HR Smart Payroll Integration 8/29/2017 DFAS 2017 Webinar FSC Payroll Support Austin, TX Presented by: Laurie Bisbee

Premium Pay

Earnings Codes Pay that is not included in base pay is tracked through Earnings Codes. Earnings codes for premium pay entitlement are tracked through the Additional Pay page. Main Menu>Payroll for North America>Employee Pay Data USF>Create Additional Pay

HR·Smart Job Categories HR·Smart uses Job Categories or Job Families to identify eligible health care employees based on the Occupational Series, Official Position Title Code (Title Code), and Organizational Position Title Code (Assignment Code). Nurse Hybrid Health Care Worker

Premium Pay Codes Default Premium Pay Codes will be automatically populated in the Additional Pay pages based on the Job Category associated with the position occupied by the employee.

Default Premium Pay Codes Default Premium Pay Earnings Codes include the following: PPB – Hybrid Occupations PPP – RN, PA, EFDA PPS – Health Care Workers

Additional Premium Pay Codes Employees eligible for on-call, nurses at variable rate stations and hybrids entitled to all premiums on the same basis as an RN will need to have the Earnings Code updated in HR·Smart. PPT – Health Care Worker On-Call PPX – Hybrid On-Call PPA – RN, PA, EFDA (Variable Rate Station) PPE – Same Basis as RN (Variable Rate Station) PPF – Same Basis as RN

Standby Premium Codes Standby is used only in extreme cases where on-call will not provide timely response for patient care. There are a few employees left in the VA who were receiving standby premium when the VA converted to on-call. Those employees are grandfathered standby. PPU – Health Care Worker Standby PPY – Hybrid Standby PPV – Health Care Worker Grandfathered Standby PPW – Hybrid Grandfathered Standby

Title 38 Premium Pay Notifications A system generated notification is sent to payroll when an action has processed that affects premium pay.

Validating Earnings Codes Payroll should verify the premium pay code in HR·Smart to ensure it is accurate. Payroll will also need to verify the T38 Premium fields in DCPS.

HR·Smart Premium Pay Codes

Verify T38 Premium in DCPS After the action has processed successfully, verify the T38 Premium indicators in DCPS. Option 3 – On-Line Inquiries Menu Option 4 – Master Employee Option 2 – Pay Rates and Appointments

Verify T38 Premium in DCPS F10 to go to second page

T38 PREM indicators vary based on code and type of employee.

HR Actions Affecting Premium Pay When HR processes a 500 or 700 series Nature of Action (NOA), the premium pay code will default based on the Job Category associated with the position on the processed action. The system is designed to do this. It is not a defect.

Other than Default Premium Pay If the employee is entitled to receive other than the default premium pay, Payroll will need to process the change in HR·Smart. Verify the Earnings Codes in the employee’s record in Correct History mode. OR

Only One Row for Default Code If the employee’s record contains only one row for the default Premium Pay Code, then the default premium pay code can be deleted using the Delete a Row button in the Additional Pay area.

More than One Row for Default Code If the employee’s record contains more than one row for the default Premium Pay Code then the current default code row can be deleted using the Delete a Row button in the Effective Date area.

Re-establish Earnings Code Next payroll will need to re-establish the earnings code. Add a New Row in the Effective Date area of the correct Earnings Code.

Re-establish Earnings Code – cont. Use the effective date of the action processed by HR. Enter PI Action MSC. Save the transaction.

Premium Pay Not in DCPS Did transaction process successfully? Check PI Transaction Status report in HR·Smart Is T38 IDC populated in DCPS? Pay Rates and Appointments Screen Page 1 Is DCPS US Code populated in HR·Smart? HR Processing USF Compensation Data tab Special Job Data page

Transaction Not Processed Successfully Verify HR·Smart Effective Date matches DCPS Supplemental Date Effective Correct in HR·Smart, if necessary, and re-transmit Verify DCPS US Code is populated in HR·Smart HR will need to correct if code is missing See HR·Smart Bulletin 2016-022

Retroactive Premium Pay Corrections When processing retroactive premium pay transactions payroll will need to process transactions in HR·Smart for each supplemental record date in DCPS that is not correct. In HR·Smart Add a New Row in the Effective Date area for each supplemental date in DCPS.

Uniform Allowance Issues

Uniform Allowance Stopped Issue 1 Uniform Allowance Stopped

HR Processes an action with a series 500 or 700 NOA HR Processes an action with a series 500 or 700 NOA. This example shows a 500 NOA effective 05/29/2016.

