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Employee Separations in OSPA. Oregon Statewide Payroll Services. Class Goal. To provide a new payroll staff member with the “essential” tools needed to pay a separating employee within legal deadlines. Class Objectives. By the end of the class, the student will be able to:

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employee separations in ospa

Employee Separations in OSPA

Oregon Statewide Payroll Services

class goal
Class Goal
  • To provide a new payroll staff member with the “essential” tools needed to pay a separating employee within legal deadlines
class objectives
Class Objectives
  • By the end of the class, the student will be able to:
    • Enter final check dates on the P010
    • Identify existing leave types & balances on the P430
    • Pro-rate & adjust leave accruals on the P435
    • Transfer accrued leave to the Leave Clearing Account
class objectives cont d
Class Objectives Cont’d
  • Enter leave pay-offs and review existing adjustments on the P050
  • Delete, change, & add deductions on the P070
  • Use the P370 to determine if the employee owes the agency for any overpayments & verify entries
  • Describe the differences in the process for retirees
class handouts
Class Handouts
  • PowerPoint Slides
  • Termination Check Lists (Corrections, Lottery, DAS)
  • Termination Worksheet (DHS / DAS)
  • Sample Reports
  • Exercises #1 - #5
ospa reference manual
OSPA Reference Manual
  • Recommended Practices
    • Separating Employees
    • Manual Checks
  • Handbooks
    • Leave Accrual and Reporting
    • PEBB Benefits
    • Public Employee Retirement System
reference manual cont d
Reference Manual Cont’d
  • Entry Guides
    • Direct Deposits
    • ODT, Entering Time
    • ODT, Approving Time
    • Time Capture, Timesheets
    • Time Capture, Entering Time
class outline
Class Outline
  • Separations from state service
  • Retirees
p030 job status data
P030 OR#######,#####,1,053107 JOB STATUS DATA 030

LEE, ROBERT E

*** JOB STATUS INFO *** *** CONCURRENT JOB INFO ***

JOB STAT START/STOP 042207/053107 REPORT DISTR CD 140

PERS AGY/POS/DFC/SC #####/0312111/0/Y RECOG SVC DT 042204

PT-FT CD/PCT F/1.0000 CITY CNTY CD 24/M

APPOINTMENT TYP DT/CD 042204/P STANDARD HRS PER DAY 8.000

EMP REPR/CLS/OPT/STEP MMN /X1218 /A/A/05 MASS TRANSIT DIST S

PERSONNEL TRANS CD 520 TIMESHEET CD N

BENEFIT PKG CD XX

LEAVE ACCRUAL SVC CD 1 EMPLOYEE ID #########

PERS JOB CLASS CODE 1

CREW-UNIT 1409

WAGE BASIS CD S

PERSONNEL BASE RATE 4613.00 ---FUND SPLITS--- -FIXED MLY DIFFS--

ADJUSTED BASE 4613.00 LABOR COSTING PCT PAY PCT/ PCT/

PERSONNEL PAY RATE 4613.00 TYPE AMT AMT

EQUIVALENT RATE 26.61 CD

HOLIDAY PKG CD O 074760000000 1.0000

LOA BEG DT/CD/END

SEPARATION DT/REASON 053107/9L

O-T/FLSA CD N/E

LAST PA NUMBR/TRAN DT RESIGN 052607

P030 Job Status Data
p030 fields
P030 Fields
  • JOB STAT START = if in prior or current month, review last action(s)
  • JOB STAT STOP = separation date
  • PT-FT CD/PCT
  • PERSONNEL TRANS CODE = PA Code in the PPDB (Resources, DAS Human Resource Services, HR Systems and Services, PPDB Group)
p030 fields cont d
P030 Fields Cont’d
  • BENEFIT PKG CD:Publications, Reference Manual, Codes, Benefit Package Codes
  • LEAVE ACCRUAL SVC CD – for vacation leave adjustments
  • EQUIVALENT RATE: hourly rate for VA & CT pay-off
p030 fields cont d1
P030 Fields Cont’d
  • SEPARATION DT/REASON: Resources, DAS Human Resource Services, HR Systems and Services, PPDB Group (Separation Code Definitions and Voluntary Separation Form)
job stat start
JOB STAT START
  • If date is in current or prior month, review prior job segment(s) to determine reason for change
  • If PA code = 232, check LEAVE ACCRUAL SVC CD
  • If accrual code has changed, use applicable codes to advance VA
verify enter time
Verify / Enter Time

Start

Prior month closed?

