1. Pay History, LES & Pay Detail
INDIANAPOLIS PAYROLL OFFICE
Air Force 2016
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Topics
Pay Codes
DODFMR Table 4-1
Pay History Screen
How Pay History Relates to LES
Pay Detail
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Pay Codes
Understanding Pay Codes
Necessary when analyzing employee pay
Helps to identify underlying pay issue
Pay Type Codes
One DCPS Payroll Office User Manual 16-1
Consolidated from CSR, Timekeeper & HRO Manuals
Section H Reference Guides/Job Aids, Chapter 1 General System Information, Type Codes, Page 4460 (H1-93)
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4. General Category of Pay Codes
Reflects general code type category based on 1st position of code
Reference ProManual for complete listing of Codes
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Specific Pay Codes
NET/GROSS PAY Codes
identified by 2nd position of code
Reference ProManual for complete listing of Codes
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Specific Pay Codes
MISCELLANEOUS DEDUCTION Codes
identified by 2nd position of code
Reference ProManual for complete listing of Codes
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Specific Pay Codes
DEDUCTION Codes
identified by 2nd position of code
Reference ProManual for complete listing of Codes
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Specific Pay Codes
LEAVE - NonPay Codes
identified by 2nd position of code
LEAVE - Pay Codes
identified by 2nd position of code
Reference ProManual for complete listing of Codes
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Common Pay Codes
DCPS format
Description
Common Pay Codes
Earnings
Monies earned according to time (hrs/days)
RA OZ ND
Miscellaneous Deductions
Vision_Dental
Flexible Spending Account
JG_JF JM
Employer Contributions
Agency portion
UB UC UD UF UH UI UJ
Employee Earnings
Subject to Tax
Federal_State_ Local
Medicare_OASDI
VC_VD_VE
VF_VI
Deductions
Taxes_Retirement_FEHB
WD WE_WB WM WP_WG
Allowances
LQA_ TQSA_ Post Diff_Danger Pay
Incentive/Achievement Award
YE_YJ_ YG_YR YW
Retroactive Corrections
Adjustments for any previous pay period
Most pay codes
Reference ProManual for complete listing of Codes
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DODFMR, Volume 8, Chapter 4
Section Mandatory deductions
required by law, regulation or court order
include Federal or state income tax, Old-Age Survivors and Disability Insurance (OASDI), Medicare, and child support.
DODFMR Table 4-1
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DODFMR, Volume 8, Chapter 4 WD WM WB WE WF ZE ZF OZ RA ND
Mandatory Deductions - CSRS & FERS Employees
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DODFMR, Volume 8, Chapter 4 WD WM WB WE WF
PA Annual
YW Incentive YE YJ
Mandatory Deductions - CSRS & FERS Employees
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DODFMR, Volume 8, Chapter 4 WD WM WB WE WF YC YR
Link to view full screen of Table 4-1
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DODFMR, Vol 8, Chapter 4
Voluntary Deductions
processed at the employee’s request
require written authorization from the employee before deduction
Includes
health and life insurance,
flexible spending account (FSA) contributions
Thrift Savings Plan (TSP) contributions
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DODFMR, Volume 8, Chapter 4
Section Order of Precedence
The Office of Personnel Management (OPM) has issued policy guidance to standardize the order of precedence for processing mandatory and voluntary deductions when gross pay is NOT sufficient to permit all deductions.
