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Pay History, LES & Pay Detail

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Presentation on theme: "Pay History, LES & Pay Detail"— Presentation transcript:

1 Pay History, LES & Pay Detail
INDIANAPOLIS PAYROLL OFFICE Veterans Affairs 2018 Integrity - Service - Innovation

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Topics Pay Codes Pay History Screen Mandatory vs Voluntary Deductions How Pay History Relates to LES Pay Detail 1/23/2020 Integrity - Service - Innovation

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Pay Codes Understanding Pay Codes Necessary when analyzing employee pay Helps to identify underlying pay issue Pay Type Codes Payroll Office User Manual Section H Reference Guides/Job Aids, Chapter 1 General System Information, Type Codes, Page 4633 (H1-97 thru H1-120) APAN Reference Links: Click on Valid codes, indicators, and abbreviations dfas4dod.dfas.mil 1/23/2020 Integrity - Service - Innovation

4 General Category of Pay Codes
Reflects general code type category based on 1st position of code Reference ProManual for complete listing of Codes 1/23/2020 Integrity - Service - Innovation

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Specific Pay Codes NET/GROSS PAY Codes identified by 2nd position of code Just in Case Reference ProManual for complete listing of Codes 1/23/2020 Integrity - Service - Innovation

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Specific Pay Codes MISCELLANEOUS DEDUCTION Codes identified by 2nd position of code Reference ProManual for complete listing of Codes 1/23/2020 Integrity - Service - Innovation

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Specific Pay Codes DEDUCTION Codes identified by 2nd position of code Reference ProManual for complete listing of Codes 1/23/2020 Integrity - Service - Innovation

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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 1/23/2020 Integrity - Service - Innovation

9 Codes and Definitions Main Menu - APAN
Go to APAN Website: Click: Valid Codes, Indicators, Abbreviations for Data Elements On DCPS Screens, Reports and Files 1/23/2020 Integrity - Service - Innovation

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Common Pay Type Codes Click ‘T’ to Search for Type Codes General categories of type codes based on first position. Select category to view associated codes and definitions. 1/23/2020 Integrity - Service - Innovation

11 Common Pay Type Codes - Example
General categories of type codes based on first position. Select category to view associated codes and definitions. 1/23/2020 Integrity - Service - Innovation

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Mandatory Deductions Required by Federal/State law, regulation or court order Include Federal or State Income tax, Old-Age Survivors and Disability Insurance (OASDI), Medicare, and Child Support. US Code Title 26 – Internal Revenue Code Income Tax Federal Insurance Contributions Act (FICA) = OASDI + Medicare 1/23/2020 Integrity - Service - Innovation

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Mandatory Deductions OT ZS ZU ZV ZW ZK* NT Mandatory Deductions - CSRS & FERS Employees 1/23/2020 Integrity - Service - Innovation

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Mandatory Deductions PA Mandatory Deductions - CSRS & FERS Employees 1/23/2020 Integrity - Service - Innovation

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Mandatory Deductions Mandatory Deductions - CSRS & FERS Employees 1/23/2020 Integrity - Service - Innovation

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Voluntary Deductions Processed at the employee’s request Require written authorization from the employee prior to deduction Includes Health and Life insurance, Flexible Spending Account (FSA) contributions Thrift Savings Plan (TSP) contributions Long Term Care Insurance ,Dental & Eye Insurance (J deductions) 1/23/2020 Integrity - Service - Innovation

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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. Link to the OPM Memorandum: OPM Memorandum: Order of Precedence Link 1/23/2020 Integrity - Service - Innovation

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Pay History Pay History reflects entries interfaced to an employee’s record via SF50 actions and/or Time & Attendance Pay History displays All monies included in Gross Pay (AA) All Employer Contributions (‘U’ codes) All Earnings that are subject to taxes (‘V’ codes) All Employee Voluntary & Involuntary Deductions Employee Net Pay (AB) Prior year retro monies paid & taxed in current pay period 1/23/2020 Integrity - Service - Innovation

19 Pay History Example 1 - No Debt
AB = Net Pay BANK Routing # Agency charged for RA + U codes ‘U’ Codes Identify Agency Contributions UC -FERS-All, UD -TSP Basic, UF-Medicare, UG-FEGLI, UI -TSP, UJ -OASDI 1/23/2020 Integrity - Service - Innovation

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Example No Debt V Codes are used to determine Employee Deductions & Employer Contributions ‘K’ identifies Retirement Code ‘V’ Codes - Employee Wages Subject to: VC - Federal Tax, VF- Medicare, VG - FERS, VH -TSP, VI -OASDI 1/23/2020 Integrity - Service - Innovation

