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<p class="MsoNormal"><span style="font-family:Roboto;color:#1F497D">Good afternoon,<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-family:Roboto;color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-family:Roboto;color:#1F497D">I’m reaching to send a reminder about the three OAMs below and the October 7 comment deadline, and to ask that for the remaining comment period, please include OSPS Manager Tim Lowry (<a href="mailto:Timothy.LOWRY@das.oregon.gov">Timothy.LOWRY@das.oregon.gov</a>)
in your feedback. I’ll be out of the office starting tomorrow and I want everyone to know that Tim is available.
<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-family:Roboto;color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-family:Roboto;color:#1F497D">Thanks again for engaging with us in this process; we really appreciate the feedback!<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-family:Roboto;color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-family:Roboto;color:#1F497D">Rob<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-family:Roboto;color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><b><span style="font-family:Roboto;color:#1F497D;mso-ligatures:none">Robert W. Hamilton, CPA
<o:p></o:p></span></b></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:Roboto;color:#1F497D;mso-ligatures:none">State Controller</span><span style="font-size:16.0pt;font-family:Roboto;color:#1F497D;mso-ligatures:none"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:Roboto;color:#1F497D;mso-ligatures:none">971-719-3031</span><span style="color:#1F497D"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-family:Roboto;color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><o:p> </o:p></p>
<div>
<div style="border:none;border-top:solid #E1E1E1 1.0pt;padding:3.0pt 0in 0in 0in">
<p class="MsoNormal"><b><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;mso-ligatures:none">From:</span></b><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;mso-ligatures:none"> OSPS-News <osps-news-bounces@omls.oregon.gov>
<b>On Behalf Of </b>LOWRY Timothy * DAS<br>
<b>Sent:</b> Tuesday, September 23, 2025 10:58 AM<br>
<b>To:</b> osps-news@omls.oregon.gov<br>
<b>Subject:</b> OSPS News ~ Three payroll OAMs placed out-for-comment<o:p></o:p></span></p>
</div>
</div>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><span style="font-family:Roboto">Good morning,<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-family:Roboto"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-family:Roboto">We have placed three Oregon Accounting Manual (OAM) payroll policies as out-for-comment and we’re seeking agency feedback on them. The three OAMs are listed below along with a highlight of some the changes,
which I’m adding in lieu of a track changes document. Given the changes in format that have occurred, the track changes document is challenging to follow in my opinion. However, if you would like a copy, I’m happy to share it directly with you.
<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-family:Roboto"><o:p> </o:p></span></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l3 level1 lfo3"><i><span style="font-family:Roboto"><a href="https://www.oregon.gov/das/Financial/Acctng/Documents/45.07.00%20Time%20Record%20Approval%20Leave%20Reports-Final%20Draft%2009.2025.pdf">45.07.00
Payroll: Time Record Approval and Leave Report Review</a><o:p></o:p></span></i></li><ul style="margin-top:0in" type="circle">
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l3 level2 lfo3"><span style="font-family:Roboto">Paragraph 103: Adds a strong recommendation that supervisors review and approve time on a weekly basis, at the conclusion of their employees’ work
week.<o:p></o:p></span></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l3 level2 lfo3"><span style="font-family:Roboto">Paragraph 105: Emphasizes the need for agencies to ensure that there are alternate or delegate reviewers identified and authorized to approve employees’
time records when direct supervisors are absent or unavailable.<o:p></o:p></span></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l3 level2 lfo3"><span style="font-family:Roboto">Paragraph 107a: Adds when FLSA exempt employees that are unrepresented, management service, or unclassified service are required to submit their time.
<o:p></o:p></span></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l3 level2 lfo3"><span style="font-family:Roboto">Paragraph 108: Expands on supervisor responsibilities to enter time on behalf of an employee when necessary.
<o:p></o:p></span></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l3 level2 lfo3"><span style="font-family:Roboto">Updates OAM format.<o:p></o:p></span></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l3 level2 lfo3"><span style="font-family:Roboto">Updates language to OSC and CHRO.
<o:p></o:p></span></li></ul>
</ul>
<p class="MsoNormal"><span style="font-family:Roboto"><o:p> </o:p></span></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l3 level1 lfo3"><span style="font-family:Roboto"><a href="https://www.oregon.gov/das/Financial/Acctng/Documents/45.50.00%20Collection%20of%20Overpayment-Final%20Draft%2009.2025.pdf">45.50.00
<i>Payroll: Collection of Overpayment of Wages</i></a><o:p></o:p></span></li><ul style="margin-top:0in" type="circle">
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l3 level2 lfo3"><span style="font-family:Roboto">Incorporates the requirements of SB 968 (Oregon Laws 2025 Chapter 602), which was passed in the 2025 legislative session and signed by the governor.
