Frequently Used Screens in OSPA

1. Frequently Used Screens in OSPA Oregon Statewide Payroll Services

2. Class Goal • To give new agency payroll staff members the opportunity to explore the most commonly used OSPA screens

3. Class Objectives • After class students will be able to: • Define five of the following anachronisms: FICA, FIT, FLSA, LARS, LASC, PDB, PEBB, PERS, PPDB, SIT, WBF • Define five of the following terms: salaried, hourly, concurrent job, job segment, accrued leave, benefit package, forecast, preliminary run, final run, anticipatory run, clean-up run, regular paid hours

4. Class Objectives Cont’d • After class students will be able to: • Use the web to find the following: • PERS plans and rates • PEBB core or required benefits • PPDB personnel action codes • Identify the OSPA screen to find the following: • An employee’s current leave balances • An employee’s current job status • An employee’s deductions

5. Class Outline • Job Status • Time and Attendance • PEBB Benefits • PERS • Payroll Taxes

6. Resources • Websites: • OSPS • PERS • PEBB • IRS • DOR

7. Definition -- OSPA

8. Definition - OSPA • Oregon State Payroll Application • State developed mainframe application that processes payroll for all state agencies, excluding higher education • Implemented in 1986

9. Definition - OSPS

10. Definition - OSPS • Oregon Statewide Payroll Services • The people in the State Controller’s Division, DAS who: • Maintain OSPA • Act as paymaster for the state, including reporting and paying payroll taxes and vendors • Provide agency support • http://www.oregon.gov/DAS/SCD/OSPS/

11. Logging On • E28 + [ENTER] • Clear the screen – [PAUSE] or [Esc] • CICS + [ENTER] • Userid, Password + [ENTER] • PUIS, agency + [ENTER] • RACF ID + [ENTER]

12. Screen Access • Screen access key sequence in OSPA Reference Manual, Screen Descriptions • For example: • P160 lastname • P030 OR####### • PTB1 benefit package code

13. Job Status Screens

14. Job Status • Three inquiry only screens • P160 Name Locator – alpha search for SSN and OR# • P032 Job Status Display – lists most recent job segments • P030 Job Status Data – details of the employee’s position and status • Data comes from the PPDB

15. Definition – the PPDB

16. Definition – the PPDB • Position and Personnel Database • Mainframe application developed with OSPA • Transactions interface to OSPA when saved • http://www.oregon.gov/DAS/HR/HRSS.shtml

17. P160 Name Locator • Alpha search – “sounds like” • Provides SSN and OR#

18. P032 Job Status Display • List of most recent job segments • Can look up the details on the P030 Job Status Data screen • P032 OR#######

19. Definition – Job Segment

20. Definition – Job Segment • The PPDB creates a new job segment (data record) when the employee’s record changes. • It includes changes in: • Job or agency • Part-time / full-time status • Salary • Labor costing • Vacation leave accrual rate

21. Definition – Job Segment Cont’d • Personnel Action Codes from the PPDB describe actionhttp://www.oregon.gov/DAS/HR/HRSS.shtml#PPDB_Group

22. P030 Job Status Data • Includes the details for each job segment and concurrent job • P030 OR####### • Current record for current employee = 999999 • For prior job segments, include end date: • P030 OR####### MMDDYY • For concurrent jobs, include CCJ # • P030 OR####### #

23. Definition – Concurrent Jobs

24. Definition - Concurrent Jobs • A part-time employee has more than one job with the same agency

25. Exercise #1

26. Time and Attendance Screens

27. Time and Attendance • Time Capture – OSPA paper timesheets or agency specific timesheets • Summarized for the month • Screens include: • P001 Session Default Values • P003 Time Capture (entry screen) • P002 Time Capture (inquiry only) • TIMESHEET CD on the P030 screen

28. Time and Attendance Cont’d • On-line Daily Time (ODT) • Employees enter their own time on a daily basis • Managers approve on-line • Screens include: • P005 Employee Entry Menu (access to P004) • P004 Time Capture (daily entry) • P006 Supervisor Entry Menu (manager approval) • P007 Entered Pay Types by Day – Summary (inquiry only) • PSEC Time Entry Security Table

