1. HR Smart Payroll Integration
7/31/2018
DFAS 2018 Webinar
FSC Payroll Support Austin, TX
Presented by: Laurie Bisbee

2. Accounting Data in HR·Smart

4. Nursing Service
Fiscal Service
Human Resources
Engineering Service
Radiology Service

5. Position Management A Position is like an empty seat on a ride.
A title and a set of responsibilities are assigned to that seat.
Any person who occupies the seat inherits those attributes.
Positions exist whether or not anyone is occupying the seat.

6. Position Management
Position Managers create, update, and maintain information for both occupied and unoccupied VA positions.
HR·Smart is a position based system. It is essential that positions are maintained as accurately as possible.
A one to one ratio is used in HR·Smart, meaning only one person is assigned to a position.
All employee records in PAID were brought over on conversion, including employees separated in the prior 26 pay periods. These records were assigned position numbers in HR·Smart.

7. Job Codes When a position is created a Job Code is entered.
A Job Code is a template for creating similar positions.
Job Codes are pre-configured in the system and maintained by VA Central Office.
Job Codes include key information such as the Occupational Series, Title Code, and Organization Position Title Code.

8. Job Code Profile

9. Sub Account Code

10. Department
Cost Center and Organization Codes in HR·Smart are tied to the Department.
Departments also include the Personnel Office Identification Number (POID) and Station.
Departments are pre-configured in the system and maintained by VA Central Office.

11. Sample Department

12. Position Management Pages
The Position Management pages are a group of pages that contain information required to establish and maintain a position.
The Job Code and Department are entered in the Position Management pages.
Remember that the Subaccount code is tied to the Job Code and the Cost Center is tied to the Department.

13. Description Tab

14. Personnel Action Request (PAR)
An employee’s job record is established in the Personnel Action Request (PAR) pages.
The PAR pages are a group of tabs that contain all information required to generate the SF-50 as well as additional employment information that is not printed.
When HR processes certain actions, such as a Hire or Reassignment, the Position Number is entered on the Job Data tab of the PAR pages.
Remember that the Position Number contains the Job Code and the Department.

15. Job Data Tab

16. Viewing Subaccount Code
The Subaccount Code is populated on the Special Job Data page.
A link to the Special Job Data page is found on the Compensation Data tab in the PAR pages.
The Cost Center is not populated in the PAR pages.
The Cost Center is populated on the Accounting page.

17. Compensation Data Tab

18. Special Job Data Page

19. Quality Reviewer
When actions are submitted by HR Staff for approval they appear on the Quality Reviewer’s worklist.
The Quality Reviewer reviews the action and sets the PAR Status to PRO to approve the action.
The Quality Reviewer also verifies the Cost Center information is correct.
The Quality Reviewer can access the accounting information using the Cost Center Information link on the Data Control tab.

20. Quality Reviewer Actions

21. Accounting Defaults
The Quality Reviewer should verify the Cost Center and Description.
If these are incorrect, the Department will need to be updated in the Position Management pages.
HR can then refresh the position in the PAR pages to update the accounting information.

22. Payroll Accounting Responsibilities

23. Accounting Notification
Payroll receives a notification whenever a new accounting row has been added.
A new accounting row has been added for the below employee. Please navigate to Main Menu, Payroll Interface, VA Accounting, Employee Accounting and validate the information that has been added correctly and no blank fields exist.
Emplid:
Eff Date:

24. Enter Accounting Data Navigate to the Employee Accounting page.
Main Menu>Payroll Interface>VA Accounting>Employee Accounting

25. Accounting Basic Search
Enter the Empl ID in the begins with field, or search by name by changing the search criteria to Last Name.
Click the Search button.
The Advanced Search option can also be used.

26. Accounting Defaults
The employee accounting information defaults based on actions processed by Human Resources.
The only fields that can be edited are Effective Date, Percent and Fund Control Point.

27. Enter Fund Control Point2 3 1
To enter or change the Fund Control Point:
Click on Correct History
Enter the appropriate code
Click the Save button

28. Cost Centers Cost Centers are tied to the department.
Changing the cost center in the accounting page does not change the cost center on the employee’s record.
If the cost center on the employee’s record is incorrect, the department will need to be corrected on the position occupied by the employee.