Time entered for prior mo?

Enter prior month’s time

No

No

Yes

Yes

Enter current month’s time

End

verify enter time cont d
Verify / Enter Time Cont’d
  • P001/P003 OR P005/P004/P006
  • P001:
    • Timesheet start date – first day of the month
    • Timesheet end date – last day employed
    • Pay period ending date – last day of the month
final checks
Final Checks
  • BOLI (Resources, Wage and Hour Authorities, Oregon Bureau of Labor and Industries (BOLI), FAQs / Fact Sheets, Final Pay Checks)
  • If an employee quits with less than 48 hours notice, excluding weekends & holidays, the paycheck is due within five days, excluding weekends & holidays, or on the next regular payday, whichever comes first. ORS 652.140(2)
final checks cont d
Final Checks Cont’d
  • If an employee quits with notice of at least 48 hours, the final check is due on the final day worked, unless the last day falls on a weekend or holiday. In that case, the check is due on the next business day. ORS 652.140(2) &(3)
  • If an employee is discharged, the final paycheck is due not later than the end of the next business day. ORS 652.140(1)
civil penalty for late final check
Civil Penalty for Late Final Check
  • If an employer willfully fails to pay any part of an employee\'s final wages when due, then, as a penalty, the compensation of the employee shall continue from the appropriate due date, at the same regular hourly rate, for eight hours per day, until the wages are paid or until an action for collection is filed. The maximum penalty is for 30 days compensation. ORS 652.150
civil penalty cont d
Civil Penalty Cont’d
  • As of January 1, 2002, the penalty may not exceed 100% of the unpaid wages if the employer pays the wages due within twelve days after written notice of nonpayment is sent to the employer and the employer has not willfully violated the final pay provisions of the law in the preceding year.
setting final check dates
Setting Final Check Dates
  • If the separation date is near a normal payday, process with normal payroll run
  • If not close to a scheduled payday, agency or manual (off-cycle) check
  • Enter on the P010 Withholding Data/Locator Data
    • FINAL CHECK ISSUED – date printed on the check
    • FINAL CHECK PERIOD ENDING– last day of pay period
p010 tax related fields
P010 Tax Related Fields
  • Change if employee submits new W-4: Forms, Employee Forms
  • EFF DATE – MMDDYY
  • FEDERAL:
    • STAT – J=joint, S=single, N=exempt
    • EXEM -- ## of exemptions claimed
    • ADDL – additional amount to be withheld
  • STATE STAT, EXEM, ADDL
p010 withholding data locator data
P010 OR####### ##### WITHHOLDING DATA / LOCATOR DATA 010

LEE, ROBERT E WH09 UPDATE COMPLETED

WH66 ENTER NEW KEY OR MORE UPDATES

RDC/CREW/CST CTR 140 ----------MANDATORY WITHHOLDING----------

? TAX DATA FOLLOW-UP FLAG: N BEG DATE STAT EXEM ADDL END DATE

? FINAL CHECK ISSUED: 033109 ? FED 000000 00 0000 000000

? FINAL CHECK PERIOD ENDING: 033109 ? STATE 000000 00 0000 000000

? RETIREMENT START DATE: 000000

EFF ----FEDERAL---- -----STATE----- EIC RTMT RTMT RTMT FICA SAIF UNEM

DATE STAT EXEM ADDL STAT EXEM ADDL CD SYST STAT ACCT SUBJ SUBJ SUBJ

? 043007 S 02 0000 S 02 0000 N S D 376705 Y Y Y

? 053196 S 00 0000 S 00 0000 N S D 376705 Y Y Y

----WAIVERS----

CLASS DATE CLASS DATE CLASS DATE CLASS DATE CLASS DATE CLASS DATE

? ? ? ? ? ?