While that law is effective 1/1/2026, we felt it was appropriate to implement it as a policy choice now given other necessary changes to this policy.<o:p></o:p></span></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l3 level2 lfo3"><span style="font-family:Roboto">Incorporates the requirements of the Workday Settlement on the ability of state agencies to recoup overpayments from employees.<o:p></o:p></span></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l3 level2 lfo3"><span style="font-family:Roboto">We are actively engaging with DOJ on the tax treatment covered in paragraph 111, so while that paragraph is tentative at this point, we did not want
to hold up this OAM for just this paragraph. <o:p></o:p></span></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l3 level2 lfo3"><span style="font-family:Roboto">Updates the OAM format.<o:p></o:p></span></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l3 level2 lfo3"><span style="font-family:Roboto">Updates language to OSC.<o:p></o:p></span></li></ul>
</ul>
<p class="MsoNormal"><span style="font-family:Roboto"><o:p> </o:p></span></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l3 level1 lfo3"><span style="font-family:Roboto"><a href="https://www.oregon.gov/das/Financial/Acctng/Documents/45.55.00-Collection%20of%20EE%20Benefit%20Amounts%20Paid%20by%20ER-Final%20Draft%2009.2025.pdf">45.55.00
<i>Payroll: Collection of Employee Benefit Payment Amounts Paid by the Employer</i></a><i> –
<span style="background:yellow;mso-highlight:yellow">NEW OAM</span></i><o:p></o:p></span></li><ul style="margin-top:0in" type="circle">
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l3 level2 lfo3"><span style="font-family:Roboto">Applies the same approach as OAM 45.50.00 above when it comes to SB 968 but focuses on situations when agencies pay employee benefits on behalf of
employees. This approach was pursued for consistency, from the perspective of the employee and agencies.
<o:p></o:p></span></li><ul style="margin-top:0in" type="square">
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l3 level3 lfo3"><span style="font-family:Roboto">This limits collections to 5% of gross wages per pay period. We recognized that three current CHRO policies allows 10%. If this part of the OAM were
to be approved, the CHRO policies would be updated to 5% to eliminate any the inconsistency.
<o:p></o:p></span></li></ul>
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l3 level2 lfo3"><span style="font-family:Roboto">This OAM does not refer to the Workday Settlement as items covered in this policy are outside the scope of the Settlement.
<o:p></o:p></span></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l3 level2 lfo3"><span style="font-family:Roboto">As with OAM 45.50.00, we are actively working the DOJ on the tax treatment covered in paragraph 111.
<o:p></o:p></span></li></ul>
</ul>
<p class="MsoNormal"><span style="font-family:Roboto"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-family:Roboto">While the links above directly take you to those OAMs, they can also be found at the
<a href="https://www.oregon.gov/das/Financial/Acctng/Pages/OAM.aspx">OAM website</a>.
<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-family:Roboto"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-family:Roboto">Those changes listed above are what I believe the highlights to be, but I’m hoping you’ll review the proposed OAMs in their entirety when providing feedback.<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-family:Roboto"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-family:Roboto">The comment period for these three OAMs closes at the end of the day on
<u>Tuesday, October 7</u>. Please email your feedback to me at <a href="mailto:robert.w.hamilton@das.oregon.gov">
robert.w.hamilton@das.oregon.gov</a><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-family:Roboto"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-family:Roboto">Thank you so much for engaging with us in this process!<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-family:Roboto"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-family:Roboto">Rob<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-family:Roboto"><o:p> </o:p></span></p>
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Description automatically generated" v:shapes="Picture_x0020_1"><![endif]><b><span style="font-family:Roboto;mso-ligatures:none">Robert
W. Hamilton, CPA <o:p></o:p></span></b></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:Roboto;color:#353535;mso-ligatures:none">State Controller</span><span style="font-size:16.0pt;font-family:Roboto;color:#353535;mso-ligatures:none"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:Roboto;mso-ligatures:none">Chief Financial Office</span><span style="font-size:16.0pt;font-family:Roboto;mso-ligatures:none"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:Roboto;mso-ligatures:none">971-719-3031<o:p></o:p></span></p>
<p class="MsoNormal" style="margin-left:13.5pt;text-indent:-13.5pt"><a href="http://www.oregon.gov/DAS/financial/acctng"><span style="font-size:10.0pt;font-family:Roboto;color:blue;mso-ligatures:none">http://www.oregon.gov/DAS/financial/acctng</span></a><span style="font-size:10.0pt;font-family:Roboto;mso-ligatures:none"><o:p></o:p></span></p>
<p class="MsoNormal"><i><span style="font-size:10.0pt;font-family:Roboto;mso-ligatures:none">Pronouns: he, him, his<o:p></o:p></span></i></p>
<p class="MsoNormal"><o:p> </o:p></p>
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