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Payroll Services Letter 05-12.1: Non-Receipt of Salary Payments and Special Pay

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Payroll Services Letter 05-12.1: Non-Receipt of Salary Payments and Special Pay

Number: PS05-12.1

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

Subject: Non-Receipt of Salary Payments and Special Pay

Category: Payments


Reference: PS 05-12, Non-Receipt of Salary Payment and Special Pay, dated April 17, 2005. PS 05-12.1 supersedes PS 05-12. Please replace that letter with this one.

Purpose

The purpose of this letter is to describe the procedures necessary to respond to an employee’s inquiry for Non-Receipt of Salary Payments. This letter also introduces a new term, ‘Special Pay’ that will be used when processing manual payments.

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Non-Receipt of Salary Payments

After the conversion to the Defense Finance and Accounting Service (DFAS) on April 17, 2005, if an employee does not receive a salary payment the Payroll Liaison, Human Resource Center (HRC) must respond differently than they have in the past. This new procedure is necessary to support the processing of payroll for HHS by DFAS, Defense Civilian Pay System (DCPS). The following information regarding non-receipt of salary payments is included in this letter:

A. Electronic Funds Transfer (EFT)

B. Hard copy checks

When an employee reports that a biweekly salary payment was not received, the Payroll Liaison or designee must verify that the salary payment was due and not issued. This verification is necessary prior to notifying the Payroll Services Division (PSD) regarding non-receipt of a salary payment. The Payroll Liaison or designee must:

  • Check the Impact Master to ensure that an EFT payment or hard copy check does not exist. If the payment does not exist:
  • Check to see if the proper authorization was submitted, i.e. time and attendance data updated;
  • Check to see if the accession SF-50, and/or EFT authorization, updated properly;
  • Check to see if the EFT authorization information on the form (routing number and account number) matches the information in EHRP;
  • Check to see if the address is in the record and if it is correct.

After verifying that no payment was issued and the supporting documents (time and attendance, EFT authorization, address information and/or SF-50) are properly updated, a Peregrine ticket must be created to request Special Pay. Complete the following information to notify PSD that a payment is due.

Using the Peregrine system, the proper person will select the Service Desk PSD tab. On the left-hand side of the panel select: Create PSD Incidents. The following information is required input on the screen you see after selecting PSD Incidents:

  • Description
  • Category and Subcategory
  • Hours
  • PP End Date
  • First Name
  • Last Name
  • SSN

This information is forwarded to the Payroll Customer Service Team in the PSD. The Customer Service Representative will treat the information as a Special Pay request.

Special Pay

Payroll Services Division will receive the special pay request, make some additional checks, confirm the payment is due and forward the request to DFAS. Requests for special pay received in PSD before 1 pm EST will be sent to DFAS on the same day if the time and attendance and the personnel master are properly updated. Normally DFAS will process the request from PSD within 24 hours of receipt. After DFAS sends the authorization to Treasury, allow 2 business days for Treasury to process the check to the employee’s account through the Federal Reserve Board. Allow 5 to 7 days for receipt of hard copy checks.

In order for an employee to request a special pay, the employee must have received less than 90% of basic pay and allowances. This does not include overtime, night differential (except for FWS employees), holiday premium, Sunday Differential, etc.

DCPS does not produce a Leave and Earnings Statement (LES) for special pay payments. Any adjustments to pay and leave will appear on the next pay period’s LES.

DFAS delivers a special pay to the employee in the same manner that the employee currently receives his biweekly net pay. Therefore, if an employee receives his biweekly net pay via EFT, then DFAS will forward the special pay to his account via EFT.

NOTE:

  • If the Impact Master shows that a payment was issued, go to PS05-?? to get instructions relative to requesting a lost or misdirected payment.
  • Other payments not received i.e., Lump-Sum Annual Leave, Retroactive Adjustments, Cash Awards, etc. do not qualify for Special Pay and, if appropriate, will be paid on the next regular payroll. However, if the Impact Master shows that a payment was issued, go to PS05-?? to get instructions relative to requesting a lost or misdirected payment.

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