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<p class="xmsonormal"><span style="color:black">Good afternoon,</span><o:p></o:p></p>
<p class="xmsonormal"><span style="color:black"> </span><o:p></o:p></p>
<p class="xmsonormal"><span style="color:black">We have placed three Oregon Accounting Manual (OAM) payroll policies as out-for-comment and we’re seeking agency feedback on them. We are currently in the process of updating 12 OAMs, and this is the first of
four rounds of OAMs that we are seeking feedback on. Our goal is to send out 3 OAMs each week for the next 4 weeks.<o:p></o:p></span></p>
<p class="xmsonormal"><span style="color:black"><o:p> </o:p></span></p>
<p class="xmsonormal"><span style="color:black">The three OAMs are listed below along with a description of the most impactful 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, we are happy to share it directly with you.</span><o:p></o:p></p>
<p class="xmsonormal"><span style="color:black"> </span><o:p></o:p></p>
<ul style="margin-top:0in" type="disc">
<li class="xmsonormal" style="color:#156082;mso-list:l0 level1 lfo1"><i><a href="https://www.oregon.gov/das/Financial/Acctng/Documents/45.05.00%20Regular%20Pay%20Days-Final%20Draft.pdf">45.05.00 Payroll: Regular Paydays</a></i><o:p></o:p></li><ul style="margin-top:0in" type="circle">
<li class="xmsonormal" style="color:black;mso-list:l0 level2 lfo1"><span class="xnormaltextrun"><span style="background:white">Definitions: Update definition to include the exception of December payroll, which will be paid on the first banking day in January.</span></span><span class="xeop"><span style="background:white"> </span></span><o:p></o:p></li><li class="xmsonormal" style="mso-list:l0 level2 lfo1"><a name="x__Hlk223012620"></a><a name="x__Hlk223011463"></a><span style="mso-bookmark:x__Hlk223012620"><span style="color:black">Applicability section: Added language from OAM .01.05.00 to section to clarify
that “<i>If any provisions of OAM policies or procedures conflict with bargaining agreements, the provisions of bargaining agreements would supersede OAM guidance.”</i> </span></span><span style="mso-bookmark:x__Hlk223012620"></span><o:p></o:p></li><li class="xmsonormal" style="color:black;mso-list:l0 level2 lfo1"><span class="xnormaltextrun"><span style="background:white">Section 101: Updated by adding language from OAM 45.07.00 Section 108, to further clarify</span></span><span class="xnormaltextrun"> payroll run
1 and 2. </span><span class="xeop"><span style="background:white"> </span></span><o:p></o:p></li><li class="xmsonormal" style="color:black;mso-list:l0 level2 lfo1">Section 105: New language for 105. Added language from ORS 652.120 regarding unpaid wages. Updated section numbers.<o:p></o:p></li><li class="xmsonormal" style="color:black;mso-list:l0 level2 lfo1">Section 106: Language was updated to align with current practices within Workday Payroll and takes into consideration that not all agencies utilize Workday. <o:p></o:p></li><li class="xmsonormal" style="color:black;mso-list:l0 level2 lfo1"><a name="x__Hlk223011423">Updates OAM format and verified references/authorities.</a><o:p></o:p></li><li class="xmsonormal" style="color:black;mso-list:l0 level2 lfo1">Updates language to include Workday Payroll Services and replace OSPS Statewide Payroll Calendar with Workday Payroll System Processing Calendar.<o:p></o:p></li></ul>
</ul>
<p class="xmsonormal"><span style="color:black"> </span><o:p></o:p></p>
<ul style="margin-top:0in" type="disc">
<li class="xmsonormal" style="color:#156082;mso-list:l1 level1 lfo2"><i><a href="https://www.oregon.gov/das/Financial/Acctng/Documents/45.06.00%20Sick%20Leave%20at%20Retirement-Final%20Draft.pdf">45.06.00 Payroll: Sick Leave at Retirement</a></i><o:p></o:p></li></ul>
<ul style="margin-top:0in" type="disc">
<ul style="margin-top:0in" type="circle">
<li class="xmsonormal" style="color:black;mso-list:l2 level2 lfo3"><span class="xnormaltextrun"><span style="background:white">Exclusions and Special Situations: Added</span></span><span class="xnormaltextrun"> an exclusion to the policy for Oregon Public Service
Retirement Plan (OPSRP) Retirees under ORS Chapter 238A with a reference OAM policy 60.000.01.</span><span class="xeop"><span style="background:white"> </span></span><o:p></o:p></li><li class="xmsonormal" style="mso-list:l2 level2 lfo3"><span class="xnormaltextrun"><span style="color:black;background:white">Definitions: Added definition for</span></span><span class="xnormaltextrun"><span style="color:black"> “</span></span><span style="color:black">employer
agency” to provide clarity to the policy.</span><o:p></o:p></li><li class="xmsonormal" style="color:black;mso-list:l2 level2 lfo3">Updates OAM format and verified references/authorities.<o:p></o:p></li><li class="xmsonormal" style="color:black;mso-list:l2 level2 lfo3">Replaced “employing agency” with “employer agency.”<o:p></o:p></li><li class="xmsonormal" style="color:black;mso-list:l2 level2 lfo3">Changed ‘Sick Leave Balance Expiration’ header to “Disposition of Sick Leave Upon Retirement” <o:p></o:p></li><li class="xmsonormal" style="color:black;mso-list:l2 level2 lfo3">Section 101: Included clarifying language to explain upon retirement, the employee’s unused sick leave will be considered “used”, for employees who receive retirement under full formula, money
