CHAPTER 1. INTRODUCTION

101.01 GENERAL

a\. In order to maintain control of the punched TT (transaction type)
cards and documents to be transmitted to the DPC (Data Processing
Center) from each station and to receive, verify, and control documents
from the DPC, a CP (Control Point) activity will be established for each
station. The CP activity will be organizationally located in the element
that performs the fiscal functions of the field station. A single CP may
be assigned to serve more than one station.

b\. Station Directors will notify the Data Processing Center, Austin,
Texas by letter of the person designated as the PAID Liaison Officer.
Notification should give complete data such as mailing address, and
telecommunications system number.

101.02 RESPONSIBILITIES

The person performing or directly supervising the CP will be designated
the PAID Liaison Officer, who will be responsible for:

a\. Preparing and signing VA Form 4-5639, Transmittal Control
Register-Master Record Update Transactions and VA Form 4-5639a,
Transmittal Control Register-Payment Run Transactions.

\[b\]. Collaborating with station personnel to control the flow of work
to the Keypunch activity to assure sufficient time for key or visual
verification of the punched transaction cards prior to their release to
the DPC.

\[c\]. Assuring that separate transmittal control registers are prepared
for each station where the Fiscal activity processes transactions for
two or more stations. Verify that each station\'s series of transmission
numbers are correct.

\[d\]. Batching and delivering punched transaction cards to the local
VADATS Telecommunications Unit for transmission via VADATS. Assuring
delivery of punched transaction cards to the local DPC for transmission
via IVATEN, where applicable.

\[e\]. Controlling and distributing all output received from the DPC,
and communications to and from the DPC. The counterpart of the field
station PAID Liaison Officer at the DPC is the Chief, \[Customer Liaison
Unit 2(397B)\]. PAID communications will be with this section.

Figure 101.F1. Batch Control Sheet

**ALPHA CHARACTER THOUSAND VALUE**

A 10

B 11

C 12

D 13

E 14

F 15

G 16

H 17

I 18

J 19

K 20

L 21

M 22

N 23

O 24

P 25

Q 26

R 27

Figure 101.F2. Schedule of Numeric Value of Alpha Characters for Special
Salary Adjustment

Figure \[101.F3\]. VA Form 4-5639, Transmittal Control Register-Master
Record Update Transactions,\
for Friday Submission of Punched Transaction Cards

> [**ACCESSIONS SSN**]{.underline}
>
> 2654v Number of SSN line items must equal card
>
> 7444v count for each TT A1, A2, and A3,
>
> 3469v respectively. Enter card count
>
> 6489v totals on VA Form 4-5639 in column (B)
>
> 1643v TT\'s A1, A2 and A3.
>
> 1047v
>
> 2104v
>
> 3265v
>
> 8962v
>
> 6340v
>
> **[A1-SCD]{.underline}**
>
> 100233 Total must agree with the total obtained
>
> 122344 from the punched cards,
>
> 112227 TT A1. Enter total in column D, line A1,
>
> 101631 on VA Form 4-5639
>
> 92529
>
> 82940
>
> 92708
>
> 72620
>
> 122812
>
> 112418
>
> 1012462\*
>
> **[A2\--SALARIES]{.underline}**
>
> 17824 Total must agree with the total obtained
>
> 20013 from the punched cards,TT A2. Enter
>
> 335 total in column C, line A2,
>
> 14870 VA Form 4-5639.
>
> 60972
>
> 563
>
> 11458
>
> 618
>
> 47392
>
> 13720
>
> 187765\*
>
> **[A3\--SPEC. SAL. ADJ.]{.underline}**
>
> 18615 Total must agree with the total obtained
>
> 16392 from the punched cards, TT A3.
>
> 35007\* Enter total in column D, line A3,
>
> on VA Form 4-5639.

Figure \[101.F4\]. Adding-Machine Tape \[on\] Accessions

Figure \[101.F5\]. VA Form 4-5631, Coded Time and Attendance Report,
Reflecting Input Control Data

Figure \[101.F.6\]. VA Form 4-5639a, Transmittal Control
Register-Payment Run Transactions,\
for Tuesday Submission of Payment Run Transaction Cards

Figure \[101.F7\]. VA Form 4-5639a, Transmittal Control Register-Payment
Run Transactions,\
for Monthly Submission of C/A Visit Record Cards

Figure \[101.F9\]. VA Form 4-5318. Transmittal of Employee\'s Federal or
State Withholding\
Exemption Certificate, for Federal Withholding Certificates

Figure \[101.F10\]. VA Form 4-5318. Transmittal of Employee\'s Federal
or State Withholding\
Exemption Certificate, for Federal Withholding Certificates

Figure \[101.F11\]. Authorized Method of Transmission for PAID Input

Figure \[101.F11\]. Authorized Method of Transmission for PAID
Input-Continued

Figure \[101.F11\]. Authorized Method of Transmission for PAID
Input-Continued

Figure \[101.F11\]. Authorized Method of Transmission for PAID
Input-Continued

Figure \[101.F11\]. Authorized Method of Transmission for PAID
Input-Continued

Figure \[101.F11\]. Authorized Method of Transmission for PAID
Input-Continued

Figure \[101.F11\]. Authorized Method of Transmission for PAID
Input-Continued

Figure \[101.F11\]. Authorized Method of Transmission for PAID
Input-Continued

Figure \[101.F11\]. Authorized Method of Transmission for PAID
Input-Continued

HINES DPC

201 DPC, Hines, IL 578 MC, Hines, IL

535 MC, Chicago (Lakeside), IL 793 SD, Hines, IL

537 MC, Chicago (Westside), IL 795 SD, Bell, CA

556 MC, North Chicago, IL 797 MKC, Hines, IL

PHILADELPHIA DPC

203 DPC, Philadelphia, PA 787 NCS, Philadelphia, PA

310 ROIC, Philadelphia, PA 804 NCS, Beverly, NJ

642 MC, Philadelphia, PA

Figure \[101.F12\]. Servicing DPC\'s for IVATEN Transmission

Figure \[101.F13\]. PAID Edit and Update Transaction Reject Listing

Figure \[101.F14\]. PAID Edit and Update Error Card Control Listing

Figure \[101.F15\]. Payroll Transaction Reject Listing

Figure \[101.F19\]. Listing of Unidentified PAID Transactions

CHAPTER 2. PROCESSING AND CONTROL OF INPUT

201.01 PERSONNEL ACTION DOCUMENTS

a\. The CP activity will receive the following actions from the
Personnel activity:

\(1\) VA Form 5-4652, \[ \] Personnel Action \[Code Sheet\].

\(2\) VA Form 5-4652a, Supplemental Personnel Action Code Sheet.

\(3\) VA Form 5-4641, Mass Personnel Action Code Sheet.

\(4\) VA Form 5-4640, Request for Printout.

\(5\) VA Form 5-4683, Training Data Code Sheet.

\(6\) VA Form 4-5637, Master Record Code Sheet (on accessions only).

\(7\) VA Form 4-5637b, Master Record Code Sheet-Veterans Canteen
Service.

\(8\) VA Form 5-3993b, Management Personnel Inventory Indicator Code
Sheet (Central Office use only).

\(9\) VA Form 5-3487, Race and Ethnic Case Data.