P010 Withholding Data / Locator Data
accrued leave
Accrued Leave
  • Accumulates or is added to periodically
  • LARS accrues:
    • Compensatory time (CT, ST)
    • Furlough obligation (LA)
    • Personal business (PB)
    • Sick leave (SL)
    • Vacation leave (VA)
accrued leave cont d
Accrued Leave Cont’d
  • Accrued leave has a positive balance
    • Other leaves have a negative balance (leave used)
  • LARS generally updates sick and vacation leave one day after final run 2 (Processing Tools, Processing Calendar)
leave types to adjust on p435
Leave Types to Adjust on P435
  • At a minimum, if eligible:
    • Advance SL & VA accruals for current (or prior & current) month(s)
    • Transfer SL and PB to Clearing Account
    • Evaluate VA & CT for eligibility for pay-off
  • Adjust other leave balances to 000.00
  • E492 Terminated Employee with Leave Balances report includes CT, LA, ML, PB, PR, SL & VA
accrue sl va

EE eligible?

Prior mo accruals run?

Adjust prior month’s accruals

Yes

No

Start

No

Yes

EE worked required hrs?

Adjust current month’s accruals

Yes

End

No

For some contracts employee must have 32 paid hours in the month to accrue leave

Accrue SL & VA?
pro rating leave accrual
Pro-rating Leave Accrual
  • Reasons to prorate:
    • If employee works < full-time in current (or prior) month (P002, P007)
    • The LEAVE ACCRUAL SVC CD on P030 changed in current (or prior) month
pay off or transfer to clearing account
Pay Off or Transfer to Clearing Account?

EE still on trial service?

No

PB, SL to Clearing Account

Pay-off VA & CT to max allowed

Start

Yes

HR Pol. 60.000.05?

PB, SL to Clearing Account

Pay-off CT to max allowed

Adjust other leave balances to 000.00

No

Yes

PB, SL, VA to Clearing Account

End

advance leave on the p435
Advance Leave on the P435
  • ?: A
  • ADJ OR TRFR FM/TO: A
  • HOURS LEAVE: # of hours to advance (e.g., 8.00)
  • REMAIN ADV: # of hours to advance – (e.g., 8.00-)
  • COMMENTS: 12 characters
to zero out leave on the p435
To Zero Out Leave on the P435
  • Zero out such leaves as GL, EL, IT, JD, etc.
  • Most will have a negative balance
  • ?: A
  • ADJ OR TRFR FM/TO: A
  • HOURS LEAVE: CUR from P430 (54.50)
  • COMMENTS: 12 characters
transfer sl to clearing account
Transfer SL to Clearing Account
  • ?: A
  • ADJ OR TRFR FM/TO: T
  • CLR ACCT OTHR JOB: C
  • HOURS LEAVE: total # of SL hours – (e.g., 225.00-)
  • LV EXP DATE: 2 yrs from separation
  • COMMENTS: 12 characters
transfer pb to clearing account
Transfer PB to Clearing Account
  • ?: A
  • ADJ OR TRFR FM/TO: T
  • CLR ACCT OTHR JOB: C
  • HOURS LEAVE: total # of PB hours – (e.g., 5.00-)
  • LV EXP DATE: June 30 of fiscal year
  • COMMENTS: 12 characters
p420 leave clearing account balances
P420 OR####### ##### LEAVE CLEARING ACCOUNT BALANCES