29. Pay and Leave Codes • Record time and attendance with pay and leave codes • Resources: • Reference Manual, Codes: • Pay and Leave • Benefit Package • OSPA Screens • P030 Job Status Data: BENEFIT PKG CD • PTB2 Payroll Benefit Package Table

30. Definition – Benefit Package

31. Definition – Benefit Package • Defines the employee’s representation status, including: • Management service • Executive service • Unrepresented • Unclassified • Represented by a specific bargaining unit and contract • Defines eligibility for some benefits

32. PTB2 Payroll Benefit Package Table • By benefit package code • Employee may only use pay and leave codes in own benefit package • Includes business rules for use: • TIM SHT • REG PY • LV TP

33. Balancing the P003 / P004 Time Capture Screens • PTB2 Affect • Total reg • Lwop • Other • Compare t/s and j/c (P030 screen) • Forecast • Salaried • Work schedule (P020 screen)

34. Definition – Salaried vs. Hourly

35. Definition – Salaried vs. Hourly • Salaried • Receive a set amount each month, even when number of scheduled hours varies • Hourly • Paid an hourly rate * the actual number of hours worked and accrued leave used • P030 Screen: • WAGE BASIS CD • ADJUSTED BASE • EQUIVALENT RATE

36. Definition - FLSA

37. Definition - FLSA • U.S. Fair Labor Standards Act • Defines categories of employees • Non-exempt employees must receive overtime pay or compensatory time when they work more than 40 hours in a week or 80 hours in two weeks • Exempt employees are not paid overtime • P030 Screen: O-T/FLSA CD

38. Definition - Forecast

39. Definition – Forecast • Agency designates employees who will have forecasted time • FLSA exempt • All salaried • PBAP Agency Table, PAYROLL REPORT OPTIONS E • OSPA projects the employee’s time for the month • Employee will receive pay, even if time is not entered

40. Definition – Forecast Cont’d • OSPA uses the following for the forecast: • P030 Job Status Data • WAGE BASIS CD • PT-FT CD/PCT • P020 Work Schedule Data • On P003 and P005 Time Capture • PTW1 Payroll Work Schedule Table • Reference Manual, Codes, Schedule

41. Leave Accrual and Reporting (LARS) • Separate database from OSPA • Interface is seamless • Access LARS screens in OSPA • OSPA checks balances in LARS when entered on time capture screens • Balances are updated in LARS when transactions are saved in OSPA

42. Leave Process • Accrued leave has a positive balance • Leave accrual runs the night after payroll run 2 final • May update VA, SL, PB or LA • Non-accrued leave has a negative balance (leave used)

43. Definition – Accrued Leave

44. Definition – Accrued Leave • Accumulates over time • Has a positive balance in OSPA / LARS • Includes: • CTA Compensatory Time • LA Furlough Obligation • PB Personal Business • SL Sick Leave • STA Straight Time • VA Vacation • VF Excess Vacation

45. PTB2 Payroll Benefit Package Table • LV TP determines how pay codes post to LARS: • A – accrued leave • N – not a leave code • P – paid leave, not accruable • U – unpaid leave, not counted as time worked • X – unpaid leave, counted as time worked

46. P430 Employee Leave Data • Shows current leave balances • Updated during leave accrual process and when transactions save in OSPA • Besides calculated balances, displays data from: • P030 Job Status Data • PTB1 Payroll Benefit Package Table

47. P030 Job Status Data • Displays • RECOG SVC DT • CCJ • LEAVE ACCRUAL SVC CD • Uses • BENEFIT PKG CD • LOA BEG DT/CD/END • SEPARATION DT/REASON

48. PTB1 Payroll Benefit Package Table • ACCR MO • ACCR RATE • MAX ALLWD = MAX ACCR on P430 • MON = MAX MO on P430 • MAX USE • WAIT = USE WAIT on P430

49. Exercise #2

50. PEBB Benefits