OVERVIEW of DEFENSE CIVILIAN PAYROLL SYSTEM (DCPS)

OVERVIEW of
DEFENSE CIVILIAN PAYROLL
SYSTEM (DCPS)
Defense Finance and Accounting Service
INDIANAPOLIS PAYROLL OFFICE
Integrity - Service - Innovation
Integrity - Service - Innovation
Defense Finance and Accounting Service
7/8/2015
2
Defense Finance and Accounting Service
7/8/2015
3
CSR Resources

DFAS.MIL
 General information for Civilian employees
http://www.dfas.mil/civilianemployees.html\
 APAN https://wss.apan.org/s/DFASPayroll/default.aspx

DFAS4DOD https://dfas4dod.dfas.mil

CSR & TIMEKEEPER manuals
 Payroll Office Advisories (POAs)
 Payroll Office Forms (DD 2875, D 2929, VRA’s, Union Info change form, etc.)
 DCPS Web-based Training

DOD Regulations


DoD FRM - Volume 8
http://comptroller.defense.gov/Portals/45/documents/fmr/Volume_08.pdf

DoD Issuances http://www.dtic.mil/whs/directives/corres/html/CPM_table2.html
OPM.GOV

7/8/2015
General regulations for civilian employees http://www.opm.gov/
Integrity - Service - Innovation
4
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 Establishment ticket.

SASO e-mail for DCPS access issues: [email protected]
https://dfas4dod.dfas.mil/systems/dcps/consolid/Index.htm
7/8/2015
Integrity - Service - Innovation
5
MIAP
 DCPS is accessed through the MIAP website
 MIAP is not part of DCPS; it is portal to get to DCPS securely
https://miap.csd.disa.mil/portal.html
7/8/2015
Integrity - Service - Innovation
6
DCPS database selection
7/8/2015
Integrity - Service - Innovation
7
USERID AND PASSWORD
7/8/2015
Integrity - Service - Innovation
8
DCPS CONSENT BANNER
7/8/2015
Integrity - Service - Innovation
9
BROADCAST MESSAGE
7/8/2015
Integrity - Service - Innovation
10
SECURITY SIGN ON
7/8/2015
Integrity - Service - Innovation
11
DCPS CSR MAIN MENU
7/8/2015
Integrity - Service - Innovation
12
OPTION 1 MAIN MENU: EMPLOYEE DATA MENU
7/8/2015
Integrity - Service - Innovation
13
OPTION 2 MAIN MENU: LEAVE MENU
7/8/2015
Integrity - Service - Innovation
14
OPTION 3 MAIN MENU: ON-LINE INQUIRIES MENU
7/8/2015
Integrity - Service - Innovation
15
OPTION 2 : MASTER HISTORY SCREEN
7/8/2015
Integrity - Service - Innovation
16
OPTION 3: PAY DETAIL
7/8/2015
Integrity - Service - Innovation
17
OPTION 4: MASTER EMPLOYEE INQUIRY
7/8/2015
Integrity - Service - Innovation
18
OPTION 6: PAYROLL OFFICE TABLES MENU (VIEW ONLY)
7/8/2015
Integrity - Service - Innovation
19
OPTION 8: CENTRAL TABLE MENU (VIEW ONLY)
7/8/2015
Integrity - Service - Innovation
20
OPTION 9: OVERSEAS ALLOWANCES-ADVANCES/PAYMENT/ADJUSTMENT
7/8/2015
Integrity - Service - Innovation
21
OPTION 10: ACCOUNTING DATA
7/8/2015
Integrity - Service - Innovation
22
OPTION 4 MAIN MENU: TABLES MAINTENANCE MENU
7/8/2015
Integrity - Service - Innovation
23
OPTION 6 MAIN MENU: CSR REPORTS MENU
7/8/2015
Integrity - Service - Innovation
24
OPTION 7 MAIN MENU: TIME AND ATTENDANCE MENU
7/8/2015
Integrity - Service - Innovation
25
OPTION 8 MAIN MENU: IN LIEU OF LEAVE AND EARNINGS STATEMENT
7/8/2015
Integrity - Service - Innovation
26
OPTION 9 MAIN MENU: DEBT COLLECTION MENU
7/8/2015
Integrity - Service - Innovation
27
Remedy Overview
Defense Finance and Accounting Service
Integrity - Service - Innovation
Integrity - Service - Innovation
Remedy
 Remedy system allows for communication between the
Payroll office, CSR, and HR offices
 Tickets can be entered 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 and are noted in the following slides
 Imaging - Electronic Document Management system
 Remedy is the preferred method for submitting requests –
supporting documentation may be faxed to Imaging
 Fax number for Imaging: 866-401-5849
Integrity - Service - Innovation
Access to REMEDY
 DD2875 - System Authorization Access Request (SAAR) &
Remedy Security Rules of Behavior
 Please submit completed form via CSR 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.
https://dfas4dod.dfas.mil/systems/dcps/consolid/FORMS/remedy2875srob.pdf
7/8/2015
Integrity - Service - Innovation
30
Remedy Ticket Titles and Timelines
 3–Day





