Payroll Services Letters by Category

  ---------------------------------------------------------------------------------
  ***Category***    ***Number***       ***Subject***
  ----------------- ------------------ --------------------------------------------
  **Leave**                            

                    [PS05-01](#ps01)   Advanced Sick Leave Requests

                    [PS05-07](#ps07)   Compensatory Time

                    [PS05-08](#ps08)   Continuation of Pay

                    [PS05-11](#ps11)   Leave Certifications

                    [PS05-17](#ps17)   Religious Compensatory Time

                    [PS05-19](#ps19)   Restored Annual Leave Requests

                    [PS05-21](#ps21)   SF-1150 Record of Leave Data (Transfer-In)

                    [PS05-25](#ps25)   Transfer-In Temporary Leave Balances

                    [PS05-27](#ps27)   Voluntary Leave Transfer Program (VLTP)

  **Debt                               
  Management**                         

                    [PS05-02](#ps02)   Agency Administrative Salary Offset

                    [PS05-09](#ps09)   Debt Collections

                    [PS05-23](#ps23)   Student Loan Repayment Requests

                    [PS05-26](#ps26)   Voluntary Child Support and Voluntary
                                       Alimony

  **Payments**                         

                    [PS05-03](#ps03)   Back Pay Settlement Cases

                    [PS05-12](#ps12)   Non-Receipt of Salary Payments and Special
                                       Pay

                    [PS05-14](#ps14)   Payments for Cash Awards and Lump Sum Annual
                                       Leave

  **Time and                           
  Attendance                           
  (T&A)**                              

                    [PS05-04](#ps04)   Biweekly Payroll -- Time and Attendance
                                       Process

                    [PS05-29](#ps30)   Environmental Differential Pay

                    [PS05-30](#PS31)   Hazardous Duty Pay

  **Non-SF-50                          
  Actions**                            

                    [PS05-06](#ps06)   Changes in Processing Thrift Savings Plan
                                       Actions

                    [PS05-20](#ps20)   Savings Bonds Processing

                    [PS05-24](#ps24)   Tax Exempt Status (Federal and State)

                    [PS05-31](#PS31)   Union Dues Processing Information

  **Interim                            
  Procedures**                         

                    [PS05-10](#ps10)   Interim Procedures for Retro Actions

  **Personnel                          
  Actions**                            

                    [PS05-05](#ps05)   Changes in Health Benefits Processing

                    [PS05-13](#ps13)   Not-To-Exceed Actions (NTE)

                    [PS05-16](#ps16)   Reemployed Annuitants Annual Changes

                    [PS05-22](#ps22)   SF50 Forms Required by DFAS Payroll Office

  **Transmitting to                    
  DFAS**                               

                    [PS05-15](#ps15)   Procedures for Transmitting Documents to
                                       DFAS-Charleston

                    [PS05-28](#ps28)   Retirement and Separation Processing

  **Reporting                          
  Inquiries**                          

                    [PS05-18](#ps18)   Reporting Pay and Leave Inquiries
  ---------------------------------------------------------------------------------

![](media/image1.png)***Payroll Services Letter***

Number: PS05-01

[]{#ps01 .anchor}Date: April 17, 2005

Subject: Advanced Sick Leave Requests

Category: Leave

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

**Purpose**

This letter describes new procedures for submitting notifications of
advanced sick leave approvals to the Payroll Services Division (PSD).

\- - - -

Currently, after advanced sick leave is approved, it is submitted on the
time and attendance (T&A) record and updated in the employee's payroll
record.

**Effective April 17, 2005, HHS Timekeepers must forward approvals for
advanced sick leave to their Human Resource (HR) Center Payroll
Liaison.** This new procedure is being implemented to comply with the
Defense Finance and Accounting Service (DFAS) payroll processing
requirements.

The DFAS Defense Civilian Pay System (DCPS) maintains advanced sick
leave balances and requires that the number of approved hours be updated
in DCPS **prior to** submission of the T&A data.

It is the responsibility of Timekeepers to be sure that the request for
advanced sick leave is properly authorized and submitted to the Payroll
Liaison. The notification must include the following information:

-   Employee name

-   SSN

-   Date effective (usually the first day that the advanced sick leave
    is to be used).

-   Number of hours authorized

-   A "not to exceed" date for use of the advanced sick leave

Payroll Liaisons must include the above information in a Peregrine
ticket and send it to their Payroll Customer Service Team. There is a
specific field for this purpose in Peregrine -- Category: LEAVE
Subcategory: ADVANCED/RESTORED LEAVE.

**The advanced sick leave hours must be updated in DCPS before the hours
will be accepted when processing the T&A.** Notifications of advanced
sick leave approvals for the current pay period must be received in PSD
no later than **close of business Wednesday**, the second week of the
pay period.

**If advanced sick leave notifications are not received in PSD on time,
the DFAS payroll system will perform a leave conversion,** i.e., the
advanced sick leave will convert to annual leave, compensatory, credit
hours or leave without pay. The leave and earnings statement will show
the leave charged accordingly. Also, Payroll Liaisons will receive a
"Conversion of Hours" report that lists leave that was converted for
employees. For further information on leave conversion, see the Payroll
Services Letter entitled "Biweekly Payroll Process."

Payroll Liaisons should review the leave conversions and report any
discrepancies to their Payroll Customer Service Team.

PSD can accept and process notifications of advanced sick leave
approvals for previous pay periods and adjustments will be made to the
employee records.

For further assistance or for questions regarding the information in
this letter, please contact your Payroll Customer Service Team.

![](media/image3.png)***Payroll Services Letter***

Number: PS05-02

[]{#ps02 .anchor}Date: April 17, 2005

Subject: Agency Administrative Salary Offset

Category: Debt Management

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

**Purpose**

The purpose of this letter is to inform the HHS Operating Divisions
(OPDIVS) of new procedures for requesting salary offset to recover
administrative debts incurred by employees. The new procedure is being
implemented as part of the conversion of the HHS payroll system to the
Defense Finance and Accounting Service (DFAS).

\- - - - -

**Effective April 17, 2005, OPDIV Finance and Administrative Offices
must submit requests for recovery of an administrative debt, such as,
travel advances, equipment, training, salary advances, and emergency
salary payments to the DFAS Charleston Payroll Office.** The request
must be submitted with supporting documentation using the Request for
Recovery of Debt Due the United States by Salary Offset form (Attachment
A), and faxed or mailed to the following address for action:

> DFAS Charleston Payroll Office

Code PCPS

P.O. Box 33717

Pensacola, FL 32508-3717

OR

> Toll Free: 1 (866) 401-5849
>
> Commercial: 1 (850) 473-6450

The supporting documentation should include a copy of the employee
agreement or notification requesting payment and informing them of
salary offset authorization. For additional information on debt
collections, see Payroll Services Letter entitled "Debt Collections".

For further assistance or for questions regarding the information in
this letter, please contact your Payroll Customer Service Team.

**Attachment A**

![](media/image5.wmf)

![](media/image6.png)***Payroll Services Letter***

Number: PS05-03

[]{#ps03 .anchor}Date: April 17, 2005

Subject: Back Pay Settlement Cases

Category: Payments

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

**Purpose**

The purpose of this letter is to provide procedures for HHS Human
Resource (HR) Centers when requesting payment of back pay settlement
cases. The new procedure is part of the HHS payroll system conversion to
the Defense Finance and Accounting Services (DFAS). The correct
documentation for this action is very important to ensure settlement
cases are processed and dispersed properly.

\_ \_ \_ \_

**Effective April 17, 2005, HR Centers must send back pay settlement
cases directly to the DFAS Charleston Payroll Office.** Once the
determination has been made that an employee is entitled to Back Pay
under Section 5596 of 5 U.S.C. and implementing regulations in 5 C.F.R.
550, the HR Center must notify the DFAS payroll office with an official
letter detailing the action and any special processing instructions.

**A. The transmittal letter must contain the following:**

> \(1\) Statement if Unemployment Benefits are to be deducted and if so,
> the dollar amount and documentation.
>
> \(2\) Statement that employee has been counseled concerning Health
> Benefits and Thrift Savings Plan and the election forms if necessary.
>
> \(3\) Statement concerning entitlement to overtime, night
> differential, shift premium, Sunday premium, etc. with number of hours
> and dates for each entitlement.
>
> \(4\) Statement certifying the dollar amount and hours of any annual
> leave lump sum paid and dollar amount of any severance pay that was
> paid, if back pay settlement was prior to the conversion to DFAS,

\(5\) Statement if interest is payable and the date it is to begin.

**B. The following documentation must be included:**

\(1\) Copy of Settlement Agreement.

\(2\) Corrected or canceled personnel actions - Standard Form 50Bs.

\(3\) Statement certified to be accurate by the employee that must
include the following:

> \(a\) Any outside earnings along with copies of W2's or statement from
> employer as proof to the amount.
>
> \(b\) Statement that he/she was ready, willing and able to perform
> work during dates involved.
>
> (c ) Statement of any payments made at time of separation to include
> Lump Sum Leave, Severance Pay, VSIP and if employee withdrew
> Retirement Funds from the Office of Personnel Management.

(4) If employee was unable to work during any or part of the period
    involved, certification of the type of leave to be charged and
    number of hours will be required.

(5) Corrected/amended timecards as needed.

The case must be mailed or faxed to:

DFAS Charleston Payroll Office

> Code PCPS
>
> P. O. Box 33717
>
> Pensacola, FL 32508-3717
>
> Toll Free: 1 (866) 401-5849

Commercial: 1 (850) 473-6450

For further assistance or for questions regarding the information in
this letter, please contact your Payroll Customer Service Team.

![](media/image8.png)***Payroll Services Letter***

Number: PS05-04

[]{#ps04 .anchor}Date: April 17, 2005

Subject: Biweekly Payroll -- Time and Attendance Process

Category: Time & Attendance (T&A)

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

**Purpose**

This letter provides information to Human Resource (HR) Centers
describing changes to the Time and Attendance (T&A) data submission and
biweekly payroll process resulting from the conversion of the Department
of Health and Human Services (HHS) payroll system to the Defense Finance
and Accounting Services (DFAS). Topics addressed in this letter include:

A.  Biweekly T&A Submission Process

B.  Incorrect and Late T&A Data

C.  Leave Conversions

D.  Amended T&A.

\_ \_ \_ \_

**Biweekly T&A Submissions**

Timekeepers and Leave Approving Officials should follow their OPDIV
internal procedures and schedule for the submission of T&A data.
However, it is important to understand changes to the T&A submission
process as a result of the HHS payroll system conversion to DFAS.

**DFAS has only one final pay computation process**. This is a major
change for HHS. There are no longer Mini or Supplemental payroll runs
for employees whose time rejects or is submitted late. The one payroll
run will include cash awards and lump sum annual leave payments. A
remark will appear on the employee's Leave and Earnings Statement (LES)
if a cash award and/or lump sum payment is paid out during the pay
period.

**Accurate and timely submission of T&A data is required to ensure
accurate and timely payments to employees.** If T&A data is not
submitted timely, employees may receive an incorrect or late payment.
Payroll Customer Service Representatives (CSR) will notify Payroll
Liaisons of active employees who did not have T&A data submitted or who
had T&A data rejected. CSRs will analyze the errors, if necessary,
request information from Payroll Liaisons, and resubmit the T&A. There
is a short timeframe (Monday and Tuesday) for correction of T&As.

**The Payroll Liaison has an integral role during the T&A submission
process.** They must coordinate and provide information between the
Timekeepers and CSRs. CSRs do not communicate directly with Timekeepers
so the Payroll Liaisons or their designee must be available and gather
information quickly. During the short window of time allotted to make
corrections and changes, the CSR will rely on the Payroll Liaison to
collect, fax, or e-mail information so that corrections to an employee's
T&A record can be made and the employee can be paid correctly and on
time.

**Changes have been made to the HHS Timekeeper's Manual to emphasize the
DFAS T&A edits**. Payroll Liaisons can review timekeeping updates by
accessing the HHS Timekeeper's Manual located on the HHS Intranet -
<http://www.psc.gov/hrs/itas/documentation.html>. The manual describes
ways to avoid common mistakes and also takes into account what is
required for the new payroll system.

**The payroll schedule has been revised to meet the DFAS processing
schedule for a new official payday of Friday, the first week of the pay
period.** The schedule below gives a description of the activities that
occur in the Program Support Center, Human Resources Service, during the
biweekly T&A process.

*[T&A Submission Schedule]{.underline}*

The T&A submission schedule below shows the end of the pay period
activities that occur Friday through Tuesday. It gives an overview of
when T&As can be submitted to DFAS, the activities DFAS performs with
the T&As and what CSRs, Payroll Liaisons and Timekeepers must do to help
ensure timely resolution of missing or erroneous T&A submissions. It
also provides new DFAS terminology to help promote better communication
and knowledge transfer between HHS and DFAS.

####### Friday (prior to the end of the pay period)  {#friday-prior-to-the-end-of-the-pay-period .unnumbered}

-   T&A data can be transmitted to the Program Support Center (PSC)
    Human Resources Service (HRS) anytime from the T&A systems.

##### Saturday {#saturday .unnumbered}

-   T&A data can be transmitted to the PSC HRS anytime from T&A systems.

##### Sunday {#sunday .unnumbered}

-   T&A data must be received by the PSC HRS by 6:30 PM EST. The PSC HRS
    prepares the data by creating files that are sent to DFAS for
    validating and editing. Any errors detected during this validation
    and edit process are captured and displayed on the DFAS error
    reports.

##### Monday {#monday .unnumbered}

-   CSRs receive and analyze the Invalid Transaction Report. This report
    lists errors detected in employee T&A records. Most of the errors
    found on the report are a result of T&As being entered incorrectly
    into the T&A systems.

-   Monday is a crucial day for Payroll Liaisons. They must respond
    quickly when researching and gathering information for the CSRs.
    CSRs will then make the necessary corrections in the DFAS payroll
    system.

-   Monday evening, DFAS runs a pay computation in which they process
    the corrections and any additional T&A data submitted. This process
    once again validates and edits the T&A data looks for errors and
    returns the errors on the Invalid Transaction Report on Tuesday
    morning.

> *[Tuesday]{.underline}*

-   Tuesday is the last day that T&A data can be submitted or errors
    corrected and the results included in the final pay computation.
    CSRs will submit corrections and late T&A data based on their review
    of the Invalid Transaction and Missing Time reports, and the
    information received from the Payroll Liaisons.

-   CSRs spend Tuesday analyzing errors on the Invalid Transaction
    Reports and Missing Time/Created Leave Reports. Missing Time Reports
    display information on employees who are missing partial or all
    time. The DFAS payroll system checks to see if the employee's hours
    that were submitted equal his tour hours. (DFAS expects the tour and
    base hours to be the same.). For example, if the number of base
    hours sent to DFAS does not equal what DFAS has as that individual's
    tour hours, the employee is listed on the Missing Time Report. This
    means that the employees missing hours submitted will show up on the
    report as missing time and the CSR will need to correct it. If the
    time is not corrected, DFAS converts the missing time to leave
    without pay.

###  {#section .unnumbered}

**Incorrect and Late T&A Data**

**ALL T&A data must be received by the PSC HRS by Tuesday 3:30pm
E.S.T.** The DFAS payroll system edits the T&A data being transmitted
against the appointment and pay entitlement data in the employee's
record. It is IMPORTANT to know that DFAS runs the computation of pay
process, referred to as **Final Pass**, Tuesday evening and any [time
that has not been corrected or is still missing may result in an
employee receiving partial or late salary payment.]{.underline} Payroll
Liaisons can request a special pay (manual payment) if the employee
received less than 90% of his basic pay. This does not include overtime,
night differential (except for FWS employees), holiday premium, Sunday
Differential, etc. For additional information on requesting special
payments, see the Payroll Services Letter on Non-Receipt of Salary
Payments and Special Pay.

**Leave Conversions**

**The DFAS payroll system converts leave differently than the HHS pay
system.** DFAS cascades leave from one leave category to another. The
DFAS leave conversion chart (see Attachment - Leave Conversion Chart)
shows the order of precedence that leave will default if the leave
balance in the record is less than the leave submitted on the T&A. Each
pay period, CSRs will provide Payroll Liaisons with a report of
employees who had leave converted.

Conversion of Hours Report displays time that may have been converted
from one category (i.e. sick leave) to another category (i.e. annual
leave) depending if the employee's leave category was exhausted.

**D. Amended T&A**

**After conversion, the Payroll Error Correction System (PECS) will no
longer be available**. Corrections to previous pay period T&A records
will be transmitted to DFAS as amended T&A records along with the
regular T&A data. The amended T&A records will be processed through the
DFAS retro system in the same pay period they are received. The DFAS
payroll system validates and edits amended T&A data, and generates a
report, Retro Invalid Transaction Report, of records with errors that
rejected. The CSRs will notify Payroll Liaisons of amended T&A records
that rejected.

**Note**: -- PS05-XX addresses T&A corrections effective prior to April
17, 2005.

For further assistance or for questions regarding the information in
this letter, please contact your Customer Service Team in the Payroll
Services Division.

