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Payroll Services Letter 05-04.1: Biweekly Payroll-Time and Attendance Process

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Payroll Services Letter 05-04.1: Biweekly Payroll-Time and Attendance Process

Number: PS05-04.1

Date: April 17, 2005 (Revised May, 2009)

Subject: Biweekly Payroll – Time and Attendance Process

Category: Time & Attendance (T&A)


Reference: PS 05-04, Biweekly Payroll – Time and Attendance Process, dated April 17, 2005. PS 05-04.1 supersedes PS 05-04. Please replace that letter with this one.

Purpose

This letter provides information to Human Resource (HR) Centers describing changes to the Time and Attendance (T&A) data submission and biweekly payroll process resulting from the conversion of the Department of Health and Human Services (HHS) payroll system to the Defense Finance and Accounting Services (DFAS). Topics addressed in this letter include:

A. Biweekly T&A Submission Process 
B. Incorrect and Late T&A Data
C. Leave Conversions
D. Amended T&A.

_ _ _ _

Biweekly T&A Submissions

Timekeepers and Leave Approving Officials should follow their OPDIV internal procedures and schedule for the submission of T&A data. However, it is important to understand changes to the T&A submission process as a result of the HHS payroll system conversion to DFAS.

DFAS has only one final pay computation process. This is a major change for HHS. There are no longer Mini or Supplemental payroll runs for employees whose time rejects or is submitted late. The one payroll run will include cash awards and lump sum annual leave payments. A remark will appear on the employee’s Leave and Earnings Statement (LES) if a cash award and/or lump sum payment is paid out during the pay period.

Accurate and timely submission of T&A data is required to ensure accurate and timely payments to employees. If T&A data is not submitted timely, employees may receive an incorrect or late payment. Payroll Customer Service Representatives (CSR) will notify Payroll Liaisons of active employees who did not have T&A data submitted or who had T&A data rejected. CSRs will analyze the errors, if necessary, request information from Payroll Liaisons, and resubmit the T&A. There is a short timeframe (Monday and Tuesday) for correction of T&A data.

The Payroll Liaison has an integral role during the T&A submission process. They must coordinate and provide information between the Timekeepers and CSRs. CSRs do not communicate directly with Timekeepers so the Payroll Liaisons or their designee must be available and gather information quickly. During the short window of time allotted to make corrections and/or changes, the CSR will rely on the Payroll Liaison to collect, fax, or e-mail information so that corrections to an employee’s T&A record can be made and the employee can be paid correctly and on time.

Changes have been made to the HHS Timekeeper’s Manual to emphasize the DFAS T&A edits. Payroll Liaisons can review timekeeping updates by accessing the HHS Timekeeper’s Manual located on the HHS Intranet - http://www.psc.gov/itas/documentation . The manual describes ways to avoid common mistakes and also takes into account what is required for the new payroll system.

The payroll schedule has been revised to meet the DFAS processing schedule for a new official payday of Friday, the first week of the pay period. The schedule below gives a description of the activities that occur in the Program Support Center, Human Resources Service during the biweekly T&A process.

T&A Submission Schedule

The T&A submission schedule below shows the end of the pay period activities that occur Friday through Tuesday. It gives an overview of when T&A data can be submitted to DFAS, the activities DFAS performs with the T&A data and what CSRs, Payroll Liaisons and Timekeepers must do to help ensure timely resolution of missing or erroneous T&A submissions. It also provides new DFAS terminology to help promote better communication and knowledge transfer between HHS and DFAS.

Friday (prior to the end of the pay period)

  • T&A data can be transmitted to the Program Support Center (PSC) Human Resources Service (HRS) anytime from the T&A systems.

Saturday

  • T&A data can be transmitted to the PSC HRS anytime from T&A systems.

Sunday

  • T&A data must be received by the PSC HRS by 6:30 PM EST. The PSC HRS prepares the data by creating files that are sent to DFAS for validating and editing. Any errors detected during this validation and edit process are captured and displayed on the DFAS error reports.
  • Sunday evening DFAS runs a pay computation in which they process and T&A data submitted. This process validates and edits the T&A data, looks for errors, and returns the errors on the Invalid Transaction Report on Monday morning.

Monday

  • CSRs receive and analyze the Invalid Transaction Report. This report lists errors detected in employee T&A records. Most of the errors found on the report are a result of T&A data being entered incorrectly into the T&A systems.
  • Monday is a crucial day for Payroll Liaisons. They must respond quickly when researching and gathering information for the CSRs. CSRs will then make the necessary corrections in the DFAS payroll system.
  • Monday is the last day that T&A data can be submitted for prior pay period to have the results included in the final pay computation for the current pay period.
  • Monday evening, DFAS runs another pay computation in which they process the corrections and any additional T&A data submitted. This process once again validates and edits the T&A data, looks for errors, and returns the errors on the Invalid Transaction Report on Tuesday morning.

