(USF) Administering Additional U.S. Federal Payroll Functionality

This chapter discusses how to:

Administer pay caps and limits.
Manage leave accrual.
Process within grade increase (WGI), tenure, and probation nonpay hours.
Report on Federal Employees Family Friendly Leave Act (FEFFLA) and Family Medical Leave Act (FMLA) leave.
Credit military service to civilian retirement.
View reemployed annuitant information.
View semiannual headcount report details.

Administering Pay Caps and Limits

This section provides an overview of pay caps and limits, lists prerequisites, and discusses how to:

Review results of pay caps and limits processing.
Pay out deferred earnings.
Change a pay limit to an emergency limit.

See Also

Establishing Pay Plans

Understanding Pay Caps and Limits

This section describes how the system processes the following four earning process types that are used to set up pay caps and limits:

Pay Cap – Basic Pay
Pay Limit – Premium Pay
Pay Limit – Total Annual
Overtime

Pay Cap – Basic Pay

The cap is applied when you change the Pay Plan/Table/Grade/Step values on the Compensation Data page in PeopleSoft Human Resources. If compensation reaches the defined cap, the system:

Reduces base, law enforcement officer, or locality pay.
Issues a message on the Expected Pay page - “Pay Cap has been reached. Pay was reduced.”

Pay Limit – Premium Pay

The pay limit is applied during pay calculation. The Pay Calculation COBOL SQL process (PSPPYRUN) compares the pay period earnings to the pay limit that is defined on the Pay Plan table. If the pay period compensation exceeds the limit, the system:

Reduces earnings.
Lists a payroll error message—“Pay Limit has been exceeded.”

Note. This message does not appear if you use the Only Calculate Where Needed option and the employee was not calculated.
Creates a Pay Limit record that displays the limit and earnings reduced.
Deferred earnings will be paid out in the first pay period of the next calendar year.

When employees have two premium pay limits, and the employees' earnings are greater than both limits, the highest limit will be used to reduce the paycheck. If the earnings are greater than only one limit, that limit will be processed.

Pay Limit – Total Annual

Total annual earnings are subject to an annual pay limit.

The pay limit is applied during pay calculation. The Pay Calculation process estimates total annual earnings and compares that to the annual limit that is defined on the Pay Plan table. If the estimated total annual earnings are greater than the limit, the system:

Reduces current pay.
Lists a payroll error message - “Pay Limit has been exceeded.”

Note. This message does not appear if you use the Only Calculate Where Needed option and the employee was not calculated.
Creates a Pay Limit record that displays the limit and earnings reduced.
Deferred earnings will be paid out in the first pay period of the next calendar year.

Overtime

Overtime hourly rate is subject to an overtime rate limit.

During pay calculation the system reduces pay to the limit.
No message is issued.

Prerequisites

To set up for administering pay caps and limits you must:

Set up pay caps and limits by pay plan.

See Establishing Pay Plans.
Define the earnings codes that are subject to the caps and limits.

See (USF) Specifying Pay Limit Processing.

Pages Used to Administer Pay Caps and Limits

Page Name	Object Name	Navigation	Usage
Pay Plan Process Control	GVT_PAYPLAN_TBL2	Set Up HRMS, Product Related, Payroll for North America, Compensation and Earnings, Pay Plan Table USF, Pay Plan Process Control	Establish pay caps and limits, specify disposition of reduced pay, and change to and from emergency limit.
Other Pay Information	GVT_OTH_PAY_SEC	Workforce Administration, Job Information, Hire Employee USF, Compensation Click the Other Pay Information link on the Compensation page.	Warning is issued if the additional pay is applicable for pay limits.
Expected Pay	GVT_LOC_PAY_SEC	Workforce Administration, Job Information, Hire Employee USF, Compensation Click the Expected Pay link on the Compensation page.	View the message indicating that pay has been reduced due to the pay cap on base pay.
Pay Limit	GVT_PAY_LIMITS	Payroll for North America, Payroll Processing USF, Produce Payroll, Review Pay Limits, Pay Limit	View the results and status of pay limits transactions. This page is display-only.
Payroll Error Messages	PAY_MESSAGES	Payroll for North America, Payroll Processing USF, Review Processing Messages, Review Payroll Error Messages, Payroll Error Messages	View messages about pay limits that are applied during payroll processing.