Within the DODFMR is a link to the OPM Memorandum
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Pay History
Pay History reflects entries interfaced to an employee’s record via SF50 actions and/or Time & Attendance
Understanding how to calculate an employee’s pay from the gross to the net is important
Earnings minus deductions equals net pay
Prior year retro is included in current pay period subject to tax amounts
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Pay History Example 1
‘U’ Codes Identify Agency Contributions UC -FERS-All, UD -TSP Basic, UF-Medicare, UG-FEGLI, UI -TSP, UJ -OASDI
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Pay History Example 1
‘V’ Codes - Employee Wages Subject to:
VC - Federal Tax, VF- Medicare, VG - FERS,
VH -TSP, VI -OASDI
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Pay History Example 1
W & X Codes: Employee Deductions for:
WB - Medicare, WD - Federal Tax, WH - FEGLI,
WM - OASDI, WP - FERS, XQ – Charity, XV – TSP
YC Code: Cost of Living Allowance
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20. Example 1 Gross to Net – No Current Year Debt
Calculate Gross to Net
AA Gross Pay: RA $2, YC $ = $2,974.40
Subtract Employee Tax Withholdings & Deductions
AB Net Pay: $2, minus $ = $2,090.36
Charity (XQ)
cannot be recovered
to reduce a debt
Net Amount of Pay – No Current Year Debt
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21. Gross to Net – Current Year Debt
Timecard withdrawal of 80 hrs
Recoverable deductions are recouped to reduce debt
Charity contribution cannot be recouped
Employee owes for current year debt
$ $ = $2,120.36
Charity (XQ)
cannot be recovered
to reduce a debt
Net Amount of Debt – Current Year Debt
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22. Example 1 - Leave and Earning Statement (LES)
LES is for PPE 02/26/11
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23. Pay History Example 2 – Prior Year Debt Creation
ADJ DT EFF Field Shows: Pay Period Ending Date of Retroactive Action
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24. Pay History Example 3 - Debt Collection
Q1 Identifies Routine Debt: Collection of $1, for Debt Module Debt Seq#01
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25. Example 3 - Current Year Debt & Retroactive Monies
Retroactive monies processed on PPE 6/2/12 for PPE 5/5/12
Current Year retro monies are applied to the Current Year Debt
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26. Example 3 LES – Q1 Deduction & Retroactive Earnings
Retroactive Earnings shows Positive Retro
Retroactive Earnings & Deductions Sections Show:
Positive Time Card Correction for Prior Pay Period
Deductions Collection of $1, for Routine Debt (Q1)
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Example 3 LES-Remarks
Remarks Section Shows:
Indebtedness and Prepaid FEHB Premium
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28. Pay History Example 4 - Current Year Debt Creation
Gross Debt is ($ ) + ($557.30) = ($ )
‘R’ identifies Principal Remaining Balance of Debt ($ ) after offset
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29. Pay History Example 4 - Current Year Debt Creation
Tax Offsets include all of the recoverables – deductions that PRO can recover on behalf of the Agency
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30. Example 4 LES - Retroactive Earnings
Negative retro Debt Offset of $ is
NOT taken from Net Pay
Retroactive Earnings Section Shows:
Indebtedness Created for Prior Pay Period(s) and Recoverable Deductions of $ applied to the Debt
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31. Pay History Example 5 - Net Special Pay - Code ‘AC’
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32. Retro pay to support the ‘AC’ entry
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33. ‘RA’ gross minus ‘W’ codes = ‘AC’ amount
Deductions
$173.30
Gross Retro $ $ = $ (Special Pay Amt)
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34. Example 5 LES - Special Pay Code ‘AC’
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Pay Detail
Reflects current pay period entries interfaced to an employee’s record via SF50 actions and/or Time & Attendance
Used to research an employee’s current pay period Earnings and Deductions
After the 1st Run of Pay Calc but
Before the PPE History Update Process
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36. Example 6 - Pay Detail with Retro coming through
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37. Viewing Retro in Pay History: Reason IDC ‘H’
Reason Indicator: Section G Dictionary/Glossary G-240
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38. Viewing Payment of Retro in Pay History PPE 1/24/15
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39. Standard Schedule for Pay and Non Pay Weeks
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Pay Detail
If employee’s current PPE timecard is entered prior to Zero Pass
Pay Detail can be viewed on Monday.
If employee’s current PPE timecard is entered after Zero Pass & before 1st Pass on Monday
AND
Changes to employee’s MER and changes to prior pay period timecards are made after Zero Pass & before 1st Pass on Monday
Pay Detail can be viewed on Tuesday prior to Final Pass.
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Pay Detail
If employee’s current pay period timecard is NOT entered after Zero Pass & before 1st Pass on Monday
AND
Changes to employee’s MER and changes to prior pay period Timecards are made after Zero Pass through 1st Pass on Monday
Pay Detail cannot be viewed prior to Final Pass on Tuesday.
You will need to review the prior pay period’s Master Pay History to view the retroactive changes scheduled to happen on the current pay period ending
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Pay Detail
Final Pass for Air Force is Tuesday of pay processing week
DCPS will close down at 2000 hrs and no further actions can be entered for the current pay period end date.
Any corrections done prior to 2000 hrs on Final Pass cannot be viewed prior to Pay closing.
DCPS is normally back online the Wednesday of pay processing week.
When a SAT release is being processed Debt Module is not available until Final Pass for all databases is completed
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Questions?
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