Attachment

+-----------------------------------+-----------------------------------+
| **Type of Excess Leave**          | **Order of Precedence (DCPS)**    |
+===================================+===================================+
| 1\. Sick                          | 1\. Use or Lose Annual            |
|                                   |                                   |
|                                   | 2\. Compensatory                  |
|                                   |                                   |
|                                   | 3\. Annual Leave                  |
|                                   |                                   |
|                                   | 4\. Restored Leave                |
|                                   |                                   |
|                                   | 5\. Donated Leave                 |
|                                   |                                   |
|                                   | 6\. Credit Hours                  |
|                                   |                                   |
|                                   | 7\. Leave Without Pay             |
+-----------------------------------+-----------------------------------+
| 2\. Sick Leave -- Care of Family  | 1\. Use or Lose Annual            |
| Member                            |                                   |
|                                   | 2\. Compensatory                  |
|                                   |                                   |
|                                   | 3\. Annual Leave                  |
|                                   |                                   |
|                                   | 4\. Restored Leave                |
|                                   |                                   |
|                                   | 5\. Donated Leave                 |
|                                   |                                   |
|                                   | 6\. Credit Hours                  |
|                                   |                                   |
|                                   | 7\. Leave Without Pay             |
+-----------------------------------+-----------------------------------+
| 3\. Sick Leave -- Care of Family  | 1\. Use or Lose Annual            |
| Member (Serious Condition)        |                                   |
|                                   | 2\. Compensatory                  |
|                                   |                                   |
|                                   | 3\. Annual Leave                  |
|                                   |                                   |
|                                   | 4\. Restored Leave                |
|                                   |                                   |
|                                   | 5\. Donated Leave                 |
|                                   |                                   |
|                                   | 6\. Credit Hours                  |
|                                   |                                   |
|                                   | 7\. Leave Without Pay             |
+-----------------------------------+-----------------------------------+
| 4\. Annual                        | 1\. Compensatory                  |
|                                   |                                   |
|                                   | 2\. Restored Leave                |
|                                   |                                   |
|                                   | 3\. Donated Leave                 |
|                                   |                                   |
|                                   | 4\. Credit Hours                  |
|                                   |                                   |
|                                   | 5\. Leave Without Pay             |
+-----------------------------------+-----------------------------------+
| 5\. Compensatory                  | 1\. Annual Leave                  |
|                                   |                                   |
|                                   | 2\. Restored Leave                |
|                                   |                                   |
|                                   | 3\. Credit Hours                  |
|                                   |                                   |
|                                   | 4\. Leave Without Pay             |
+-----------------------------------+-----------------------------------+
| 6\. Military                      | 1\. Use or Lose Annual            |
|                                   |                                   |
|                                   | 2\. Compensatory                  |
|                                   |                                   |
|                                   | 3\. Annual Leave                  |
|                                   |                                   |
|                                   | 4\. Restored Leave                |
|                                   |                                   |
|                                   | 5\. Credit Hours                  |
|                                   |                                   |
|                                   | 6\. Leave Without Pay             |
+-----------------------------------+-----------------------------------+
| 7\. Military Law Enforcement      | 1\. Use or Lose Annual            |
|                                   |                                   |
|                                   | 2\. Compensatory                  |
|                                   |                                   |
|                                   | 3\. Annual Leave                  |
|                                   |                                   |
|                                   | 4\. Restored Leave                |
|                                   |                                   |
|                                   | 5\. Credit Hours                  |
|                                   |                                   |
|                                   | 6\. Leave Without Pay             |
+-----------------------------------+-----------------------------------+
| 8\. Home                          | 1\. Use or Lose Annual            |
|                                   |                                   |
|                                   | 2\. Compensatory                  |
|                                   |                                   |
|                                   | 3\. Annual Leave                  |
|                                   |                                   |
|                                   | 4\. Restored Leave                |
|                                   |                                   |
|                                   | 5\. Credit Hours                  |
|                                   |                                   |
|                                   | 6\. Leave Without Pay             |
+-----------------------------------+-----------------------------------+
| 9\. Shore                         | 1\. Use or Lose Annual            |
|                                   |                                   |
|                                   | 2\. Compensatory                  |
|                                   |                                   |
|                                   | 3\. Annual Leave                  |
|                                   |                                   |
|                                   | 4\. Restored Leave                |
|                                   |                                   |
|                                   | 5\. Credit Hours                  |
|                                   |                                   |
|                                   | 6\. Leave Without Pay             |
+-----------------------------------+-----------------------------------+
| 10\. Restored Annual              | 1\. Use or Lose Annual            |
|                                   |                                   |
|                                   | 2\. Compensatory                  |
|                                   |                                   |
|                                   | 3\. Annual Leave                  |
|                                   |                                   |
|                                   | 4\. Restored Leave                |
|                                   |                                   |
|                                   | 5\. Credit Hours                  |
|                                   |                                   |
|                                   | 6\. Leave Without Pay             |
+-----------------------------------+-----------------------------------+
| 11\. Credit Hours                 | 1\. Use or Lose Annual            |
|                                   |                                   |
|                                   | 2\. Compensatory                  |
|                                   |                                   |
|                                   | 3\. Annual Leave                  |
|                                   |                                   |
|                                   | 4\. Restored Leave                |
|                                   |                                   |
|                                   | 5\. Leave Without Pay             |
+-----------------------------------+-----------------------------------+
| 12\. Time-Off Incentive Award     | 1\. Use or Lose Annual            |
|                                   |                                   |
|                                   | 2\. Compensatory                  |
|                                   |                                   |
|                                   | 3\. Annual Leave                  |
|                                   |                                   |
|                                   | 4\. Restored Leave                |
|                                   |                                   |
|                                   | 5\. Credit Hours                  |
|                                   |                                   |
|                                   | 6\. Leave Without Pay             |
+-----------------------------------+-----------------------------------+

DCPS Family Leave will convert the same as annual, sick, compensatory
time leave, etc., if the employee has no authorization or balance equals
zero.

![](media/image10.png)***Payroll Services Letter***

Number: PS05-05

[]{#ps05 .anchor}Date: April 17, 2004

Subject: Changes in Health Benefits Processing

Category: Personnel Actions

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

**Purpose**

The conversion of the HHS payroll system to the Defense Finance and
Accounting Service (DFAS) will require changes in health benefits
processing. This letter provides Human Resource Centers (HRC) with
information and instructions for the following health benefits actions:

A.  Employees on Leave Without Pay (LWOP)

B.  Reservists Called to Active Duty

C.  Reconciliation of Health Benefits

D.  Waiving FEHB Premium Conversion

\- - - -

**A. Employees on Leave Without Pay (LWOP)**

Employees taking LWOP have had three options for paying their Federal
Employee Health Benefits (FEHB) premiums:

-   Pay-As-You-Go

-   Catch-Up

-   Prepay

These payment options are described in the FEHB Handbook on the OPM
website:

> [www.opm.gov/insure/handbook/fehb13.asp](http://www.opm.gov/insure/handbook/fehb13.asp)

Effective April 17, 2005, the third option, Prepay, will no longer be
available (LWOP Pre-pay HB Start − NOA Code 9628). As noted in the FEHB
Handbook, agencies are not required to offer this option.

Please advise employees of the two options still available to them for
paying their share of FEHB premiums while in LWOP status.

**B. Reservists Called to Active Duty**

When an employee has been called to active military duty in support of a
contingency operation, HHS will pay that employee's share of FEHB
premiums in addition to the government's share.

Effective April 17, 2005, HRC Payroll Liaisons must notify their Payroll
Customer Service Team of employees called to active duty to ensure that
qualifying reservists are not indebted for health benefits premiums.

The notification must be via a Peregrine ticket with the
category/subcategory of BENEFITS/FEHB. The following information must be
included:

-   Name

-   SSN

-   FEHB enrollment code

-   A brief statement that the reservist is called to active duty in
    support of a contingency operation

-   Beginning date employee is eligible to have the agency pay the
    employee's share of the FEHB premium

-   Approximate ending date employee is eligible to have the agency pay
    the employee's share of the FEHB premium

-   Name and telephone number of the HR office representative
    responsible for the case

The description field should be used to indicate that the reservist was
called to active duty, the FEHB enrollment code, and the effective or
beginning date and the approximate end date.

The Secretary of HHS directed the Operating Divisions to arrange for
payment of employee shares of FEHB premiums in a memorandum dated April
23, 2003 (attached).

-   Authority to waive the requirement that employees pay their share of
    FEHB premiums is given under 5 U.S.C. Section 8906(e)(1)(B)(ii) and
    5524a(c)

-   Further information is available on the OPM website "Health Benefits
    Coverage under the FEHB Program for Federal Civilian Employees
    Called to Active Duty Service"

> [www.opm.gov/insure/health/eligibility/reservists.asp](http://www.opm.gov/insure/health/eligibility/reservists.asp)

**C. Reconciliation of Health Benefits**

Effective April 17, 2005, insurance carriers will inform DFAS directly
of enrollment discrepancies. Should the DFAS payroll office require HR
documentation to resolve a discrepancy, DFAS will communicate with the
Health Benefits Contacts in the HR Center. HHS will provide DFAS with a
list of all the HR Health Benefits Contacts. The Customer Service
Representatives (CSRs) in the Payroll Services Division will be
available to assist the HR and DFAS staff if necessary.

Please notify the Payroll Customer Service Team if the name, address or
telephone number changes for the HR Health Benefits Contact.

**D. Waiving FEHB Premium Conversion**

While the vast majority of employees take advantage of the "Premium
Conversion" program to pay their FEHB premiums with pre-tax dollars, all
employees have the right to waive their participation in this program.
To do so, they must obtain a waiver form from their HR Center. Waiver
requests may only be authorized if they are submitted during "open
season" or if a "qualifying life event" applies to the employee.

Effective April 17, 2005, HR Centers are required to send waiver
authorization FEHB Premium Conversion Waiver/Election Forms directly to
DFAS-Charleston. The forms should be faxed to the DFAS payroll office at
the following numbers:

-   866-401-5849 toll-free, or

-   850-473-6450 commercial

Additional information about forwarding documents to the DFAS payroll
office is available in the PS Letter: [**Procedures for Transmitting
Documents to
DFAS-Charleston**](../Link%20this%20to%20the%20PS%20Letter).

A template for the waiver form and additional information about the FEHB
premium conversion program are available from the following sources:

-   FEHB Premium Conversion Waiver/Election Form. Attachment to BAL
    00-215.

> [www.opm.gov/asd/htm/2000/00-215_attach3.doc](http://www.opm.gov/asd/htm/2000/00-215_attach3.doc)

-   FEHB Premium Conversion (about paying health benefits premiums with
    pre-tax dollars, waivers, etc.) − OPM website\
    [www.opm.gov/insure/health/pretaxfehb](http://www.opm.gov/insure/health/pretaxfehb)

For further assistance or for questions regarding the information in
this letter, please contact your Customer Service Team in the Payroll
Services Division.

![](media/image12.png)***Payroll Services Letter***

Number: PS05-06

[]{#ps06 .anchor}Date: April 17, 2005

Subject: Changes in Processing Thrift Savings Plan Actions

Category: Non-SF-50 Actions

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

**Purpose**

This letter provides new procedures for Human Resource (HR) Centers to
follow regarding processing Thrift Savings Plan (TSP) actions. The
procedures affect the following actions:

> A. TSP Transfer-In
>
> B. TSP Hardship Loans (In-Service Withdrawals)
>
> C. TSP Underdeduct Letters

The new procedures become effective April 17, 2005 with the conversion
of the HHS payroll system to the Defense Finance and Accounting Service
(DFAS).

\_ \_ \_ \_

**A. TSP Data -- Transfer-In**

**TSP year-to-date (YTD) balances must be input on the accession
action.** When an employee transfers from another federal agency into
HHS, it is important that the payroll system be updated with the TSP YTD
employee contributions. In most cases, the YTD information will be
included with the accession action processed for the employee and no
other action will be required.

**If the HR Center does not include the TSP YTD on the accession action,
the information must be sent to their Payroll Customer Service Team for
processing.** The information must be sent electronically using the
Peregrine system using the category/subcategory: BENEFITS/TSP.

The Peregrine screen contains a specific section to input the TSP
information. The first line of the description field must indicate TSP
Transfer-in. Include the information below in the Peregrine ticket:

-   Name

-   SSN

-   Employee ID (optional)

-   TSP Status: Code and Date

-   Date of Birth

-   Retirement Code

-   TSP YTD balance

**B. Hardship Loans (In-Service Withdrawals)**

**HR Centers will not be required to process TSP Hardship Loan
actions.** Upon accepting an employee request for an in-service
withdrawal from their TSP account, the National Finance Center (NFC)
will send an electronic file to DFAS to update the payroll system
record. The employee TSP status code will change to either "T" or "S."

The HR Center will be notified of this change in TSP status code by the
Enterprise Human Resources and Payroll (EHRP) system.

DFAS will maintain the standard restrictions of the non-contribution
period of six months from the date of disbursement of the withdrawal.
The NFC will continue to be responsible for sending the employee an
eligibility notice at the end of the six-month period. Resumption of
employee contributions will still require that the employee submit the
appropriate election form, TSP-1 to the HR Center.

**C. TSP Underdeduct Letters**

**HR Centers are no longer required to process thrift underdeduct
actions.** If an employee's TSP action is not processed by the effective
date indicated, the employee should receive an "underdeduct letter." The
TSP underdeduct letters will be mailed directly to the employee by the
DFAS Payroll Office. The employee has thirty days to respond to the DFAS
Payroll Office.

If an employee believes that an underdeduct letter should have been
generated -- or the letter is incorrect -- the HR Center should
intervene and send an inquiry to their Payroll Customer Service Team
using the Peregrine system.

For further assistance or for questions regarding the information in
this letter, please contact your Payroll Customer Service Team.

![](media/image14.png)***Payroll Services Letter***

Number: PS05-07

[]{#ps07 .anchor}Date: April 17, 2005

Subject: Compensatory Time

Category: Leave

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

**Purpose**

This letter describes the new policy regarding the use of Compensatory
Time.

**\_ \_ \_ \_**

Compensatory time is time off with pay in lieu of overtime pay for
irregular or occasional overtime work, as permitted by your OPDIV
internal policy and flexible work schedule programs.

**Effective April 17, 2005, employees will be required to use all
accumulated compensatory time within 26 pay periods of accrual or the
time will be converted to overtime pay.** This new procedure is in
accordance with the processing changes needed to support the conversion
of HHS Payroll to the Defense Civilian Pay System operated by the
Defense Finance and Accounting Service.

After the 26^th^ pay period, unused compensatory time will be
automatically converted to overtime pay at the rate at which it was
earned, and will be included with the biweekly salary payment. The
amount of the overtime pay will be displayed in the Current Earnings
Section of the Leave and Earnings Statement (LES). Any remaining
compensatory hours accrued will be displayed in the Leave Section of the
LES.

Defense Civilian Pay System will not make separate payments for
compensatory time.

For further assistance or for questions regarding the information in
this letter, please contact your Payroll Customer Service Team.

**Attachment**

![](media/image16.png){width="6.289583333333334in"
height="7.853472222222222in"}

![](media/image17.png)***Payroll Services Letter***

Number: PS05-08

[]{#ps08 .anchor}Date: April 17, 2005

Subject: Continuation of Pay

Category: Leave

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

**Purpose**

This letter describes new procedures for handling Continuation of Pay
(COP).

\_ \_ \_ \_

**Effective April 17, 2005, Payroll Liaisons and Timekeepers must
provide information to the Payroll Services Division on employees who
are placed on COP**. The new procedure is part of the HHS payroll system
conversion to the Defense Finance and Accounting Service (DFAS).

The DFAS payroll system has additional requirements for processing COP.
When employees are placed on COP, the date of the injury and injury
number must be submitted with the time and attendance (T&A) data.
Currently, this information cannot be submitted on the HHS T&A record.
Timekeepers will be instructed to forward the date of injury and injury
number to their Payroll Liaison each pay period an employee is placed on
COP. Payroll Liaisons must send the information via Peregrine ticket to
the Payroll Customer Service Team. Use the Peregrine classification --
Category: LEAVE Subcategory: LEAVE ADJUSTMENT.

> **Note:** DFAS describes the injury number as a four-digit field,
> which comprises the month and date (MMDD) of the actual injury date.

The Peregrine ticket must include the following information:

-   Name

-   SSN

-   Employee ID (optional)

-   Date of Injury

The first line of the description field must indicate COP and the date
of injury.

The Payroll Customer Service Team will input the data in the DFAS
system. It is necessary that the COP information be updated before the
COP hours submitted on the T&A are accepted in the DFAS payroll system.

For further assistance or for questions regarding the information in
this letter, please contact your Customer Service Team in the Payroll
Services Division.

![](media/image19.png)***Payroll Services Letter***

Number: PS05-09

[]{#ps09 .anchor}Date: April 17, 2005

Subject: Debt Collections

Category: Debt Management

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

###### Purpose {#purpose .unnumbered}

This letter is to inform the Department of Health and Human Services
(HHS) Human Resource (HR) Centers and Operating Divisions (OPDIV) of new
payroll procedures for debt collections. The changes will be implemented
as part of the conversion of the HHS payroll system to the Defense
Civilian Pay System (DCPS) operated by the Defense Finance and
Accounting Service (DFAS), our new payroll provider.

As of April 17, 2005, HR Centers will no longer receive copies of
indebtedness letters or reports regarding employee debts. The DFAS
Charleston (DFAS-CH) Payroll Office will notify employees directly
regarding employee debts.

Debt collections fall into one of four categories:

A.  Salary Debts

B.  Administrative and Non-Salary Debts

C.  Court Ordered Garnishments

D.  Separated Employee Salary Debts

\_ \_ \_ \_ \_ \_ \_ \_ \_ \_ \_ \_

**Salary Debts**

Salary debts can occur when time and attendance information is corrected
or changed for a previous pay period or when retroactive personnel
actions are processed that changes the salary or pay entitlements. This
includes any overpayment that is attributable to clerical errors,
administrative errors, or delays in processing pay documents. This also
includes Health Benefits debts for employees who are on leave without
pay (LWOP) or who have insufficient salary to cover health benefits
premiums. Salary debts are classified as either routine debts or
non-routine (full due process) debts.

###### *Routine Debt* {#routine-debt .unnumbered}

A routine debt is defined as a salary overpayment having an amount of
**\$50.00 or less**, or one that is greater than \$50.00 but is
**identified** within four pay periods. The collection of a routine debt
will begin in the pay period that it is identified by the payroll
office. There will not be a delay in starting the collection of newly
identified routine debt. A remark will appear on the Leave and Earnings
Statement (LES) in the pay period the collection is started. The remark
will include the amount being collected in the current pay period, the
gross amount of the debt, what caused the debt (time and attendance or
personnel action) and a contact phone number for the DFAS debt
processing team.

The following is an example of a remark that may appear on the LES for
each deduction taken:

**\$\_\_\_\_\_\_\_\_\_\_COLLECTED THIS PAY PERIOD FOR
\$\_\_\_\_\_\_\_\_\_\_.\_\_\_ (LESS AMT APPLIED LEAVES A REMAINING
BALANCE \$\_\_\_\_\_\_\_\_\_\_.\_\_\_)
\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ CORRECTION DEBT IN
ACCORDANCE WITH DEBT COLLECTION IMPROVEMENT ACT OF 1996. POC: PAYROLL
OFFICE CUSTOMER SERVICE DESK, 1 (843) 746-6498.**

The deduction amount may not exceed 15 percent of disposable net pay
unless the employee gives written consent. If the total amount of the
debt exceeds this limitation, the initial deduction will be for the full
15 percent and remaining deduction amounts will be 15 percent until the
debt has been satisfied.

***Non-Routine Debts***

A non-routine debt is any salary overpayment greater than \$50 that was
**not identified** within four pay periods in which the debt was
incurred. This is considered a debt requiring **full due process**. Due
process includes giving the employee written notification, which
includes information about submitting payments, and the employee's
rights to request a hearing or a waiver.

If the employee does not repay the debt or contact the payroll office to
establish a repayment schedule within 30 days, the DFAS-CH Payroll
Office will begin collection of the debt by salary offset at 15 percent
of their disposable net pay.

The following is an example of a remark that may appear on the LES for
each deduction taken:

**\$\_\_\_\_\_\_\_\_\_\_COLLECTED THIS PAY PERIOD FOR
\$\_\_\_\_\_\_\_\_\_\_.\_\_\_ (LESS AMT APPLIED LEAVES A REMAINING
BALANCE \$\_\_\_\_\_\_\_\_\_\_.\_\_\_)
\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ CORRECTION DEBT IN
ACCORDANCE WITH 5 U.S.C. 5514. POC: PAYROLL OFFICE CUSTOMER SERVICE
DESK, 1 (843) 746-6498.**

###### Health Benefit Debts {#health-benefit-debts .unnumbered}

During periods of leave without pay or insufficient pay, employees
participating in the Federal Employees Health Benefits Program (FEHB)
are indebted for the amount of the employee's portion of the FEHB
premiums.