Tuesday

  • CSRs receive and analyze the Invalid Transaction Report and Missing Time/Created Leave Report. Tuesday is the last day that T&A data can be submitted or errors corrected and the results included in the final pay computation. CSRs will submit corrections and late T&A data based on their review of the Invalid Transaction and Missing Time reports, and the information received from the Payroll Liaisons.
  • CSRs spend Tuesday analyzing errors on the Invalid Transaction Reports and Missing Time/Created Leave Reports. Missing Time Reports display information on employees who are missing partial or all time. The DFAS payroll system checks to see if the employee’s hours that were submitted equal the hours in his/her schedule. (DCPS expects the tour and base hours to be the same.). For example, if the number of base hours sent to DCPS does not equal what DCPS has as that individual’s tour hours, the employee is listed on the Missing Time Report. This means that the employees missing hours submitted will show up on the report as missing time and the CSR will need to correct it. If the time is not corrected, DCPS converts the missing time to leave without pay.

Incorrect and Late T&A Data

ALL T&A data must be received by the PSC HRS by Tuesday 3:30pm E.S.T. The DFAS payroll system edits the T&A data being transmitted against the appointment and pay entitlement data in the employee’s record. It is IMPORTANT to know that DFAS runs the computation of pay process, referred to as Final Pass, Tuesday evening and any time that has not been corrected or is still missing may result in an employee receiving partial or late salary payment. Payroll Liaisons can request a special pay (manual payment) if the employee received less than 90% of his/her basic pay. This does not include overtime, night differential (except for FWS employees), holiday premium, Sunday Differential, etc. For additional information on requesting special payments, see Payroll Services Letter PS 05-12.1, Non-Receipt of Salary Payments and Special Pay.

Leave Conversions

The DFAS payroll system converts leave differently than the HHS pay system. DCPS cascades leave from one leave category to another. The DCPS leave conversion chart (see Attachment - Leave Conversion Chart) shows the order of precedence that leave will default if the leave balance in the record is less than the leave submitted on the T&A. Each pay period, CSRs will provide Payroll Liaisons with a report of employees who had leave converted.

Conversion of Hours Report displays time that may have been converted from one category (i.e. sick leave) to another category (i.e. annual leave) depending if the employee’s leave category was exhausted.

Amended T&A

After conversion, the Payroll Error Correction System (PECS) will no longer be available. Corrections to previous pay period T&A records will be transmitted to DFAS as amended T&A records along with the regular T&A data. The amended T&A records will be processed through the DFAS retro system in the same pay period they are received. The DFAS payroll system validates and edits amended T&A data, and generates a report, Retro Invalid Transaction Report, of records that rejected with errors. The CSRs will notify Payroll Liaisons of amended T&A records that rejected.

Note: – PS05-XX addresses T&A corrections effective prior to April 17, 2005.

For further assistance or for questions regarding the information in this letter, please contact your Customer Service Team in the Payroll Services Division.

Attachment

Type of Excess Leave

Order of Precedence (DCPS)

 

  1. Sick
  1. Use or Lose Annual
  2. Compensatory
  3. Reinstated Leave
  4. Annual Leave
  5. Restored Leave (Oldest account first)
  6. Donated Leave (For employee)
  7. Credit Hours
  8. Leave Without Pay
  1. Sick Leave – Care of Family Member
  1. Use or Lose Annual
  2. Compensatory
  3. Reinstated Leave
  4. Annual Leave
  5. Restored Leave
  6. Donated Leave (For employee)
  7. Credit Hours
  8. Leave Without Pay
  1. Sick Leave – Care of Family Member (Serious Condition)
  1. Use or Lose Annual
  2. Compensatory
  3. Reinstated Leave
  4. Annual Leave
  5. Restored Leave
  6. Donated Leave (For employee)
  7. Credit Hours
  8. Leave Without Pay
  1. Annual
  1. Compensatory
  2. Restored Leave(Oldest account first)
  3. Reinstated Leave
  4. Donated Leave (For family)
  5. Credit Hours
  6. Leave Without Pay
  1. Compensatory
  1. Use or Lose Annual Leave
  2. Restored Leave (Oldest account first)
  3. Reinstated Leave
  4. Annual Leave
  5. Credit Hours
  6. Leave Without Pay
  1. Military
  1. Use or Lose Annual
  2. Compensatory
  3. Restored Leave
  4. Reinstated Leave
  5. Annual Leave
  6. Credit Hours
  7. Leave Without Pay
  1. Military Law Enforcement
  1. Use or Lose Annual
  2. Compensatory
  3. Annual Leave
  4. Restored Leave
  5. Credit Hours
  6. Leave Without Pay
  1. Home
  1. Use or Lose Annual
  2. Compensatory
  3. Restored Leave
  4. Reinstated Leave
  5. Annual Leave
  6. Credit Hours
  7. Leave Without Pay
  1. Shore
  1. Use or Lose Annual
  2. Compensatory
  3. Restored Leave
  4. Reinstated Leave
  5. Annual Leave
  6. Credit Hours
  7. Leave Without Pay
  1. Restored Annual
  1. Use or Lose Annual
  2. Compensatory
  3. Reinstated Leave
  4. Annual Leave
  5. Credit Hours
  6. Leave Without Pay
  1. Credit Hours
  1. Use or Lose Annual
  2. Compensatory
  3. Restored Leave (Oldest account first)
  4. Reinstated Leave
  5. Annual Leave
  6. Leave Without Pay
  1. Time-Off Incentive Award
  1. Use or Lose Annual
  2. Compensatory
  3. Restored (Oldest account first)
  4. Reinstated Leave
  5. Annual Leave
  6. Credit Hours
  7. Leave Without Pay

DCPS Family Leave will convert the same as annual, sick, compensatory time leave, etc., if the employee has no authorization or balance equals zero.