20Cutover%20month.pdf">
https://www.oregon.gov/das/HR/Documents/Workday%20Project%20-%20Cutover%20month.pdf</a>
<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">Thank you,<o:p></o:p></p>
<p class="MsoNormal">Twyla <o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><b><span style="font-size:12.0pt;font-family:"Arial",sans-serif;color:#2E74B5"><o:p> </o:p></span></b></p>
<p class="MsoNormal"><b><span style="font-size:12.0pt;font-family:"Arial",sans-serif;color:#2E74B5">Twyla Lawson, SPHR/SHRM-SCP | Business Change/HR Systems Manager | Workday Project | DAS - CHRO<o:p></o:p></span></b></p>
<p class="MsoNormal"><span style="font-size:12.0pt;font-family:"Arial",sans-serif;color:#2E74B5">c: 503-949-4634 |
</span><span style="font-size:12.0pt;font-family:"Arial",sans-serif"><a href="mailto:Twyla.Lawson@oregon.gov">Twyla.Lawson@oregon.gov</a><span style="color:#2E74B5">
<o:p></o:p></span></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt;font-family:"Arial",sans-serif;color:#2E74B5"><o:p> </o:p></span></p>
<p class="MsoNormal"><i><span style="font-size:12.0pt;font-family:"Arial",sans-serif;color:#2E74B5">Stay informed about Oregon state government’s Workday Project by visiting our website
</span></i><span style="color:#44546A"><a href="http://www.oregon.gov/das/HR/Pages/HRIS.aspx"><i><span style="font-size:12.0pt;font-family:"Arial",sans-serif">here</span></i></a></span><i><span style="font-size:12.0pt;font-family:"Arial",sans-serif;color:#2E74B5">.<o:p></o:p></span></i></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><img border="0" width="240" height="73" id="Picture_x0020_1" src="cid:image001.png@01D4A739.7EB98950" alt="Simplified signature line - 9.15.17"><o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
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