Collection for FEHB debts will be for the current pay period and one
prior pay period until the debt is paid in full.

There are various remarks that appear on the LES for FEHB Debts. Below
are some of these remarks:

-   CASH PAYMENT PROCESSED FOR FEHB

    -   This remark is produced when a payment for FEHB indebtedness is
        processed.

-   FEHB PREMIUM HAS BEEN PREPAID BY YOUR AGENCY DUE TO INSUFFICIENT
    PAY. THIS DEBT MUST BE REPAID EXCEPT FOR THOSE ELIGIBLE RESERVISTS
    IN SUPPORT OF CONTINGENCY OPERATIONS.

    -   This remark is produced when an employee has an employer
        contribution or adjustment for FEHB.

-   PREPAID FEHB PREMIUM DEBT COLLECTED

    -   This remark is produced when an employee has a deduction or
        adjustment for FEHB.

```{=html}
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```
-   RETROACTIVE ADJUSTMENT(S) FOR HEALTH BENEFITS PROCESSED

    -   This remark is produced when an automatic collection for FEHB
        indebtedness is processed.

**Repayment Options**

These options normally apply to non-routine debts. However an employee
may submit payment in full for routine debts, if they wish. The DFAS-CH
Payroll Office must be notified that payment in full has been submitted,
with the date and amount of the payment so the automatic payroll
deduction can be stopped.

The employee can consent to pay the debt voluntarily or the Government
can collect the debt involuntarily.

[Voluntary Repayment]{.underline}

There are two methods for repaying a debt voluntarily:

1)  A payment can be made by check or money order. The payments can be
    paid in one lump sum or at regularly established intervals. Checks
    or money orders for repayment of debts should be made payable to
    DFAS-CL DSSN 8522 and mailed to:

> DFAS-CL
>
> P.O. Box 99559
>
> Cleveland, OH 44199

2)  The debt can be collected through payroll deduction using one of the
    following methods.

    a.  A one-time deduction.

    b.  Payment may be spread over more than one pay period for other
        than minor indebtedness amounts. The debt should be equal to at
        least 15% of the disposable pay in order to qualify for
        installment liquidation. Installment payments must be at least
        \$25 per pay period and must be sufficient to liquidate the debt
        within three years.

[Involuntary Repayment]{.underline}

Recovery of the indebtedness by involuntary salary offset is for
instances in which the employee has failed to either make a payment,
authorize a voluntary one-time payroll deduction, or enter into an
agreement with the payroll office for installment deductions. (see
Attachment A -- sample -- Debt Collection Letter for Formal Due Process
Debts)

######## Waiver and Hearing Requests  {#waiver-and-hearing-requests .unnumbered}

Waiver and hearing requests should be submitted by the employee to their
HR Center. Employee instructions for requesting waivers and hearings are
found in Attachment B of this letter and on the HHS Intranet Forms
website at <http://intranet.hhs.gov/forms/hhs_forms.html> and the PSC
HRS website at [http://www.psc.gov.hrs](http://www.psc.gov.hrs/).

[Hearing Request]{.underline}

If an employee has reason to believe he or she was not overpaid or the
amount of the debt is incorrect, the employee may submit a written
request for review by a hearing officer within fifteen calendar days
from the date of mailing of the notice. The request must raise a genuine
issue of fact or law.

[Waiver Request]{.underline}

Under certain circumstances, debt claims against an employee may be
waived. Authority is provided by 5 USC 5584 and 4 CFR, parts 91 and 92,
for the waiver of claims of the United States against an employee
stemming from an erroneous payment of pay or allowances.

It is the employee's responsibility to review his/her LES and make an
inquiry as to any unexplained increases in their pay and allowances.

The employee may request a waiver of the overpayment if he/she believes
that the overpayment occurred through administrative error and the
employee was not aware of the error through receipt of any official
document/notification.

Amounts collected and later waived or found not owed will be promptly
refunded to the employee unless otherwise provided by the statue or
contract.

[Submission Requirements]{.underline}

If an employee decides to apply for a waiver or hearing, he or she
should follow the instructions for Request for Waiver of Overpayment or
for Hearing (DHHS), Attachment B, and send the request to the HR Center.
The request for waiver or hearing should include the reason for the
request, whether the employee was aware or unaware of the overpayment,
whether the employee put forth any effort to question the overpayment,
and an actual request for a refund if the waiver is granted.

[Suspension of Collection]{.underline}

DFAS will suspend collection of the debt pending waiver determination
only if the OPDIV representative or HR Center request suspension in
writing.

The address is:

DFAS Charleston Payroll Office

P.O. Box 33717

Pensacola, FL 32508-3717

The fax numbers are:

Toll Free: 1 (866) 401-5849

Commercial: 1 (850) 473-6450

[Hearing and Waiver Decision]{.underline}

The employee will be directly notified of the hearing and waiver
decision. A copy of the decision letter will also be forwarded to the
DFAS-CH Payroll Office. The DFAS-CH Payroll Office is responsible for
processing refunds of any amount collected and subsequently waived. The
DFAS-CH Payroll Office must immediately initiate further collection
action when informed of a waiver denial and collection action has been
suspended.

######### Administrative and Non-Salary Debts {#administrative-and-non-salary-debts .unnumbered}

Administrative and Non-Salary debts are monies owed to the OPDIV or
other Government agencies by employees. Examples include: recovery for
travel advances, equipment, student loans, training, salary advances,
emergency salary advances, and other Government agency debts.

###### Debts owed to OPDIVS {#debts-owed-to-opdivs .unnumbered}

In order for an OPDIV to request recovery of a debt, they must submit
the request to the DFAS-CH Payroll Office along with the Request for
Recovery of Debt Due the United States by Salary Offset form (see
Attachment C). This form is used for requesting recovery of a debt by
salary offset and certifying that due process has been completed. The
collection is processed through the employee's payroll record, and the
specified amount is withheld from the employee's pay in single or
multiple deductions.

The request form and supporting documentation must be sent directly to
the DFAS-CH Payroll Office via the DFAS Imaging Center. For more
information on sending documents to DFAS-CH Payroll Office, see the
Imaging Documents Payroll Letter. The address is:

DFAS Charleston Payroll Office

P.O. Box 33717

Pensacola, FL 32508-3717

The fax numbers are:

Toll Free: 1 (866) 401-5849

Commercial: 1 (850) 473-6450

###### Debts Owed to Other Government Agencies {#debts-owed-to-other-government-agencies .unnumbered}

When federal agencies notify HHS of outstanding employee debts owed to
their agency, the request for collection should be forwarded to the
DFAS-CH Payroll Office via the DFAS Imaging Center using the revised
form DD2481 -- Request for Recovery of Debt Due the United States by
Salary Offset. The address is:

DFAS Charleston Payroll Office

P.O. Box 33717

Pensacola, FL 32508-3717

The fax numbers are:

Toll Free: 1 (866) 401-5849

Commercial: 1 (850) 473-6450

These debts may automatically be collected by salary offset through the
Treasury Offset Program (TOP). With each deduction taken the LES remark
will state:

[\$\_(deduction amount)]{.underline} COLLECTED THIS PAY PERIOD FOR A
[\$\_(gross amount)\_]{.underline} TREASURY OFFSET PROGRAM DEBT. CONTACT
THE TOP CALL CENTER AT 1-800-304-3107 FOR MORE INFORMATION.

Additional remarks may be found on the employee's LES for the collection
of other government agency debts.

**Court Ordered Garnishments**

Garnishments and bankruptcies are types of court ordered debts.

**Garnishments:**

There are garnishments for 1) child support and alimony and 2)
commercial debts. DFAS Cleveland is the official record keeper for all
of these documents and is responsible for processing them. Employees are
instructed to contact DFAS Cleveland directly with questions concerning
garnishments.

Inquires and court orders should be sent to:

> DFAS-CL
>
> Code L
>
> PO Box 998002
>
> Cleveland, OH 44199-8002

Or call:

1 (216) 522-5301

For commercial debts, which include state and local indebtedness, a one
time administrative fee of \$75.00 per case shall be collected from the
amount of the garnishment due to the creditor. The administrative fee
will be collected in full before any payments are remitted to the
creditor. An administrative fee will be assessed for each case if more
than one commercial debt exists.

###### Bankruptcy: {#bankruptcy .unnumbered}

Federal employees may file for bankruptcy under the provisions of 11
U.S.C. The court orders are sent to the DFAS-CH Payroll Office. The
DFAS-CH Payroll Office processes the collection in accordance with the
instructions in the court order.

**Debt collection inquiries from HR Centers on behalf of employees can
be sent using the Peregrine system.** The category is: DEBT COLLECTIONS
and the subcategory is the type of debt such as: AGENCY DEBTS,
BANKRUPTCY, IRS LEVIES, or SALARY OVERPAYMENTS. Inquiries can also be
sent to the DFAS-CH Payroll Office via the Imaging Center. The address
is:

DFAS Charleston Payroll Office

P.O. Box 33717

Pensacola, FL 32508-3717

The fax numbers are:

Toll Free: 1 (866) 401-5849

Commercial: 1 (850) 473-6450

###### D. Separated Employee Salary Debts {#d.-separated-employee-salary-debts .unnumbered}

**Separated Employee Salary Debts for Former HHS Employees**

The Program Support Center's (PSC), Financial Management Services (FMS)
Debt Management Branch will continue to collect debts for employees who
separate from HHS. (see Attachment D -- Debt Collection Letter for
Separated Employee Debts).

If you have questions regarding the information contained in this
letter, please contact your Payroll Customer Service Team.

**Attachment A**

**SAMPLE**

**[DEBT COLLECTION LETTER FOR FULL DUE PROCESS (NON-ROUTINE)
DEBTS]{.underline}**

Each Payroll Office

Letterhead here

(1)DATE: Month date, year

(2A)Name

(2B)Street

City, State Zip

Dear Name:

An overpayment record has been generated on your pay account for pay
period(s) ending \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_(20). The gross amount
of your overpayment (including pay, all taxes, benefits and other
deductions) is \_\_\_\_\_\_\_\_\_\_\_\_(5). The overpayment is the
result of
\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_(4)change(s).

Under the provisions of 31 CFR 901.2, payment of this debt is due within
30 days from the date of this letter. Your repayment options are:

a\. You may remit the repayment in the net amount of
\$\_\_\_\_\_\_\_\_\_\_(6) by check or money order payable to DFAS-CL
DSSN ­\_\_\_\_(7), along with the payment coupon at the bottom of this
letter to **DFAS-CL, P.O. Box 99555, Cleveland OH 44199.
\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_(8).**

b\. If you are unable to remit payment in full, you may submit the
enclosed Voluntary Repayment Agreement to your civilian payroll office
at the address on the letterhead above.

c\. If you do not repay the debt in full or establish a voluntary
repayment schedule within \_\_\_\_(9) days, we are required to collect
the debt involuntarily from your pay, beginning on
\_\_\_\_\_\_\_\_\_\_\_(10). The maximum amount deductible under these
circumstances is 15 percent of your disposable pay each pay period until
the debt is repaid in full. Our estimates of your disposable pay, based
on current payroll information, is \$\_\_\_\_\_\_\_\_\_\_(11).
Therefore, the maximum deduction would be \$\_\_\_\_\_\_\_\_\_\_(12),
and repayment of the principal amount of the debt would take
approximately \_\_\_\_\_(13) pay periods.

We encourage your prompt payment as in accordance with 4 CFR 102. 13 and
31 USC 3717, interest at the Treasury tax and loan rate, **penalties and
administrative fees,** may be assessed from the date of this letter on
any part of the debt not paid within \_\_\_\_\_(9) days of the date of
this letter.

You may request copies of records we hold pertaining to your debt by
contacting this office.

If you have any questions about your debt you may contact your
timekeeper for time and attendance corrections, or your personnel office
for changes in personnel items or allowances. For general questions your
Customer Service Representative (CSR) can either assist you or contact
this office to obtain information relative to your needs. Your CSR
cannot answer questions on debts more than 12 months old. Contact the
payroll office Customer Service Desk, at [(comm phone number), DSN (DSN
prefix)]{.underline}(14) for action.

You may request a hearing concerning the amount, validity of the debt,
or the repayment schedule. A hearing only determines the validity of the
debt and has no bearing on your ability or responsibility to repay the
debt. Should you choose to exercise this option, please submit your
written request within 30 days from the date of this letter to your
civilian payroll office. Please include a statement and any supporting
documents contesting the validity of the debt. Detailed guidance
regarding hearings for erroneous payments under the authority of 5 USC
5514 are contained in regulations of the employing agency.
**\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ new fill-in-the-blank contains
the agency's web site.**

You may also request a waiver of repayment of the debt if you
acknowledge the validity of the debt, but believe you should not be
required to repay it. Although collection of your debt may continue
after receipt of your waiver request, any amount collected by this
office that is later waived will be refunded to you. Detailed guidance
regarding waiver of claims for erroneous payments under the authority of
5 USC 5584 are contained in regulations of the employing agency.
**\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ new fill-in-the-blank contains
the agency's web site.**

Federal Statute 31 USC 3716 also requires that if you retire or resign
before your debt is paid in full, your final pay (salary and lump sum
payments) may be applied to liquidate your debt balance without further
notification.

Sincerely,

(Signature Name)(15)

Supervisor, Debt Processing

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

Please remit with payment:

Name\_\_\_\_\_\_\_\_\_\_\_(2A)\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_
SSN\_\_\_\_(17)\_\_\_\_ PayBlk\_(18)\_\_\_ Code\_(19)\_ Debt
Dates\_\_\_\_\_\_\_(20)\_\_\_\_\_\_\_\_ Debt
Type\_\_\_\_\_(4)\_\_\_\_\_\_\_\_\_\_\_\_\_ Creation Date
\_\_\_\_(3)\_\_\_\_ Sequence Number\_\_\_(21)\_\_\_\_\_\_
LOA\_\_\_\_\_\_\_\_\_\_(22)\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

Payment Amount Enclosed \$\_\_\_\_\_\_(23)\_\_\_\_\_\_\_\_\_\_\_\_.

**[Voluntary Repayment Agreement for Civilian Payroll
Indebtedness]{.underline}**

I understand that I owe the amount indicated below due to a salary
overpayment. Should I fail to return this repayment agreement, 15
percent of my disposable pay will be deducted beginning in the stated
pay period. An estimate of this amount is shown below.

I also understand that if I decide to repay the amount owed by any
method other than in a lump sum payment, interest at the Treasury tax
and loan rate may be charged on the unpaid balance every month until the
debt is paid in full.

Please sign and return this repayment agreement to your payroll office.

Debt Reason Allowance (4)

Sequence Number 12345 (21)

Amount Owed \$357. 11 (6)

Est. Disposable Net Amount \$700. 00 (11)

Est. Deduction Amount 15% of net disposable \$105. 00 (12)

PPE Deductions will begin July 1, 2000 (10)

Code\_(19)\_ Debt Dates\_\_\_\_\_\_\_(20)\_\_\_\_\_\_\_\_ Creation Date
\_\_\_\_(3)\_\_\_\_
LOA\_\_\_\_\_\_\_\_\_\_(22)\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

Employee\'s Name (2A) SSN: (17) Pay Blk (18) **DB\_\_\_** JANE C. SMITH
111-11-1111 301 ZFR

I choose the following repayment plan (Check one):

1\. I am repaying what I owe in a lump sum. My payment in the amount of
\$\_\_\_\_\_\_\_\_\_\_\_\_\_\_is enclosed.

2\. Deduct from my salary the total amount in pay period ending
\_\_\_\_\_.

3\. I do not want to pay it all at once. You may deduct
\$\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ each pay period, which is more than
15 percent of my disposable pay.

\*\*4. I am unable to pay 15 percent of my disposable pay because of a
financial hardship. You may deduct \$\_\_\_\_\_\_\_\_\_\_ each pay
period. This repayment amount has been approved by my employing agency.
(Signature of agency approving official is required below).

Signature:
\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_
Date: \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

Daytime Telephone Number:
\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

\*\*Approving Official\'s
Signature/Date:\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

**Attachment B**

Number range CHAPTER**[Request for Waiver of Overpayment or for Hearing
(DHHS)]{.underline}**

**INSTRUCTIONS**

**PLEASE CAREFULLY READ THE FOLLOWING INFORMATION BEFORE COMPLETING THE
REQUEST FOR WAIVER OF OVERPAYMENT OR HEARING ON PAGE 2 OF ATTACHMENT B**

The Secretary shall collect on any claim of the United States for money
or property arising out of the activities of the Department of Health
and Human Services. 31 U.S.C. § 3711(a). Any debt owed to the Department
of Health and Human Services may be collected through administrative
offset or wage garnishment. 31 U.S.C. § 3716(a); 31 U.S.C. § 3720D.
However, if an employee disputes the debt or the amount of the debt, he
or she may make a timely written request for a hearing before any
collection efforts are made. 45 C.F.R. § 30.15; 45 C.F.R § 32.5. Such a
hearing, at the Department's option, may be oral or written. 45 C.F.R.
§ 32.5. The employee may also request to have the debt waived if it
arose due to an administrative error. 5 U.S.C. § 5584(a).

The Secretary may waive a claim of the United States against an employee
arising out of an erroneous payment of pay or allowances if the
collection would be against equity and good conscience and not in the
best interest of the United States. 5 U.S.C. § 5584(a).

[Should you wish to file a request for a waiver of overpayment or
request a hearing regarding your indebtedness to the Department of
Health and Human Services, check the appropriate space on the attached
request form. Attach a separate statement specifying which decision you
are disputing and explaining the reasons for the dispute to this
request. You must also list any desired supporting witnesses and include
any documents to support your request. Upon completion of this form,
sign it, attach any supporting documents, and present all documents to
your current Servicing Personnel Officer, or if you are a former
employer, to your former Servicing Personnel Officer.]{.underline}
Waiver of overpayment requests submitted by headquarters employees of
the Office of the Secretary (OS) will be forwarded to the General Law
Division of the Office of the General Counsel for review. Hearing
requests will be forwarded to the Departmental Appeals Board for review.
Waiver requests submitted by OS regional employees will be forwarded to
the appropriate regional chief counsel's office. Waiver requests for
employees working in the DHHS Operating Divisions (OPDIV) will be
reviewed by the employee's employing operating Division.

**PRIVACY ACT NOTICE**

This notice is provided pursuant to Public Law 93-579, Privacy Act of
1974, 5 U.S.C. Section 552a, for individuals supplying information for a
waiver/hearing request.

Authority: This information is solicited pursuant to one or more of the
following provisions: 5 U.S.C. § 5514, 31 U.S.C. § 3720D, 31 U.S.C.
§ 3716(a), 45 C.F.R § 30.15, and 45 C.F.R § 32.5. Disclosure of the
requested information is voluntary, but necessary for processing.

Purposes and Uses: The primary use of the information supplied on this
form is for evaluating claims arising out of an erroneous payment of pay
or allowance. This information may be disclosed to the (1) Department of
Justice for litigation or further administrative action; (2) to the
Treasury Department; and (3) other agents of the Department of Health
and Human Services to assist with collecting or compromising a debt.
Social Security numbers are requested to identify the employee and the
debt owed to the Department.

Effects of Nondisclosure: Failure to supply the information will result
in denial of a request.

**[Request for Waiver of Overpayment or for Hearing
(DHHS)]{.underline}**

**Instructions: Please carefully read the instructions on the reverse
side of this form before completing the information below, and attach
the information described in the instructions when you present your
request.**

\_\_\_\_\_\_\_\_\_\_\_\_ I dispute the debt and/or the amount owed to
the Department of Health and Human Services and request a hearing
pursuant to the administrative wage garnishment and offset provisions.
45 C.F.R. § 32.5; 45 C.F.R. § 30.15. This hearing request has been
submitted within fifteen days from the date of the collection notice.

\_\_\_\_\_\_\_\_\_\_\_\_ I request a waiver of overpayment pursuant to 5
U.S.C. § 5584(a), because the overpayment occurred through an
administrative error, and I was not aware of the error and could not
have reasonably been expected to have known of the error through receipt
of any official document [e.g.]{.underline} Leave and Earnings
