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<p class="MsoNormal"><span style="color:#1F497D">Good Afternoon,<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">See the attached guidance and email string from SARS regarding tracking time worked in response to the coronavirus pandemic.<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">As always, agencies can utilize the PCHG screen to create a 4 digit shortcut code to the project code outlined in the SARS communication. Each agency would be expected to manage the PCHG screen themselves and
communicate to their employees what shortcut code was created.<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;color:#1F497D">Thanks,<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt;font-family:"Book Antiqua",serif;color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt;font-family:"Book Antiqua",serif;color:#1F497D">Matthew Riley, CPA<o:p></o:p></span></p>
<p class="MsoNormal"><b><span style="font-size:12.0pt;font-family:"Book Antiqua",serif;color:#A6A6A6">OSPS Sr. Application Analyst<o:p></o:p></span></b></p>
<p class="MsoNormal"><b><span style="font-size:12.0pt;font-family:"Book Antiqua",serif;color:#A6A6A6">DAS | Oregon Statewide Payroll Services<o:p></o:p></span></b></p>
<p class="MsoNormal"><span style="font-size:12.0pt;font-family:"Book Antiqua",serif;color:#1F497D">(503) 373-0254 – direct<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt;font-family:"Book Antiqua",serif;color:#1F497D">(503) 378-3518 – fax<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:7.0pt;font-family:"Times New Roman",serif;color:#BFBFBF"><a href="http://oregon.gov/DAS/Financial/payroll/Pages/index.aspx"><span style="font-size:11.0pt;color:#BFBFBF;text-decoration:none">http://oregon.gov/DAS/Financial/payroll/Pages/index.aspx</span></a></span><span style="font-family:"Times New Roman",serif;color:#BFBFBF"><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> CAFR-Contacts-News <cafr-contacts-news-bounces@listsmart.osl.state.or.us>
<b>On Behalf Of </b>HAMILTON Robert W * DAS via CAFR-Contacts-News<br>
<b>Sent:</b> Tuesday, March 24, 2020 2:49 PM<br>
<b>To:</b> cafr-contacts-news@listsmart.osl.state.or.us<br>
<b>Cc:</b> eccfinance <eccfinance@mil.state.or.us><br>
<b>Subject:</b> [CAFR-Contacts-News] FW: Accounting and reporting COVID-19 costs<br>
<b>Importance:</b> High<o:p></o:p></p>
</div>
</div>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><span style="color:#1F497D">Hello CAFR Contacts,<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">It was brought to my attention that the guidance contained in our original email needed corrections regarding inputting the Work Charge in ePayroll. Rather than “COVID1”, the Work Charge field needs to be “PJTCOVID119”
in order to flow through accurately from ePayroll to R*STARS. The directions (attached) have been updated to reflect this corrected guidance. They will also be on the SARS main webpage shortly.<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">OSPS will be providing additional tools to payroll shops to equip agencies to accurately track this information.
<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">I am sorry if this caused issues at your agency.
<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">Also, in conjunction with ECC, FAQs have been created and will be made available soon.<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 let me know if there are any questions.<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">Rob<o:p></o:p></span></p>
<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> CAFR-Contacts-News <<a href="mailto:cafr-contacts-news-bounces@listsmart.osl.state.or.us">cafr-contacts-news-bounces@listsmart.osl.state.or.us</a>>
<b>On Behalf Of </b>HAMILTON Robert W * DAS via CAFR-Contacts-News<br>
<b>Sent:</b> Friday, March 20, 2020 2:35 PM<br>
<b>To:</b> <a href="mailto:cafr-contacts-news@listsmart.osl.state.or.us">cafr-contacts-news@listsmart.osl.state.or.us</a><br>
<b>Cc:</b> NAUGHTON George M * DAS <<a href="mailto:George.M.NAUGHTON@oregon.gov">George.M.NAUGHTON@oregon.gov</a>>; eccfinance <<a href="mailto:eccfinance@mil.state.or.us">eccfinance@mil.state.or.us</a>>; NASS Kate * DAS <<a href="mailto:Kate.NASS@oregon.gov">Kate.NASS@oregon.gov</a>><br>
<b>Subject:</b> [CAFR-Contacts-News] Accounting and reporting COVID-19 costs<br>
<b>Importance:</b> High<o:p></o:p></p>
</div>
</div>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">Hello CAFR Contacts,<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">The Office of Emergency Management’s Emergency Coordination Center (ECC)
<b><u>needs information from each state agency (including those not on R*STARS)</u></b> that incurs the direct costs related to the state’s response to the coronavirus pandemic. Below is their request for
<b><u>weekly</u></b> information via the attached Excel spreadsheet and how to provide it to them. SARS and Financial Business Systems (FBS) have put together a way to leverage R*STARS to efficiently provide this information (see attached and information following
ECC’s request).<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">Regarding that information request:<o:p></o:p></p>
<p class="MsoListParagraph" style="text-indent:-.25in;mso-list:l0 level1 lfo2"><![if !supportLists]><span style="mso-list:Ignore">1.<span style="font:7.0pt "Times New Roman"">
</span></span><![endif]>Because payroll is only run once per month, providing payroll information monthly is acceptable. However, if your agency is able to provide information more often, they would like it to be included in the submission.<o:p></o:p></p>
<p class="MsoListParagraph" style="text-indent:-.25in;mso-list:l0 level1 lfo2"><![if !supportLists]><span style="mso-list:Ignore">2.<span style="font:7.0pt "Times New Roman"">
</span></span><![endif]>Most agencies input their SPOTS purchases on a monthly basis into R*STARS. If agencies are able to provide this information weekly in their submission, it would be helpful, but we understand that may not be practicable.