\(10\) VA Form 5-4678, Retirement Annuity Estimate Code Sheet.

\(11\) VA Form 5-3469, Incentive Awards Approval Code Sheet.

\(12\) OPM VA Form 1386, Background Survey Questionnaire 79-2.

b\. Prior to sending VA Forms 5-4652,Personnel Action \[Code Sheet,\] to
the Payroll activity, the following verification will be made of all
documents:

\(1\) That the first 21 columns are coded.

\(2\) If \"Transaction Type\" is coded \"A1,\" a VA Form 4-5637, Master
Record Code Sheet, reflecting the employee\'s residence address, must be
attached to the accession action.

\(3\) If the employee\'s name does not contain a middle, maiden, or
given name, or an initial, CC 48 of the TT A1 must also be coded.

\(4\) If \"Occupation Series and Title,\" or \"Assignment\", is coded,
both items must be coded.

\(5\) If \"Grade,\" \"Step,\" or \"Salary\" is coded, all three fields
must be coded.

\(6\) If \"Pay Plan,\" \"Duty Basis\" \"Normal Hours,\" or \"Leave
Group\" is coded, a new TT 8B card, VA Form 4-213, must be prepared to
reflect this coded data.

c\. The Payroll activity will return VA Forms 5-4652 to the CP activity
in two groups as follows:

\(1\) One group will contain questionable VA Forms 5-4652 which must be
returned to the Personnel activity for appropriate action.

\(2\) The second group will contain all VA Forms 5-4652 with related
payroll TT\'s which are proper for processing to the DPC. Select all
accessions to the file and prepare the initial VA Form 4-213, PAID
Fiscal Transaction Type 8B, for each accession to the file except for
purchase and hire employees paid weekly in cash and consultants and
attendings paid by voucher. Code the required information in the proper
boxes on the right side of the TT 8B card.

d\. Except for VA regional office, Manila who submits PAID input via
teletype, personnel action documents and manually prepared TT 8B cards
will be batched for keypunch processing as prescribed in paragraph
\[201.07\].

e\. Personnel action documents with a future effective date will be held
by the CP activity and transmitted to the DPC on the Friday of the week
in which the day number is effective or on the last workday of the month
if applicable. For the purpose of these instructions, the week is
defined as from Sunday through Saturday.

201.02 PERSONNEL REPORT DOCUMENTS

a\. VA Form 5-4671, Monthly Report of Intermittent Employees in Non-Pay
Status, will be received monthly from the Personnel activity on the last
workday of the month. This form furnishes information about intermittent
employees who were in a nonpay status for the entire month. (See also
par. \[201.09a\] and e.)

b\. VA Form 5-4639, Quarterly Report of Vacant Positions, will be
received quarterly from the Personnel activity on the last workday of
the quarter. (See also par. \[201.09e\].)

c\. The report documents require the preparation of punched cards and
will be processed to the Keypunch activity as prescribed in paragraph
\[201.07.\]

201.03 PAYROLL DOCUMENTS

a\. The CP activity will receive the following payroll documents from
the Payroll activity.

\(1\) VA Form 1409, Transmittal-Checks Returned to Agent Cashier.

\(2\) VA Form 4-1267, Leave Adjustment Code Sheet/Baylor Plan.

\(3\) VA Form 4-4947, Payee Information Alimony/Child
Support-Bankruptcy-Voluntary Allotment.

\(4\) VA Form 4-5326, Military Service Deposit Code Sheet.

\(5\) VA Form 4-5637, Master Record Code Sheet.

\(6\) VA Form 4-5637a, Master Record Code Sheet Supplemental.

\(7\) VA Form 4-5637b, Master Record Code Sheet-Veterans Canteen
Service.

\(8\) VA Form 4-5638, Pay Adjustment and Cash Payment Code Sheet.

\(9\) VA Form 4-5640, Bond Information Code Sheet.

\(10\) VA Form 4-5642, Notice of Check Cancellation or Cash Collection.

\(11\) VA Form 4-5656, Payee Information-Non-Government Organization.

\(12\) VA Form 4-9997, Request for TD Form W-2C.

\(13\) Retirement Application Documents.

\(14\) Other miscellaneous payroll forms.

b\. The documents will be reviewed for the following:

\(1\) Completeness and proper coding of the first 21 columns of
information on all code sheets, excluding VA Forms 4-5638 coded with
TT\'s \"R.\"

\(2\) That VA Form 4-5638, coded with a TT \"R,\" does not contain a day
number and the form is properly signed by the division chief or the
person acting in his/her absence.

c\. All discrepancies will be cleared with the Payroll activity.

d\. VA Forms 4-5638 coded with TT\'s \"R\" will be transmitted as \"hard
copy\" documents to the DPC by all stations.

e\. When a change of name or a correction of name affects the name code,
the CP activity will prepare a new TT 8B card to reflect the name code
change.

f\. When the transmittal includes documents not under TT control such as
VA Forms 4-5642 and 1409, retirement applications and other
miscellaneous payroll forms, such documents will be listed in the
\"Remarks\" section of VA Form 4-5639, Transmittal Control
Register-Master Record Update Transactions and VA Form 4-5639a,
Transmittal Control Register-Payment Run Transactions, by form number,
name code and related SSN (Social Security number). If the \"Remarks\"
section space is insufficient, the notation \"see reverse\" will be
shown and the listing will be continued on the reverse of the
transmittal control register.

\[g. To ensure that retirement packages are complete and accurate, the
checklists provided by OPM for CSRS/FERS (See Appendix A/B) must be
completed. The completed checklists, together with all required forms
stapled hereto, must be forwarded to the VA Finance Center (VAFC).

h\] All documents requiring keypunching will be processed to the
Keypunch activity as prescribed in paragraph \[201.07\].

201.04 TIME AND ATTENDANCE REPORTS AND PREPUNCHED CARDS RECEIVED FROM
THE DATA PROCESSING CENTER, AUSTIN, TEXAS

a\. On or about the second Tuesday of a pay period the CP activity will
receive the following documents from the DPC, Austin, Texas:

\(1\) VA Forms 4-5631, Time and Attendance Report.

\(2\) VA Forms 4-213, Paid Fiscal Transaction Type 8B, cards.

\(3\) Prepunched VADATS header and trailer cards, where applicable.

b\. The TT 8B cards are for use in the current pay period and show the
current pay period number. The time and attendance reports are for use
in the subsequent pay period and show the subsequent pay period number.
The prepunched VADATS header and trailer cards are for transmission of
PAID input, as needed.

c\. The CP activity will take the following action upon receipt of these
documents:

\(1\) Insert the TT 8B cards prepared locally for accessions and change
actions in their proper place in the TT 8B card file.

\(2\) Remove time and attendance reports from the file on separated
employees.

*NOTE: The holding file will be used to ascertain whether any time and
attendance reports should be removed from the files on separated
employees prior to distribution to the unit timekeeper.*

\(3\) On SSN changes remove the time and attendance reports from the
file. Draw a red line through the old SSN and enter the new SSN above.

*NOTE: SSN\'s will not be changed on the TT 8B cards since the last
action processed for the pay period are the TT 97 cards reflecting the
SSN changes. As the master record contains the old SSN, payment will be
made under this number.*

\(4\) Forward the time and attendance reports to the Payroll activity.

