Donna G. Cox, Director May 24, 2016 Civilian Pay Overview Donna G. Cox, Director May 24, 2016 Integrity - Service - Innovation

Integrity - Service - Innovation Agenda Civilian Pay Organization Structure Payroll Office Customers Update Our Customers, Systems, and Partners Concept of Operations DFAS Indy & CSR Support to Others COOP 9/18/2018 Integrity - Service - Innovation

Civilian Pay Operations Director Deputy Director Division Chief, Processing Support Operational Control Debts Debt Audits Debt Waiver & Hearing Processing Garnishments Retirements FERCCA-Retirement Plan Correction OPM Reporting Retirement Code Changes Death Settlements Thrift Savings Plan Missed TSP Contributions TSP Error Reports Emergency Disbursements Special Pays Advance Pays EFT/Check Returns Reconciliation of Cash Payments Accounting Voucher Reconciliation Military Service Credit Military Service Deposit Estimated Earnings Law Leave TSP Military Makeup (USERRA) Payroll Processing for >900,000 civilians: Army Air Force OSD Defense Agencies Veterans Affairs Executive Office of President Oversight and remediation of all pay-impacting personnel actions (i.e. Promotions, WIGIs, FEHB, FEGLI; TSP; Foreign Pay Entitlements) Leave Account Maintenance Settlement Computation and Processing Pay and Leave Audits Aggregate and Annual Pay Limits Reports Help Desk Team Congressional & IG Inquiries Reports & Metrics Payroll Office Certification Voucher Taxable YTD Balancing Business Office Functions (Budget, DTS, Ebiz) Imaging Team (EDM) Systems Support 9/18/2018 Integrity - Service - Innovation

Our Customers, Systems, and Partners Who we serve (as of 3/29/2016) Civilian Pay and Support Systems Defense Civilian Pay System (DCPS) Remedy Imaging Automated Disbursing System (ADS) Partners help us perform our mission Customer support includes: HR offices Customer Service Representatives (CSRs) VA Stations Other DFAS organizations support includes: ESS provides functional guidance and metrics/IPPS support Disbursing; Accounting; Debt & Claims; Systems; DCPS system support 9/18/2018 Integrity - Service - Innovation

System Change Requests Integrity - Service - Innovation Civilian Pay Process PERSONNEL TRANSACTIONS CSR TRANSACTIONS TIMEKEEPER TRANSACTIONS MY PAY TRANSACTIONS Input Civilian Pay System Processing Legislative Changes System Change Requests PAYROLL OFFICE ACCOUNTING MY PAY OTHER (OUTPUT ONLY) Output LES W-2 Taxes Flexible Spending Account Long Term Care Insurance Treasury Offset Program Reports Pay/Leave Data Appropriation Data Gross Pay Reconciliation 9/18/2018 Integrity - Service - Innovation

DFAS Indianapolis & CSR Support to Others Accomplishments and Goals Earned 4th Consecutive Favorable Opinion in FY15 Currently working toward 5th Unmodified Opinion for FY16 7/29/16 Receive DRAFT SSAE16 Type 2 Report 8/12/16 Receive FINAL SSAE16 Type 2 Report COOP 2016 Scheduled - week of June 26 9/18/2018 Integrity - Service - Innovation

Integrity - Service - Innovation Contingency Plan What is a Contingency Plan? A pre-arranged plan to implement in the event something happens to prevent continuation of your agency’s operations. Why Have a Contingency Plan? As payroll representatives it is our duty to ensure employees receive their payroll. Some Contingency Plan Ideas: CSR and T&A personnel have designated backups A neighboring site can potentially provide back-up support 3. Telework Review capabilities of time and attendance system Example: 2014 Snow Storms that impacted Midwest 9/18/2018 Integrity - Service - Innovation

Integrity - Service - Innovation Contingency Plan DFAS can submit emergency time as a last resort How to submit emergency time? The Agency representative must contact DFAS Unit Identification Code (UIC) Geographic Location (GLO) What is emergency time? Gives all employees a full pay check “Fills in missing time” if partial T&A already submitted Submitted time and attendance file over writes emergency time Correct time and attendance must be submitted once operations have returned to normal 9/18/2018 Integrity - Service - Innovation

Integrity - Service - Innovation Civilian Pay Help Desk 1-800-729-3277 (DSN 580-7500) Option 1 – 1095/Affordable Care Act Option 2 – DFAS-CL (Navy, Dept. of Energy, Health & Human Services, Broadcast Board of Gov., Sea Lift Command Mariner) Option 3 – DFAS-IN (Army, Air Force, Dept. of Defense, Veteran Affairs) Option 2 Civilian Pay Cleveland Option 1 – DCPS Reset Option 2 – Special Pay/Debt Inquiry Option 3 – IRS lock in letter or Ticket status Option 4 – W2 Re-Issue Option 5 – TSP Inquiry Option 6 – Replacement Check Option 7 – Retirement / MSD Inquiry Option 3 Civilian Pay Indianapolis Option 1 – Veteran Affairs Option 2 – Army/Air Force/Dep. of Defense 9/18/2018 Integrity - Service - Innovation

All Partners Access Network (APAN) Self-Service Portal Increase customer satisfaction Fulfill CSI2 Survey Requests Reduce call volume https://wss.apan.org/s/DFASPayroll/ 9/18/2018 Integrity - Service - Innovation

Integrity - Service - Innovation Remedy Updates Two Reminders Prior to Auto-Close Currently: 3 days prior to closing Update: 5 days and 1 day prior to closing Ticket Title Attachment Reminders Pop-up box that provides Customer Expectation will also contain required attachments for that title Ticket cannot be submitted without an attachment Complex Ticket Title Templates Similar to the Special Pay Ticket Template Settlement Ticket Pilot 9/18/2018 Integrity - Service - Innovation

Integrity - Service - Innovation Questions 9/18/2018 Integrity - Service - Innovation

Integrity - Service - Innovation Back-Up 9/18/2018 Integrity - Service - Innovation

Integrity - Service - Innovation Contingency Plan Ask about your agency’s contingency plan Review the plan Ensure the plan covers all employees paid by your office Know the location of employees and CSRs 9/18/2018 Integrity - Service - Innovation

Integrity - Service - Innovation Contingency Plan Some Suggested Contingency Plan Ideas: 1. CSR and T&A personnel have designated backups 2. A neighboring site can potentially provide back-up support 3. Telework – work from home 4. Review capabilities of time and attendance system Once all the contingency plans have been implemented – but time still needs to be processed, then contact DFAS for support 9/18/2018 Integrity - Service - Innovation