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

2. 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

3. 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

4. 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

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
9/18/2018
Integrity - Service - Innovation

6. 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

7. 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: Snow Storms that impacted Midwest
9/18/2018
Integrity - Service - Innovation

8. 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

9. Integrity - Service - Innovation
Civilian Pay Help Desk
(DSN )
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

10. All Partners Access Network (APAN)
Self-Service Portal
Increase customer satisfaction
Fulfill CSI2 Survey Requests
Reduce call volume
9/18/2018
Integrity - Service - Innovation

11. 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

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

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

14. 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

15. 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