\(5\) Hold the TT 8B cards for processing as prescribed in paragraph
201.05.

\(6\) Hold the VADATS header and trailer cards for transmitting PAID
input via VADATS as prescribed in paragraph 301.02.

201.05 TIME AND ATTENDANCE REPORTS RECEIVED FROM THE PAYROLL ACTIVITY

a\. Time and attendance reports must be received from the Payroll
activity on the Monday following the close of the pay period in
sufficient time to permit keypunching, verification, preparation of the
transmittal control register and transmission by 12:00 noon local time,
on the Tuesday following the close of the pay period.

b\. Time and attendance reports received from the Payroll activity for
*new employees* must show the Time and Leave Unit in the designated
space at the top of the report for each employee. This item must be
punched into CC\'s 22-24, for the first TT 8B cards submitted to the
DPC.

c\. The time and attendance reports will be received in two groups. One
group will consist of the time and attendance reports properly coded for
keypunching. The second group will consist of the time and attendance
reports without coded changes.

d\. Upon receipt of the time and attendance reports the CP activity will
take the following action:

\(1\) Check through the group of coded time and attendance reports to
ascertain that all the reports are coded.

\(2\) Assure that all coded time and attendance reports include a coded
entry in the control data field. Figure \[101.F5\] illustrates the
control data field of a VA Form 4-5631.

\(3\) Check the group of uncoded time and attendance reports to
determine that all the reports are uncoded.

\(4\) Clear any discrepancies with the Payroll activity.

\(5\) Match the group of coded time and attendance reports against the
TT 8B card file, selecting the corresponding TT 8B cards.

\(6\) Hold the time and attendance reports and TT 8B cards for further
processing.

\(7\) Match the group of uncoded time and attendance reports against the
TT 8B card file, selecting the corresponding TT 8B cards.

\(8\) When the selection of the TT 8B card is completed, both files
should be in agreement.

\(9\) If there are any time and attendance reports for which there are
no corresponding TT 8B cards, or there are any TT 8B cards remaining for
which no time and attendance reports were received, these items will be
resolved with the Payroll activity.

\(10\) When all the discrepancies have been cleared, take the following
steps:

\(a\) Forward the coded time and attendance reports and corresponding TT
8B cards to the Keypunch activity for processing as prescribed in
paragraph \[201.07\].

\(b\) Return the uncoded time and attendance reports to the Payroll
activity. Hold the matching TT 8B cards until the remaining TT 8B cards
when required are returned from the Keypunch activity.

e\. TT 8B data applicable to United States citizens who are employed at
the VA regional office, Manila must be submitted by teletype to the
\[Customer Liaison Unit 2 (397B1)\], VADPC Austin, TX. Such data must be
transmitted in a timely manner so as to ensure receipt by the DPC not
later than COB, central standard time.

*NOTE 1: It is a requirement of the PAID system that a TT 8B card be
submitted to the Data Processing Center, Austin, Texas, for each
employee who receives a biweekly paycheck.*

NOTE 2: TT 8B cards will never contain a day number except for separated
employees.

201.06 GENERAL LEDGER DOCUMENTS

a\. The following general ledger documents will be received from the
Accounting activity:

\(1\) VA Form 4-4564a, Transfer of Disbursing Authority. \[For
appropriations 36X0110 and 36X0111 only.

b.\] General ledger documents will not be keypunched locally. They will
be transmitted as hard copy documents to the Data Processing Center,
Austin, Texas.

\[201.07\] BATCH CONTROL FOR LOCAL KEYPUNCH PROCESSING

a\. Controls will be established for batches forwarded to the Keypunch
activity. Personnel and payroll documents will be assembled in batches
by category, e.g., VA Form 5-4652, Request for Personnel Action, VA Form
5-4640, Request for Printout, etc. Batching of these documents should be
of such size as to assure even workflow for ease of verification.

b\. To insure return of all personnel and payroll documents from the
Keypunch activity the CP activity will take the following actions:

\(1\) Prepare a batch control sheet, in duplicate, in the following
manner (see fig. 101.F1):

\(a\) Enter the number of items in each category.

\(b\) Enter the time and date that the batch is forwarded to the
Keypunch activity.

\(2\) Forward original batch control sheet with attached documents to
the Keypunch activity.

\(3\) Hold duplicate batch control sheet until the original batch is
returned from the Keypunch activity.

\[201.08\] VERIFICATION OF LOCAL KEYPUNCH PROCESSING

a\. When a batch of personnel or payroll documents is returned from the
Keypunch activity, the CP activity will take the following action:

\(1\) Enter on the original batch control sheet the time and date that
the batch is received.

\(2\) Remove duplicate batch control sheet from the file.

\(3\) Verify that all documents have been returned from the Keypunch
activity.

\(4\) Destroy duplicate batch control sheet and local control items.

\(5\) Where punched TT cards are not key verified, visually verify all
items on the punched cards with the corresponding items on the documents
or reports.

\(6\) When punched TT cards contain errors, the corrected data will be
entered on the punched cards in red pencil. The error cards will be
returned with the basic documents to the Keypunch activity for
correction under batch control.

\(7\) File the original batch control sheet.

\(8\) Computed punch cards and documents will be held in suspense for
further \[processing\] as prescribed in paragraph \[201.09.

201.09\] TRANSMITTAL SCHEDULE TO THE DATA PROCESSING CENTER, AUSTIN,
TEXAS

a\. **Master Record Update Transactions**

\(1\) **VADATS and IVATEN Stations**

\(a\) Transactions through the 70 series will be keypunched and
delivered to the VADATS Telecommunications Unit or local DPC, as
appropriate, for transmission not later than 1:00 p.m. local time, every
Friday. When Friday is a legal holiday, delivery and transmission will
be advanced to the preceding workday. VA Form 4-5639, Transmittal
Control Register-Master Record Update Transactions, will be prepared
weekly as prescribed in paragraph \[201.10\], and mailed to the Austin
DPC immediately following delivery and transmission of punched
transaction cards. Documents not under TT control will be attached to VA
Form 4-5639.

\(b\) End-of-month transactions through the 70 series (including input
resulting from VA Form 5-4671, Monthly Report of Intermittent Employees
in Non-Pay Status) will be keypunched and delivered to the VADATS
Telecommunications Unit or local DPC, as appropriate, not later than
1:00 p.m. local time for transmission to the Austin DPC in accordance
with the following schedule. VA Form 4-5639 will be prepared in the same
manner as indicated in subparagraph (c) below.