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Pay History Example 1 DEDUCTIONS associated with Non-Allowance monies have ‘N’ at the end of the deduction code. WDN = the Federal income tax withheld for the Non-Allowance ‘RA’ monies Employee Deductions: W & X Codes WB - Medicare, WD - Federal Tax, WH - FEGLI, WM - OASDI, WP - FERS, XQ – Charity, XV – TSP YC Code: Cost of Living Allowance 1/23/2020 Integrity - Service - Innovation

22 Example 1 Calculation of subject to FED
Calculate Subject to Federal (VC) Add all earnings subject to federal tax per DODFMR Vol 8 Chapter 4, table 4-1 that the employee is receiving Deduct pretax health benefits and pretax TSP VC: $ (RA) minus $ (XV) = $2,421.36 VC is then utilized to determine Federal withholding tax (WD) 1/23/2020 Integrity - Service - Innovation

23 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 Net Amount of Pay – No Current Year Debt 1/23/2020 Integrity - Service - Innovation

24 Example 1 Gross to Net – If Current Year Debt
Timecard withdrawal of 80 hours & YC $284.00 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 1/23/2020 Integrity - Service - Innovation

25 Example 1 – No Debt Leave & Earning Statement (LES)
PPE 02/26/11 LES W & X Codes Please use the MyPay LES as this provide more detail to the employee. U Codes 1/23/2020 Integrity - Service - Innovation

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LES Box 7 after 16-1 Release Locality/Market Pay Current LES shows annual Locality/Market Pay in Box 7 Remarks provide additional information 1/23/2020 Integrity - Service - Innovation

27 Example 2 – Current Year Debt (No Current Pay)
Offset by Recoverables Recoverables ADJ DT EFF shows PPE Date of Retroactive Action for RA Debt 1/23/2020 Integrity - Service - Innovation

28 Example 2 – Current Year Debt (No Current Pay)
R= Remaining Amount Owed Recoverables ADJ DT EFF shows PPE Date of Retroactive Action for PA Debt 1/23/2020 Integrity - Service - Innovation

29 Example 2 – Current Year Debt (No Current Pay)
Beginning Debt Balance Medicare Fed Tax OASDI Recoverables Remaining Debt Balance RSN IDC ‘R’ Recoverables (Debt Offset) Reduce Debt Balance 1/23/2020 Integrity - Service - Innovation

30 LES Example 2 – Current Year Debt (No Current Pay)
WB WM WD Negative Retroactive Earnings is always the Debt Offset Negative Retro of $89.88 is NOT taken from Net Pay WB = ($4.37) WD = ($66.78) WM = ($18.73) TOTAL DEBT OFFSET ($212.36) With no Current Pay it is easier to see where the negative numbers for the Debt are included on the LES. If employee had Current Pay, the positive entries from Current Pay would be REDUCED by negative entries from the DEBT. Pay Deductions will always display in DEDUCTIONS block Negative RETROACTIVE EARNINGS is always the Debt Offset 1/23/2020 Integrity - Service - Innovation

31 Current Year PPE monies display first followed by Prior Year PPE’s
Example 3 - Prior Year Debt & Current Year Pay Current Year Current Pay = Regular (RA) Current Year PPE monies display first followed by Prior Year PPE’s

32 Reason IDC ‘R’ identifies monies that need to be collected
Example 3 - Prior Year Debt & Current Year Pay Current Year R = RETRO KA = LWOP Prior Year Reason IDC ‘R’ identifies monies that need to be collected Debt is for Prior Year PPE Dates

33 ‘Retroactive Time and Attendance Adjustments Processed’
LES Example 3 - Prior Year Debt & Current Year Pay No Monies Collected from Current Pay Employee sent Debt Letter Remarks show ‘Retroactive Time and Attendance Adjustments Processed’

34 No Current Earnings – Employee Separated 5/23/16
Example 4 – Current Year Debt – No Pay Current Year No Current Earnings – Employee Separated 5/23/16

35 Debt Balance: $425.00 - $114.30 Recoverables = $310.70
Example 4 – Current Year Debt – No Pay Current PPE $425.00 Total Debt Recoverables $114.30 Debt Balance: $ $ Recoverables = $310.70

36 No Current Earnings – Employee Separated 5/23/16
LES Example 4 – Current Year Debt – No Pay Negative Deductions used to Offset Debt Employee was Sent Debt Letter for Remaining Balance of Debt WB WM WD WE UF UJ No Current Earnings – Employee Separated 5/23/16

37 Employee Received No Pay PPE 3/5/16
Example 5 – No Pay Current PPE KM – Missing Time Non Pay Employee Received No Pay PPE 3/5/16

38 Remarks show No T&A entered for PPE 3/5/16
LES Example 5 – No Pay No Earnings or Deductions Remarks show No T&A entered for PPE 3/5/16

