Donna G. Cox, Director March 27, 2018 Civilian Pay Overview Donna G. Cox, Director March 27, 2018 Integrity - Service - Innovation

Integrity - Service - Innovation Agenda Civilian Pay Organization Structure Our Customers, Systems, and Partners Magnitude of Operations Civilian Pay Process Updating Default Address DFAS Indy & CSR Support to Others Military Service Credit Contingency Plan Civilian Pay Helpdesk All Partners Access Network (APAN) Questions? 6/1/2019 Integrity - Service - Innovation

Civilian Pay Operations Director Donna Cox Deputy Director Vacant Division Chief, Processing Baranda Anderson Support Jill Snipes Operational Control Deatta Harris Division Chief, Systems Tim Sherrill 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 W2 Corrections Advance payments –Stateside and OCONUS Debts Debt Audits Debt Waiver & Hearing Processing Debt notifications Bankruptcy/Other pay deductions Retirements FERCCA-Retirement Corrections OPM Reporting/Retirement Processing Retirement Code Changes Death Settlements Thrift Savings Plan TSP Contributions Make-up/Corrections TSP Error Reports Out of Cycle Disbursements Special Pays Advance Pays EFT/Check Returns Reconciliation of Cash Payments Accounting Voucher Reconciliation Military Service Credit Military Service Deposit Estimated Earnings Law Enforcement Leave TSP Military Makeup (USERRA) Payroll for Personal Services Certification and Summary (DD Form 592) Balancing and Certification Tier 3 Customer Care Center DoD Veterans Affairs Estimated Earnings Congressional & IG Inquiries Audit Liaison Imaging/goDocs CSR Workshops Taxable YTD Balancing End of year W2 Review Contingency Planning Business Office Functions Daily system operations Support Agile development of System Change Requests Supports Business Environment Modernization initiative Micro-application development, maintenance, security, and Audit Steadiness responsibilities 6/1/2019 Integrity - Service - Innovation

Our Customers, Systems, and Partners Who we serve (as of 3/12/18 ) 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 Veterans Affairs (ZPV) 395,501 Army CONUS/OCONUS (OMA/ZFA) 255,927 Air Force and DoD CONUS/OCONUS (CP1/ZFR) 192,395 Defense Agencies (ZKA) 97,836 Executive Office of the President (ZKE) 1,726 Total Civilian 943,385 6/1/2019 Integrity - Service - Innovation

Magnitude of Operations We Pay the President Civilian Pay FY 2016 FY 2017 Customer Base Accounts 937,352 938,664 Remedy Tickets and Imaging Items Processed 231,516 (Remedy) 95,902 (Imaging) (Total) 327,418 234,469 (Remedy) 93,397 (Imaging) (Total) 327,866 6/1/20191/27/2010 Integrity - Service - Innovation 5

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 6/1/2019 Integrity - Service - Innovation

Updating Default Addresses TO ENSURE ALL EMPLOYEES GET PAID IN A TIMELY MANNER MAKE SURE THE AGENCY’S AND EMPLOYEE’S ADDRESSES ARE UPDATED REGULARLY IN DCPS Treasury requires all DoD personnel to participate in Electronic Funds Transfer (EFT) unless a waiver applies. Agency responsibility is to provide the information necessary for the delivery of payments by EFT to the recipient's financial institution. DCPS procedures for sending payments: 1.) Electronic Funds Transfer 2.) Mail to address on file 3.) Mail to address of agency (CSR to hand deliver) 4.) DD 2660 filed and sent to Treasury 6/1/2019 Integrity - Service - Innovation

DFAS Indianapolis & CSR Support to Others Accomplishments and Goals Additional Pay Periods Online (APPO) Self Service Reporting Tool COOP 2018 June 2018 (finalizing dates) 6/1/2019 Integrity - Service - Innovation

Military Service Credit Tips How do I know if my customer is eligible to buy back military time? Any prior active duty military member may be eligible to buy back time served. When is the best time for my customer to buy back Military Service? During the first three years of Civilian service interest does not accrue, which makes it the best time to buy back Military service. How long should I tell my customer to anticipate the request to be processed? About 30 business days. Military Service Deposits are a high volume workload that involve multiple steps for you, your customer, and DFAS. To help your customer, please have them start the process of buying back military time at least six months prior to retirement from Civilian service. How can my customer make payments to buy back military time? They can make payments directly to their payroll office by check, money order or payroll deductions, or pay.gov. Please go to our APAN website for more information and a printable flyer you can share with your customers. https://wss.apan.org/s/DFASPayroll/Pages/FAQ.aspx 6/1/2019 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: 2018 Customer issues submitting file 6/1/2019 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, Maria Petrone, 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 6/1/2019 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 6/1/2019 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/ 6/1/2019 Integrity - Service - Innovation

Integrity - Service - Innovation APAN Please select the below link to access the video. https://wss.apan.org/s/DFASPayroll/Pages/eTutorials.aspx 6/1/2019 Integrity - Service - Innovation

APAN eTutotials – Back Pay Processing Please select the below link to access the video. https://wss.apan.org/s/DFASPayroll/Knowledge%20Tree/Additional%20Information3.aspx 6/1/2019 Integrity - Service - Innovation

Integrity - Service - Innovation Questions 6/1/2019 Integrity - Service - Innovation

Integrity - Service - Innovation Back-Up BACK UP 6/1/2019 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 6/1/2019 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 6/1/2019 Integrity - Service - Innovation