> Submit master record updating transactions for End of Month (EOM) or
> End of Week (EOW) as follows:
>
> **If EOM is** **EOM** **EOM Corrections** **EOW**
>
> Week 1: \-- \-- \--
>
> Sunday Following Monday Friday Monday of next week
>
> Monday Monday Friday Monday of next week
>
> Tuesday Tuesday Friday Monday of next week
>
> Wednesday Wednesday Friday Monday of next week
>
> Thursday Thursday Friday Monday of next week
>
> Friday Thursday Friday Monday of next week
>
> Saturday Combine with EOW Monday of next week Friday
>
> Week 2: \-- \-- \--
>
> Sunday Following Monday Tuesday Friday
>
> Monday Monday Tuesday Friday
>
> Tuesday Tuesday Wednesday Friday
>
> Wednesday Wednesday Thursday Friday
>
> Thursday Thursday Friday Monday of next week
>
> Friday Thursday Friday Monday of next week
>
> Saturday Combine with EOW Monday of next week Friday

*NOTE: One-time changes to this schedule may be required as a result of
holidays, DPC processing schedules, etc. When this is necessary, field
facilities will be notified by means of a PAID teletype from VA Central
Office.*

\(c\) Immediately following completion of the end-of-month (EOM) master
record updating cycle, transaction reject messages will be transmitted
to affected field facilities via VADATS. Upon receipt of this output,
the Control Point activity (CP) must take immediate action to forward
those reject messages that relate to personnel input to the Personnel
activity. As a minimum, it is mandatory that all accession, separation,
and LWOP actions be corrected and returned to the CP that same day.
Keypunching will be accomplished in the usual manner. The transaction
cards must then be transmitted to the Austin DPC via the VADATS
Telecommunications System not later than close of business on the same
date on which the EOM reject messages were received. In addition to this
mandatory correction input, field facilities may, at their discretion,
transmit any other personnel or fiscal transactions that are proper for
inclusion in the EOM processing cycle. A VA Form 4-5639 is not required
for this correction input.

*NOTE: These EOM correction procedures via the VADATS Telecommunications
System do not apply to the VA Supply Depot, Hines, IL. The CP at this
facility will continue to provide EOM correction data via telephone
contact with the \[Customer Liaison Unit 2 (397B)\], Austin, TX.*

\(d\) A negative report is required when no punched transaction cards or
documents are submitted. In the \"Remarks\" section of the weekly VA
Form 4-5639, Transmittal Control Register-Master Record Update
Transactions, enter \"Negative Report.\" For end-of-month, enter
\"Negative Report . . . EOM . . . No VA Forms 5-4671.\" In either
instance, a special narrative message denoting the negative condition
will be keypunched for transmission by the VADATS Telecommunications
Unit or local DPC, as appropriate, using the following format: cc 2-4,
3- Digit Station Number; cc 6-20, \"NEGATIVE REPORT;\" and cc 22-24, Day
Number.

*NOTE: A PAID batch header card (Transaction Type 01) is not required
when transmitting a special narrative message.*

\(2\) **VA Regional Office, Manila.** The VA regional office, Manila
will process PAID input in the same manner as described in subparagraph
(1) above except that data will not be keypunched into transaction
cards. Input by this facility will be by means of a PAID teletype to the
\[Customer Liaison Unit 2 (397B)\], Austin DPC. Upon receipt of this
teletype message, the \[Customer Liaison unit 2 (397B)\] will take
appropriate action to prepare this input for processing by the PAID
system.

b\. **Payment Run Transactions**

\(1\) Transactions 8B and all other TT\'s in the 80 and 90 series will
be delivered to the VADATS Telecommunications Unit or local DPC, as
appropriate, for transmission not later than 12:00 noon local time, on
the Tuesday following the close of a pay period. VA Form 4-5639a,
Transmittal Control Register-Payment Run Transactions, will be prepared
biweekly as prescribed in paragraph \[201.11\], and mailed to the Austin
DPC immediately following delivery and transmission of punched
transaction cards. Documents not under TT control will be attached to VA
Form 4-56392.

\(2\) Correction payment run transaction cards will be keypunched and
transmitted by VADATS stations and those IVATEN stations having card
reader equipment not later than 10:00 a.m. local time, on the Wednesday
following the close of a pay period. Transmission of the corrected
transactions will not require preparation of a second VA Form 4-5639a,
Transmittal Control Register-Payment Run Transactions, for the pay
period. However, a second batch header card (TT 8A) will be required
when transmitting correction input. TT 8A will be developed from the
local copy of VA Form 4-5639a which was originally prepared for the pay
period, except that cc\'s 22-25 and cc\'s 26-29 will reflect the number
of payment run transactions that are being retransmitted.

*NOTE: The transmission schedule for payment run transactions will be
advanced 1 day whenever a legal holiday impacts the normal processing
schedule. This will occur when a legal holiday falls on Wednesday,
Thursday, Friday or Monday preceding payday as well as to the actual
payday.*

c\. **Consultant and Attending Documents**

\(1\) Transactions D1, D2 and D3 will be keypunched locally from VA Form
10-2418, Authorization for Consultant or Attending Services, and
transmitted with the weekly or end-of-month transactions as prescribed
in subparagraph a above. After transmission, VA Form 10-2418 will be
returned to the Voucher Audit activity.

\(2\) VA Form 10-2418a, Consultant/Attending Visit Record, will be
keypunched locally transmitted via VADATS or IVATEN on the fifth workday
of each month. VA Form 4-5639a, Transmittal Control Register-Payment Run
Transactions, will be prepared as prescribed in paragraph \[201.11\]. A
negative report is not required.

\[d\]. **Race and Ethnic Statistics**

\[(1)\] OPM Form 1386, Background Survey Questionnaire 79-2, will be
received by the CP from the Personnel activity, delivered to the
Keypunch activity and returned to the CP. The CP will verify that forms
received from the Personnel activity contain a station number, case
number (not required for action code \"P\"), day number, Social Security
number and action code, before delivery to the Keypunch activity.
Punched transaction cards will be transmitted with the weekly or
end-of-month transactions as prescribed in subparagraph a. Following
transmission of the punched transaction cards, OPM Forms 1386 will be
delivered to the Personnel activity. The CP will then establish a
holding file for hard copy printout and punched transaction cards in
accordance with paragraph 501.01d.

\[(2)\] VA Form 5-3487, Race and Ethnic Case Data, transactions will be
keypunched locally and transmitted with the weekly or end-of-month
transactions as prescribed in subparagraph a above.

\[e\]. **Other Personnel and Fiscal Documents**

\(1\) VA Form 5-4671, Monthly Report of Intermittent Employees in
Non-pay Status, will be transmitted to the Austin DPC with the
end-of-month transactions as prescribed in subparagraph a(1)(b) above.

\(2\) VA Form 5-4639, Quarterly Report of Vacant Positions, transactions
will be mailed to the Austin DPC on a separate transmittal control
register on the last workday of the quarter. A negative report is
required. In the \"Remarks\" section of the transmittal control
register, enter \"Negative Report-VA Form 5-4639.\"

\(3\) VA Form 4-5638, Pay Adjustment and Cash Payment Code Sheet, for
TT\'s \"R\" will be mailed to the Austin DPC as hard copy documents on a
separate transmittal control register on the same day they are received
from the Payroll activity.

\[(4) VA Form 4-5318, Transmittal of Employee\'s Federal or State
Withholding Exemption Certificate(s), will be mailed to Austin DPC on
the last workday of the quarter. A negative report is not required.

f\]. **General Ledger Documents**

\(1\) VA Form 4-4564a, Transfer of Disbursing Authority, received
quarterly, will be mailed to the Austin DPC on the first workday
following the close of the quarter.