Reviewing Results of Pay Caps and Limits Processing

Access the Pay Limit page.

Earnings Code

The page displays a row of data for each earning code that has been reduced during the pay period.

Disposition

Values are Forfeit or Defer, as defined on the Pay Plan table.

Amount Adjusted

The reduction in earnings.

Pay Limit Flag

The status of the limit. The values are Calculated, Confirmed, Processed, or Calendar Year Unconfirm.

Paying Out Deferred Earnings

Access the Pay Plan Process Control page.

To pay out deferred earnings, select Defer in the Disposition field for the earnings process type on the Pay Plan Process Control page when you set up the pay plan. The deferred earning will be paid out on the first pay period of the next calendar year. The system determines the pay period and year by the settings in the pay calendar.

Changing a Pay Limit to an Emergency Limit

Access the Pay Plan Process Control page.

To change a pay limit to the emergency limit, select the Emergency check box on the Pay Plan Process Control page. You may make this change at any time. To remove the emergency limit, clear the Emergency check box.

Managing Leave Accrual

This section provides an overview of leave accrual, lists prerequisites, and discusses how to:

View an employee's leave balance information.
Update restored hours of leave expiration dates.
View an employee's individual leave accrual transactions.
Change individual leave accrual transactions.

Understanding Leave Accrual

After confirming pay, run the Leave Accruals Processing COBOL SQL process (FGPACCRL) to calculate employees' leave accrual awards and resulting leave balances. View and adjust balances as necessary.

Prerequisites

Before you can process, adjust, and report on leave accrual you must:

Set up leave accrual classes.

See Defining Earnings Accrual Classes.
Enroll employees in leave plans.

See (USF) Managing Leave.

Pages Used to Manage and Report on Leave Accrual

Page Name	Object Name	Navigation	Usage
Employee Accruals	GVT_ACCR_PLAN	Payroll for North America, Employee Pay Data USF, Update Leave Accrual Elections, Employee Accruals	Specify information to track employee leave accruals.
Run Leave Accruals	RUN_FGPACCRL	Payroll for North America, Payroll Processing USF, Produce Payroll, Calculate Leave Accruals, Run Leave Accruals	Run the Leave Accruals Processing process to process employee leave accruals.
Accrual Summary	GVT_ACCR_SUMM	Payroll for North America, Periodic Payroll Events USF, Balance Adjustments, Accruals, Accrual Summary	View an employee’s leave balances summary and leave activity.
Accrual Restore	GVT_REST_HRS_SEC	Click the Restored Hrs (restored hours) link on the Accrual Summary page.	Update the expiration dates of restored hours.
Accrual Ledger	GVT_ACCR_LDGR	Payroll for North America, Periodic Payroll Events USF, Balance Adjustments, Accruals, Accrual Ledger	View an employee's individual leave accrual transactions.
Accrual Adjustments	GVT_ACCR_ADJ_SEC	Click the Adjustment button on the Accrual Ledger page.	Change an individual leave accrual transaction.
Accrual Nonpay	GVT_ACCR_NPAY	Payroll for North America, Periodic Payroll Events USF, Balance Adjustments, Accruals, Accrual Nonpay	View the employee's nonpay hour details.
Leave Accruals Report	PRCSRUNCNTL	Payroll for North America, Payroll Processing USF, Pay Period Reports, Leave Accruals, Leave Accruals Report	Generate the FGPY013 report, which lists employee accrual detail for each earnings accrual class, including leave accrual, usage, transfer, and adjustment activity.
Leave Audit SF1150	RUNCTL_FGSF1150	Payroll for North America, Payroll Processing USF, Produce Payroll, Leave Audit SF1150 Report, Leave Audit SF1150	Print the FGSF1150 Leave Audit report, which the system prepares for the employee upon separation or transfer from an agency. Use this information to validate the leave hours that you forward to the gaining agency, or that you pay out to employees if they are leaving the federal government.

Viewing an Employee's Leave Balance Information

Access the Accrual Summary page.

Hours Balance

The accrual that the employee has earned up to and including the pay period end date.

Projected Next Period Hrs Bal (projected next period hours balance)

The accrual earnings that the employee will have after the next pay period.