The HR action processes in DCPS with the same NOA and effective date.

The correct biweekly allowance is on the Entitlement Screen in DCPS for the Supplemental Date Effective 05/29/2016.

A system generated delete action processes in DCPS with an effective date one day after the HR action. The NOA of 5ED indicates entitlement delete.

The biweekly allowance is not on the Entitlement Screen in DCPS for the supplemental date effective the same date as the 5ED transaction.

In HR·Smart, add a New Row in the Effective Date scroll area of the biweekly uniform allowance row.

Enter the effective date the allowance was stopped in DCPS.

Enter 5EN in the PI Action field. Save the transaction.

The PI Update Ind will display Ready.

Biweekly Allowance with Future Date Migrated to HR·Smart Issue 2 Biweekly Allowance with Future Date Migrated to HR·Smart

Employee received initial allowance prior to conversion to HR·Smart Employee received initial allowance prior to conversion to HR·Smart. UNA earnings code with correct effective date is in HR·Smart. PI Action displays 5EC and PI Update Ind displays Not Sent. Incorrect end date was migrated in. Earnings displays correct entitlement amount.

DCPS record shows correct start date for initial lump sum payment DCPS record shows correct start date for initial lump sum payment. Amount of entitlement is correct. NTE Date is correct.

Biweekly allowance should begin one year and one pay period after the initial allowance. Biweekly earnings code screen is auto populated at migration. Effective Date and PI Action are incorrect. PI Update Ind displays not sent. Transaction will not transmit to DCPS.

In Correct History mode, enter the correct Effective Date.

Change the PI Action to 5EN.

Click on the Override PI Ind check box to select.

Change the PI Update Ind to Ready.

Click the Override PI Ind checkbox to deselect. Save the action.

Issue 3 Future Biweekly Action Changed to Ready but Date and PI Action Not Changed

Biweekly allowance was changed from Not Sent to Ready Biweekly allowance was changed from Not Sent to Ready. Effective Date and PI Action were not changed. Transaction was Returned.

Check the PI Transaction Status report to determine the DCPS Status.

Click on the DCPS Return Message link if the status is “Return to Personnel.” A new window will open with the message. Click Cancel after viewing the message to return to the PI Transaction Status report. Click on the Transaction Details link to correct the transaction.

The Create Additional Pay screen will display The Create Additional Pay screen will display. Screens are in alphabetical order. Use the scroll arrows or View All link to find the returned transaction.

If using the scroll arrow option continue scrolling to the returned transaction.

The returned transaction will display “Returned” in the PI Update Ind field.

Enter the correct Effective Date.

Change the PI Action to 5EN.

Click the Apply button to verify the changes have been accepted.

The PI Update Ind should now display “Ready.”

The transaction can now be saved The transaction can now be saved. The transaction was accessed from the PI Transaction Status report, so the sub-page will have an OK button instead of a Save button. Click OK. The screen will close and return to the PI Transaction Status report.

Retro Uniform Allowance Never Entered Issue 4 Retro Uniform Allowance Never Entered

Biweekly Allowance should have started but was never entered Biweekly Allowance should have started but was never entered. Navigate to the Create Additional Pay component. Add a new row in the Additional Pay scroll area.

Enter the appropriate Earnings Code Enter the appropriate Earnings Code. Biweekly Uniform Allowance codes are tied to the hourly amount.

Enter the Effective Date and PI Action of 5EN.

Enter 10 into the Addl Seq Nbr field. Save the transaction.

Retro Police Uniform Allowance Corrections Issue 5 Retro Police Uniform Allowance Corrections

Retroactive changes for Police officers who did not receive the updated biweekly amount can be corrected in HR·Smart. Users will need to be in Correct History mode. Locate the row with the biweekly uniform allowance code. The effective date will be the conversion date for the station.

Change the effective date to the date the employee was entitled to receive the additional amount.

Click on the Override PI Ind check box to select.

Change the PI Update Ind to Ready.

Click the Override PI Ind checkbox to deselect. Save the action.

Resources VA Payroll Academy SharePoint Site https://vaww.fsccollaboration.fsc.va.gov/fps/SitePages/Payroll%20Academ y.aspx HR·Smart SharePoint Site https://vaww.infoshare.va.gov/sites/OHRM/HR_LOB/HRSmart

Questions