\(2\) VA Form 4-4564a, Transfer of Disbursing Authority, received other
than at the end of a quarter, will be mailed to the Austin DPC on the
same day it is received.

\[201.10\] PREPARATION OF VA FORM 4-5639, TRANSMITTAL CONTROL
REGISTER-MASTER RECORD UPDATE TRANSACTIONS

a\. VA Form 4-5639, Transmittal Control Register-Master Record Update
Transactions, will be prepared in duplicate as a covering list of TT
cards or hard copy documents being transmitted to the DPC. The original
of the form will be included in the package mailed to the DPC. The copy
will be retained with the documents in the holding filed maintained at
the station. The holding file will be used as a basis for reconstructing
any package which may be lost or destroyed in the mail.

b\. Where the CP activity processes input for two or more stations,
separate transmittal control registers for each station\'s transactions
will be prepared. Each station will have its own series of transmittal
numbers.

c\. The transmittal control identification data is composed of the
station number, day number and a transmittal number. The transmittal
number is a three-digit sequential number beginning with 001 with the
first transmittal submitted each fiscal year. The same number will be
used by the DPC as part of their processing control. Therefore,
communications with the DPC regarding a particular package submitted
should cite the transmission number.

d\. The day number, which is found on the inner margin of the right page
of all VA issued calendars, is the day on which documents are
transmitted to the DPC. This number will be punched into the batch
header control card and is used by the DPC for batch identification.

e\. The documents to be transmitted in the form of punched TT cards will
be counted by TT as indicated on each line in column A of the
transmittal control register. The total number of punched TT cards to be
keypunched by the DPC based upon teletype input from the VA regional
office, Manila, will be shown in column B. Amounts to be entered in
column B on VA Form 4-5639 are developed as outlined below:

**Form TT Column B**

VA Form 5-4652 A1, A2, A3, A4 Individual TT Card Count

VA Form 5-4652 C1, C2, C3, C4 Individual TT Card Count

VA Form 5-4652 22, 23 25 Card Count

VA Form 5-4652a A6 C5, C6, C7, 24, 79 Individual TT Card Count

VA Form 5-4683 T1, T2, T3 Individual TT Card Count

VA Form 5-3469 H1, H2, H3 Individual TTCard Count

VA Form 5-4640 12,13 Individual TT Card Count

VA Form 5-4641 C1, C2, C3 etc. Individual TT Card Count

OPM Form 1386 AF Card Count

VA Form 5-3487 BF, CF Individual TT Card Count

VA Form 4-1267 35 Individual TT Card Count

VA Form 4-5326 58, 59 Card Count

VA Form 4-5637 12, 13, 65, 78, C3, 31, 32 41, 42, 51, 52, 55, 70, 71,
76, 77 Individual TTCard Count/Total TT\'s 60\'s Series/Total 70\'s
Series

VA Form 4-5637a 56, 57 Card Count

VA Form 4-5637b C8 Card Count

VA Form 4-5640 61, 62, 63, 64, 65, 72, 73, 74, 75 Total TT\'s 60\'s
Series/Total TT\'s 70\'s Series

VA Form 10-2418 D1, D2, D3 Individual TT Card Count

f\. Miscellaneous control totals to be entered in columns C and \[D\] of
VA Form 4-5639 for the master record updating run will be developed by
all stations as follows:

\(1\) **Accessions to the Master Record File**

\(a\) Entries on line A1 will include in column \[D\] the numeric value
of all service computation dates.

\(b\) Entries on line A2 will include in column \[C\] the sum of the
gross salaries.

\(c\) Entries on line A3 will include in column \[D\] the numeric value
of \[the\] Special Salary adjustment field.

\(d\) To obtain these control totals, prepare only *one* adding-machine
tape in SSN sequence from VA Forms 5-4652. This tape will contain the
heading \"Accessions\" and will be taped in the following manner (see
fig. 101.F7):

[1.]{.underline} Annotate the first segment of the tape \"SSN.\"
Immediately below record the last four digits of the SSN on the tape by
use of the \"Non-Add\" key.

[2.]{.underline} Annotate the second segment of the tape \"A1-SCD.\"
Immediately below tape the numeric value of the service computation
dates shown in item 18, TT A1 on VA Forms 5-4652 and take a total.

[3.]{.underline} Annotate the third segment of the tape \"A2-Salaries.\"
Immediately below tape the salaries shown in item 56, TT A2 on VA Forms
5-4652 and take a total. For example, a per annum salary of
\[\$14,390\], plus an hourly rate of \[\$3.35\] would be added to give a
hash total \[\$14,725.\]

[4.]{.underline} Annotate the fourth segment of the tape \"A3 \[ \]
Spec. Sal. Adj.\" Immediately below tape the \[ \] special salary
adjustment shown in item 78, TT A3 on VA Forms 5-4652 and take a total.

*NOTE: When running adding-machine tapes from the punched cards, alpha
characters must be converted to their numeric value and the total field
treated as a plus.*

\(2\) **Changes to the Master Record File**

\(a\) **TT\'S Cl, C2 and C3**

[1.]{.underline} For TT\'s C1, C2 and C3 there will be included in
column \[C\] or \[D\] the same specified item totals required for TT\'s
A1, A2 and A3. Enter zeros where applicable.

[2.]{.underline} Adding-machine tapes will only be prepared where there
is a change to the service computation date (C1), salary (C2) or special
salary adjustment (C3). Where these changes occur, tape the numeric
value of the service computation dates shown in item 18, TT C1, on VA
Forms 5-4652 and take a total. Place a heading of \"C1-SCD\" on the
tape. Tape the salaries shown in item 56, TT C2, on VA Forms 5-4652 and
take a total. Place a heading of \"C2-Salaries\" on this tape. Tape the
\[ \] special salary adjustments, TT C3, on VA Forms 5-4652 \[ \] and
take a total. Place a heading of \"C3-\[ \] Spec. Sal. Adj.\" on this
tape.

\(b\) **TT\'s 22, 23 and 25**

[1.]{.underline} Entries on lines 22, 23 and 25 will include in column
\[D\] the totals of the last four digits of the SSN.

[2.]{.underline} To obtain these control totals prepare an
adding-machine tape of the last four digits of the SSN in sequence for
each TT shown on VA Forms 5-4652 or 5-4652a, as appropriate.

[3.]{.underline} Each tape will be identified by TT.

\(c\) **TT\'s C8, 31, \[32,\] 51, 55, \[56-57, 58-59,\] 61 through 65**

[1.]{.underline} Entries on these TT lines will include in column \[D\]
the totals of the last four digits of the SSN.

[2.]{.underline} The control totals will be obtained in the same manner
as prescribed in subparagraphs (b) [2]{.underline} and [3]{.underline}
above, except that the applicable fiscal code sheets will be used for
the SSN.

g\. To verity the accuracy of these totals, the corresponding control
figures on the punched cards will be totaled to determine that an equal
result is obtained.

h\. Stations having EAM (electric accounting machine) equipment will
obtain these totals from the punched cards mechanically.

i\. \[The VA regional office, Manila\] will verity each total by a
second taping from the source document entries.