LV -----TRANSFERS IN---- ----TRANSFERS OUT---- ACCOUNT LV EXP

TYPE DATE AGY HRS DATE AGY HRS BALANCE DATE

SL CUR BAL 042606 ##### 108.21 108.21 053109

P420 Leave Clearing Account Balances
p420 cont d
P420 Cont’d
  • Displays leave transferred with the P435 for employees who have:
    • Transferred from one state agency to another
    • Separated from state service
p050 gross pay adjustment
P050 Gross Pay Adjustment
  • Eligible separating employees will be paid for unused accrued vacation leave & compensatory time, up to a defined maximum amount:
    • Statewide HR policy 60.000.05 (Resources, DAS Human Resource Services, HRSD Rule and Policy Manual, Division 60 Employee Leave)
    • Bargaining agreement (Resources, Labor Relations Unit, Collective Bargaining Agreements)
p050 separation entries
P050 Separation Entries
  • PAY TYPE:
    • CTP = Compensatory time payoff
    • VAP = Vacation payoff up to 250 hrs.
    • VAQ = Additional vacation payoff
      • For Lottery, Judicial, Legislature, firefighter, and AEE engineers
      • Balance of 251 to 350 hrs.
      • Maximum of 100 hrs.
    • VAL = Additional payoff for firefighters only
      • Balance >350
      • Maximum of 274 hrs.
p050 separation entries cont d
P050 Separation Entries Cont’d
  • START DATE – defaults to date used to retrieve record
  • STOP DATE – defaults to date used to retrieve record
  • ADJ TYPE – A = one-time (default)
  • RATE – EQUIVALENT RATE from the P030
  • UNITS – CT or VA hours from P435
p050 separation entries cont d1
P050 Separation Entries Cont’d
  • AMOUNT – OSPA will calculate
  • Hidden fields
    • 1st – 20 characters, grant, project, comments
    • 3rd – 12 characters, biennium, PCA, index
  • COMMENT – 12 characters
    • Reason for entry
    • Creates an audit trail
    • Prints on the Payroll Register
p050 gross pay adjustment1
P050 OR#######,#####,1,053107 GROSS PAY ADJUSTMENTS ON FILE

LEE, ROBERT E

PAY STRT STOP ADJ DAYS TRAN

TYP DATE DATE TYP RATE UNITS AMOUNT WRKD DATE ERROR MSG

? IR 053104 043006 .00 .00 .00 042606

INS RETURN PRO COMMENT INS RETURN

? VAP 053107 053107 A 26.61 136.44 3630.67 042606

VAC PAYOFF RESIGNATION COMMENT VAPOFF042906

? A

COMMENT

? A

COMMENT

? A

COMMENT

? A

COMMENT

P050 Gross Pay Adjustment
p370 calculation of current pay off
P370 Calculation of Current Pay-off
  • P370 OR####### ##### MMDDYY MMDDYY
    • MMDDYY = pay period end date & check date
  • Check entries completed
  • Look for Prior Mo negative – indicates a prior overpayment
  • Review deductions from the P070
    • Do they create a net pay negative?
evaluate existing deductions
Required include:

PEBB Benefits

Garnishments

Union Dues/Fair Share

Deferred Comp Loan Repayment

Voluntary, including:

Parking

Direct Deposit(s)

Charitable Fund Drive

Food Bank

Deferred Comp

Savings Bonds

Evaluate Existing Deductions
pebb benefits include
PEBB Benefits Include
  • Accidental death & dismemberment
  • Basic & optional life
  • Dental
  • Flexible spending accounts
  • Long & short-term disability
  • Long-term care
  • Medical
  • Vision
ospa pebb benefits interface
OSPA / pebb  benefits Interface

PPDB interfaces separation to pebb.benefits

Agency staff member reviews P070 / pebb.benefits

Nightly

Pebb.benefits sends COBRA information to BHS

Agency staff member approves separation in pebb.benefits

Every Friday

BHS sends COBRA notice

Pebb.benefits interfaces insurance changes to OSPA

OSPA interfaces actual hours worked to pebb.benefits

Every 2 min.