match, and formula plus annuity calculations. OPSRP exclusions noted above. <o:p></o:p></li><li class="xmsonormal" style="color:black;mso-list:l2 level2 lfo3">Section 102: Added clarifying language for PERS retirees described in .101. No hours may be restored to Tier 1 and Tier 2. OPSRP exclusion noted. <o:p></o:p></li><li class="xmsonormal" style="color:black;mso-list:l2 level2 lfo3">Section 103: Language was updated to reflect Workday Payroll rather than OSPA. <o:p></o:p></li><li class="xmsonormal" style="color:black;mso-list:l2 level2 lfo3">Section 104: Language was updated to align with current requirements of an employer agency if a benefit was paid incorrectly to a rehired retiree. <o:p></o:p></li><li class="xmsonormal" style="color:black;mso-list:l2 level2 lfo3">Applicability section: Added language from OAM .01.05.00 to section to clarify that “<i>If any provisions of OAM policies or procedures conflict with bargaining agreements, the provisions of
bargaining agreements would supersede OAM guidance.”</i> <o:p></o:p></li></ul>
</ul>
<p class="xmsonormal"><span style="color:black"> </span><o:p></o:p></p>
<ul style="margin-top:0in" type="disc">
<li class="xmsonormal" style="color:#156082;mso-list:l3 level1 lfo4"><i><a href="https://www.oregon.gov/das/Financial/Acctng/Documents/45.10.00%20Voluntary%20Deductions-Final%20Draft.pdf">45.10.00 Payroll: Voluntary Deductions</a></i><o:p></o:p></li><ul style="margin-top:0in" type="circle">
<li class="xmsonormal" style="color:black;mso-list:l3 level2 lfo4">Renumbered the policy and added applicable section headers. <o:p></o:p></li><li class="xmsonormal" style="color:black;mso-list:l3 level2 lfo4">Updated language in the policy to include updated procedures for Workday Division, processes, and procedures. <o:p></o:p></li><li class="xmsonormal" style="color:black;mso-list:l3 level2 lfo4">Section 103: Language added to clarify “this is not an agency responsibility.” <o:p></o:p></li><li class="xmsonormal" style="color:black;mso-list:l3 level2 lfo4">Section 104: Language updated to add that the Workday Payroll System Division will “reach out to the State Controller for their approval”. <o:p></o:p></li><li class="xmsonormal" style="color:black;mso-list:l3 level2 lfo4">Section107: Language to add clarification stating the funds recipient or employee must provide written authorization for voluntary deductions. <o:p></o:p></li><li class="xmsonormal" style="color:black;mso-list:l3 level2 lfo4">Removed language stating the code and description of the code would be added to the OSPS Reference Manual appendix (prior Section 104). <o:p></o:p></li><li class="xmsonormal" style="color:black;mso-list:l3 level2 lfo4">Updates OAM format and verified references/authorities.<o:p></o:p></li><li class="xmsonormal" style="color:black;mso-list:l3 level2 lfo4">Added language from OAM .01.05.00 to Applicability section to clarify that “If any provisions of OAM policies or procedures conflict with bargaining agreements, the provisions of bargaining
agreements would supersede OAM guidance.” <o:p></o:p></li><li class="xmsonormal" style="color:black;mso-list:l3 level2 lfo4">Applicability Section: Added language from OAM .01.05.00 to section to clarify that “<i>If any provisions of OAM policies or procedures conflict with bargaining agreements, the provisions of
bargaining agreements would supersede OAM guidance.”</i> <o:p></o:p></li></ul>
</ul>
<p class="xmsonormal"><span style="color:black"> </span><o:p></o:p></p>
<p class="xmsonormal"><span style="color:black">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>.</span><o:p></o:p></p>
<p class="xmsonormal"><span style="color:black"> </span><o:p></o:p></p>
<p class="xmsonormal"><span style="color:black">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.</span><o:p></o:p></p>
<p class="xmsonormal"><span style="color:black"> </span><o:p></o:p></p>
<p class="xmsonormal"><span style="color:black">The comment period for these three OAMs closes at the end of the day on <u>Friday, March 13</u>. Please email your feedback to us at
<a href="mailto:osps.oam@das.oregon.gov">OSPS.OAM@das.oregon.gov</a> </span><o:p></o:p></p>
<p class="xmsonormal"> <o:p></o:p></p>
<p class="xmsonormal">Thank you so much for engaging with us in this process!<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><span style="font-family:Roboto">Tim<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">Timothy
M. Lowry<o:p></o:p></span></b></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:Roboto;color:#353535;mso-ligatures:none">Oregon Statewide Payroll Services Manager</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 | Office of the State Controller</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">971-718-4230<o:p></o:p></span></p>
<p class="MsoNormal" style="margin-left:13.5pt;text-indent:-13.5pt"><span style="font-size:10.0pt;font-family:Roboto;mso-ligatures:none"><a href="https://www.oregon.gov/DAS/Financial/Payroll/Pages/index.aspx"><span style="color:blue">http://www.oregon.gov/DAS/Financial/Payroll</span></a></span><u><span style="font-size:10.0pt;color:blue"><o:p></o:p></span></u></p>
<p class="MsoNormal"><i><span style="font-size:10.0pt;font-family:Roboto;mso-ligatures:none">Pronouns: he, him, his</span><o:p></o:p></i></p>
<p class="MsoNormal"><o:p> </o:p></p>
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