*NOTE: The SSN is used by the DPC to identify accounts, involving
accessions whenever the totals of the service computation dates, or
salaries, or Federal tax exemptions-special salary adjustment submitted
by the station are out of balance with the computer-generated totals.
The SSN is also used by the DPC to identify accounts involving
separations, extended LWOP and fiscal payroll transactions whenever card
totals and SSN hash totals are out of balance with the
computer-generated totals.*

j\. All adding-machine tapes prepared from VA Forms 5-4652 and fiscal
code sheets will be attached to the original VA Form 4-5639. The
adding-machine tapes of the punched cards, the machine listings and/or
second taping of hard copy will be attached to the duplicate copy of the
VA Form 4-5639.

k\. A batch header control card will be prepared for each VA Form 4-5639
submitted to the DPC. \[The VA regional office, Manila will forward
batch header control card data as the first transaction on the PAID
teletype that contains their PAID input.\] Negative reports are
excluded. This will be accomplished as follows:

\(1\) Adding-machine tapes will be prepared for columns B, \[C\], and
\[D\]. Columnar totals will be entered on the line batch header control
card totals. To facilitate keypunching, sufficient zeros will precede
the totals so that the column B total becomes a six-digit figure, and
columns \[C\] and \[D\] totals become eight-digit figures. Where there
are no totals to be entered in column \[C or D\] enter eight zeros for
that total.

\(2\) Forward the duplicate copy of VA Form 4-5639 to the Keypunch
activity for preparation of the batch header control card.

\(3\) When the batch header control card is received from Keypunch
activity, visually verify all items on the punched card with the
corresponding items on the VA Form 4-5619.

\(4\) The batch header control card will be inserted in front of the
master record updating TT cards being submitted to the DPC.

l\. Documents not under TT control will be listed in the \"Remarks\"
section of the transmittal control register by form number and related
SSN \[and name code.\]

m\. The transmittal control register will be signed by the CP activity
supervisor, or a designated alternate. This signature constitutes
certification as to the completeness and accuracy of the data being
submitted.

n\. Figure \[101.F4\] illustrates a transmittal control register. \[ \]

201.11 PREPARATION OF VA FORM 4-5639a, TRANSMITTAL CONTROL
REGISTER---PAYMENT RUN TRANSACTIONS

a\. **Payment Run Transactions**

\(1\) VA Form 4-5639a, Transmittal Control Register-Payment Run
Transactions, will be prepared in duplicate as a covering list of TT
cards or hard copy documents being transmitted to the DPC. The original
\[copy\] of the form will be \[attached to the hard copy documents and\]
mailed to the DPC. The \[duplicate\] copy will be retained in the
Payroll activity.

\(2\) Where the CP activity processes input for two or more stations,
separate transmittal control registers for each station\'s transactions
will be prepared. Each station will have its own series of transmittal
numbers.

\(3\) The transmittal control identification data is composed of the
station number, day number and a transmittal number. The transmittal
number is a three-digit sequential number beginning with 001 with the
first transmittal submitted each fiscal year. The same number will be
used by the DPC as part of their processing control. Therefore,
communications with the DPC regarding a particular package submitted
should cite the transmittal number. Use the same series of numbers as
prescribed in paragraph 201.11c.

\(4\) The day number, which is found on the inner margin of the right
page of all VA issued calendars, is the day on which documents are
transmitted to the DPC. This number will be punched into the batch
header control card and is used by the DPC for batch identification.

\(5\) Payment run transaction control totals to be entered in column B
on VA Form 4-5639a will be developed by entering the number of punched
cards or card to be punched from hard copy documents on the proper TT
lines.

\(6\) The following control totals will be entered in items 5 and 6 of
the VA Form 4-5639a:

\(a\) **Item 5.** Enter the total number of TT 8B cards.

\(b\) **Item 6.** Enter the total number of TT\'s 80 and 90 payment run
TT cards shown on the total line of column B, Payment Run Transactions.

\(7\) Input control totals, unless otherwise mentioned, will not be
required. Field stations that have the capability to verify coding
entries punched in the 8B cards by key verification will use this
method. For those field stations that do not have this capability,
visual verification of 8B cards will be necessary.

\(8\) Forward the duplicate copy of VA Form 4-5639a to the Keypunch
activity for preparation of the batch header control card.

\(9\) When the batch header control card is received, visually verify
all items on the punched card with the corresponding items on the VA
Form 4-5639a.

\(10\) The batch header control card will be inserted in front of the
payment run transaction cards being submitted to the DPC.

\(11\) Documents not under TT control will be listed in the \"Remarks\"
section of the transmittal control register by form number and related
SSN \[and name code\].

\(12\) The transmittal control register will be signed by the CP
activity supervisor, or a designated alternate. This signature
constitutes certification as to the completeness and accuracy of the
data being submitted.

\(13\) Figure \[101.F6\] illustrates a transmittal control register for
those stations submitting punched payment run transaction cards direct
to the DPC.

b\. **Consultant and Attending-Payment Transactions**

\(1\) VA Form 10-2418a, Consultant/Attending Visit Record, will be
received from the Office of the Chief of Staff, forwarded to the Voucher
Audit activity for audit, returned to the CP activity for forwarding to
the Keypunch activity, keypunched and verified, then returned to the CP
activity for preparation of VA Form 4-5639a and batch header control
card.

\(2\) VA Form 4-5639a will be prepared in duplicate, the original mailed
to the DPC and a copy retained in the Payroll activity. The following
format will be used for the batch header control card:

\(a\) **Item 1.** Enter the three digit station number.

\(b\) **Item 2.** Enter the three digit transmittal number, using the
same series of numbers prescribed in paragraph \[201.10c\].

\(c\) **Item 3.** Enter the day number for the last day of the month.

\(d\) **Item 4.** Enter \"DA\".

\(e\) **Item 5.** Enter the numeric equivalent for the month.

\(f\) **Item 6.** Enter the last day of the month.

\(g\) **Item 7.** Enter the last two digits of the year.

\(h\) **Item 8.** Enter the number of VA Forms 10-2418a transmitted
during the report period.

\(i\) **Item 9.** Enter an adding machine total of the combined number
of paid and nonpay visits during the month.

*NOTE: Use high order zeros to complete the field for items 2, 3, 5, 8
and 9.*

\(3\) Following transmission of transactions prescribed in paragraph
\[201.09c(2),\] punched cards are to be returned to the Voucher Audit
activity.

\(4\) Figure 101.F\[7\] illustrates a transmittal control register for
monthly submission of VA Form 10-2418a.

\[201.12\] MAILING OF DOCUMENTS

PAID documents mailed to the DPC will be carefully packaged by the CP
activity. Indicate contents of the package by the following applicable
legends: Master Record Updating Transactions-R Transactions-Payment Run
Transactions-EOM Transactions-Quarterly Report of Vacant Positions, etc.
The package will be addressed in the following manner and dispatched by
the fastest means available:

Veterans Administration

Data Processing Center (PAID) \[397B1\]

1615 East Woodward Street

Austin, Texas 78772

(Insert APPLICABLE LEGEND as indicated above.)

CHAPTER 3. \[VADATS (VA DATA TRANSMISSION SYSTEM\] AND INVATEN (INTRA-VA
TELECOMMUNICATIONS NETWORK) TRANSMISSION

301.01 GENERAL

a\. Stations having keypunch and \[VADATS\] card reader equipment will
transmit PAID input via \[VADATS\], while stations within close
proximity of a DPC (other than Austin) will transmit via IVATEN.

b\. **Alternate Method**

\(1\) In the event that unresolved problems prevent transmission at \[a
VADATS\] station, local arrangements will be made to deliver the
untransmitted portion of the PAID input to a designated alternate
station without delay. The alternate station is required to complete
transmission on a priority basis.