Statements, Notification of Personnel Action, SF-50 etc. I am aware that
I am not entitled to a hearing under the waiver provision. A separate
statement explaining the overpayment and the reason(s) for my dispute is
attached.

\_\_\_\_\_\_\_\_\_\_\_\_ I do not request a waiver of overpayment
pursuant to 5 U.S.C. § 5584(a). However, I am requesting that any
administrative charges and/or interest incurred due to my indebtedness
be waived because the overpayment occurred through an administrative
error. I was not aware of the error and could not have reasonably been
expected to have known of the error through receipt of any official
document, [e.g.]{.underline} Leave and Earnings Statements, Notification
of Personnel Action, SF-50), etc. A separate statement explaining the
overpayment and the reason(s) for my dispute is attached.

Employee Name
\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_SSN:\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

Signature\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_Date\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

**Completed by the Servicing Personnel Office only**

**Date Received** \_\_\_\_\_\_\_\_\_\_**Name**
\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_**Telephone Number**
\_\_\_\_\_\_\_\_\_\_\_\_

**HR Center
\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ For
OPDIV \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_**

> ![](media/image21.wmf)**Attachment C**
>
> **Guidelines for Completing the DD2481**

**SECTION 1: PAY AGENCY IDENTIFICATION**

a.  Name -- DFAS- Charleston

b.  Address -- 1545 Truxtun Ave, Code P

> Charleston, SC 29405-1968

**SECTION 2: EMPLOYEE IDENTIFICATION**

a.  Name -- Last Name, First Name, Middle Initial

b.  Address -- Employee's complete mailing address

c.  Date of Birth

d.  Social Security Number -- please include the complete number and not
    the last 4 digits

**SECTION 3: DEBT INFORMATION**

a.  Reason for the Debt -- self explanatory

b.  Date right to collect accrued -- date the debt was generated

c.  Debt identification number, if any -- maybe the employee's SSN or
    some identifying information

d.  Original debt amount -- self explanatory

e.  Number of installation -- set amount or 15% of disposal pay

f.  Interest due -- self explanatory

g.  Penalty due -- self explanatory

h.  Administrative cost -- self explanatory

i.  Total collection to be made -- self explanatory

j.  Commence deductions on -- effective date that collection will start

**SECTION 4: DUE PROCESS**

a.  Creditor component 30 day salary offset notice -- day the employee
    was notified of the overpayment

b.  Employee did not respond -- self explanatory

c.  Employee requested a hearing -- self explanatory

d.  Hearing held -- self explanatory

e.  Decision for creditor component -- self explanatory

f.  Other -- self explanatory

**SECTION 5: CREDITOR COMPONENT INFORMATION**

a.  Name -- Creditor (HHS OPDIV)

b.  Address -- HHS OPDIV complete mailing address

c.  Accounting classification -- complete accounting classification that
    the overpayment will be collected into

d.  Document number, optional

e.  Certifying Official -- Name and signature and telephone number for
    questions.

**Attachment D**

**SAMPLE**

**[DEBT COLLECTION LETTER FOR SEPARATED EMPLOYEES]{.underline}**

Each Payroll Office

Letterhead here

(1)DATE: Month date, year

(2A)Name

(2B)Street

City, State Zip

Dear Name:

An overpayment record has been generated on your pay account for pay
period(s) ending \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_(20). The gross amount
of your overpayment (including pay, all taxes, benefits and other
deductions) is \_\_\_\_\_\_\_\_\_\_\_\_(5). The overpayment is the
result of \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_(4).

Under the provisions of 31 CFR 901.2, payment of this debt is due within
30 days from the date of this letter. You may remit the repayment in the
net amount of \$\_\_\_\_\_\_\_\_\_\_(6) by check or money order payable
to DFAS-CL DSSN \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_(7), along with
the payment coupon at the bottom of this letter to
\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_(8).

If you do not repay the debt in full within \_\_\_(9) days it will be
forwarded to the Office of Personnel Management (OPM) or the office that
handles your agency's 'out-of-service' debts for further action.

We encourage your prompt payment as in accordance with 4 CFR 102. 13 and
31 USC 3717, interest at the Treasury tax and loan rate, **penalties and
administrative fees,** may be assessed from the date of this letter on
any part of the debt not paid within \_\_\_\_\_(9) days of the date of
this letter.

You may request copies of records we hold pertaining to your debt by
contacting this office.

If you have any questions about your debt you may contact your
timekeeper for time and attendance corrections, or your personnel office
for changes in personnel items or allowances. For general questions your
Customer Service Representative (CSR) can either assist you or contact
this office to obtain information relative to your needs. Your CSR
cannot answer questions on debts more than 12 months old. Contact the
payroll office Customer Service Desk, at (comm phone number), DSN (DSN
prefix)(14) for action.

You may also request a waiver of repayment of the debt if you
acknowledge the validity of the debt, but believe you should not be
required to repay it. Although collection of your debt may continue
after receipt of your waiver request, any amount collected by this
office that is later waived will be refunded to you. Detailed guidance
regarding waiver of claims for erroneous payments under the authority of
5 USC 5584 are contained in regulations of the employing agency.

**\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ new fill-in-the-blank contains
the agency's web site.**

Sincerely,

(Signature Name)(15)

Supervisor, Debt Processing

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

Please remit with payment:

Name\_\_\_\_\_\_\_\_\_\_\_(2A)\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_
SSN\_\_\_\_(17)\_\_\_\_ PayBlk\_(18)\_\_\_ Code\_(19)\_ Debt
Dates\_\_\_\_\_\_\_(20)\_\_\_\_\_\_\_\_ Debt
Type\_\_\_\_\_(4)\_\_\_\_\_\_\_\_\_\_\_\_\_ Creation Date
\_\_\_\_(3)\_\_\_\_ Sequence Number\_\_\_(21)\_\_\_\_\_\_
LOA\_\_\_\_\_\_\_\_\_\_(22)\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

Payment Amount Enclosed \$\_\_\_\_\_\_(23)\_\_\_\_\_\_\_\_\_\_\_\_.

![](media/image22.png)***Payroll Services Letter***

Number: PS05-10

[]{#ps10 .anchor}Date: April 17, 2005

Subject: Interim Procedures for Retro Actions

Category: Interim Procedures

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

**Purpose**

The conversion of the HHS payroll system to the Defense Finance and
Accounting Service (DFAS) will change how retroactive (retro) actions
that are effective prior to the conversion are processed. This letter
provides Human Resource (HR) Centers with information and instructions
for the following type of retro actions:

A.  Personnel Actions

B.  Time and Attendance (T&A) Corrections

> **\_ \_ \_ \_**

**A. Personnel Actions**

Late personnel actions effective prior to the DFAS conversion will be
processed through the HHS Automatic Pay Adjustment System (APAS) and
sent electronically to DFAS. The APAS system will determine adjustment
for each pay period from the effective date of the retro action through
the pay period prior to the effective date of the conversion of the HHS
payroll system to DFAS. The resulting pay adjustments will be paid by
DFAS with the regular salary payment the following pay period after the
action was processed. The DFAS payroll office will automatically
establish debts for negative adjustment amounts. For more information on
debt collections, see Payroll Services Letter PS05-10.

If the retro action covers pay periods before and after the conversion,
the total adjustment amount will normally be paid in two parts. The
period from April 17, 2005 forward will be paid the **same pay period**
the retro action is processed, and the period prior to the conversion
will be paid the **following pay period** after the action is processed.
There may be exceptions to this process if the retro action requires
manual review.

**B. Time and Attendance Corrections**

Corrections to time and attendance data for pay periods prior to the
DFAS conversion should be submitted through the T&A system as amended
records. Pay and leave adjustments resulting from T&A corrections will
be made within 1-2 pay periods after they are submitted. The DFAS
payroll office will automatically establish debts for negative
adjustment amounts. For detailed information regarding debt collections,
see Payroll Services Letter PS05-09.

For further assistance or for questions regarding the information in
this letter, please contact your Payroll Customer Service Team.

![](media/image24.png)***Payroll Services Letter***

Number: PS05-11

[]{#ps11 .anchor}Date: April 17, 2005

Subject: Leave Certifications

Category: Leave

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

**Purpose**

This letter describes new procedures for certifying leave when an
employee is absent from work due to court, military (DC Guard), law
enforcement, and/or military leave types. The new procedure is being
implemented to comply with the Defense Finance and Accounting Service
(DFAS) payroll processing requirements.

\_ \_ \_ \_

**Effective April 17, 2005, HHS Timekeepers must notify their Human
Resource (HR) Center Payroll Liaison when an employee who was placed on
court, military (DC Guard), law enforcement, and/or military leave
returned to duty and provided documentation substantiating the employee
was entitled to the leave reported for each date contained in the
employee's leave record.** The Payroll Liaison must forward the
notification of leave certification to their Payroll Customer Service
Team. Certifications are accepted from the employee after the employee
returns from the respective leave.

The notification must be sent to your Payroll Customer Service Team
electronically through the Peregrine system. Use the Peregrine
category/subcategory - LEAVE/ADJUSTMENT. The first line in the
description field must state: "The employee provided documentation
substantiating the period of leave listed." Include the information
below in the description field:

-   Type of Leave

-   Dates (shown on the document provided by the employee)

-   Number of Hours

The Payroll Services Division will receive a report of all uncertified
leave, the Outstanding Leave Documentation Report, and will follow-up
with the Payroll Liaison if the certifications are not received. There
is no leave conversion of uncertified leave balances.

For further assistance or for questions regarding the information in
this letter, please contact your Payroll Customer Service Team in the
Payroll Services Division.

![](media/image26.png)***Payroll Services Letter***

Number: PS05-12

[]{#ps12 .anchor}Date: April 17, 2005

Subject: Non-Receipt of Salary Payments and Special Pay

Category: Payments

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

**Purpose**

The purpose of this letter is to describe the procedures necessary to
respond to an employee's inquiry for Non-Receipt of Salary Payments.
This letter also introduces a new term, 'Special Pay' that will be used
when processing manual payments.

\_ \_ \_ \_

**Non-Receipt of Salary Payments**

After the conversion to the Defense Finance and Accounting Service
(DFAS) on April 17, 2005, if an employee does not receive a salary
payment the Payroll Liaison, Human Resource Center (HRC) must respond
differently than they have in the past. This new procedure is necessary
to support the processing of payroll for HHS by DFAS, Defense Civilian
Pay System (DCPS). The following information regarding non-receipt of
salary payments is included in this letter:

A.  Electronic Funds Transfer (EFT)

B.  Hard copy checks

When an employee reports that a biweekly salary payment was not
received, the Payroll Liaison or designee must verify that the salary
payment was due and not issued. This verification is necessary prior to
notifying the Payroll Services Division (PSD) regarding non-receipt of a
salary payment. The Payroll Liaison or designee must:

-   Check the Impact Master to ensure that an EFT payment or hard copy
    check does not exist. If the payment does not exist:

-   Check to see if the proper authorization was submitted, i.e. time
    and attendance data updated;

-   Check to see if the accession SF-50, and/or EFT authorization,
    updated properly;

-   Check to see if the EFT authorization information on the form
    (routing number and account number) match the information in EHRP;

-   Check to see if the address is in the record and if it is correct.

> After verifying that no payment was issued and the supporting
> documents (time and attendance, EFT authorization, address information
> and/or SF-50) properly updated, a Peregrine ticket must be created to
> request Special Pay. Complete the following information to notify PSD
> that a payment is due.

Using the Peregrine system, the proper person will select the Service
Desk PSD tab. On the left-hand side of the panel select: Create PSD
Incidents. The following information is required input on the screen you
see after selecting PSD Incidents:

+----------------------------------+-----------------------------------+
| -   Description                  | -   First Name                    |
|                                  |                                   |
| -   Category and Subcategory     | -   Last Name                     |
|                                  |                                   |
| -   Hours                        | -   SSN                           |
|                                  |                                   |
| -   PP End Date                  |                                   |
+----------------------------------+-----------------------------------+

This information is forwarded to the Payroll Customer Service Team in
the PSD. The Customer Service Representative will treat the information
as a Special Pay request.

**Special Pay**

Payroll Services Division will receive the special pay request, make
some additional checks, confirm the payment is due and forward the
request to DCPS. Requests for special pay received in PSD before 1 pm
EST will be sent to DCPS on the same day if the time and attendance and
the personnel master are properly updated. Normally DCPS will process
the request from PSD within 24 hours of receipt. After DCPS sends the
authorization to Treasury, allow 2 days for Treasury to process the
check to the employee's account through the Federal Reserve Board. Allow
5 to 7 days for receipt of hard copy checks.

In order for an employee to request a special pay, the employee must
have received less than 90% of basic pay and allowances. This does not
include overtime, night differential (except for FWS employees), holiday
premium, Sunday Differential, etc.

DCPS does not produce a Leave and Earnings Statement (LES) for special
pay payments. Any adjustments to pay and leave will appear on the next
pay period's LES.

DCPS delivers a special pay to the employee in the same manner that the
employee currently receives his biweekly net pay. Therefore, if an
employee receives his biweekly net pay via EFT, then DCPS will forward
the special pay to his account via EFT.

**NOTE:**

-   If the Impact Master shows that a payment was issued, go to PS05-??
    to get instructions relative to requesting a lost or misdirected
    payment.

-   Other payments not received i.e., Lump-Sum Annual Leave, Retroactive
    Adjustments, Cash Awards, etc. do not qualify for Special Pay and,
    if appropriate, will be paid on the next regular payroll. However,
    if the Impact Master shows that a payment was issued, go to PS05-??
    to get instructions relative to requesting a lost or misdirected
    payment.

For further assistance or for questions regarding the information in
this letter, please contact your Payroll Customer Service Team.

![](media/image28.png)***Payroll Services Letter***

Number: PS05-13

[]{#ps13 .anchor}Date: April 17, 2005

Subject: Not-To-Exceed Actions (NTE)

Category: Personnel Actions

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

**Purpose**

This letter describes the procedures Human Resource (HR) Centers must
follow to ensure proper and timely payment to employees who are on NTE
Appointments, Promotions, Leave Without Pay, Sabbatical, Suspension and
Military Furlough.

\_ \_ \_ \_

Effective April 17, 2005, all employees of the Department of Health and
Human Service (DHHS) will be subject to the payroll rules of the Defense
Finance Accounting Services (DFAS). Therefore, the following
stipulations relative to employees who have NTE dates in their records
must be strictly adhered to.

**Promotion NTE** -- A personnel action to extend a temporary promotion
or an action to make the temporary promotion permanent must be processed
and updated prior to the NTE date. If the temporary promotion expires
and no extension or permanent promotion has updated, DFAS will revert
the employee's rate to the permanent grade and step of record. If the
expiration date of the promotion NTE is effective anytime other than the
end of the pay period, DFAS will prorate the salary due. Example:
Full-time employee's temporary promotion NTE date is 13-Apr-2005. DFAS
will pay 64 hours at the higher rate and 16 hours at the lower rate? The
employee will continue to be paid the lower rate until an extension to
the temporary promotion or a permanent promotion is updated to the
employee's record.

If an extension of the temporary promotion or permanent promotion is
updated after the NTE date expires, DFAS will process the personnel
action through their retroactive process. DFAS will make any back
payments due on the pay period that the personnel action updates. No
Special Pays will be processed for these retroactive payments.

**Leave Without Pay, Sabbatical, Furlough, and Suspension** **NTE** --
If one of the named actions expires, DFAS will not pay the employee
until the master is updated with a Return to Duty (RTD) Action. Once the
RTD action is processed, the CSR must input the T&A information for the
pay periods that the employee was not paid and request Special Pay. DFAS
will process the Special Pay if the amount due is less than 90% of what
the employee is due.

**Appointment** **NTE** -- The HHS personnel system will automatically
process a termination of appointment action if the appointment expires
and no extension is processed prior to the effective date. The
termination action will update the employee's master in EHRP and along
with other transactions, the termination action will be sent to DFAS.
DFAS will pay the employee the number of hours due up to the expiration
date. If the termination is other that the end of the pay period, DFAS
will pay the number of hours due? Example: Full-time employee's
appointment is NTE is 13-Apr-2005. DFAS will pay 64 hours.

At the end of the pay period in which the termination is received, DFAS
will begin processing the person off the payroll. They will process the
lump-sum annual leave payment and send the appropriate documents
(SF-2806 or SF-3100) to OPM for action. However, if DFAS receives
(information is updated in the employee's master record) a nature of
action (NOA) 001 -- Cancellation SF-50 and an extension of the
appointment no later than end of processing of the second pay period
after the employee was terminated, the cancellation and extension will
be processed in the DFAS system and the entire record will be
reactivated. The CSR must input the T&A information in order for the
employee to be paid. The SF-2806 and SF-3100 will be forwarded to OPM
and cannot be retrieved by DFAS. If lump-sum annual leave was paid the
employee will receive a debt collection letter.

If the appropriate NOAs (cancellation and extension) are not processed
within the timeframe indicated, the HR Center must process an
appointment action. The HR Center must also process all the other
supporting documents, tax forms, health benefits, thrift, etc. to start
a new record for the employee. The record cannot be reactivated by DFAS.

The data fields that are driven by maximum amounts withheld during the
year will be updated by DFAS, i.e. FICA, Thrift, Medicare, etc.

The Cancellation SF50 must be mailed or faxed to:

DFAS Charleston Payroll Office

Code PCPS

P. O. Box 33717

Pensacola, FL 32508-3717

Toll Free: 1 (866) 401-5849

Commercial: 1 (850) 473-6450

For further assistance or for questions regarding the information in
this letter, please contact your Payroll Customer Service Team.

![](media/image30.png)***Payroll Services Letter***

Number: PS05-14

[]{#ps14 .anchor}Date: April 17, 2005

Subject: Payments for Cash Awards and Lump Sum Annual Leave

Category: Payments

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

**Purpose**

This letter is to inform Human Resource Centers of the new payroll
process for payment of cash awards and lump sum annual leave.

\- - -

Effective April 17, 2005, cash awards and lump sum annual leave payments
will be included with biweekly salary payments. The gross amount will
display in the Current Earnings section of the Leave and Earning
Statement (LES). The net amount will display in the Remarks section.
Federal, state and/or local taxes for these payments will be computed
separately from the regular pay but shown as one deduction under the
respective tax categories.

It is important to note that the payroll office will not make special
payments for cash awards or lump sum annual leave. Cash awards updated
by the end of the pay period will be included with the salary payment