29. Position Management Pages

30. Cost Center Queries
Queries are available in HR·Smart to identify cost centers.
Z_VAC_DEPT_CC_LOOKUP
This query is sorted by department ID. Among other things it provides department descriptions, cost centers and organization codes. This query includes all departments for the POID.
Z_VAC_EMPL_DEPT_CC_LOOKUP
This query is used to identify the information for a specific employee. It also includes the cost center, org code and department description.

31. Query Samples

32. Adding Additional Cost Centers
Employees working in more than one Cost Center will need additional accounting data entered.
Labor is distributed over the cost centers associated with the employee.
Each cost center is assigned a percentage corresponding to the amount of time worked in each cost center.
Employees can have labor distributed over a maximum of four cost centers.

33. Additional Cost Centers (cont.)
To add additional cost centers, click the Correct History button then click the Add a New Row button in the Labor Distribution scroll area. 1 2

34. Additional Cost Centers (cont.)1 2
Enter the accounting information for the new cost center.
Total percentages for all cost centers must equal 100%.
The Primary row is the cost center for the employee’s primary job.
Click the Save button.

35. Sub Account Codes
Personnel services costs are distributed to subaccounts based on pay plan codes, occupation codes, assignment codes and organizational data.
The subaccount is the last two digits of the Budget Object Class 10 – Personnel Compensation and Benefits.
The subaccount code is located on the Special Job Data page on the Compensation Data tab of the employee’s HR record.
Payroll cannot change the subaccount code.
If the subaccount code is incorrect, it can be changed by HR.

36. Sub Account Code in HR·Smart
Main Menu>Workforce Administration>Job Information>HR Processing USF
Compensation Data tab – Special Job Data link

37. Accounting Interface
Information entered in the HR·Smart accounting pages interfaces with VA systems only.
DCPS receives the cost center from information in the PAR pages of the employee’s record.
Cost Center information should be verified in DCPS.
DCPS equivalent for cost center is Organization (Org).
The Org code can be found on the Pay Rates and Appointments page in the Master Employee Record (MER) in DCPS.

38. Cost Center in DCPS V17-1 P6100S03 PAY RATES AND APPOINTMENT (PAGE 1)
EMPLOYEE ID XXX XX XXXX NAME EMPLOYEE SAMPLE
GR/UNGR IDC G FLSA E P SUP DT EFFECT ACT/ORG X
PP/SER/TTL VM / 58 NOAC AUTH Z EOD DT
GRADE STEP EMPLOYEE: TYPE CODE R SCD LEAVE
HOURLY STA CD/NTE A / DT LAST
ANNUAL RETAINED: PROB/TRI
ASTERISK PN/STEP/GRADE SPEC PGM IDC 00 BRAC
SCH/CLSRM RT LOCALITY PERCENT T.ASG: CODE
AGG/PRM/OT LMTS P / / PAY TABLE NUMBER NTE DT
ALT RATE 1/ T.POS: CODE STATE RESIDENCE XX
PAY BASIS PA T38 IDC L NTE DT APPL DIS RETIRE
RETIRE: CODE K IDC F NTE HRS NEW HIRE IDC
SCH F / PCA N / 12-PAY HRS TD DAYS: SCHOOL YR
BIWK HRS CITIZEN NTE AMT CLASS ROOM
PRD NTE DT AMT TD SPL/FF/EMT / /

39. Premium Pay

40. Earnings Codes
Pay that is not included in base pay is tracked through Earnings Codes.
Earnings codes for premium pay entitlement are tracked through the Additional Pay page.
Main Menu>Payroll for North America>Employee Pay Data USF>Create Additional Pay

41. HR·Smart Job Categories
HR·Smart uses Job Categories or Job Families to identify eligible health care employees based on the Occupational Series, Official Position Title Code (Title Code), and Organizational Position Title Code (Assignment Code).
Nurse
Hybrid
Health Care Worker

42. Premium Pay Codes
Default Premium Pay Codes will be automatically populated in the Additional Pay pages based on the Job Category associated with the position occupied by the employee.