\(2\) Due to geographical location, certain \[VADATS\] stations will use
regular mail or Express Mail Service as an alternate method.

\(3\) IVATEN stations \[that are\] unable to transmit PAID input from
the local DPC will telephonically communicate data to the Austin DPC.

\(4\) Alternate stations will not be designated for transmission of cost
accounting data or monthly consultant and attending visit record cards.
\[VADATS\] and IVATEN stations unable to transmit will telephonically
communicate data to the Austin DPC.

\(5\) The primary station will notify the Austin DPC (393) prior to
utilizing any one of the alternate methods described in subparagraphs
(1) through (3) above.

c\. Figure 101.F11 provides the method of transmission for each station,
including the alternate method; figure 101.F12, \[identifies\] the
servicing DPC\'s for designated IVATEN stations.

301.02 CONTROL PROCEDURES

\[a. **VADATS Station**

\(1\) The CP activity will batch punch transaction cards into messages
of not more than 180 cards. The PAID batch header card should be the
first text card of the first batch. A local batch number should be
written on the face of each batch using a felt tip marker.

\(2\) Since partial transmittals are not permitted, the complete deck of
punched transaction cards (all message batches) will be delivered to the
VADATS Telecommunications Unit as prescribed in paragraph 201.10.
Thereafter, the Telecommunications Unit will transmit the batches
following established network operating procedures.

\(3\) A hardcopy printout of each transmitted message together with
punched transaction cards will be returned to the CP activity from the
VADATS Telecommunications Unit. The CP activity will immediately review
each printout to ensure that all data has been accepted. The letters
\"ACPT\" must be the last four characters in the area of the message
printout which is labeled \"Answer back exchange\". A manual control
will be maintained to ensure that a hardcopy printout is received for
each message batch that has been transmitted.\]

b\. **IVATEN Station**

\(1\) The message batching process utilizing \[VADATS\] header and
trailer cards is not applicable to IVATEN transmission.

\(2\) The Fiscal activity must ensure delivery of punched transaction
cards to the local DPC as prescribed in paragraph 201.10.

\(3\) A hard copy printout of all transmitted data together with punched
transaction cards will be returned to the Fiscal activity from the local
DPC.

CHAPTER 4. CONTROL AND DISTRIBUTION OF OUTPUT

401.01 OUTPUT RECEIVED FROM THE DATA PROCESSING CENTER, AUSTIN, TEXAS

a\. The CP activity will receive the following from the DPC:

\(1\) **Output Documents From the Regular Paid Updating Cycle.**

\(a\) Station Out-of-Balance Report.

\(b\) Station Out-of-Balance Listing.

\(c\) Teletyped Reject Listings.

\(d\) Teletype Error Card Control Listing.

\(e\) VA Form 71, PAID Master Record Printout (RPO) marked
\"Accession,\" \"Special,\" or \"Separation.\"

\(f\) Record Printout (RPO) marked \"Error.\"

\(g\) Error Listings.

\(h\) Correspondence (inquiries or information).

\(i\) Employment Reports, i.e., RCS\'s 05-0480 and 05-0489.

\(j\) VA Forms 5-4644, Service Record Card.

\(k\) VA Form 5-4645, Request for Review of Employee\'s Probationary or
Trial Period.

\(l\) SF 50B, Notification of Personnel Action.

\(m\) VA Form 5-97, Notice of Pending Personnel Action.

\(n\) VA Form 10-2623 or VA Form 10-2623a, Proficiency Report.

\(o\) Group Health Benefits Listing by Plan and Name (Quarterly).

\(p\) List of Accessions and Separations for Verification (Monthly).

\(q\) Listing of Selected Pay and Deduction Items for Verification
(Semiannual-February and August.)

\(r\) VA Form 5-3468, Employee Education, Training and Incentive Awards
Record.

\(s\) VA Form 5-4688, Report of Medical Examination.

\(t\) Physician and Dentist Supplemental Data (Individual printout).

\(u\) Professional Career Development Data (Individual printout).

\(v\) Listing of Employees Without Race and National Origin
Identification Codes as of (date) (monthly).

\(w\) VA Form 5-4645a, Request for Review of a Supervisory/Managerial
Employee\'s Probationary Period.

\(x\) Reds RPO\'S.

\(2\) **Output Documents From the Pay Processing Cycle**

\(a\) VA Form 4-5234, Employee\'s Evidence of Deduction
Certificate-Occupation Privilege Tax.

\(b\) VA Form 71, RPO marked \"Separation,\" \"Message\", or \"SSN
Change.\"

\[(c) VA Form 4-1975, Biweekly Payroll Register.

(d)\] VA Form 4-5321, Record of Payroll Adjustments and Recording
Transactions.

\[(e)\] VA Form 4-5691, Record of Salary Payments, for separated
employees and upon request.

\[(f)\] Teletype Reject Listings VADATS and IVATEN stations.

\[(g)\] Error Message on TT 8B for period currently being paid.

\[(h)\] VA Form 4-5632, Earnings and Leave Statements (2 copies).

\[(i)) Gross to Net Listing, Cost Analysis and Station SF 2812.

(j)\] Quarters and Subsistence Interstation Credit Transfers.

\[(k)\] Listing for Financial Organizations.

\[(l)\] Address Listing for Financial Organizations.

\[(m)\] Transfer of Disbursing Authority.

\[(n)\] Notification of Out-of-System Payment.

\[(o)\] VA Form 4-213, PAID Fiscal Transaction Type 8B, for the next Pay
Period.

\[(p)\] VA Form 30-212, Individual Retirement RPO\'S.

\[(q)\] VA Form 4-5631, Time and Attendance Report, for the Second Pay
Period.

\(3\) **A Monthly Teletype Entitled \"Monthend Accrual for Personal
Services\"**

\(4\) **Biweekly \"New Normal\" Teletype and Listing**

401.02 DISPOSITION OF OUTPUT

a\. **PAID Teletype Listings**

\(1\) PAID Edit and Update Transaction Reject Listing (fig. \[101.F12\]
identifies master record updating transactions which were rejected
during the processing cycle, and will be received by the CP activity on
Tuesday of each week, or on the workday following actual computer
processing of end-of-month input. For each rejected transaction, the
listing will contain the applicable error code(s) or message indicating
the reason why the transaction was rejected. Correction input will be
developed and submitted in the next scheduled weekly or end-of-month
master record updating transmittal.

\(2\) PAID Edit and Update Error Card Control Listing (fig. \[101.F13\]
contains the first 21 characters of each master record updating
transaction that was rejected during the processing cycle, and will be
received by the CP activity on Tuesday of each week, or on the workday
following actual computer processing of end-of-month input. A column is
provided for entering the date on which correction action was completed.

\(3\) Payroll Transaction Reject Listing (fig. 101.F14 identifies
payment run transactions which were rejected during the processing
cycle, and will be received by the CP activity not later than 8:00 a.m.
local time, on the Wednesday following the close of the pay period. For
each rejected transaction, the listing will contain the applicable error
message indicating the reason why the transaction was rejected.
Correction input will be developed and submitted as prescribed in
paragraph 201.10. Entries reflecting the explanatory note \"card
accepted\" will not require further correction.

