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Payroll Services Letter 05-10.1: Interim Procedures for Retro Actions

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Payroll Services Letter 05-10.1: Interim Procedures for Retro Actions

Number: PS05-10.1

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

Subject: Interim Procedures for Retro Actions

Category: Interim Procedures


Reference: PS 05-10, Subject: Interim Procedures for Retro Actions, dated April 17, 2005. PS 05-10.1 supersedes PS 05-10. Please replace that letter with this one.

Purpose

The conversion of the HHS payroll system to the Defense Finance and Accounting Service (DFAS) will change how retroactive (retro) actions that are effective prior to the conversion are processed. This letter provides Human Resource (HR) Centers with information and instructions for the following type of retro actions:

A. Personnel Actions
B. Time and Attendance (T&A) Corrections

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A. Personnel Actions

Late personnel actions effective prior to the DFAS conversion will be processed through the HHS Automatic Pay Adjustment System (APAS) and sent electronically to DFAS. The APAS system will determine the adjustment for each pay period from the effective date of the retro action through the pay period prior to the effective date of the conversion of the HHS payroll system to DFAS. The resulting pay adjustments will be paid by DFAS with the regular salary payment the following pay period after the action was processed. The DFAS payroll office will automatically establish debts for negative adjustment amounts. For more information on debt collections, see Payroll Services Letter PS05-09.2.

If the retro action covers pay periods before and after the conversion, the total adjustment amount will normally be paid in two parts. The period from April 17, 2005 forward will be paid the same pay period the retro action is processed, and the period prior to the conversion will be paid the following pay period after the action is processed. There may be exceptions to this process if the retro action requires manual review.

B. Time and Attendance Corrections

Corrections to time and attendance data for pay periods prior to the DFAS conversion should be submitted through the T&A system as amended records. Pay and leave adjustments resulting from T&A corrections will be made within 1-2 pay periods after they are submitted. The DFAS payroll office will automatically establish debts for negative adjustment amounts. For detailed information regarding debt collections, see Payroll Services Letter PS05-09.2.

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