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

2. 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?
12/16/2019
Integrity - Service - Innovation

3. 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
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Integrity - Service - Innovation

4. 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
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Integrity - Service - Innovation

5. 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
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6. 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
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Integrity - Service - Innovation

7. 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
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Integrity - Service - Innovation

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

9. 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.
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Integrity - Service - Innovation

10. 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: Customer issues submitting file
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Integrity - Service - Innovation

11. 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
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Integrity - Service - Innovation

12. 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
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Integrity - Service - Innovation

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

14. Integrity - Service - Innovation
APAN
Please select the below link to access the video.
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Integrity - Service - Innovation

15. APAN eTutotials – Back Pay Processing
Please select the below link to access the video.
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Integrity - Service - Innovation

16. Integrity - Service - Innovation
Questions
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17. Integrity - Service - Innovation
Back-Up
BACK UP
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18. 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
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Integrity - Service - Innovation

19. 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
12/16/2019
Integrity - Service - Innovation