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Payroll Services Letter 05-28.2: Retirement and Separation Processing


Payroll Services Letter 05-28.2: Retirement and Separation Processing

Number: PS05-28.2

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

Subject: Retirement and Separation Processing

Category: Transmitting to DFAS

Reference: PS05-28.1, Subject: Retirement and Separation Processing, dated May, 2008. PS05-28.2 supersedes PS05-28.1. Please replace that letter with this one.


The conversion of the HHS payroll system to the Defense Finance and Accounting Service (DFAS) on April 17, 2005 will change the Human Resource (HR) Center internal process for reviewing employees’ historical data prior to processing retirement and separation actions. This letter provides information on forwarding packages to DFAS.

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The Office of Personnel Management requires that retirement records for employees who transfer to other federal agencies, or who separate from federal service, be forwarded to their office within thirty days of the effective date of the separation action. Before processing the separation action, the HR staff performs a review of the employee’s record to ensure that all actions have been processed correctly.

The HHS Retirement System will continue to be available to review and correct data that updated the HHS payroll system prior to the DFAS conversion. The Payroll Services Division is responsible for certifying HHS retirement records for any period of service prior to the transfer of the payroll system to DFAS. The DFAS Cleveland Payroll Office is responsible for processing and certifying retirement information after the conversion.

Use the following addresses for forwarding retirement packages or separation information:

For actions effective prior to the DFAS conversion:
Department of Health and Human Services
PSC/HRS/Payroll Services Division
Post Office Box 14950
Silver Spring, MD 20911-4950

For actions effective after the DFAS conversion:
DFAS Cleveland Payroll Office
Attn: Code JFVBB
1240 E 9th Street
Cleveland, OH 44199

HR staff should use the EHRP system to review historical data effective after the conversion.

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