INDIANAPOLIS PAYROLL OFFICE

INDIANAPOLIS PAYROLL OFFICE
Tables Overview INDIANAPOLIS PAYROLL OFFICE Integrity - Service - Innovation

Integrity - Service - Innovation
Tables Fundamentals DCPS is a table-driven system Every employee is under an Activity & Organization Personnel actions will reject if the Table is not built If the Organization is not built, the action will reject to the Missing Org report – the action will be deleted if not built within 2 pay periods If the Activity is not built, the action will reject to the payroll invalid 5/14/2019 Integrity - Service - Innovation

Tables Fundamentals Tables Structure Activity is the main building block Organization(s) reside under each Activity Each Organization only can have one T&A Site Activity/Group and one CSR Site Activity/Group. Tables and DCPS access Site Activities are how DCPS determines who can access what T&A/CSR Group(s) exist under a Site Activity T&A/CSR Groups can be used to divide T&A / CSR functions into Regions, Sections, Divisions, etc. 5/14/2019 Integrity - Service - Innovation

Roles for Tables Human Resources / Personnel Office (HRO) Provides the Activity & Organization codes to the CSR Resource Management / Budget Office Provides Accounting Classification information to the CSR Customer Service Representative (CSR) Inputs Employee & Organization-level Accounting Classification Records Submits requests to add/change Activities or Organizations to PRO via Remedy ticket DFAS-IN Civilian Payroll Office(PRO) Builds Activity & Organizations from Tables Remedy tickets 5/14/2019 Integrity - Service - Innovation

General Guidance for Tables New Organization builds Please only complete the Tables section on the Remedy ticket Multiple Org codes under the same Activity may be submitted on the same ticket Please submit additional tickets if all of the Org codes will not fit, or a spreadsheet if it is a re-organization New Activity builds Please complete all sections of the DCPS Update Request form Attach form to a Tables Remedy ticket for processing Time frame Tables Remedy tickets are 10 business days Please submit new requests 30 days prior to use Please submit re-organizations 90 days prior to use 5/14/2019 Integrity - Service - Innovation

General Guidance for Tables continued Changes to existing Organizations CSR can make changes to most fields once built Please complete the fields (such as pay block, Site Activity) that need to be changed on the Tables section of the Remedy ticket Note: We need a approval memo from HR if the Site Activity needs to be changed. Changes to existing Activities CSR can update Employing Activity record & Accounting (please submit Remedy Tickets for DFAS to update Activity-level Accounting until the System Change has been implemented to stop reverting the Budget Year) If submitting the change to DFAS, please complete the fields that need to be changed on the DCPS Update request form and attach to a Tables Remedy ticket Processing time frame Tables Remedy tickets are 10 business days Please submit new requests 30 days prior to use Please submit re-organizations 90 days prior to use 5/14/2019 Integrity - Service - Innovation

DCPS Tables Update Request form Part A General information including Activity & Org codes Part B – Point of Contact Information Point of Contact information is typically for CSR POC information is not input into DCPS 5/14/2019 Integrity - Service - Innovation

DCPS Tables Update Request form Part C – Employing Activity Office Address This is the employing activity address, not the Organization, POC, or CSR address. This is the default address where a check is sent if an employee’s direct deposit and mailing address are not entered in DCPS when they start. If this is not a valid address, they will not get their check! 5/14/2019 Integrity - Service - Innovation

DCPS Tables Update Request form Part D – Employing Activity record Agency = two position code that designates agency (AR/AF/DD) Major Claimant code= agency sub element (list in DCPS manual) Blanket LV Advance = 0- no override 1- ’LB’ input in T&A 2- Authorization input in DCPS 3- Blanket advancement T&A Input Frequency = “D” – Daily, “W” – Weekly, “B” – Biweekly Shore leave = ‘Y’ or ‘N’ if eligible for Shore Leave Credit Hour Carryover = 0- 24 Certifier = blank or “Y” (only use ‘Y’ if certify time directly in DCPS) Labor IDC = “Y” or “N” NOTE: Changes in Major Claimant codes require a memo from HR 5/14/2019 Integrity - Service - Innovation

DCPS Tables Update Request form Part E – Activity Accounting Classification This information should come from budget / finance office Please do not submit Org- or Employee-level accounting; we do not enter this. Any Org- or Employee-level accounting that is input by the local CSR will override the accounting at the Activity level 5/14/2019 Integrity - Service - Innovation

DCPS Tables Update Request form Part F – Organization Record This is the same information that is on the Remedy ticket template. Please only complete the Tables section on the ticket if you only need Org(s) built. If you do complete the form, be sure that all fields match the Tables section. Conflicting information will cause the ticket to be returned for clarification. 5/14/2019 Integrity - Service - Innovation