Special Pay
Hot/Non-Pay
Security Violations
Deductions/1Sub Titles – Field Service Receipt
Workarounds-HQE
 5-Day





7/8/2015
HR Request for Debt Offset
Deceased
Military Deposit/Hot Item **PRO ONLY**
Workarounds
Remedy Client Update
Integrity - Service - Innovation
34
Remedy Ticket Titles and Customer Expectations
 5-Day (cont.)




Security-DCPS Termination
Timekeeper Inquiries
TSP-FERCCA **PRO ONLY**
Arbitration-History request
 10-Day






7/8/2015
ADS Payment Request **PRO ONLY**
401K Loans
Aggregate Limit
Allotment Inquiry
Arbitration/Decision (DODEA)
Butterbaugh Claim
Integrity - Service - Innovation
35
Remedy Ticket Titles and Customer Expectations
 10-Day









Check/EFT Not Received
Debt Hearing
Debt Refund
Deductions (18 sub-titles)
DeFacto
Donated Leave
FEGLI
FEHB-Other
Foreign Allowances
• LQA Inquiries; SF1190 Advance Payments: Other Allowances
7/8/2015
Integrity - Service - Innovation
36
Remedy Ticket Titles and Customer Expectations
 10-Day (cont.)








7/8/2015
Garnishment
Leave and Home Leave
NAF/401K
Non-Standard DCPS Report Request
OPM Inquiries (comes from OPM)
Physicians Comparability Allowance
Report Print Problems
Reservist Differential
Integrity - Service - Innovation
37
Remedy Ticket Titles and Customer Expectations
 10-Day (cont.)












7/8/2015
Retirement
Security Establishment
Severance
SF1150 Input
SF1150 Request
SF-50
Student Loan
Tables-2 Sub Titles
Tax Inquiry
Terminal Leave
TSP
USERRA - Letters
Integrity - Service - Innovation
38
Remedy Ticket Titles and Customer Expectations
 10-Day (cont.)




Voluntary Repayment Agreement
VSIP/VERA Installments
W-2
W-2 Reissues
 15-Day








7/8/2015
Arbitration Interest Calculation (DODEA)
Debt Inquiry
Workers Comp Leave Buy Back - Payment
Offline History Print Request
Preconversion Issues
Retirement – Settlement **PRO ONLY**
Settlement Inquiry
TSP Settlement
Integrity - Service - Innovation
39
Remedy Ticket Titles and Customer Expectations
 30-Day
 Accounting Vouchers
 Arbitration (DODEA)
• Audits
• Copy of Check Request
• TSP History Request
 Debt Waiver – LQA Project
 Debt Waiver – Debt Waiver
 Law/Contingency Leave
• 2 Sub-titles