After run 2

pebb benefits
PEBB Benefits
  • If hours worked + paid leave ≥ 80 hrs, employee is eligible for benefits for following month
  • PEBB  benefits calculates # of business days between 1st of month & separation date
  • If ≤9 business days:
    • Benefits until end of current month
    • P070 end date of prior pay period
pebb benefits cont
PEBB Benefits Cont
  • If >9 business days
    • Benefits until end of following month
    • P070 end date of final pay period
  • Flexible spending accounts will have end date for prior pay period, regardless of final date
    • OAR 101-020-0060 Dependent Care
    • OAR 101-020-0065 Health Care
pebb benefits cont1
PEBB Benefits Cont
  • Also delete any P050 entries:
    • If <80 hrs., delete IR, DPT & DPN on P050 with prior pay period end date
    • If ≥80 hrs., delete P050 entries with current pay period end date
voluntary deductions
Voluntary Deductions
  • Charitable Fund Drive
  • Deferred Comp
  • Direct Deposit(s)
  • Food Bank
  • Parking
  • Union insurances
voluntary deductions cont
Voluntary Deductions Cont
  • Delete in next pay period:
    • DAS parking
    • OSGP
  • Delete in current pay period:
    • Private parking
    • Bus pass
  • Determine if pay will cover & employee wants other voluntary deductions
voluntary deductions cont1
Voluntary Deductions Cont
  • DAS Facilities Parking will pro-rate parking if leave during month
voluntary deductions cont2
Voluntary Deductions Cont
  • Direct Deposits
    • During regular payroll run, OSPA will make the final payment with a check even if the employee has a net pay direct deposit (XDNN 555)
      • It does not delete the deduction on the P070
    • To avoid accidental direct deposits if you later set correctives, delete direct deposits for earliest pay period still on the P190
involuntary deductions
“Involuntary” Deductions
  • Union dues / fair share covers month in which collected, include in final pay
  • Garnishments – recalculate garnishable wages
  • Deferred comp loan repayments
  • Prior overpayments not yet collected from the employee
prior overpayments not yet collected
Prior Overpayments Not Yet Collected
  • OAM 45.50.00 PO & PR – Overpayment will be deducted from final paycheck
  • OAM Chapter 35 – A/R Management
  • ORS 292.170 -- Overpayment may be referred to DOR as a delinquent account
to delete a deduction
To Delete a Deduction
  • Retrieve record for pay period where there will not be a deduction
  • For example:
    • Final work day = 04/30/10
    • Deduction included in final wages
    • P070 SSN or Employee ID 053110
  • ? = D (delete)
p070 example not in final pay
P070 OR#######,#####,053107 DEDUCTIONS AND DEDUCTION ADJUSTMENTS

LEE, ROBERT E

DA98 PRESS ENTER FOR NEXT PAGE

A DED PLAN OPE DATE -EMPLOYEE---SHARE- JOB EMPLR BOARD VENDOR

D CODE CODE CD BEGIN END PCT PCT FIXED SHR SHARE SHARE SHARE

J DESC DESC GRS NET AMOUNT PCT

DCNN 100 N 103102 043006 420.00 .00 .00 .00

DEF/COMP REGULAR COMM TRANS DATE 050506

ACH ACCT ACCT CD

D BK11 N 033107 022908 30.00 .00 .00 .00

FOOD BANK COMM FOOD BANK 06 TRANS DATE 031607

ACH ACCT ACCT CD

? AKNN 001 N 123199 999999 .00 .00 .00 .00

LONGTERM DIS 90 DAY/66% COMM TRANS DATE 111699

ACH ACCT ACCT CD

? DONN N 083100 999999 .00 .00 .00 .00

SEIU 503 DUE COMM TRANS DATE 083000

ACH ACCT ACCT CD

P070 Example – Not in Final Pay
p070 example in final pay
P070 OR#######,#####,063007 DEDUCTIONS AND DEDUCTION ADJUSTMENTS

LEE, ROBERT E

DA98 PRESS ENTER FOR NEXT PAGE

A DED PLAN OPE DATE -EMPLOYEE---SHARE- JOB EMPLR BOARD VENDOR

D CODE CODE CD BEGIN END PCT PCT FIXED SHR SHARE SHARE SHARE

J DESC DESC GRS NET AMOUNT PCT

SLNN 001 N 123199 999999 .00 .00 .00 .00

BASIC LIFE PRETAX/5K COMM TRANS DATE 102199

ACH ACCT ACCT CD

? STNN 001 N 053196 999999 .00 .00 .00 .00

SHORTERM DIS 60% BENEFIT COMM TRANS DATE 052496

ACH ACCT ACCT CD

D TDNN N 033102 999999 .00 .00 .00 .00

SEIU 503 ISS COMM TRANS DATE 041202

ACH ACCT ACCT CD

? VSNN AAA H 123105 999999 .00 .00 .00 .00

VSP EMP ONLY COMM TRANS DATE 120105

ACH ACCT ACCT CD

P070 Example – In Final Pay
p070 example direct deposit
P070 OR#######,#####,033107 DEDUCTIONS AND DEDUCTION ADJUSTMENTS