43. Default Premium Pay Codes
Default Premium Pay Earnings Codes include the following:
PPB – Hybrid Occupations
PPP – RN, PA, EFDA
PPS – Health Care Workers

44. Additional Premium Pay Codes
Employees eligible for on-call, nurses at variable rate stations and hybrids entitled to all premiums on the same basis as an RN will need to have the Earnings Code updated in HR·Smart.
PPT – Health Care Worker On-Call
PPX – Hybrid On-Call
PPA – RN, PA, EFDA (Variable Rate Station)
PPE – Hybrid Same Basis as RN (Variable Rate Station)
PPF – Hybrid Same Basis as RN

45. Standby Premium Codes
Standby is used only in extreme cases where on-call will not provide timely response for patient care. There are a few employees left in the VA who were receiving standby premium when the VA converted to on-call. Those employees are grandfathered standby.
PPU – Health Care Worker Standby
PPY – Hybrid Standby
PPV – Health Care Worker Grandfathered Standby
PPW – Hybrid Grandfathered Standby

46. Title 38 Premium Pay Notifications
A system generated notification is sent to payroll when an action has processed that affects premium pay.

47. Validating Earnings Codes
Payroll should verify the premium pay code in HR·Smart to ensure it is accurate.
Payroll will also need to verify the T38 Premium fields in DCPS.

48. Premium Pay Codes DCPS Values:
T = Table - Eligible - DFAS references a table to determine the rate Divisor
Y = Eligible Divisor
N = Eligible Divisor (SAT, SUN)
N = Not eligible under Title 38 authority (HOL, OT, ND, OC)
Blank = Not eligible under Title 38 authority
VATAS Values:
T = True
F = False

49. Verify Earnings Code in HR·Smart
An employee’s record may contain more than one Earnings code. Verify the Earnings Code with the most recent Effective Date is the correct code.

50. Verify T38 IDC in DCPS
After the action has processed successfully, verify the T38 Premium indicators in DCPS.
Option 3 – On-Line Inquiries Menu
Option 4 – Master Employee
Option 2 – Pay Rates and Appointments

51. Verify T38 PREM in DCPS Verify T38 Premium in DCPS
F10 to go to second page

52. T38 PREM indicators vary based on code and type of employee.

53. HR Actions Affecting Premium Pay
When HR processes a 500 or 700 series Nature of Action (NOA), the premium pay code will default based on the Job Category associated with the position on the processed action. The system is designed to do this. It is not a defect.

54. Other than Default Premium Pay
If the employee is entitled to receive other than the default premium pay, Payroll will need to process the change in HR·Smart.
Verify the Earnings Codes in the employee’s record in Correct History mode. OR

55. Only One Row for Default Code
If the employee’s record contains only one row for the default Premium Pay Code, then the default premium pay code can be deleted using the Delete a Row button in the Additional Pay area.

56. More than One Row for Default Code
If the employee’s record contains more than one row for the default Premium Pay Code then the current default code row can be deleted using the Delete a Row button in the Effective Date area.

57. Re-establish Earnings Code
Next payroll will need to re-establish the earnings code. Locate the appropriate Earnings Code. Add a New Row in the Effective Date area.

58. Re-establish Earnings Code – cont.
Use the effective date of the action processed by HR. Enter PI Action MSC. Save the transaction.

59. Verify Premium Pay Processed
Did transaction process successfully?
Check PI Transaction Status report in HR·Smart

60. Premium Pay Not in DCPS Is T38 IDC populated in DCPS?
Pay Rates and Appointments Screen Page 1

61. T38 IDC Not in DCPS Is DCPS US Code populated in HR·Smart?
HR Processing USF
Compensation Data tab
Special Job Data page

62. Transaction Not Processed Successfully
Verify HR·Smart Effective Date matches DCPS Supplemental Date Effective
Correct the date in HR·Smart, if necessary, and re-transmit
Verify DCPS US Code is populated in HR·Smart
HR will need to correct if code is missing
See HR·Smart Bulletin

63. Retroactive Premium Pay Corrections
When processing retroactive premium pay transactions payroll will need to process transactions in HR·Smart for each supplemental record date in DCPS that is not correct.
In HR·Smart Add a New Row in the Effective Date area for each supplemental date in DCPS.
Note that the transaction will not send if the retro SF50 transactions are not in the HR·Smart record.

64. Resources VA Payroll Academy SharePoint Site
y.aspx
HR·Smart SharePoint Site

65. Questions