Civilian Pay Overview
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1 Civilian Pay Overview Defense Finance and Accounting Service Karen Tinsley, Director July 7, 2016 Integrity - Service - Innovation Integrity - Service - Innovation
2 Agenda Civilian Pay Organization Structure Payroll Office Customers Update Our Customers, Systems, and Partners Concept of Operations DFAS Indy & CSR Support to Others COOP 2
3 Civilian Pay Questions What is DCPS? A. Defense Civilian Personnel System B. Department of Civilian Payroll Service C. Defense Civil Patrol System D. Defense Civilian Payroll System The website where you can find the DCPS Manual is: A. OPM.gov B. Army.mil C. DFAS4DOD.DFAS.mil D. SWA.mech.disa.mil 7/8/2015 Integrity - Service - Innovation 3
4 Civilian Pay Operations Director Deputy Director Division Chief, Processing Payroll Processing for >900,000 civilians: Army Air Force OSD Defense Agencies Veterans Affairs Executive Office of President Oversight and remediation of all payimpacting personnel actions (i.e. Promotions, WIGIs, FEHB, FEGLI; TSP; Foreign Pay Entitlements) Leave Account Maintenance Settlement Computation and Processing Pay and Leave Audits Aggregate and Annual Pay Limits Reports Division Chief, Support Debts Debt Audits Debt Waiver & Hearing Processing Garnishments Retirements FERCCA-Retirement Plan Correction OPM Reporting Retirement Code Changes Military Service Credit Death Settlements Thrift Savings Plan Missed TSP Contributions TSP Military Makeup (USERRA) Emergency Disbursements Special Pays Advance Pays EFT/Check Returns Reconciliation of Cash Payments Accounting Voucher Reconciliation Division Chief, Operational Control Help Desk Team Congressional & IG Inquiries Reports & Metrics Payroll Office Certification Voucher Taxable YTD Balancing Business Office Functions (Budget, DTS, Ebiz) Imaging Team (EDM) 4
5 Civilian Pay Questions When can you view pay detail: A. Anytime during the pay period B. After time and attendance in input C. Between 1 st and final pass D. After final pass Integrity - - Service - - Innovation 7/8/2015 5
6 Our Customers, Systems, and Partners Who we serve (as of 6/13/2015) Air Force (CP1) 177,593 Defense Agencies (ZKA) 95,544 Army (OMA) 249,547 Army and Overseas (ZFA) 11,159 DoD and Air Force Overseas (ZFR) 12,785 Veterans Affairs (ZPV) 369,367 Executive Office Of The President (ZKE) 1,737 Total Civilians Supported 917,732 Civilian Pay and Support Systems Defense Civilian Pay System (DCPS) Remedy Imaging Automated Disbursing System (ADS) Partners help us perform our mission Customer support includes: HR offices Customer Service Representatives (CSRs) VA Stations Other DFAS organizations support includes: ESS provides functional guidance and metrics/ipps support Disbursing; Accounting; Contact Center; Debt & Claims; Systems; DCPS system support 6
7 Civilian Pay Questions PRO can take information for a W-2 reissue by phone? A. Yes B. No W-2 and W2c is the same thing? A. Yes B. No 7
8 Civilian Pay Process Output Processing Input PERSONNEL TRANSACTIONS Legislative Changes PAYROLL OFFICE CSR TRANSACTIONS ACCOUNTING TIMEKEEPER TRANSACTIONS Civilian Pay System MY PAY LES Reports Appropriation Data W-2 Pay/Leave Data Gross Pay Reconciliation Taxes MY PAY TRANSACTIONS System Change Requests OTHER (OUTPUT ONLY) Flexible Spending Account Long Term Care Insurance Treasury Offset Program 8
9 DFAS Indianapolis & CSR Support to Others Statement on Standards for Attestation Engagements (SSAE) 16 5/21/15 KPMG concluded Indianapolis Testing Site Visit 7/31/15 Receive DRAFT SSAE16 Type 2 Report 8/14/15 Receive FINAL SSAE16 Type 2 Report Air Force Indianapolis Payroll Office briefed customer and IPA with a high level overview of Civ Pay Provided documents and explanations as requested via the Indy Audit Readiness Directorate COOP 2015 Week of June 15th 9
10 Civilian Pay Questions The most common causes of a debt are? A. Timekeeper and personnel corrections B. Timekeeper corrections C. Employee changes in MyPay D. None of the above What document lists the responsibilities of the CSR, PRO, HRO, and timekeepers? A. United States Code B. DFAS4DOD website C. Code of Federal Regulations D. Concept of Operations Which is found at the DFAS4DOD website under documentation 10
11 Contingency Plan What is a Contingency Plan? A pre-arranged plan to implement in the event something happens to prevent continuation of your agency s operations. Why Have a Contingency Plan? As payroll representatives it is our duty to ensure employees receive their payroll. Examples: 2010 snow storms on the east coast that affected Washington DC and Maryland 2014 Snow Storms that impacted Midwest 11
12 Contingency Plan Step 1: Ask about your agency s contingency plan Step 2: Review the plan Step 3: Ensure the plan covers all employees paid by your office Know the location of employees and CSRs 12
13 Civilian Pay Questions What section of the CSR User s Manual would you find Nature of Action Codes (NOAC s)? A. Section C Tables B. Section D Employee Data/On-Line Processing/Inquires C. Section F Reports D. Section H Reference Guides/Job Aids Chapter 2 page H
14 Contingency Plan Some Suggested Contingency Plan Ideas 1. CSR and T&A personnel should have designated backups Access for CSRs and T&A personnel to support each other is required Know how to complete each other s work 2. A neighboring site can potentially provide back-up support -prearranged agreements 3. Telework work from home Have appropriate equipment 4. Review time and attendance system Some systems have the ability to submit default time to DCPS ****Once all the contingency plan points have been implemented and time still needs to be processed, then contact DFAS for support**** 14
15 Contingency Plan What DFAS can do for you? DFAS can submit emergency time as a last resort How is emergency time submitted? An agency representative contacts DFAS DFAS needs to know what Unit Identification Code (UIC) or Geographic Location (GLO) needs emergency time What is emergency time? Emergency time gives all employees a full pay check Emergency time fills in missing time if partial T&A already submitted A submitted time and attendance file over writes emergency time Correct time and attendance must be submitted once operations have returned to normal 15
16 Contingency Plan Limitations to Emergency Time Does not pay intermittent employees Must be in the system before first pass Follow-Up Actions The Activity will have to submit correct T&A Leave OT Credit 16
17 Civilian Pay Questions What section in the CSR User s Manual explains DCPS processing step-by-step? A. Section D Employee Data/On-Line Processing/Inquires B. Section E Batch Processing C. Section G Dictionary/Glossary D. Section C Tables 17
18 Civilian Pay Help Desk (DSN ) Option 1 - DFAS CL 1 - DCPS Reset 2 - Special Pay/Debt Inquiry 3 - Change of Address 4 - W-2 re-issue 5 - TSP Inquiry 6 - Replacement check 7 - Retirement Inquiry 0 - Speak to Customer Service Rep Option 2 - DFAS IN 1 - VA side (0654) 2 - General side (0660) 18
19 Questions 19
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