\(4\) Listing of Unidentified PAID Transactions (fig. \[101.F15\]
identifies master record updating and payment run transactions which
contain invalid station number, transaction type or name code. Such
transactions will be rejected during preliminary processing, with
simultaneous notification to the CP activity. Correction input will be
developed and submitted as indicated in subparagraphs (1) and (3) above.

*NOTE: TT 8B\'s which are rejected during preliminary processing based
on invalid station number, transaction type or name code will also be
reflected on the payroll transaction reject listing as missing TT
8B\'s.*

b\. Hard copy record printouts containing error codes or messages will
be forwarded to the Personnel or Payroll activity, as applicable.
Descriptions of error codes and messages for hard copy record printouts
and PAID teletype listings are contained in MP-6, part V, supplement No.
5.4

c\. Hard copy record printouts containing no error will be forwarded to
the Personnel or Fiscal activity, as applicable.

d\. All other personnel forms shown in paragraph 401.01a will be
forwarded to the Personnel activity.

e\. The original copy of VA Forms 4-5632, Earnings and Leave Statement
will be forwarded to the agent cashier.

f\. The quarters and subsistence interstation credit transfers and the
transfer of disbursing authority, and the gross to net listing, cost
analysis and station SF 2812 will be forwarded to the Accounting
activity.

401.03 RECONCILIATION OF OUT-OF-BALANCE SITUATIONS

a\. The CP activity will determine that the necessary correction action
is or has been taken in out-of-balance situations.

b\. Hard copy out-of-balance reports and listings generated from the
weekly and end-of-month master record update processing cycle must be
reconciled. Applicable teletype listings will also be utilized in the
reconciliation process.

c\. Edit totals included on the teletype payroll transaction reject
listing will be utilized to reconcile out-of-balance situations
generated from the pay processing cycle. Those IVATEN stations without
card reader equipment will receive a hard copy reject listing.
Out-of-balance situations will be denoted by a numeric entry (including
zero) in the field \"TT 8A CNT\" (TT\'s 8B or PR Transactions). Every
effort must be made to reconcile this listing prior to release of salary
checks on payday.

d\. The out-of-balance report and/or listing must be fully documented to
indicate the correction action taken.

401.04 CLEARANCE OF ERROR CARD CONTROL LISTING

a\. The error card control listing will be cleared upon receipt of
Personnel and Fiscal payroll code sheets with the correction action
taken. For identification purposes, the code sheets will contain the
notation \"Correction.\"

b\. Match all the forms received as shown in subparagraph a above
against the error card control listing. Enter the date on which
correction action was completed.

c\. The error card control listing must be cleared before receipt of the
next group of output documents from the DPC. The CP activity will
investigate any unresolved errors and take necessary followup action
with the Personnel or Fiscal activity, as applicable.

CHAPTER 5. MISCELLANEOUS

501.01 ESTABLISHMENT OF A HOLDING FILE

a\. It will be necessary for a station to establish a holding file for
each submission of VA Form 4-5639, Transmittal Control Register-Master
Record Update Transactions and VA Form 4-5639a, Transmittal Control
Register-Payment Run Transactions, to the DPC. The holding file will
enable the station to reconstruct the package if lost or destroyed \[and
to reconcile out-of-balance conditions.\] The following documents will
be placed in the file with the copy of the transmittal control register:

\(1\) All personnel action documents.

\(2\) All personnel report documents.

\(3\) All fiscal payroll documents, excluding the time and attendance
reports.

\(4\) Adding-machine tapes for VA Form 4-5639.

b\. The holding file will be maintained for one pay period before
disposal of forwarding of the documents to the proper activity. A
similar holding file period will be established for any reconstructed
package submitted.

c\. **\[VADATS\] and IVATEN Stations.** Punched transaction cards and
local hard copy printouts produced as a result of \[VADATS\] or IVATEN
transmission will be retained for 30 days from the date of transmission.
Disposal of local hard copy printouts used in conjunction with
reconciliation of out-of-balance situations will be in accordance with
MP-4, part X, section IV.

d\. **OPM Form 1386.** A holding file, consisting of punched transaction
cards and \[VADATS\], or IVATEN hard copy printout, will be maintained
in a lockable metal filing cabinet for two pay periods. Disposal will be
by burning, shredding or otherwise treating to destroy their legibility.

501.02 TELETYPE OR TELEPHONE COMMUNICATIONS

a\. The PAID liaison officer will receive teletype or telephone calls
from the DPC pertaining to the following:

\(1\) PAID teletype listings as prescribed in paragraph 401.02.

\(2\) Final correction action where correction payment run transactions
transmitted via \[VADATS\] fail to pass edit; and clearance of rejected
payment run transactions at stations without card reader equipment.

\(3\) Rejects occurring in the latter part of the month due to an
incorrect accession, separation or extended LWOP transaction. When this
occurs, the DPC will send the following teletype message: UNCLAS PLO
EXPEDITE REUR PAID TRANSMISSION NO \_\_\_\_\_\_ SSN \_\_\_\_\_\_ NAME
CODE \_\_\_\_\_\_ REJECT CODE \_\_\_\_\_\_ FURNISH DATA FOR CORRECTION
OF INPUT AT DPC ALSO INCLUDE ANY RELATED ITEMS.

\(4\) Nonreceipt of VA Forms 4-5639 and 4-5639a by the established
schedule, missing transmittal numbers, etc.

\(5\) Computer-generated end-of-month accruals for personal service
costs on the last Tuesday of the month.

\(6\) Out-of-balance conditions on accounting control register.

\[(7) Moving expense reimbursement transactions received from the CALM
system and which were rejected by the PAID system.\]

b\. The PAID liaison officer will send teletypes or make telephone calls
to the DPC pertaining to the following:

\(1\) When RPO\'s contain misprinted or garbled data.

\(2\) When output is not received.

\[(3)\] When utilizing an alternate station for \[VADATS\] transmission
or PAID input.

501.03 NONRECEIPT BY THE DPC OF COMPUTER INPUT DOCUMENTS

a\. As indicated in paragraph 501.02a, the DPC will notify the station
CP activity by \[teletype\] or telephone whenever documents have not
been received. If documents were forwarded, it will be presumed they
have been lost in transit. The following action will be taken:

\(1\) If VA Form 4-5639, Transmittal Control Register-Master Record
Update Transactions, was used for transmittal of the lost shipment, the
CP activity will pull the hold file of the lost shipment and reconstruct
the package. If VA Form 4-5639a, Transmittal Control Register-Payment
Run Transactions, which includes TT 8B cards, was part of the lost
shipment, the Payroll activity will be notified to return the time and
attendance reports to the CP activity for reconstruction of this portion
of the package.

\(2\) If VA Form 4-5635, Accounting Transmittal Control Register, was
used for transmittal of the lost shipment, the CP activity will notify
the Accounting activity to recreate the package.

\(3\) **\[VADATS\] and IVATEN Stations.** If the transmittal control
registers, including documents not under TT control, are not received
the CP activity will reconstruct the package.