for that pay period. Lump sum annual leave payments will be made with
the last salary payment if the separation action is processed in a
timely manner and updated in the payroll system.

For further assistance or for questions regarding the information in
this letter, please contact your Payroll Customer Service Team.

![](media/image32.png)Payroll Services Letter

Number: PS05-15

[]{#ps15 .anchor}Date: April 17, 2005

Subject: Procedures for Transmitting Documents to DFAS-Charleston

Category: Transmitting to DFAS

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

**Purpose**

This letter introduces you to the procedures for transmitting documents
to the Defense Finance and Accounting Service (DFAS). DFAS requires that
certain documents be sent to their DFAS Charleston Payroll Office
(DFAS-CH). However, these documents are first sent to the DFAS office in
Pensacola, FL where they are imaged and the Pensacola office forwards
the imaged documents to the DFAS- CH Payroll Office. Additional
information and instructions are found in this letter.

\_ \_ \_ \_

Effective April 17, 2005, documents that are required to be sent
directly from the HHS Human Resource Centers to the DFAS-CH Payroll
Office, such as: back pay settlement cases, military deposit
applications, leave buy back cases, etc. should be forwarded to the
DFAS-CH Payroll Office via the Imaging Center. (**[Note]{.underline}**:
Individual Payroll Letters will provide instructions on the documents
that should be faxed or mailed directly from HR Centers to the DFAS-CH
Payroll Office, as applicable.)

*What is the Imaging System?* DFAS has a centralized operation for
receiving and tracking payroll documents that is called Imaging. Imaging
is a system that scans, indexes, stores, and provides electronic routing
and retrieval for all documents sent to the DFAS-CH Payroll Office. All
incoming faxed or mailed documents are converted to an electronic file
that the DFAS Payroll staff can access.

The fax numbers are:

Toll Free: 1 (866) 401-5849

Commercial: 1 (850) 473-6450

When documents are required to be sent to the DFAS-CH Payroll Office,
they should be mailed to:

> DFAS Charleston Payroll Office
>
> P.O. Box 33717
>
> Pensacola, FL 32508-3717

Each page of the fax must contain the employee's social security number
for the documents pertaining to that employee. Only civilian payroll
documents should be faxed or mailed to Imaging. A copy of the Imaging
Fax Cover Letter is attached and must accompany all faxes.

Any documents mailed directly to the DFAS-CH Payroll Office **(with the
exception of retirement packages)** will experience a short delay due to
these documents needing to be mailed to the above address.

**[NOTE:]{.underline}** The **only** exception to the above requirement
is retirement packages.

For further assistance or for questions regarding the information in
this letter, please contact your Payroll Customer Service Team.

![](media/image1.wmf)

![](media/image2.png)***Payroll Services Letter***

Number: PS05-16

[]{#ps16 .anchor}Date: April 17, 2005

Subject: Reemployed Annuitants Annual Changes

Category: Personnel Actions

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

**Purpose**

This letter provides information on processing annual changes for
reemployed annuitants. The new procedure is being implemented as part of
the conversion of the HHS payroll system to the Defense Finance and
Accounting Service (DFAS).

\_ \_ \_ \_

**Effective April 17, 2005, Human Resource (HR) Centers can only enter
reemployed annuitant annual amounts for an employee who receives an
annuity from OPM that is subject to salary offset on the accession
action.** This information is required by the payroll system to ensure
that the employee is paid correctly. The DFAS payroll system requires
the Customer Service Representative (CSR) to enter any changes to the
reemployed annuitant amount in the payroll system.

When the HR Center receives documentation of a change in the reemployed
annuitant amount, or if the annual annuity amount was not processed on
the accession action, the HR Center must forward the information to
their Payroll Customer Service Team. The information must be sent to
Payroll Services electronically using the Peregrine system. Use the
Peregrine category/subcategory: PAY/PAY ADJUSTMENT to have the
employee's payroll record updated. The Peregrine ticket should include:

-   Employee Name

-   Social Security Number

-   Employee ID (optional)

-   Reemployed Annuitant Annual Amount

-   Effective Date

The first line of the description field must indicate Reemployed
Annuitant Data or Reemployed Annuitant Annual Change, the amount and
effective date, followed by any other pertinent information. Reemployed
Annuity Peregrine tickets received by close of business on Wednesday
before the end of the pay period will be updated during the pay period
in which they are received.

For further assistance or for questions regarding the information in
this letter, please contact your Payroll Customer Service Team.

![](media/image4.png)***Payroll Services Letter***

Number: PS05-17

[]{#ps17 .anchor}Date: April 17, 2005

Subject: Religious Compensatory Time

Category: Leave

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

**Purpose**

This letter provides the repayment of religious compensatory time. The
change in procedure is part of the conversion of the HHS payroll system
to the Defense Finance and Accounting Service (DFAS).

\_ \_ \_ \_

**Effective April 17, 2005, the payroll system will no longer
automatically convert religious compensatory time to annual leave if the
hours used has not been repaid within four pay periods.** The HHS policy
requires that the advanced religious compensatory time be repaid within
four pay periods of use. If the religious compensatory hours are not
repaid within the four pay periods, the HHS payroll system automatically
charges the religious compensatory time used to annual leave or leave
without pay.

The DFAS payroll system does not automatically convert the time to leave
when the religious compensatory time is not repaid. Therefore, HHS
Timekeepers must submit an amended time and attendance record charging
the employee leave for the advanced religious compensatory hours that
have not been repaid within four pay periods. The amended time and
attendance records will be automatically processed through the DFAS
retro process.

In addition, the DFAS payroll system limits the number of advanced
religious compensatory time to 80 hours. Once the balance for advanced
religious compensatory time reaches 80 hours, no additional hours will
be advanced.

For further assistance or for questions regarding the information in
this letter, please contact your Payroll Customer Service Team.

![](media/image6.png)***Payroll Services Letter***

Number: PS05-18

[]{#ps18 .anchor}Date: April 17, 2005

Subject: Reporting Pay and Leave Inquiries

Category: Reporting Inquiries

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

**Purpose**

The Payroll Services Division is implementing new procedures for
reporting pay and leave inquiries. The new procedures will provide Human
Resource (HR) Centers with an improved payroll inquiry reporting and
tracking system. The new procedures are being implemented as part of the
HHS payroll system conversion to the Defense Finance and Account
Services (DFAS) payroll system.

\_ \_ \_ \_

**Effective February 9 through April 17, 2005, the Pay Services Division
(PSD) will conduct final testing of the changes made to the payroll
inquiry process. Human Resource (HR) Centers must follow new procedures
for reporting payroll inquiries as part of our test. The payroll inquiry
form 411A (Pay) and 411B (Leave) will no longer be accepted in PSD.**
Currently, the HHS Program Support Center (PSC), Human Resources Service
(HRS) utilizes the Peregrine Service Center software application as its
incident management solution. DFAS uses a web-based system called the
Remedy Action Request System. The Peregrine system has been modified and
an automatic bridge developed from Peregrine to Remedy. Listed below are
some of the enhancements included in the Peregrine software compared to
how tickets are handled now:

-   Customers (HR users) will be able to select whether the ticket they
    are submitting will be routed to HRS Helpdesk or Payroll Services
    Division (PSD). Once in PSD, tickets will be auto-routed to the
    appropriate Payroll Customer Service Team, and then assigned to
    Customer Service Representatives (CSR) for action. Like PSD, the
    teams in Peregrine will be aligned with the four HR Centers
    (Atlanta, Baltimore/IHS, NIH and Rockville). Additionally, the HRS
    Helpdesk and PSD will be able to pass tickets back and forth before
    and after assignment to a CSR.

-   Tickets will be assigned within the teams within four hours of
    submission. Depending on category, subcategory and completeness of
    information, some tickets will be researched by PSD, and then
    bridged to the DFAS Remedy Action Request System. ; Some tickets
    will be auto-bridged to DFAS immediately upon submission by the HR
    Center, and then monitored by PSD; and other tickets will be
    resolved within PSD.

-   HR Centers will be able to select the category and subcategory that
    pertains to their PSD ticket.

-   The enhanced version of the Web Portal is also fairly simple. It
    will look similar to the current screen with the addition of the
    selection of routing and category and subcategory. Once the category
    and subcategory are selected, some tickets may contain more required
    fields. These fields coincide with PSD or DFAS required fields.

-   For tickets routed to PSD, status is dependent on the action taken.
    Action drives status. The CSR (or an outside actor, such as HR
    Center Helpdesk staff or DFAS) will select an action, and the status
    of the ticket will automatically be derived from the action
    selected.

-   Tickets will be prioritized and auto-assigned deadlines based on the
    type of problem.

-   Peregrine will be an integral part of the standard work processes in
    PSD. It will be used as a customer-focused workload management tool.
    In addition, it will enable real-time quantification and analysis of
    performance and customer service.

HR Center customers will access Peregrine as they do now through the
Peregrine Web Portal. Although the screen will look quite similar, there
are some changes to how tickets will be submitted. Since Human Resources
issues will still be submitted on tickets through the HRS Helpdesk and
Payroll issues will be submitted to the Payroll Services Division, OPDIV
users must select the type of ticket they are going to enter. If the
ticket is an EHRP system or Time & Attendance file issue, customers will
select the **[Service Desk]{.underline}** tab. If the ticket is
regarding a payroll issue, the customer will select the **[Service Desk
PSD]{.underline}** tab.

Once the **[Service Desk PSD]{.underline}** tab is selected users will
see many familiar fields, such as:

-   Description

-   User Priority

-   User Contact Info (which is automatically filled in for you)

-   Employee First Name

-   Employee Last Name

-   Employee ID

-   Employee Social Security Number

On the PSD ticket entry screen, two new optional fields which are common
to payroll issues have been added. They are:

-   Amount

-   Hours

In addition, customers are asked to select a Category and Subcategory
when entering tickets for payroll issues. Selecting a field will not
only greatly expedite tickets, but are necessary in the bridging process
if it is necessary to escalate the ticket to DFAS. For some
Category/Subcategory combinations, tickets with validated data in the
required fields will automatically be bridged to DFAS upon submission. A
complete list of Categories, Subcategories and their definitions can be
found below:

  -------------------------------------- -------------- ---------------------
  **If you need to submit a payroll      **Select       **Then this**
  inquiry for an**                       this**         

  **employee with these issues:**        **Category**   **Subcategory**

  **Federal Employees Group Life         BENEFITS       FEGLI
  Insurance**                                           

  **Federal Employees Health Benefits**  BENEFITS       FEHB

  **Thrift Savings Plan**                BENEFITS       TSP

  **Retirement (CSRS/FERS)**             BENEFITS       RET/CSRS/FERS

  **Death Cases**                        DEATH CASES    DEATH CASES

  **Agency Debts**                       DEBT           AGENCY DEBTS
                                         COLLECTIONS    

  **Voluntary Bankruptcy**               DEBT           BANKRUPTCY
                                         COLLECTIONS    

  **Miscellaneous Debt Collections**     DEBT           DEBT COLLECTIONS
                                         COLLECTIONS    

  **IRS Levies**                         DEBT           IRS LEVIES
                                         COLLECTIONS    

  **Salary Overpayments**                DEBT           SALARY OVERPAYMENTS
                                         COLLECTIONS    

  **Savings Bond Issues**                SAVINGS BONDS  SAVINGS BONDS

  **Charity Contributions**              DEDUCTIONS     CFC

  **Long Term Care**                     DEDUCTIONS     LTC

  **Flexible Spending Account**          DEDUCTIONS     FSA

  **Transportation Subsidies**           DEDUCTIONS     TEA

  **Taxes (Federal, State, City/Local,   DEDUCTIONS     TAXES
  Medicare, OASDI)**                                    

  **EFT Returns/Non-Receipt of Check**   CHECK/EFT NOT  CHECK/EFT NOT
                                         RECEIVED       RECEIVED

  ***Court-Ordered* Alimony**            GARNISHMENTS   ALIMONY

  ***Court-Ordered* Bankruptcy**         GARNISHMENTS   BANKRUPTCY

  ***Court-Ordered* Child Support**      GARNISHMENTS   CHILD SUPPORT

  ***Court-Ordered* Private Debts**      GARNISHMENTS   PRIVATE DEBTS

  **Advanced Sick Leave, Restored        LEAVE          ADV/REST LEAVE
  Leave**                                               

  **Donated/Family Leave**               LEAVE          DONATED LEAVE

  **Continuation of Pay, Home Leave,     LEAVE          LEAVE ADJUSTMENT
  Compensatory Time, Religious                          
  Compensatory Time, Credit Hours,                      
  etc.**                                                

  **If you have an employee with**       **Select       **Then this**
                                         this**         

  **these issues:**                      **Category**   **Subcategory**

  **Leave Audits (Inquiries which        LEAVE          LEAVE AUDIT
  require research and analysis)**                      

  **Leave Buy-Back**                     LEAVE          LEAVE BUY-BACK

  **Lump Sum Leave**                     LEAVE          LSL

  **Transfer-In Leave**                  LEAVE          TRANSFER-IN/SF-1150

  **Requests for Leave and Earnings      PSD_OTHER      LES
  Statements (formerly OS-340)**                        

  **Military Deposits**                  PSD_OTHER      MILITARY DEPOSITS

  **OPM Inquiries**                      PSD_OTHER      OPM INQUIRIES

  **Union Issues**                       PSD_OTHER      UNIONS

  **Cash Awards**                        PAY            CASH AWARD

  **Consultant Pay Issues**              PAY            CONSULTANT

  **Pay Audits (Inquiries which require  PAY            INQUIRY
  research and analysis)**                              

  **Aggregate Limit Issues**             PAY            AGGREGATE LIMIT

  **Defacto Employee Issues**            PAY            DEFACTO

  **Foreign Allowances**                 PAY            FOREIGN ALLOWANCES

  **Pay Issues Not Covered in Another    PAY            OTHER
  Category**                                            

  **Pay Adjustments**                    PAY            PAY ADJUSTMENT

  **Physician\'s Comparability           PAY            PCA
  Allowance**                                           

  **Physicians Specialty Pay**           PAY            PSP

  **Student Loans**                      PAY            STUDENT LOANS

  **SF-50**                              PERSONNEL      SF-50
                                         UPDATES        

  **Report Issues/Questions**            REPORTS        REPORTS

  **Retirements**                        SEPARATIONS    RETIREMENTS

  **Miscellaneous Separations Issues**   SEPARATIONS    SEPARATIONS/OTHER

  **Severance Packages**                 SEPARATIONS    SEVERANCE

  **Tribal Payments**                    SEPARATIONS    TRIBAL

  **VSIP/VERA Payments**                 SEPARATIONS    VSIP/VERA

  **Settlement Cases \-- MOU**           SETTLEMENT     MOU

  **If you have an employee with**       **Select       **Then this**
                                         this**         

  **these issues:**                      **Category**   **Subcategory**

  **Settlement Cases \-- MSPB**          SETTLEMENT     MSPB

  **Settlement Agreements**              SETTLEMENT     SETTLEMENT AGREEMENT

  **Settlement Cases \-- Union           SETTLEMENT     UNION AGREEMENT
  Agreement**                                           

  **T&A Issues**                         T&A            T&A INQY

  **W-2 Inquiries**                      W-2            W-2 INQUIRY

  **W-2 Reissues**                       W-2            W-2 REISSUE

  **HRS Tickets When First Opened**      EHRP WEB       EHRP WEB

  **PSD Tickets When First Opened**      PSD WEB        PSD WEB
  -------------------------------------- -------------- ---------------------

For some category/subcategory combinations it will be necessary to
complete some additional fields. On the ticket entry screen, these
fields are located in clearly marked "sections" directly beneath the
fields discussed above. Tickets which fall under the following
Category/Subcategory combinations will require completion of additional
fields:

  ---------------------------------- ------------------------------------
  **Category**                       **Subcategory**

  BENEFITS                           TSP

  SAVINGS BONDS                      SAVINGS BONDS

  CHECK/EFT NOT RECEIVED             CHECK/EFT NOT RECEIVED

  LEAVE                              DONATED LEAVE

  PAY                                SPECIAL PAY

  W-2                                W-2 INQUIRY

  W-2                                W-2 REISSUE
  ---------------------------------- ------------------------------------

Immediately upon submission, ticket status can be determined for all PSD
tickets. Status is driven by actions in the PSD Peregrine Service
Center. Whenever your ticket is acted upon, the status will update.
Status codes and their definitions are as follows:

  ------------------- ------------------------------------------------------
  **STATUS**          **Explanation**

  **OPENU**           Indicates that a ticket was auto-bridged to DFAS.

  **STATUS**          **Explanation**

  **WEB OPEN PSD**    Indicates that a ticket was opened in the PSD queue,
                      but not assigned to a CSR.

  **WEB OPEN EHRP**   Indicates a ticket was opened in the HRS Helpdesk
                      queue, but not assigned to an individual.

  **STATUS**          **Explanation**

  **OPENR**           Indicates a ticket was referred to the Director due to
                      the three-bounce rule. (Tickets may not be passed
                      between HRS Helpdesk more than three times.)

  **OPEN**            Indicates a ticket was assigned to a CSR in PSD for
                      action.

  **CUST INFO**       Requests additional information from customer.

  **CUST UPDATED**    Indicates that customer updated the ticket with
                      requested information, or otherwise added information
                      to the ticket.

  **DCPS**            Indicates that CSR has taken action by entering the
                      appropriate information in DCPS.

  **HRS-RESEARCH      Ticket was sent to HRS Helpdesk for research. EHRP
  PENDING**           Technical team has completed research on a ticket and
                      is returning it to HRS for additional action or HRS
                      has retrieved the ticket from EHRP Technical team.

  **HRS-RESEARCH      HRS Helpdesk has completed research. Or, PSD has
  COMPLETE**          retrieved the ticket from HRS Helpdesk.

  **EHRP-RESEARCH     HRS Helpdesk has sent ticket to EHRP for additional
  PENDING**           information.

  **EHRP-RESEARCH     EHRP has completed research and is returning the
  COMPLETE**          ticket to PSD. Or PSD has retrieved the ticket from
                      EHRP.

  **IMAGING**         Indicates that CSR has sent documents to DFAS via the
                      IMAGING System.

  **RESEARCH**        PSD must analyze and/or research the issue.

  **SYSTEMS**         There is a system change required to resolve the
                      issue.

  **RESOLVED**        Indicates an issue that has been resolved.

  **RESOLVED-DFAS**   DFAS has resolved the ticket and is awaiting closure
                      or rejection of resolution.

  **RESOLVED-REJ**    DFAS has resolved the ticket and PSD disagrees with
                      the resolution.

  **BRIDGED**         Ticket has been bridged to DFAS.

  **CLOSED**          Indicates a ticket whose resolution has been approved
                      by PSD management.
  ------------------- ------------------------------------------------------

Certain actions taken upon a ticket will result in an email notification
being sent to the originator of the ticket. Anyone who opens a ticket
will be notified:

-   When the ticket is opened in PSD;

-   When the CSR working a ticket needs more information; and

-   When the ticket is closed.

These email notifications will contain a very brief description to let
you know that you should look at your ticket to see what has changed.

You still have the capability to attach documents to a Peregrine ticket.
The DFAS on-line historical payroll data should reduce the need to mail
or fax documents to Payroll Services. However, you can mail or fax
documents that cannot to electronically attached to:

> DHHS PSC/HRS Payroll Services Division
>
> Post Office Box 14950
>
> Silver Spring, MD 20911
>
> Attention: (your Payroll Customer Service Team)
>
> OR
>
> Fax: (301) 504-3589 or (301) 504-3613

You can provide comments on the Peregrine enhancements during the test
period by sending an email to Collin Ford at <CFord@PSC.gov>., or if you
have questions, please call him at (301) 504-3249. You will receive a
draft Peregrine User Manual the week of April 17, 2005 that will provide
more detailed instructions.

![](media/image8.png)***Payroll Services Letter***

Number: PS05-19

[]{#ps19 .anchor}Date: April 17, 2005

Subject: Restored Annual Leave Requests

Category: Leave

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

**Purpose**

This letter describes new procedures for processing approved restored
annual leave requests. The new procedure is part of the conversion of
the HHS payroll system to the Defense Finance and Accounting Service
(DFAS).

\_ \_ \_ \_

**Effective April 17, 2005, Human Resource Centers will no longer have
the ability to process restored leave requests using the Payroll Error
Correction System.** Payroll Liaisons must forward the approved requests
for restored leave to their Payroll Customer Service Team for
processing.

The restored leave requests must be sent electronically through the
Peregrine system. Use the Peregrine classification -- Category: LEAVE
Subcategory: ADVANCED/RESTORED LEAVE and input the following information
in the appropriate fields:

-   Employee name

-   SSN

-   Effective date

-   Number of hours approved

-   Leave year

The Payroll Customer Service Team will process the request to establish
a restored leave account in the DFAS payroll system. Until the
information is updated in the payroll system, an employee may *not* use
the restored leave.

**Timekeepers must not submit restored annual leave on the time and
attendance record until they verify with the employee that the balance
shows on the employee\'s Leave and Earnings Statement.** Otherwise, the
leave hours will be converted to another form of leave (annual,
compensatory, credit hours or leave without pay). For further
information on leave conversion, see the Payroll Services Letter
entitled "Biweekly Payroll Process."

For further assistance or for questions regarding the information in
this letter, please contact your Payroll Customer Service Team.

![](media/image10.png)***\`Payroll Services Letter***

Number: PS05-20

[]{#ps20 .anchor}Date: April 17, 2005

Subject: Savings Bonds Processing

Category: Non-SF-50 Actions

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

**Purpose**

This letters provides information and new procedures for processing
savings bonds. The procedures are being implemented as part of the
conversion of the HHS payroll system to the Defense Finance and
Accounting Services (DFAS), Defense Civilian Pay System (DCPS).

\_ \_ \_ \_

**Effective April 17, 2005, Human Resource (HR) Centers** **will no
longer have the ability to process savings bond authorizations (start,
change, cancel) through the EHRP system.** Employees must use myPay to
start, change or cancel bonds. Employees who do not have access to myPay
must send the authorizations to their HR Payroll Liaison. The Payroll
Liaison must forward the bond authorization information to the Payroll
Services Division electronically using the Peregrine system. The
category/subcategory is: SAVINGS BOND/SAVINGS BOND.

There is a specific section on the Peregrine screen for savings bonds
requests and inquiries. Bond requests received in Payroll Services
before close of business on the Wednesday prior to the end of the pay
period will be processed for that pay period.

Although HR Centers cannot process the bond form, they will be asked to
provide guidance and counseling to the employees they service. The
following information is provided for that purpose:

1.  Use the following website to access the bond form:
    <ftp://ftp.publicdebt.treas.gov/forms/mar2362.pdf> (Copy of the form
    is attached.)

2.  Be sure employees are aware:

    a.  that an authorization form must be completed for each bond;

    b.  that the biweekly deduction they enter is for each bond and if
        they have multiple bonds, each biweekly deduction will be added
        to make the total biweekly deduction;

    c.  of the specific allotment requirements for bonds;

    d.  that they can enter bonds using myPay; and

    e.  that if they do not have access to myPay, the bond form must be
        sent to the HR Center. (Note: HR Centers must maintain the
        authorization forms.)

+-----------------------------------------------------------------------+
| **DFAS Requirements**                                                 |
|                                                                       |
| -   Maximum number of bonds allowed is 9                              |
|                                                                       |
| -   Must conform to chart below                                       |
|                                                                       |
| -   Multiple bonds must have a deduction for each bond (see chart     |
|     below) which will add up to one biweekly deduction                |
|                                                                       |
| -   Requires that all Owner, Co-Owner and/or Beneficiary information  |
|     be present                                                        |
+-----------------------------------------------------------------------+

DFAS Bond Deduction Chart

  ---------- --------- ----------- ------- --------- --------- --------- ---------
  **BOND     **FACE    **DFAS                                            
  SERIES**   VALUE**   VALID                                             
                       ALLOTMENT                                         
                       AMOUNTS                                           
                       (\$)**                                            

  **EE**     \$100     5.00        6.25    10.00     12.50     25.00     50.00

  **EE**     \$200     10.00       12.50   20.00     25.00     50.00     100.00

  **EE**     \$500     25.00       31.25   50.00     62.50     125.00    250.00

  **EE**     \$1,000   50.00       62.50   100.00    125.00    250.00    500.00

  **I**      \$50      5.00        6.25    10.00     12.50     25.00     50.00

  **I**      \$75      7.50        12.50   25.00     75.00               

  **I**      \$100     10.00       12.50   20.00     25.00     50.00     100.00

  **I**      \$200     20.00       25.00   50.00     100.00    200.00    

  **I**      \$500     50.00       62.50   100.00    125.00    250.00    500.00
  ---------- --------- ----------- ------- --------- --------- --------- ---------

The DFAS Bond Deduction Chart above requires that employees select a
biweekly allotment that conforms to the Bond Series and the Face Value
of the bond as depicted in the chart.

HR Centers were notified in May 2004 about the processing differences
and of the changes made in EHRP to conform to DFAS processing. Since
that time, all new HHS bond enrollees or persons changing their biweekly
bond allotment or denomination are required to conform to the new bond
chart. The bond records of employees currently participating in the
Savings Bond Program were checked to see if their biweekly allotment
conformed to the chart above. If their bond records did not conform to
DFAS requirements, they were individually notified and provided options
for change. Employees who do not conform prior to the conversion to DFAS
effective April 17, 2005 will be dropped from the Savings Bond Program.

For further assistance or for questions regarding the information in
this letter, please contact your Payroll Customer Service Team.

![](media/image12.png){width="5.999305555555556in"
height="7.760416666666667in"}

![](media/image13.png)***Payroll Services Letter***

Number: PS05-21

[]{#ps21 .anchor}Date: April 17, 2005

Subject: SF-1150 Record of Leave Data (Transfer-In)

Category: Leave

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

**Purpose**

This letter provides instructions for transmitting SF-1150, Record of
Leave Data Transferred to Human Resource (HR) Centers to follow when
processing leave data for employees transferring in to HHS. The
instruction is being released as part of the conversion of the HHS
payroll system to the Defense Finance and Accounting Service (DFAS).

\_ \_ \_ \_

**Effective April 17, 2005, HR Centers will no longer be required to
process the SF-1150, Record of Leave Data Transferred (nature of action
code 9100) to update leave data in the payroll system. When an employee
transfers to HHS, the HR Center must send a copy of the SF-1150 Record
of Leave Data Transferred directly to the DFAS payroll office.**

The SF-1150 must be mailed or faxed to:

DFAS Charleston Payroll Office

Code PCPS

P. O. Box 33717

Pensacola, FL 32508-3717

Toll Free: 1 (866) 401-5849

Commercial: 1 (850) 473-6450

Employees can verify their leave balances by reviewing the Leave and
Earnings Statement. Payroll Liaisons should send inquiries concerning
the status of the updating of the SF-1150 to their Payroll Customer
Service Team using the Peregrine system. The Peregrine
category/subcategory is: LEAVE/ TRANSFER IN/SF-1150.

For information about temporary leave balances, see Payroll Services
Letter, PS05-25: Transfer-In Temporary Leave Balances.

For further assistance or if you have questions regarding the
information in this letter, please contact your Payroll Customer Service
Team.

![](media/image15.png)***Payroll Services Letter***

Number: PS05-22

[]{#ps22 .anchor}Date: April 17, 2005

Subject: SF50 Forms Required by DFAS Payroll Office

Category: Personnel Actions

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

**Purpose**

This letter identifies personnel actions that Human Resource (HR)
Centers are required to send a copy of the SF-50 to the Defense Finance
and Accounting Services (DFAS) Charleston Payroll Office.

\_ \_ \_ \_

Effective April 17, 2005, personnel actions that require manual
intervention by the DFAS payroll office must have hardcopy SF50s sent
directly to the DFAS payroll office. The personnel action must be
processed through the Enterprise Human Resource Payroll (EHRP) system
and updated in the payroll system before DFAS will take action. A copy
is to be made and forwarded to the address below. These hardcopy SF-50s
are required to effect resolution of the employee's case. The SF50s are:

1.  Cancellation (001) SF-50 actions

2.  Correction (002) SF50 actions, if the correction affects other than
    the most recent action, i.e., an 002 correction with remarks
    identifying the date effective and information truly being
    corrected.

3.  Change in Retirement Plan (NOAC 803).

4.  Award SF50s for inactive employees when the record no longer exists
    in the personnel system.

5.  SF50 required by the civilian payroll office to complete an Equal
    Employment Opportunity settlement, a back pay settlement, a debt for
    waiver purposes, or any other audit requiring SF50 documentation.

6.  An SF50 documenting the following:

    a.  LWOP to active military duty/training.

    b.  Suspension identifying non-consecutive dates.

    c.  A change in Service Computation Date (NOAC 882) with remarks
        that identify an effective date other than the date in block 4
        of the SF50

    d.  An employee to whom a Recruitment Bonus has been paid and
        separates before the agreement expiration date.

The SF50 must be mailed or faxed to:

DFAS Charleston Payroll Office

Code PCPS

P. O. Box 33717

Pensacola, FL 32508-3717

Toll Free: 1 (866) 401-5849

Commercial: 1 (850) 473-6450

For further assistance or for questions regarding the information in
this letter, please contact your Payroll Customer Service Team.

![](media/image17.png)***Payroll Services Letter***

Number: PS05-23

[]{#ps23 .anchor}Date: April 17, 2005

Subject: Student Loan Repayment Requests

Category: Debt Management

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

**Purpose**

This letter provides instructions for requesting payment for employees
in the Student Loan Repayment Program and forwarding related payroll
information to the Defense Finance and Accounting Service (DFAS) Payroll
Office. This letter also contains information about the program and its
intended use.

\_ \_ \_ \_

The Student Loan Repayment Program is intended to facilitate the
recruitment and retention of highly-qualified employees by allowing
agencies to repay part or all of their federally insured student loans.
For the complete list of eligible loans, refer to the [Student Loan
Repayment Fact Sheet](http://www.opm.gov/oca/pay/studentloan/index.asp)
http://opm.gov/oca/pay/studentloan/index.asp

**Authorization**

HHS Operating Divisions (OPDIV) and Staff Divisions Heads or their
designee have the authority to approve the repayment of student loans in
accordance with the criteria established by 5CFR 575. The official HHS
request and agreement form must be used for documentation and approval.

**Payment**

The DFAS Charleston payroll office will process the Student Loan
Repayment Agreement upon receipt. A copy of the signed agreement and
personnel action must be submitted to the payroll office via Imaging.
The documentation must be mailed or faxed to:

DFAS Charles Payroll Office or Toll Free: 1 (866) 401-5849

Post Office Box 33717 Commercial: 1 (850) 473-6450

Pensacola, FL 32508-3717

A lump sum payment will be made to the lender identified in the
Repayment Agreement. The amount paid by the agency is subject to all the
following maximum limits:

\$6,000 per employee per calendar year, and a total of \$40,000 per
employee

**Tax Liability**

Although a student loan payment is paid directly to the loan holder on
behalf f the employee, the employee is nonetheless responsible for the
taxes as they are on income. The student loan repayment is included as
taxable income in the employee's pay record, and tax withholdings are
deducted from the payment. For more information on the taxes related to
this program, refer to the

[Student Loan Repayment Program Questions and Answers on Tax
Liability](http://www.opm.gov/oca/pay/studentloan/HTML/QandAsTax.asp)

http://assembler.law.cornell.edu/uscode/html/uscode05/usc_sec_05_00002105\-\-\--000-.html

**RESOURCES**

Guidelines for student loan repayment can be found on the OPM website:

[Student Loan Repayment Fact
Sheet](http://www.opm.gov/oca/pay/studentloan/index.asp)

(<http://www.opm.gov/oca/pay/studentloan/index.asp>)

OPM's [Student Loan Repayment Program Service
Agreement](http://opm.gov/oca/pay/studentloan/HTML/sample1-attch2.asp)

<http://opm.gov/oca/pay/studentloan/index.asp>

**RELATED REGULATIONS**

[Section 5379 of Title 5, United States
Code](http://www.opm.gov/oca/pay/studentloan/HTML/5USC5379.asp)
http://www.opm.gov/oca/pay/studentloan/HTML/5USC5379.asp

[Part 537 of Title 5, Code of Federal
Regulations](http://www.opm.gov/oca/pay/studentloan/HTML/5CFR537.asp)

http://www.opm.gov/oca/pay/studentloan/HTML/5CFR537.asp

<http://assembler.law.cornell.edu/uscode/html/uscode05/usc_sec_05_00002105----000-.html>

For further assistance or for questions regarding the information in
this letter, please contact your Payroll Customer Service Team.

![](media/image19.png)***Payroll Services Letter***

Number: PS05-24

[]{#ps24 .anchor}Date: April 17, 2005

Subject: Tax Exempt Status (Federal and State)

Category: Non-SF-50 Actions

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

**Purpose**

The conversion of the HHS new payroll system to the Defense Finance and
Accounting Services (DFAS) requires changes for processing Federal
and/or State tax exemption actions for employees. This letter provides
new instructions for submitting information on employees claiming
exemption from Federal and/or State tax withholding to the Payroll
Services Division.

\_ \_ \_ \_

**Effective April 17, 2005 Human Resource (HR) Centers will no longer be
able to submit non-SF-50 personnel actions to update the payroll records
for employees who claim exemption status from the withholding of Federal
and/or State taxes.**

The Internal Revenue Service and various states have determined that
there are certain circumstances that permit employees to claim exemption
from the withholding of Federal and/or State taxes. For the Federal
rules, regarding Federal tax exemption, see the following website:

<http://www.irs.gov/govt/fslg/article/0,,id=112714,00.html#2>. The state
rules vary so HR Centers should check with the states they service for
the eligibility rules governing exemption from State tax withholding.

The HR Centers must follow the procedures listed below:

1.  Receive the signed Federal and/or State tax form(s) from the
    employee that requested exemption from withholdings.

2.  Determine the employee's eligibility is based on the guidelines for
    exemption from Federal and/or State tax withholding.

3.  If the HR Center determines that the employee is eligible for exempt
    status, forward the information to your Payroll Customer Service
    Team electronically using the Peregrine system. HR Centers must
    retain the original certification/ form submitted by the employee.

    a.  The Peregrine category/subcategory is: DEDUCTIONS/TAXES

    b.  The Peregrine ticket must include the name and social security
        number of the employee.

    c.  The first line of the description field must indicate Tax Exempt
        Status and the name of the HR staff that determine eligibility
        and date certified.

4.  Employees must be informed that Federal exempt status is good for
    only the year in which it is filed.

    a.  Employees must file a new Federal exemption certificate by
        February 15 of the next taxable year to be eligible to retain
        exempt status.

    b.  Failure to file the form will result in the payroll office
        withholding Federal tax from any wages paid by the employer.

    c.  Each year the HR Center must repeat number 3 above.

5.  Exemption from the withholding of State tax varies by the rules of
    the states. HR Centers must follow the individual state rules for
    determining eligibility for employees asking to continue exempt
    status.

> For further assistance or for questions regarding the information in
> this letter, please contact your Payroll Customer Service Team.

![](media/image21.png)***Payroll Services Letter***

Number: PS05-25

[]{#ps25 .anchor}Date: April 17, 2005

Subject: Transfer-In Temporary Leave Balances

Category: Leave

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

**Purpose**

This letter provides a new procedure for establishing temporary leave
balances for employees transferring to the Department of Health and
Human Services (HHS). This procedure is being implemented as part of the
conversion of the HHS payroll system to the Defense Finance and
Accounting Service (DFAS).

\_ \_ \_ \_

**Effective April 17, 2005** **Human Resource (HR) Centers will no
longer be required to process HHS 510 Leave data (nature of action code
9101) to update temporary leave balances in employee payroll records.**
Payroll Liaisons should verify the leave from the employee\'s last pay
statement and send a request to their Payroll Customer Service Team for
processing. The request must be sent electronically through the
Peregrine system. Use the Peregrine classification -- Category: LEAVE

Subcategory: TRANSFER-IN/SF-1150. The first line of the description
field must indicate Temporary Leave update and should include the annual
and sick leave balances.

**Temporary leave balances can be updated in the payroll system for
annual and sick leave only.** For other categories of leave and for
transfer in to the employee's permanent record, HR Centers must submit a
copy of the SF-1150 form (Record of Leave Data) directly to the DFAS
payroll office. For more information, see Payroll Services Letter
PS05-21: SF-1150 Record of Leave Data (Transfer-In).

The Payroll Customer Service Team must receive requests that should be
processed in the current pay period by close of business Wednesday, the
second week of the pay period. If the request is not received by this
cut-off and annual and/or sick leave is submitted on the time and
attendance record, the DFAS payroll system will reject the hours and
charge the leave to Leave Without Pay.

For further assistance or for questions regarding the information in
this letter, please contact your Customer Service Team in the Payroll
Services Division.

![](media/image23.png)***Payroll Services Letter***

Number: PS05-26

[]{#ps26 .anchor}Date: April 17, 2005

Subject: Voluntary Child Support and Voluntary Alimony

Category: Debt Management

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

**Purpose**

The conversion of the Department of Health and Human Services (HHS)
payroll system to Defense Finance and Accounting Service (DFAS) will
change the current HHS process for requesting an allotment from salary
for voluntary child support and/or voluntary alimony. HHS Human Resource
Centers will no longer be responsible for processing voluntary child
support and voluntary alimony allotment requests.

\_ \_ \_ \_