39 ‘H’ Reason Indicator shows:
Example 6 – Retro Pay Current PPE H – History Memo Future PPE ‘H’ Reason Indicator shows: 3/5/16 RA monies to be Paid as Retro on PPE 3/19/16

40 ‘H’ Reason Indicator shows:
Example 6 – Retro Pay Current PPE Market Pay ‘H’ Reason Indicator shows: 3/5/16 Market Pay to be Paid as Retro on PPE 3/19/16

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Example 6 – Retro Pay Current PPE 3/5/16 RA & ZK monies Paid as Retro on PPE 3/19/16 1/23/2020 Integrity - Service - Innovation

42 Example 7 – Net Special Pay – Code ‘AC’
Current PPE ‘AC’ represents Collection of Special Pay Net Amount 1/23/2020 Integrity - Service - Innovation

43 Example 7 – Retro to Support ‘AC’ Entry
Current PPE RA + ZK Retro $11,153.80 $4,238.61 Deductions Prior PPE Gross Retro $11, $4, = $6,915.19 (Special Pay Amount) 1/23/2020 Integrity - Service - Innovation

44 LES Example 7 – Retro & Special Pay ‘AC’ Entry
Retro Earnings: $3, Regular and $7, Market Pay Collection for Special Pay Net Amount: $6,915.19 1/23/2020 Integrity - Service - Innovation

45 Debt Type ‘Q’ Collections
1/23/2020 Integrity - Service - Innovation

46 Example QB Debt Collection – Pay History
Current PPE Collection of $ for Prior Year Debt created in the Current Year Full Due Process (QB) AI = 15% of Employee’s Net Disposable Income (AH). ‘AI’ is the maximum amount that can be involuntarily collected. Debt Module seq#01 LOA #01 QB Debt Collection 1/23/2020 Integrity - Service - Innovation

47 Example QB Debt Collection – LES
1/23/2020 Integrity - Service - Innovation

48 Example QA & Q1 Debt Collection – Pay History
Debt Module Seq #03 & #05 Q1 : Routine CY debt created in the Current Year QA: Formal Due Process CY debt created in the Current Year AH = Employee’s Net Disposable Income; AI = 15% of Employee’s Net Disposable Income QA + Q1 = $146.67 (15% Net Disposable Income – AI) 1/23/2020 Integrity - Service - Innovation

49 Example QA & Q1 Debt Collection – LES
QA & Q1 Debt Collection LES PPE 1/23/2020 Integrity - Service - Innovation

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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 pass but Before Final pass schedule is on slide 55 T&A must be entered before 1st pass (run) Allows adjustments for any debt offset Safety net to review Payroll before Payroll is final 1/23/2020 Integrity - Service - Innovation

51 Viewing Retro in Pay Detail
Current PPE Prior PPE 1/23/2020 Integrity - Service - Innovation

52 Viewing Retro in Pay History: Reason IDC ‘H’
Current PPE Future PPE Reason Indicator: Section G Dictionary/Glossary G-254 & APAN 1/23/2020 Integrity - Service - Innovation

53 Viewing Retro Payment in Pay History
Current PPE No Reason Indicator 1/23/2020 Integrity - Service - Innovation

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Pay Detail Zero/ First/ Second/Final Pass Zero pass processes when T&A is reported for a full biweekly tour First pass processes when retroactive adjustments are entered T&A should be processed before 1st pass Second pass processes when changes are reported since running first pass for the current pay period Final pass process produces the actual biweekly payroll and associated output products These include disbursing files used to produce employee net Electronic Funds Transfer (EFT) payments and checks, files to external agencies such as Thrift Savings Plan (TSP), biweekly payroll balancing reports and the employee's Leave and Earnings Statement (LES) 1/23/2020 Integrity - Service - Innovation

55 Standard Schedule for Pay and Non Pay Weeks
Last day for retroactive updates All Times on Schedules are Indianapolis Time Zone All Database Schedules are on APAN 1/23/2020 Integrity - Service - Innovation

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Pay Detail If employee’s current pay period timecard is entered after Zero Pass & before processing of 1st Pass Pay Detail can be viewed If changes are made to employee’s personnel file and/or timecard(s) after First Pass & before Final pass Pay Detail CANNOT be viewed prior to Final Pass processing If any adjustment will cause an erroneous payment submit a Request for Debt offset ticket as soon as possible Current pay period timecard corrections can be entered on Tuesday in DCPS 1/23/2020 Integrity - Service - Innovation

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Pay Detail Final Pass during pay processing week DCPS will close down at the designated time and no further actions can be entered for the current pay period end date DCPS is normally back online the day after Final Pass Longer downtime is caused by Additional online pay periods (39) and any T&A changes entered into DCPS on pay close out When a release is being processed the Debt Module is not available until Final Pass for all databases is completed Usually Friday afternoon of a pay week 1/23/2020 Integrity - Service - Innovation

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