DCPS Tables Update Request form Organization Record fields Pay Block = Groupings of pay records T&A Input Frequency = T&A Input Frequency at Org-level Blanket Leave Indicator = Leave indicator at the Org-level End of Month Estimate = End of Month Estimate to be produced for an Activity, can be “Y” or “N” Labor Indicator = Flag to indicate daily/weekly labor extension, can be “Y” if T&A input frequency is ‘W’ or ‘D’ Time Card Option = time card option to be printed N - DO NOT PRINT TIME CARDS 1 - T & A TIMECARD FORMAT 1 (A if use PC based T&A system) 2 - T & A TIMECARD FORMAT 2 (B if used PC based T&A system) 3 - T & A TIMECARD SSN ONLY FORMAT 1 (C if use PC based T&A system) 4 - T & A TIMECARD SSN ONLY FORMAT 2 (D if use PC based T&A system) 5/14/2019 Integrity - Service - Innovation

T&A/CSR Group form Explanation of Fields Site Activity Six digit code to identify Site Site Indicator Two digit code (00) Printer ID Obtained from TSO after get access Remote Print Capable Y- Report printed to Printer ID N – Printed and sent to Site by PRO H- Held in Reports menu Time Sheet Capable Print time cards from DCPS - Y or N 5/14/2019 Integrity - Service - Innovation

Pay blocks & Major Claimant codes CP1: OMA: 777, ZFA: 501, 512,521 (511-DODEA) ZFR: 401, 402, 415,420, 421 (410, 411, 412-DODEA) ZKA: (108-OSD 109-DODEA) ZPV: 910 A list of valid Major Claimant codes can be found in the PRO manual and on the OPM website: (click on Executive Branch and then select your agency) 5/14/2019 Integrity - Service - Innovation

Miscellaneous Information Terminology Activity = Unique Identification Code (UIC) = Personnel Accounting Symbol (PAS) SDA Activity = Name of the SDA file for that Activity T&A / CSR Site Activity = Used in conjunction with the T&A/CSR Groups to provide access to specific Timekeepers/CSRs When completing the table request… We prefer that a digital copy of the form is typed. If completing it by hand, please be sure to write legibly and please put a slash through any numeric 0’s (zeros) 5/14/2019 Integrity - Service - Innovation

INDIANAPOLIS PAYROLL OFFICE
Remedy Overview INDIANAPOLIS PAYROLL OFFICE Integrity - Service - Innovation

Remedy Remedy system allows for communication between the Payroll office, CSR, and HR offices Tickets can be submitted requesting assistance in processing or payroll inquiries Documents can be attached to tickets for validation Remedy titles have Customer Expectation timelines Expectations vary for each title Imaging - Electronic Document Management system Remedy is the preferred method for submitting requests – supporting documentation may be faxed to Imaging Fax number for Imaging: Integrity - Service - Innovation

Access to REMEDY DD System Authorization Access Request (SAAR) & Remedy Security Rules of Behavior can be found here: < Please submit completed DD 2875 & SROB via CSR Remedy 2875 ticket. Please submit Remedy Client Update ticket to update your information (phone number, address, etc) or if you wish to group Remedy users together. Remedy issues can be addressed to TSO at or at 5/14/2019 Integrity - Service - Innovation

System Authorization Access Request (SAAR)
5/14/2019 Integrity - Service - Innovation

System Authorization Access Request (SAAR)
Fill out forms including signature and submit on CSR Remedy 2875 ticket. 5/14/2019 Integrity - Service - Innovation

User ID and Password

Essential Information for Remedy
Ensure remedy titles are used appropriately Incorrect titles will be corrected by the PRO and may result in longer work times – anything offline will require an audit HOT/NON PAY title is restricted to HRO only Allotment inquiry, MSD Hot Item, and Misc Pay titles restricted to PRO only CSR Remedy 2875 restricted to CSR only Please do not submit duplicate tickets! Remedy tickets auto-close after 10 Calendar days Reminder sent via that ticket will close in 3 calendar days Please return the ticket if you need clarification on the resolution or the issue has not been resolved prior to closure of the ticket. Agree to Resolution should be selected ONLY when the issue has been resolved (DCPS reflects the leave adjustment, member received the money, etc) 5/14/2019 Integrity - Service - Innovation

Essential Information for Remedy
Group View Allows a specified group of Remedy Users to view your tickets. Submit under Remedy Client Update. Anyone you want in your group must already have Remedy Access. List the full name of those you want included in your group. You are not able to respond to the tickets, but you can view. One exception-permanent departure of Remedy User. Helps monitor workload if someone goes on vacation or is out of the office. 5/14/2019 Integrity - Service - Innovation

Remedy Ticket Helpful Tips
Always include a clear description of your issue and the pay periods involved. Attach any documents needed (up to 5 attachments) and if there is not enough space, please send the rest to Imaging and indicate that on the ticket in your details. Please completely fill out any templates attached to the remedy ticket. Read the entire return response and validate your issue has been resolved before you agree to the resolution. If you fax documents to Imaging that relates to your remedy ticket, mention that you faxed documents in the ticket response. 5/14/2019 Integrity - Service - Innovation