Effective April 17, 2005, employees must send requests for voluntary
child support and/or voluntary alimony allotments directly to the DFAS
Charleston Payroll Office. In order for the Charleston Payroll Office to
process the allotment, the employee must submit a letter requesting the
deduction. The letter must include the following information:

-   Name of employee

-   Employee's Social Security Number

-   The name and address of the designated recipient

-   The amount of the biweekly deduction

-   A copy of a legal agreement

-   Name of financial institution \*\*

-   Routing number \*\*

-   Names on account \*\*

-   Account number \*\*

\*\* **[NOTE]{.underline}** - Employees may request that their
allotments be sent as an electronic fund transfer (EFT), as long as they
have a joint account with the recipient. EFT requests must include the
information stated above for the letter, in addition to the items
followed by asterisks.

Employees must fax requests to the payroll office at:

> Toll Free: 1 (866) 401-5849

Commercial: 1 (850) 473-6450

Letters for requests can also be mailed to:

> DFAS Charleston Payroll Office
>
> P.O. Box 33717
>
> Pensacola, FL 32508-3717

Voluntary child support and voluntary alimony deductions will appear on
the employee's Leave and Earnings Statements for as long as the
deductions are taken. If employees have additional questions regarding
voluntary child support and/or voluntary alimony, they must contact the
DFAS Charleston Payroll Office Customer Service at

1 (843) 746-6500.

If you have questions regarding the information contained in this
letter, please contact your Payroll Customer Service Team.

![](media/image25.png)***Payroll Services Letter***

Number: PS05-27

[]{#ps27 .anchor}Date: April 17, 2005

Subject: Voluntary Leave Transfer Program (VLTP)

Category: Leave

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

**Purpose**

This letter transmits new procedures for forwarding information on
Voluntary Leave Transfer Program (VLTP) recipients and donors to the
Defense Finance and Accounting Service (DFAS) Charleston payroll office.

\_ \_ \_ \_

Effective April 17, 2005, HHS Timekeepers and Human Resource Center
(HRC) Payroll Liaisons must follow a new procedure to notify the payroll
office of employees approved to participate in VLTP and employees who
donate leave to VLTP recipients. The new procedure is part of the
payroll system conversion to the DFAS.

**Employee requests that have been approved, either to receive or to
donate leave hours through the VLTP, should be sent from HHS Timekeepers
to Payroll Liaisons. Payroll Liaisons will forward the information
electronically to the DFAS payroll office using the Peregrine system.**
The Peregrine category/subcategory is: LEAVE/ DONATED LEAVE.

The Peregrine screen contains a specific section to input the following
VLTP information:

+-----------------------------------+-----------------------------------+
| For the Recipient:                | For Donors (tabs for up to five   |
|                                   | donors):                          |
| -   Last Name; First              |                                   |
|                                   | -   Name                          |
| -   SSN                           |                                   |
|                                   | -   SSN                           |
| -   PPE (Pay period end date)     |                                   |
|                                   | -   Date Signed                   |
| -   PP (Pay period number)        |                                   |
|                                   | -   Hours (decimal)               |
| -   Donated Leave Type[^1]        |                                   |
|                                   | -   Restoration[^2]               |
| -   Date Emergency Began          |                                   |
|                                   | -   Same Payroll Office           |
| -   Status Indicator (Self or     |                                   |
|     Family)                       | -   Payroll Office Address, City, |
|                                   |     State, ZIP                    |
+-----------------------------------+-----------------------------------+

**The donated leave account and balance must be established in the
Defense Civilian Pay System (DCPS) before hours will be accepted when
processing the T&A.** Notifications of VLTP approvals for the current
pay period must be entered into Peregrine no later than **close of
business Thursday**, the **first week** of the pay period.

**If notification is not processed timely, the DFAS payroll system will
perform a leave conversion.** Leave hours in excess of the employee's
own sick leave balance will follow the standard [leave
conversion](../tbd), i.e., sick leave will convert to annual leave,
compensatory, credit hours or leave without pay.

-   The employee's Leave and Earnings Statement will show the leave
    charged accordingly. Also, Payroll Liaisons will receive a
    "Conversion of Hours" report that lists leave that was converted for
    employees. For further information on leave conversion, see the
    Payroll Services Letter entitled "Biweekly Payroll Process."

-   Payroll Liaisons should review the leave conversions and report any
    discrepancies to their Payroll Customer Service Team.

**Retroactive Donated Leave --** DFAS will retroactively apply donated
leave. Donated leave does not have a "not to exceed" (NTE) date or
expiration date. It will remain in the employee's donated leave balance
until the employee is removed from the program. When the Payroll
Services Division (PSD) sends the information to DFAS to establish the
donated leave account, it will give an effective date. When the
emergency situation is over and the employee is removed from the
program, the HR Center/Payroll Liaison must notify Payroll Services via
a Peregrine ticket. DFAS will not return leave to donors until notified
by Payroll Services to remove the employee from the program.

**Leave Accrual --** Employees are eligible to accrue leave (annual and
sick while they are using donated leave. If they use a partial number of
donated hours during the pay period, the full leave accrual is given.
However the accrual is prorated and a portion is credited to a Donated
Leave Account for Accruals and the remainder goes to the regular leave
account.

**Waivers --** Waivers are sometimes granted when an employee wants to
donate more leave than the regulations permit. Traditionally, DCPS
assumes that the waiver has been granted for the employee to donate more
than the allowable maximum. However, the staff at DFAS-Charleston may
call the CSR to verify that the employee donating the hours above the
maximum has received a waiver.

**Use of Advanced Sick Leave and Donated Leave in the same Pay Period
--** If an employee's time and attendance (T&A) record has both advanced
sick leave and donated leave in the same pay period, the following
occurs:

-   DCPS checks to see if the employee has the Donated Leave in his
    account. If Donated Leave is in his account the system charges the
    leave that was recorded on the T&A record.

-   DCPS converts the advanced sick leave to LWOP if the advanced sick
    leave on the T&A is not posted correctly.

To avoid this conversion to LWOP, the CSR must check to see if the
employee has donated when establishing an advanced sick leave account.
If so, the CSR will call the DCPS Donated Leave Coordinator to ensure
that the leave is charged appropriately.

-   If the combination is detected before Final Pass, the DCPS Donated
    Leave Coordinator will adjust the record so the leave is
    appropriately charged to the donated and advanced sick leave
    accounts.

-   After Final Pass or for a retroactive T&A record, the CSR must
    contact the DFAS-Charleston Donated Leave Coordinator for help
    correcting the record.

-   The CSR must check to see if the employee received less than 90% of
    the basic pay due for that pay period because advanced leave was not
    credited.

-   If the employee received less than 90%, the CSR must request Special
    Pay. If 90% or more was received, no action is necessary.

For further assistance or for questions regarding the information in
this letter, please contact your Customer Service Team in the Payroll
Services Division.

![](media/image27.png)***Payroll Services Letter***

Number: PS05-28

[]{#ps28 .anchor}Date: April 17, 2005

Subject: Retirement and Separation Processing

Category: Transmitting to DFAS

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

**Purpose**

The conversion of the HHS payroll system to the Defense Finance and
Accounting Service (DFAS) on April 17, 2005 will change the Human
Resource (HR) Center internal process for reviewing employees'
historical data prior to processing retirement and separation actions.
This letter provides information on forwarding packages to DFAS.

**\_ \_ \_ \_**

The Office of Personnel Management requires that retirement records for
employees who transfer to other federal agencies, or who separate from
federal service, be forwarded to it within **thirty days** of the
effective date of the separation action. Before processing the
separation action, the HR staff performs a review of the employee's
record to ensure that all actions have been processed correctly.

The HHS Retirement System will continue to be available to review and
correct data that updated the HHS payroll system prior to the DFAS
conversion. The Payroll Services Division is responsible for certifying
HHS retirement records for any period of service prior to the transfer
of the payroll system to DFAS. The DFAS Charleston Payroll Office is
responsible for processing and certifying retirement information after
the conversion.

Use the following addresses for forwarding retirement packages or
separation information.

+--------------------------------------+-------------------------------+
| For actions effective **prior to**   | For actions effective         |
| the DFAS conversion:                 | **after** the DFAS            |
|                                      | conversion:                   |
| Department of Health and Human       |                               |
| Services                             | DFAS Charleston Payroll       |
|                                      | Office                        |
| PSC/HRS/Payroll Services Division    |                               |
|                                      | 1545 Truxtun Avenue           |
| Post Office Box 14950                |                               |
|                                      | Charleston, SC 29408-1968     |
| Silver Spring, MD 20911-4950         |                               |
|                                      | Attn: Retirement Section      |
+--------------------------------------+-------------------------------+

HR staff should use the EHRP system to review historical data effective
after the conversion.

For further assistance or for questions regarding the information in
this letter, please contact your Payroll Customer Service Team.

![](media/image29.png)***Payroll Services Letter***

Number: PS05-29

Date: April 17, 2005

Subject: Environmental Differential Pay

Category: Time and Attendance (T&A)

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

**Purpose**

The conversion of the HHS payroll system to the Defense Finance and
Accounting Service (DFAS) will change how Environmental Differential Pay
is handled by HHS. This letter explains those changes.

> **\_ \_ \_**

**Background**

Environmental Differential Pay is a differential pay authorized for
Federal Wage System (FWS) employees who are exposed to specific hazards,
physical hardships, or working conditions of an unusually severe nature.
Any employee exposed to a situation for which Environmental Differential
Pay is authorized is entitled to the appropriate differential without
regard to the type of appointment or tour.

**New Procedure**

DFAS enters Environmental Differential Pay through the Time and
Attendance (T&A) and Pay Adjustment programs. Due to the small number of
HHS employees receiving Environmental Differential Pay, the HHS Payroll
Office had processed Environmental Differential Pay manually. From now
on, HHS Timekeepers must enter Environmental Differential Pay data
through T&A.

Timekeepers will maintain the Environmental Differential hours, rates
and certification. Before close of business on Friday, before the end of
the pay period, the Timekeeper will forward the hour(s) and rate(s) to
the Payroll Liaison.

The Environmental Differential must be sent electronically through the
Peregrine system. Use the following Peregrine category/subcategory: Pay
/ Environmental Differential. The first line of the description must
include the words "Environmental Differential."

Then input the following information in the appropriate fields:

-   Employee name

-   SSN

-   Effective date or Pay Period Ending Date

-   Environmental/Hazard Code

-   Ungraded (UNGR) or Graded (GR)

-   Number of hour(s)

The Peregrine ticket must be received by the Payroll Services Division
(PSD) before noon on Monday after the end of the pay period.

For further assistance or for questions regarding the information in
this letter, please contact your Payroll Customer Service Team.

Reference: The HHS Timekeeper Manual provides information about Exposure
Categories and Percentages. An electronic version of this manual is
located on the HHS web site at
[**http://www.psc.gov/hrs/itas/documentation.html**](http://www.psc.gov/hrs/itas/documentation.html).

![](media/image31.png)***Payroll Services Letter***

Number: PS05-30

[]{#ps30 .anchor}Date: April 17, 2005

Subject: Hazardous Duty Pay

Category: Time and Attendance (T&A)

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

**Purpose**

The conversion of the HHS payroll system to the Defense Finance and
Accounting Service (DFAS) will change how Hazardous Duty Pay is handled
by HHS. This letter explains those changes.

> **\_ \_ \_**

**Background**

Hazardous Duty Pay is a differential paid for duty involving physical
hardship or hazard.

-   It may be granted to full-time, part-time and intermittent GS
    employees.

-   It is paid in addition to any additional pay or allowances payable
    under other statutes.

-   It may not be considered part of the employee's rate of basic pay in
    computing additional pay or allowances payable under other statutes.

**New Procedure**

DFAS enters Hazardous Duty Pay through the T&A and Pay Adjustment
programs. Due to the small number of HHS employees receiving Hazardous
Duty Pay, the HHS Payroll office had formerly processed Hazardous Duty
Pay manually. **From now on, Hazardous Duty Pay data must be entered
through the T&A process. A personnel action is not used for Hazardous
Duty Pay.**

Here is the procedure for entering Hazardous Duty Pay. OPDIV Timekeepers
will continue to submit an amended timecard along with the following
required documentation to the Payroll Liaison:

-   HHS 411A (error notice)

-   Written justification or documented verification signed by the
    Supervisor

The Payroll Liaison in the Human Resource (HR) Center will do the
following:

-   Review the amended timecard and verify the documentation.

-   Either retain the documentation or forward the documentation to the
    Customer Service Representative (CSR) in the Payroll Services
    Division (PSD). (Procedure to be decided.)

The CSR will do the following:

-   Annotate the amended timecard with the correct DFAS Hazardous Duty
    Pay code.

-   If necessary, calculate the Hazardous Duty Pay amount for
    Retroactive pay.

-   Submit the T&A to DFAS.

For further assistance or for questions regarding the information in
this letter, please contact your Payroll Customer Service Team.

[]{#PS31 .anchor}![](media/image33.png)***Payroll Services Letter***

Number: PS05-31

Date: May 15, 2006

Subject: Union Dues Processing Information

Category: Non SF-50 Actions

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

**Purpose**

The purpose of this letter is to inform the HHS Operating Divisions
(OPDIVS) and Human Resources Centers of changes in procedures for
processing union dues enrollments, changes in labor organization
information and inquiries concerning union dues reports. The new
procedures are being implemented as part of the conversion of the HHS
payroll system to the Defense Finance and Accounting Service (DFAS).

\- - - - -

**Effective April 17, 2005, new union dues codes were implemented in
EHRP for processing union dues start and stop actions as part of the
DFAS conversion (Attachment A).** Roles and responsibilities for
processing union dues are as follows.

-   DFAS assigned new union codes for each HHS union account and is
    responsible for updating the payroll system with changes in labor
    organization information (Refer to EHRP Release Notes dated April
    18, 2005.).

-   The Payroll Services Division (PSD) is responsible for coordinating
    changes or new requirements with EHRP and DFAS.

-   The HR Centers' Labor Relations Officers or designees are
    responsible for sending information on establishing, changing, or
    terminating organizational accounts to PSD using the transmittal
    form in Attachment B. Submit this form as an attachment to a
    Peregrine ticket (use the Category **PAY** and Subcategory
    **OTHER**) or fax to (301-504-3614), ATTN: Kaye Tiller.

As a reminder, **HR Centers must process union dues stop actions** when
an employee moves out of the bargaining unit, or to a position that is
not covered by the bargaining unit. Personnel processing instructions
were provided to HR Centers in the updated training and revised job aids
issued by the EHRP Functional Team (Attachment C). This information is
also located on the Program Support Center website under Human
Resources, Enterprise Human Resources and Personnel System (EHRP),
Training. Questions regarding processing union dues actions in EHRP
(Peoplesoft) should be referred to the HRS Helpdesk. The DFAS conversion
did not impact the HR Center internal procedures or supporting
documentation required from Labor Organizations or employees for union
dues processing.

Individual employee union dues inquiries should be submitted to PSD.
Please submit your inquiry via a Peregrine ticket (use the Category
**PAY** and Subcategory **OTHER**) or fax to (301-504-3614), ATTN: Kaye
Tiller. If you are requesting a refund of union dues to an employee or
group of employees, please include **Name, SSN, CAN Number,
Appropriation Number** and **Amount of Refund** when sending your
request.

The DFAS Charleston Payroll Office is responsible for distributing Union
Dues Remittance Reports to the Labor Organizations and the Labor
Relations Offices. If reports are not received timely, please contact
Sheran Moore at (843) 746-6460 or by email, <Sheran.Moore@DFAS.MIL>.

**Attachment B**

**ESTABLISHMENT, CHANGE OR CANCELLATION OF**

**UNION DUES ACCOUNT INFORMATION**

**Please complete the following information which is required to
establish, modify, or delete a union account.**

OPDIV NAME: \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_
SPO:\_\_\_\_\_\_ TERMINAL ID: \_\_\_\_

Contact Person: \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ Phone
Number: \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

Union Account Code(s) \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ LAIRS Code:
\_\_\_\_\_\_\_\_\_\_

Type of Action: Establish \_\_\_\_ Change \_\_\_\_ Terminate \_\_\_\_

Proposed Effective Date:
\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

**DHHS Installation Information:**

Organization: \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ Union
Name: \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

City: \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_
State: \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

**Remittance Information FROM:**

Remittance Amount:\_\_\_\_\_\_\_\_\_ Local Dues: \_\_\_\_\_\_\_\_\_
National Code: \_\_\_\_\_

Union Name:
\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

Mailing Address:
\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

**Remittance Information TO:**

Remittance Amount:\_\_\_\_\_\_\_\_\_ Local Dues: \_\_\_\_\_\_\_\_\_
National Code: \_\_\_\_\_

Union Name:
\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

Mailing Address:
\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

**Local Labor Relations Officer Information FROM:**

Officer Name: \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_
Title: \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

Mailing Address:
\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

**Local Labor Relations Officer Information TO:**

Officer Name: \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_
Title: \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

Mailing Address:
\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

**Electronic Funds Transfer/Direct Deposit Financial Account Information
FROM:**

Bank Routing Number:
\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

Account Number:
\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

Indicate: Checking \_\_\_\_\_\_ Savings \_\_\_\_\_\_

**Electronic Funds Transfer/Direct Deposit Financial Account Information
TO:**

Bank Routing Number:
\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

Account Number:
\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

Indicate: Checking \_\_\_\_\_\_ Savings \_\_\_\_\_\_

**Attachment C**

## Manual Dues Start/Stop (Union Dues)

+-------+--------------------------------------------------------------+
| 1.    | Click the **Compensate Employees** link.\                    |
|       | ![](media/image35.png){width="1.25in" height="0.125in"}      |