<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<div style="border:solid windowtext 1.0pt;padding:1.0pt 4.0pt 1.0pt 4.0pt">
<p class="MsoNormal">ECC’s request:<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><i>The Office of Emergency Management’s Emergency Coordination Center has stood up a finance section to track all costs associated with the COVID-19 response for all state agencies.
<o:p></o:p></i></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><i>In an effort to accurately capture and report on costs associated with the COVID 19 pandemic all agencies will need to either begin or continue tracking costs associated with your organization’s efforts. For purposes of statewide reporting,
please utilize the attached spreadsheet to report your costs. Please submit to the finance section of the State ECC at
<a href="mailto:eccfinance@mil.state.or.us">eccfinance@mil.state.or.us</a> <b><u>by close of business each Wednesday for the costs paid during the preceding week</u></b>. As this event has been ongoing for several weeks, the first submission will be extended
to April 1. The next report will be due April 8. Note: Please submit a revised spreadsheet each week. This information will include actual personnel costs, services & supply costs, and capital outlay costs.<o:p></o:p></i></p>
<p class="MsoNormal"><i><o:p> </o:p></i></p>
<p class="MsoNormal"><i>Agencies Supporting the State Emergency Coordination Center,<o:p></o:p></i></p>
<p class="MsoNormal"><i>If you are an entity that has staff supporting the State Emergency Coordination Center in Salem, we are asking that you provide actual costs associated with that support.<o:p></o:p></i></p>
<p class="MsoNormal"><i> <o:p></o:p></i></p>
<p class="MsoNormal"><i>Thank You<o:p></o:p></i></p>
</div>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">To efficiently meet ECC’s needs and those of statewide leadership The DAS Chief Financial Office is requiring each state agency that uses R*STARS to set up a project and phase in the accounting system
<b>as soon as possible</b> to track costs incurred <b>directly</b> related to the state’s response to the coronavirus pandemic.
<o:p></o:p></p>
<p class="MsoNormal"><b><u><o:p><span style="text-decoration:none"> </span></o:p></u></b></p>
<p class="MsoNormal"><b><u>There is an attached document directing agencies on how to setup and title the project and phase in R*STARS, along with how to include the project in ePayroll.</u></b> If your agency has already established a process for tracking
these costs, and is not DHS, OHA, or ODOT, please follow the process outlined in the attached document and report all costs in this manner, including those that have already been incurred.<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">SARS has excused only DHS, OHA, and ODOT, and, as they have separate mechanisms to account for and report the necessary information. Questions about those specific processes should be directed to the accounting leadership at those agencies.<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">If there are any questions, please feel free to reach out.<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">Thank you for everyone’s efforts to efficiently and effectively capture and report these costs.<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">Rob<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><b><span style="font-size:8.0pt;font-family:"Verdana",sans-serif;color:#353535">Robert W. Hamilton, CPA<o:p></o:p></span></b></p>
<p class="MsoNormal"><b><span style="font-size:8.0pt;font-family:"Verdana",sans-serif;color:#353535">Statewide Accounting and Reporting Services Manager</span></b><b><span style="font-family:"Verdana",sans-serif;color:#353535"><o:p></o:p></span></b></p>
<p class="MsoNormal"><span style="font-size:8.0pt;font-family:"Verdana",sans-serif;color:#353535">Chief Financial Office</span><o:p></o:p></p>
<p class="MsoNormal"><span style="font-size:8.0pt;font-family:"Verdana",sans-serif;color:#353535">Department of Administrative Services</span><span style="font-size:8.0pt"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:8.0pt;font-family:"Verdana",sans-serif">Phone: (503) 373-0299<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:8.0pt;font-family:"Verdana",sans-serif"><a href="http://www.oregon.gov/DAS/financial/acctng"><span style="color:blue">http://www.oregon.gov/DAS/financial/acctng</span></a><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:8.0pt"> <o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:8.0pt;font-family:"Verdana",sans-serif;color:#353535">Data Classification: Level 1 - Published</span><o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
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