LEE, ROBERT E

DA99 LAST PAGE

A DED PLAN OPE DATE -EMPLOYEE---SHARE- JOB EMPLR BOARD VENDOR

D CODE CODE CD BEGIN END PCT PCT FIXED SHR SHARE SHARE SHARE

J DESC DESC GRS NET AMOUNT PCT

D XDNN 111 N 113003 999999 490.00 .00 .00 .00

DIRECT DEP FIXED 1 COMM OSU FED CU TRANS DATE 110403

ACH ACCT ################# ACCT CD C

D XDNN 222 N 103105 999999 25.00 .00 .00 .00

DIRECT DEP FIXED 6 COMM ACCELAPAY TRANS DATE 101805

ACH ACCT ################# ACCT CD C

D XDNN 555 N 053196 999999 100 .00 .00 .00 .00

DIRECT DEP NET PAY COMM TRANS DATE 102298

ACH ACCT ################# ACCT CD C

?

COMM TRANS DATE

ACH ACCT ACCT CD

P070 Example – Direct Deposit
forms
Forms
  • Forms, Other Payroll / Benefit Forms
  • Includes:
    • Standard Insurance Application to Continue Optional Life
    • Long Term Care UNUM Conversion Form
    • Deferred Compensation
on line daily time security
On-line Daily Time Security
  • Delete security after manager has locked time for final check
  • Two steps:
    • “Undaily” on Payroll Time Capture – P006 Supervisor Entry Menu
    • Delete employee’s record on PSEC Time Entry Security Table
p006 on line daily time
P006 On-line Daily Time
  • P006, your employee ID, agency, distribution code + [ENTER]
  • SUPV PIN + [ENTER]
  • SSN/EMPLOYEE ID (employee’s) + [ENTER]
  • VERIFY TIME?: X + [ENTER]
  • VERIFY TIME?: X + [ENTER]
pers edx jclarety
PERS EDX/jClarety
  • The PPDB will interface separation to jClarety
  • Only send paper forms to PERS if a PERS Central Team staff member requests
manual checks1
Manual Checks
  • Also called “special” & “off-cycle”
  • Instructions:
    • Services, Manual Payroll Checks
    • Publications, OSPA Reference Manual, Recommended Practices, Manual Checks
  • Signature Authorization Form: Forms, Working with Employee Checks, Authorized Signatures
manual checks cont d
Manual Checks Cont’d
  • Send screen print of P370 to OSPS by noon of day needed
    • Indicate purpose is for termination
    • Signed by staff member on the current Signature Authorization Form
  • OSPA will generate P070 PPNN deductions to reimburse the Joint Payroll Account
reports
Reports
  • E322-01 Deductions Past Job Ending Date
  • B075B Gross Pay Adjustments
  • E260-100 Gross Pay Over 2.0 x Ajd Base Exception Report
  • E460 Leave Accrual – Adjustments and Transfers
  • Net Pay Negative Report
reports cont
Reports Cont
  • XREF24 P & F Extra Retirement Units for Terminated Employees
  • XREF17 Regular Contributions for Terminated Employees
  • E357-030 Separated Employees with Net Pay Positive Adj
  • E492 Terminated Employees Having Leave Balances
retirement1
Retirement
  • Retirement date is always the first of the month – separation will be the last day of the prior month
  • Any payments made after the retirement month will affect when retirement starts
  • For employees with salary prior to 2003, PERS may send salary confirmation forms to agency
retirement p030
Retirement -- P030
  • PERSONNEL TRANS CD:
    • 530 -- Retirement
    • Triggers electronic notices to PERS
  • SEPARATION REASON: 30
retirement p435
Retirement – P435
  • Transfer SL to the clearing account
    • LV EXP DATE: 60 days
  • Zero out PB
retiree returns
Retiree Returns
  • The PPDB
    • Enter new employment after run 2 for the pay period in which retired
  • P010:
    • EFF DAT: pay period returns
    • RTMT SYST: N
    • RTMT STAT: N
  • Do not restore sick leave
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