Civilian Pay Overview

Transcription

1 Civilian Pay Overview Defense Finance and Accounting Service Karen Tinsley, Director August 18, 2015 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 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) 3

4 Our Customers, Systems, and Partners Who we serve (as of 7/25/2015) Air Force (CP1) 178,489 Defense Agencies (ZKA) 95,227 Army (OMA) 249,943 Army and Overseas (ZFA) 11,270 DoD and Air Force Overseas (ZFR) 12,344 Veterans Affairs (ZPV) 372,405 Executive Office Of The President (ZKE) 1,786 Total Civilians Supported 921,461 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 4

5 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 5

6 DFAS Indianapolis & CSR Support to Others Statement on Standards for Attestation Engagements (SSAE) 16 Receive 3 rd Unmodified Opinion Army 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 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 Completed - week of June 15th 6

7 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 7

8 Contingency Plan Ask about your agency s contingency plan Review the plan Ensure the plan covers all employees paid by your office Know the location of employees and CSRs 8

9 Contingency Plan Some Suggested Contingency Plan Ideas: 1. CSR and T&A personnel have designated backups 2. A neighboring site can potentially provide back-up support 3. Telework work from home 4. Review capabilities of time and attendance system Once all the contingency plans have been implemented but time still needs to be processed, then contact DFAS for support 9

10 Contingency Plan DFAS can submit emergency time as a last resort How to submit emergency time? The Agency representative must contacts DFAS Unit Identification Code (UIC) Geographic Location (GLO) What is emergency time? Gives all employees a full pay check fills in missing time if partial T&A already submitted Submitted time and attendance file over writes emergency time Correct time and attendance must be submitted once operations have returned to normal 10

11 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) 11

12 All Partners Access Network (APAN) Self-Service Portal Increase customer satisfaction Fulfill CSI2 Survey Requests Reduce call volume

13 Remedy Updates Two Reminders Prior to Auto-Close Currently: 3 days prior to closing Update: 5 days and 1 day prior to closing Ticket Title Attachment Reminders Pop-up box that provides Customer Expectation will also contain required attachments for that title Ticket cannot be submitted without an attachment Complex Ticket Title Templates Similar to the Special Pay Ticket Template Settlement Ticket Pilot 13

14 Questions 14