7/8/2015
Military Deposit Application
Military Deposit Payment
TSP-Debt
USERRA-Request
Workers Comp Leave Buy Back - Submission
NAREA
Military Deposit Paid in Full Letter
Integrity - Service - Innovation
40
Remedy Ticket Titles and Customer Expectations
 60-Day
 Debt Audit
 Leave Audits
• 2 Sub-titles
 Pay Audits
• 5 Sub-titles
 Sunday Premium for Part-Time Employees
 TSP Audit
 90-Day
 Retirement Code Changes
 150-Day
 FERCCA
7/8/2015
Integrity - Service - Innovation
41
ESSENTIAL INFORMATION
 Ensure remedy titles are used appropriately
 Incorrect titles will be corrected by the PRO and may result in
longer work times
 HOT-NON PAY title is restricted to HRO only
 Allotment inquiry, MSD hot item, and Misc pay titles restricted to
PRO only
 CSR 2875 restricted to CSR only
7/8/2015
Integrity - Service - Innovation
42
Questions
Integrity - Service - Innovation
TABLES
INDIANAPOLIS PAYROLL OFFICE
DEFENSE FINANCE AND ACCOUNTING SERVICE
Integrity - Service Innovation
RESPONSIBILITIES
HUMAN RESOURCES / PERSONNEL OFFICE
Provides Activity & Organization codes to the CSR
RESOURCE MANAGEMENT / BUDGET OFFICE
Provides Accounting Classification information to the CSR
CUSTOMER SERVICE REPRESENTATIVES (CSR)
Inputs Employee-level Accounting Classification Records
Inputs Organization-level Accounting Classification Records
Activity-level Accounting Classification records changes are submitted to DFAS
via Tables Remedy ticket
DFAS-IN CIVILIAN PAYROLL OFFICE (PRO)
Creates/changes Activity & Organizations from Tables Remedy tickets
Integrity - Service - Innovation
45
RESPONSIBILITIES CONT.
DFAS-IN CIVILIAN PAY & ACCOUNTING
DFAS-IN is the POC for resolving civilian pay accounting discrepancies
Facilitate resolution of issues for payroll accounting when multiple accounting
offices are involved – such as:
Re-organizations/Re-alignments
Update records to reflect new Fiscal Station Number (FSN) /
Accounting Activities
Mass updates to accounting information are done by Accounting
Operations
Assist CSR’S with Table updates
Integrity - Service - Innovation
46
TABLES – General Guidance
For org builds, only the remedy ticket is needed (no attachments).
Please only complete the Tables template on the ticket
See slide 10 - 12 for further information.
For new activities (UIC’s/PAS), please complete all sections of the table update
request form.
See slides 6 -10
Please attach the form to a Tables remedy ticket
Please submit request 30 days prior to first use
For reorgs / realignments, Please submit 90 days prior to being used.
Integrity - Service - Innovation
47
TABLES – General Guidance
For changes to orgs or activities, follow the same steps:
Orgs can be changed with remedy template only.
Activities can be changed with the completed table update form.
Note: We need a approval memo from HR if the Site Activity needs
to be changed.
Multiple org codes under the same UIC/PAS can be submitted
on one remedy ticket, but the details of those orgs must be
the same.
If all orgs have the same TAG, timecard options, etc., then
one ticket can be submitted with the org codes separated by
commas.
If you cannot fit all of the orgs in one ticket, please submit additional
tickets, or a spreadsheet if it is a re-org.
Integrity - Service - Innovation
48
DCPS TABLE UPDATE REQUEST FORM
Part A and B (General Info and POC Info)
• Part A - General information stating the UIC / org code
• Part B - POC Information (typically for the CSR).
(The POC information is not entered anywhere in DCPS)
Integrity - Service - Innovation
49
DCPS TABLE UPDATE REQUEST FORM
Part C – Activity Address
• This is the employing activity address, not the Org, POC, or
CSR address.
• This will be where a check is sent if an employee’s direct
deposit and mailing address are not entered in DCPS.
Integrity - Service - Innovation
50
DCPS TABLE UPDATE REQUEST FORM
Part D – Employing Activity Information
•
•
•
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”
Integrity - Service - Innovation
51
DCPS TABLE UPDATE REQUEST FORM
Part E – Default Accounting Data
• This information should come from budget / finance office
• Remember that this information is for the activity. Please do not submit
org or individual accounting.
• Any org or individual accounting that is input by the local CSR will
override the information at activity level.
Integrity - Service - Innovation
52
DCPS TABLE UPDATE REQUEST FORM
Part F – Organization Information
•
This is the same information that is on the Remedy ticket template. If you complete
the template on the remedy ticket, you do not need to complete the form.
•
If you do complete the form, be sure that all fields match the template. Conflicting
information will cause the ticket to be returned for clarification.
Integrity - Service - Innovation
53
DCPS TABLE UPDATE REQUEST FORM
Organization Details
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)
Integrity - Service - Innovation
54
Valid Pay Blocks & Major Claimant codes
•
•
•
•
•
•
CP1: 240-249
OMA: 777, 780-789
ZFA: 501, 512,521 (511-DODEA)
ZFR: 401, 402, 415,420, 421 (410, 411, 412-DODEA)
ZKA: 100-107 (108-OSD 109-DODEA)
ZPV: 910
A list of valid Major Claimant codes can be found in the CSR manual and on
the OPM website:
•
http://www.opm.gov/policy-data-oversight/data-analysis-documentation/data-policy-guidance/reportingguidance/part-a-human-resources.pdf
–
(click on Executive Branch and then select your agency)
Integrity - Service - Innovation
55
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.
• Please Put a slash through any numeric 0’s (zeros)
Integrity - Service - Innovation
56