+-------+--------------------------------------------------------------+
| 2.    | Click the **Maintain Payroll Data (USF)** link.\             |
|       | ![](media/image36.png){width="1.3583333333333334in"          |
|       | height="0.125in"}                                            |
+-------+--------------------------------------------------------------+
| 3.    | Click the **Use** link.\                                     |
|       | ![](media/image37.png){width="0.3in" height="0.125in"}       |
+-------+--------------------------------------------------------------+
| 4.    | Click the **General Deduction Data** link.\                  |
|       | ![](media/image38.png){width="1.1in" height="0.125in"}       |
+-------+--------------------------------------------------------------+
| 5.    | Enter the Employee ID to pull up the employee record or      |
|       | click on the **Search By** list to perform a search for the  |
|       | employee by Name or other criteria.                          |
|       |                                                              |
|       | Enter the desired information into the **EmplID** field.     |
|       | Enter a valid value, e.g. \"HA**1A**\".                      |
+-------+--------------------------------------------------------------+
| 6.    | Click the **Search** button.\                                |
|       | ![](media/image39.png){width="0.5166666666666667in"          |
|       | height="0.19166666666666668in"}                              |
+-------+--------------------------------------------------------------+
| 7.    | To start Union dues deduction, insert a row on the           |
|       | **Deduction Code** row.                                      |
|       |                                                              |
|       | Click the **Add a new row at row 1** button.\                |
|       | ![](media/image40.png){width="0.20833333333333334in"         |
|       | height="0.15833333333333333in"}                              |
+-------+--------------------------------------------------------------+
| 8.    | Enter the desired information into the **\*Deduction Code**  |
|       | field. Enter a valid value, e.g. \"**HBWA**\".               |
+-------+--------------------------------------------------------------+
| 9.    | Enter the **Effective Date**.                                |
|       |                                                              |
|       | Click the **Choose a date** button.\                         |
|       | ![](media/image41.png){width="0.15in" height="0.15in"}       |
+-------+--------------------------------------------------------------+
| 10.   | Click the desired date.                                      |
|       |                                                              |
|       | ![](media/image42.png){width="0.18333333333333332in"         |
|       | height="0.15in"}                                             |
+-------+--------------------------------------------------------------+
| 11.   | Click the **Save** button.\                                  |
|       | ![](media/image43.png){width="0.4083333333333333in"          |
|       | height="0.13333333333333333in"}                              |
+-------+--------------------------------------------------------------+
| 12.   | To stop Union dues deductions, insert a row on the most      |
|       | effective-dated row for the applicable deduction.            |
|       |                                                              |
|       | Click the **Add a new row at row 1** button.\                |
|       | ![](media/image40.png){width="0.20833333333333334in"         |
|       | height="0.15833333333333333in"}                              |
+-------+--------------------------------------------------------------+
| 13.   | Enter the **Effective Date**.                                |
|       |                                                              |
|       | Click the **Choose a date** button.\                         |
|       | ![](media/image41.png){width="0.15in" height="0.15in"}       |
+-------+--------------------------------------------------------------+
| 14.   | Click the **Year** list.\                                    |
|       | ![](media/image44.png){width="0.15833333333333333in"         |
|       | height="0.18333333333333332in"}                              |
+-------+--------------------------------------------------------------+
| 15.   | Select the desired **Year**.                                 |
|       |                                                              |
|       | ![](media/image45.png){width="0.3in" height="0.15in"}        |
+-------+--------------------------------------------------------------+
| 16.   | Click the desired date.                                      |
|       |                                                              |
|       | Click **15**                                                 |
|       |                                                              |
|       | ![](media/image46.png){width="0.18333333333333332in"         |
|       | height="0.16666666666666666in"}                              |
+-------+--------------------------------------------------------------+
| 17.   | Enter the **Deduction End Date**. This must be equal to the  |
|       | **Effective Date**.                                          |
|       |                                                              |
|       | Click in the **Deduction End Date** field.\                  |
|       | ![](media/image47.png){width="0.5916666666666667in"          |
|       | height="0.175in"}                                            |
+-------+--------------------------------------------------------------+
| 18.   | Enter the desired information into the **Deduction End       |
|       | Date** field. Enter a valid value, e.g. \"**01/15/2005**\".  |
+-------+--------------------------------------------------------------+
| 19.   | Press **\[Tab\]**.                                           |
+-------+--------------------------------------------------------------+
| 20.   | Click the **Deduction Stop Reason** list.\                   |
|       | ![](media/image48.png){width="1.725in" height="0.175in"}     |
+-------+--------------------------------------------------------------+
| 21.   | Enter the type of action being processed.                    |
|       |                                                              |
|       | ![](media/image49.png){width="1.725in"                       |
|       | height="0.16666666666666666in"}                              |
+-------+--------------------------------------------------------------+
| 22.   | Changes to Union dues deductions amounts do not require any  |
|       | action by the User. These changes are processed              |
|       | automatically by the Union Mass.                             |
|       |                                                              |
|       | Click the **Save** button.\                                  |
|       | ![](media/image50.png){width="0.4166666666666667in"          |
|       | height="0.13333333333333333in"}                              |
+-------+--------------------------------------------------------------+
| 23.   | The Union dues start/stop information is saved.              |
|       |                                                              |
|       | **End of Procedure.**                                        |
+-------+--------------------------------------------------------------+

**NOTE**: The codes shown on the HHS to DFAS Union Code Crosswalk
contain three positions. However, the EHRP drop down selection contains
four positions. The last position is an A.

**Attachment A**

**HHS to DFAS Union Code Crosswalk (updated 06/20/2005)**

  ----------------- ------------- ---------------------------------------
  **HHS Union       **DFAS Union  **Union Code Description**
  Code**            Code**        

  1                 HA1           AFGE LOCAL 2883

  2                 HA2           NAPFE LOCAL 303

  3                 HA3           NTEU CHAPTER 272

  8                 HA4           AFGE LOCAL 1668

  10                HBA           AFGE LOCAL 1668

  17                HBB           LIUNA LOCAL 1386

  18                HA5           PROFESSIONAL MGRS ASSOC

  19                HA6           FED PHYSICIANS ASSOC

  20                HA7           LIUNA LOCAL 1376

  21                HA8           LIUNA LOCAL 205

  22                HA9           NTEU CHAPTER 232

  23                HB3           AFGE LOCAL 1916

  24                HB5           LIUNA LOCAL 205

  29                HB4           NTEU CHAPTER 282

  30                HBC           NTEU CHAPTER 282

  33                HB6           LIUNA LOCAL 205

  39                HB7           LIUNA LOCAL 614

  42                HB8           NTEU CHAPTER 286

  44                HBH           NFFE LOCAL 2111

  45                HC4           NTEU CHAPTER 219

  46                HBI           NTEU CHAPTER 219

  47                HBJ           NTEU CHAPTER 235

  48                HBK           NTEU CHAPTER 235

  51                HBL           AFGE LOCAL 2405

  52                HC2           LIUNA LOCAL 1376

  53                HC6           NTEU CHAPTER 285

  54                HBM           AFGE LOCAL 3174

  55                HC7           NTEU CHAPTER 230

  57                HC8           NTEU CHAPTER 230

  60                HBO           AFGE LOCAL 2637

  61                HC9           NTEU CHAPTER 288

  62                HD2           NTEU CHAPTER 290

  63                HD3           LIUNA LOCAL 1386

  64                HD9           AFGE LOCAL 3430

  68                HBQ           AFGE LOCAL 3025

  71                HBR           AFGE LOCAL 2486

  72                HI3           LIUNA LOCAL 1376

  73                HBS           LIUNA LOCAL 1376

  74                HI5           NTEU CHAPTER 289

  75                HBT           NTEU CHAPTER 289

  76                HI6           LIUNA LOCAL 1376

  77                HBU           AFGE LOCAL 112

  80                HBW           AFGE LOCAL 2486

  82                HI7           NTEU CHAPTER 292

  86                HI8           FPS & PTE LOCAL 572

  96                HJ2           NTEU CHAPTER 250

  97                HJ3           LIUNA LOCAL 1376

  101               HJ5           AFGE LOCAL 1923

  104               HCA           AFGE LOCAL 3509

  106               HJ0           AFGE LOCAL 3430

  117               HK2           LIUNA LOCAL 1386

  118               HCI           DHMO NV SINGLE ONE COV

  119               HCJ           LIUNA LOCAL 1386

  120               HO1           LIUNA LOCAL 1376

  121               HCK           NAT ASSOC OF FED VET

  124               HL2           AFGE LOCAL 3381

  126               HL3           NTEU CHAPTER 291

  129               HL4           LIUNA LOCAL 1376

  130               HCL           LIUNA LOCAL 1376

  131               HCM           LIUNA LOCAL 1376

  132               HCN           LIUNA LOCAL 1376

  134               HCO           LIUNA LOCAL 1376

  135               HCP           AFGE LOCAL 1923

  136               HCQ           LIUNA LOCAL 1376

  139               HL8           LIUNA LOCAL 1396

  140               HL9           LIUNA LOCAL 1386

  141               HM3           LIUNA LOCAL 1376

  142               HCR           LIUNA LOCAL 1376

  143               HCS           AFGE LOCAL 3445

  144               HM4           LIUNA LOCAL 1376

  146               HM5           LIUNA LOCAL 1376

  151               HM6           AFGE LOCAL 2923

  171               HM7           LIUNA LOCAL 1386

  172               HN1           LIUNA LOCAL 1386

  173               HCU           LIUNA LOCAL 1386

  174               HCV           LIUNA LOCAL 1386

  175               HCW           INDEMNITY EXTENDED COV

  176               HCX           LIUNA LOCAL 1386

  178               HCY           LIUNA LOCAL 1386

  190               HN2           LIUNA LOCAL 205

  194               HN3           NTEU CHAPTER 212 NON PROF

  195               HDB           NTEU CHAPTER 212

  196               HDC           NTEU CHAPTER 212 PROF

  197               HO3           NTEU CHAPTER 215 NON PROF

  198               HDD           NTEU CHAPTER 215 PROF

  208               HO5           AFGE LOCAL 3840

  216               HO6           NTEU CHAPTER 287

  221               HDJ           AFGE LOCAL 2637 DENTAL

  222               HDK           AFGE LOCAL 3657

  223               HDL           AFGE LOCAL 3657

  227               HP4           AFGE LOCAL 2419

  230               HDN           AFGE LOCAL 2419

  231               HP8           LIUNA LOCAL 1396

  232               HDO           LIUNA LOCAL 1396

  233               HP5           LIUNA LOCAL 205

  240               HP6           NFFE LOCAL 1776

  245               HP7           AFGE LOCAL 2923

  246               HO2           LIUNA LOCAL 1376

  250               HDP           LIUNA LOCAL 888

  251               HDQ           LIUNA LOCAL 888

  252               HDR           LIUNA LOCAL 888

  253               HDS           LIUNA LOCAL 888

  254               HDT           LIUNA LOCAL 888

  255               HDU           LIUNA LOCAL 888

  257               HQ4           NTEU CHAPTER 218

  260               HQ0           LIUNA LOCAL 1376

  261               HDV           LIUNA LOCAL 1376

  262               HDW           LIUNA LOCAL 1376

  263               HDX           LIUNA LOCAL 1376

  264               HDY           LIUNA LOCAL 1376

  265               HDZ           LIUNA LOCAL 1376

  266               HHK           LIUNA LOCAL 1376

  267               HEA           LIUNA LOCAL 1376

  268               HEB           LIUNA LOCAL 1376

  285               HQ5           NFFE LOCAL 478

  290               HQ6           FRATERNAL ORDER OF POLICE

  328               HS3           LIUNA LOCAL 1386

  329               HEH           LIUNA LOCAL 1386

  332               HS4           NTEU CHAPTER 236

  342               HS5           LIUNA LOCAL 1376

  350               HEI           LIUNA LOCAL 1386

  352               HEJ           LIUNA LOCAL 1376

  375               HS7           SENIOR EXECUTIVE ASSOC

  380               HEK           LIUNA LOCAL 1376

  381               HEL           LIUNA LOCAL 1376

  382               HEM           LIUNA LOCAL 1376

  383               HEN           LIUNA LOCAL 1376

  384               HT4           LIUNA LOCAL 1376

  385               HEP           LIUNA LOCAL 1376

  387               HHL           LIUNA LOCAL 1376

  404               HER           LIUNA LOCAL 205

  405               HT7           LIUNA LOCAL 205

  406               HES           LIUNA LOCAL 205

  407               HT9           LIUNA LOCAL 205

  408               HET           LIUNA LOCAL 205

  409               HEU           LIUNA LOCAL 205

  410               HEV           LIUNA LOCAL 205

  411               HEW           LIUNA LOCAL 205

  412               HEX           LIUNA LOCAL 205

  413               HEY           LIUNA LOCAL 205

  414               HEZ           LIUNA LOCAL 205

  415               HFA           LIUNA LOCAL 205

  416               HFB           LIUNA LOCAL 205

  417               HFC           LIUNA LOCAL 205

  418               HFD           LIUNA LOCAL 205

  419               HV1           LIUNA LOCAL 205

  420               HFE           LIUNA LOCAL 205

  421               HV3           LIUNA LOCAL 205

  422               HFF           LIUNA LOCAL 205

  423               HFG           LIUNA LOCAL 205

  435               HFH           LIUNA LOCAL 205

  438               HFI           LIUNA LOCAL 205

  439               HFJ           LIUNA LOCAL 205

  440               H3V           LIUNA LOCAL 205

  445               H4V           NFFE LOCAL 951

  453               H5V           LIUNA LOCAL 205

  454               HW2           LIUNA LOCAL 205

  456               HFK           LIUNA LOCAL 205

  459               H2W           AFGE LOCAL 3601

  482               HFM           AFGE LOCAL 3914

  490               H3W           NTEU CHAPTER 215

  499               H4W           NTEU CHAPTER 229

  500               H5W           NTEU CHAPTER 229

  501               H6W           LIUNA LOCAL 1376

  536               HHM           LIUNA LOCAL 205

  537               H7W           LIUNA LOCAL 205

  538               HAH           LIUNA LOCAL 205

  539               HAJ           LIUNA LOCAL 205

  540               HAK           LIUNA LOCAL 205

  546               HFN           NFFE LOCAL 2034

  548               HX5           LIUNA LOCAL 205

  549               HFQ           LIUNA LOCAL 205

  550               HFR           LIUNA LOCAL 205

  560               HFS           AFGE LOCAL 2493

  563               HFT           LIUNA LOCAL 1376

  564               HFU           LIUNA LOCAL 1376

  569               H9X           LIUNA LOCAL 1376

  581               H2V           AFGE LOCAL 1923

  582               HFW           AFGE LOCAL 1923

  583               HFX           AFGE LOCAL 1923

  595               H3Y           LIUNA LOCAL 205

  599               H4Y           LIUNA LOCAL 1386

  600               H5Y           LIUNA LOCAL 1376

  601               HY0           LIUNA LOCAL 205

  602               HFZ           LIUNA LOCAL 205

  603               HGA           LIUNA LOCAL 205

  604               HGB           LIUNA LOCAL 205

  612               HGC           NTEU CHAPTER 217

  620               HZ5           LIUNA LOCAL 205

  621               HGD           LIUNA LOCAL 205

  622               HGE           LIUNA LOCAL 205

  630               HZ0           NFFE LOCAL 2034

  631               HGG           LIUNA LOCAL 205

  632               HGH           LIUNA LOCAL 205

  633               HGI           LIUNA LOCAL 205

  634               HGJ           LIUNA LOCAL 205

  636               HGK           LIUNA LOCAL 205

  637               H1Z           NFFE LOCAL 2107

  647               HGL           NFFE LOCAL 1874

  648               HGM           NFFE LOCAL 1874

  649               H2Z           LIUNA LOCAL 1376

  658               H3Z           IAFF, LOCAL F 271

  660               HGN           AFGE LOCAL 41

  662               H51           LIUNA LOCAL 205

  663               H50           LIUNA LOCAL 205

  664               H53           LIUNA LOCAL 205

  665               H54           LIUNA LOCAL 205

  691               HGO           AFGE LOCAL 3831

  705               H4Z           LIUNA LOCAL 888

  706               HO4           LIUNA LOCAL 1376

  722               H5Z           SEIU LOCAL 100

  732               H6Z           NFFE LOCAL 520

  742               H7Z           LIUNA LOCAL 205

  746               H8Z           LIUNA LOCAL 205

  748               HGQ           NFFE LOCAL 1586

  749               H9Z           NFFE LOCAL 58

  750               H0Z           LIUNA LOCAL 1376

  751               H00           NFFE LOCAL 2171

  753               H01           NFFE LOCAL 1801

  754               H03           NFFE LOCAL 224

  759               HGS           NFFE LOCAL189

  796               HO7           ASSN OF ADMIN LAW JUDGES

  797               HGT           AFGE LOCAL 1923

  800               HGU           SF MANAGEMENT ASSOC 800

  829               H04           FEDERAL MANAGERS ASSOC

  850               H5D           LIUNA LOCAL 205

  851               H5E           LIUNA LOCAL 205

  852               H5F           LIUNA LOCAL 205

  853               H5G           LIUNA LOCAL 205

  855               HGV           AFGE LOCAL 3381

  860               H05           LIUNA LOCAL 1396

  862               HZ7           LIUNA LOCAL 1386

  863               HZ6           LIUNA LOCAL 1386

  864               HZ4           LIUNA LOCAL 1386

  868               HZ3           LIUNA LOCAL 1386

  869               HZ9           LIUNA LOCAL 1386

  870               HZ2           LIUNA LOCAL 1386

  871               HZ1           LIUNA LOCAL 1386

  880               H06           NTEU CHAPTER 229

  884               H07           NTEU CHAPTER 235

  892               H08           AFGE LOCAL 3840

  934               HGZ           AFGE LOCAL 2486

  935               H09           NTEU CHAPTER 254

  936               HHA           AFGE LOCAL 41

  938               HHB           AFGE LOCAL 41

  941               HAC           NTEU LOCAL 210

  943               HHC           LIUNA LOCAL 205

  945               HHD           NFFE LOCAL 2131

  957               HAD           LIUNA LOCAL 1396

  963               H5B           AFGE LOCAL 1923

  964               H5C           AFGE LOCAL 1923

  965               HAF           NTEU CHAPTER 230

  971               HAG           LIUNA LOCAL 1376

  980               HEC           LIUNA LOCAL 1396

  981               H9E           AFGE LOCAL 1923

  982               HHF           AFGE LOCAL 1923

  985               HHG           AFGE LOCAL 2405

  986               HHH           LIUNA LOCAL 1396

  987               HHI           LIUNA LOCAL 1396

  991               HHJ           AFGE LOCAL 4054

  994               HHS           NTEU CHAPTER 219
  ----------------- ------------- ---------------------------------------

[^1]: Indicate the VLTP program type; new, ^2^Leave blank if not
    restoring leave to donor. If

    Continuing, liquidated indebtedness or restoring, indicate if hours
    are to go to donor's

    Remove from program. normal or restored account, or to another
    recipient.

[^2]: