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Frequently Used Screens in OSPA

Frequently Used Screens in OSPA. Oregon Statewide Payroll Services. Class Goal. To give new agency payroll staff members the opportunity to explore the most commonly used OSPA screens. Class Objectives. After class students will be able to:

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Frequently Used Screens in OSPA

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  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

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