Remedy Ticket Helpful Tips Cont.
All fields on the remedy ticket need to be filled out. Remember to submit a Remedy Client Update Remedy ticket for any changes to your changes, name, or phone number. Review the pop-up box that has the business expectation timeframe when selecting the title. Please do not open a new remedy ticket just to attach documents. Please do not open multiple tickets for the same issue. Date your return comments. It is easier to follow based on order. 5/14/2019 Integrity - Service - Innovation

Remedy Ticket Tips Cont.
Please still provide Social Security Number Please include actions taken on the remedy ticket Several Remedy Ticket titles require documents to be attached before you can submit the ticket: Military Deposit Submission Settlement Inquiry – Submission Foreign Allowance – SF-1190 Payment Processing 5/14/2019 Integrity - Service - Innovation

Overview of CSR Resources
INDIANAPOLIS PAYROLL OFFICE Integrity - Service - Innovation

5/14/2019

CSR Resources DFAS.MIL General information for Civilian employees APAN DFAS4DOD Payroll Office Advisories (POAs) Payroll Office Forms (DD 2875, DD 2929, VRA’s, Union Info change form, etc.) DCPS Web-based Training PRO Manual DOD Regulations DoD FMR - Volume DoD Issuances OPM.GOV General regulations for civilian employees 5/14/2019 Integrity - Service - Innovation

Access to DCPS DD2875 SYSTEM AUTHORIZATION ACCESS REQUEST (SAAR) DD2929 DEFENSE CIVILIAN PAY SYSTEM (DCPS) NON-PAYROLL OFFICE ACCESS FORM DCPS Security Awareness Course Completed forms are submitted on a Security DCPS Establishment ticket. SASO for DCPS access issues: 5/14/2019 Integrity - Service - Innovation

MIAP DCPS is accessed through the MIAP website MIAP is not part of DCPS; it is portal to get to DCPS securely 5/14/2019 Integrity - Service - Innovation

DCPS database selection

USERID AND PASSWORD 5/14/2019 Integrity - Service - Innovation

SIGN ON MESSAGE 5/14/2019 Integrity - Service - Innovation

DCPS CONSENT BANNER 5/14/2019 Integrity - Service - Innovation

BROADCAST MESSAGE 5/14/2019 Integrity - Service - Innovation

SECURITY SIGN ON 5/14/2019 Integrity - Service - Innovation

DCPS CSR MAIN MENU 5/14/2019 Integrity - Service - Innovation

OPTION 1: EMPLOYEE DATA MENU

OPTION 1: EMPLOYEE DATA MENU-CHARITY

OPTION 1: EMPLOYEE DATA MENU-EMP ORG (UNION)

OPTION 1: EMPLOYEE DATA MENU- TAXES

OPTION 1: EMPLOYEE DATA MENU- ADDRESS/EFT

OPTION 2: LEAVE MENU 5/14/2019 Integrity - Service - Innovation

OPTION 2: LEAVE MENU- LES BALANCE

OPTION 2: LEAVE MENU- ADV/RESTORED/EMG/FAMILY

OPTION 2: LEAVE MENU- DONATED LEAVE (MANUAL)

OPTION 2: LEAVE MENU- DONATED LEAVE AUTOMATED

OPTION 2: LEAVE MENU- LEAVE CERTIFICATION

OPTION 3: ON-LINE INQUIRIES MENU

OPTION 3: ON-LINE INQUIRIES - HISTORY

OPTION 3: ON-LINE INQUIRIES - PAY DETAIL

OPTION 3: ON-LINE INQUIRIES - MASTER EMPLOYEE

OPTION 3:ON-LINE INQUIRIES-PAYROLL OFFICE TABLES

OPTION 3: ON-LINE INQUIRIES - CENTRAL REF TABLES

OPTION 3:ONLINE INQUIRIES-OVERSEAS ALLOWANCES

OPTION 3: ON-LINE INQUIRIES - ACCOUNTING DATA

OPTION 3: ON-LINE INQUIRIES – CASH AWARDS

OPTION 3: ON-LINE INQUIRIES – PREPAID FEHB

OPTION 3: ON-LINE INQUIRIES – DONATED LEAVE VIEW

OPTION 4 MAIN MENU: TABLES MAINTENANCE MENU
Tables are maintained at VACO level 5/14/2019 Integrity - Service - Innovation

OPTION 6: CSR REPORTS MENU

OPTION 7: TIME AND ATTENDANCE MENU

OPTION 7: T&A MENU – TIME CARD FORMAT 1

OPTION 7: T&A MENU – WORK SCHEDULE CHANGE

OPTION 7: T&A MENU – RETRO T&A

OPTION 7: T&A MENU – T&A REPORTS

OPTION 8: IN LIEU OF LES 5/14/2019 Integrity - Service - Innovation

OPTION 9: DEBT COLLECTION MENU

QUESTIONS? Integrity - Service - Innovation

INDIANAPOLIS PAYROLL OFFICE

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