Project Annual Hours Bal (projected annual hours balance)

The entitlement that the employee has earned and will earn during the remainder of the year.

Hours Carried Over-Prev Year (hours carried over from the previous year)

Total hours that are carried over from the previous year for leave accruals that allow carryover.

Hours Earned Year-to-Date

Hours that are earned within the year.

Hours Bought Year-to-Date

Not currently used by U.S. federal government customers.

Hours Adjusted Year-to-Date

Total hours that are adjusted for the year. Earnings class adjustments are processed prior to rates, ceilings, and carryovers.

Service Hours YTD (service hours year-to-date)

Total hours that are added to service hours for the year.

Forfeit Hours YTD (forfeit hours year-to-date)

Total hours that are forfeited for the year.

Leave Type

Set by default from the Earnings table according to your selection.

Unprocessed Service Hours

Excess service hours remaining to be used for leave calculation at the next leave accrual processing.

Hours Taken Year-to-Date

Accrued hours that are taken within the year.

Hours Sold Year-to-Date

Not currently used by U.S. federal government customers.

Hours Non-Pay YTD (hours nonpay year-to-date)

Total nonpay hours for the year. The result of standard hours less the service earning codes paid YTD that are defined in Earnings Accrual Class.

Grandfathered Carryover

Total hours of grandfathered carryover. Displays only when an employee transfers from one leave accrual to another such as ANN240 to ANN720.

Reduction Hours YTD (reduction hours year-to-date)

Total credit reduction hours. Credit reduction is a credit offset that reduces leave hours that are accrued by employees on nonpay status.

Must-Use Hours YTD (must-use hours year-to-date)

Total hours that must be used by the end of the year for leave accruals that have expirations.

Adjustment Applied

After leave accrual processing has been run and an adjustment has been made, the system selects this check box. See the Accrual Ledger page for adjustment details.

Restored Hrs (restored hours)

Click to access the Accrual Restore page. This button is active only for the Restored accrual type.

Note. To ensure that the annual leave entitlement calculations are correct, you must have the Annual Entitlement option selected on the Earnings Accruals USF - Class page.

Updating Restored Hours of Leave Expiration Dates

Access the Accrual Restore page.

Restored Hours Balance

The original number of hours restored.

Restored Hours Taken

The number of restored hours used since they were restored. The current balance is the difference between Restored Hours Balance and Restored Hours Taken.

Expiration Date

Make any changes to the expiration date.

Restored leave, such as restored annual leave, is reinstated on the paysheet. When payroll processes restored leave, the expiration date is set by default to 24 months from the process date. You cannot enter or change restored hours on the Accrual Restore page. You can only modify the expiration date.

Number

You can accumulate up to three sets of restored hours. The Leave Accruals Processing process uses the restored leave with the oldest date first.

The Leave Accruals Processing process places the restored hours and expiration date on the first line. If another restored leave is processed, for another year, for example, the process moves the original restored leave information down to the second line and places the new restored leave information on the first line. If a third restored leave must be processed, the restored leave information from the second line moves to the third line and the restored leave information from the first line moves to the second line. The process places the most recent restored leave on the first line.

Viewing an Employee’s Individual Leave Accrual Transactions

Access the Accrual Ledger page.

Note. Not all page elements are visible on this page. Depending on the page arrangement, you see additional elements by scrolling either vertically or horizontally.

Description	The COBOL process that created the ledger row.
Hrs Bought (hours bought)	Not currently used by U.S. federal government customers.
Hrs Sold (hours sold)	Not currently used by U.S. federal government customers.
Svc Hours (service hours)	Hours that are added to service hours.
Hours Cascaded	Hours that are cascaded from another accrual class.
Credit Reduction Hours	A credit offset that reduces leave hours that are accrued by employees on nonpay status.
Must Use Hrs (must use hours)	Hours that must be used by the end of the year for leave accrual classes that have expirations.
Rate Amount	Dollars-per-hour rate at the time the leave accrual was earned.
Expiration Date	Expiration date of the leave accrual, for leave accrual classes that have expirations.
Adjustment	Click this button at the end of a row to access the Adjustment page. The accrual class does not allow adjustments if this button is unavailable for entry. You can only make adjustments to the earnings code that is displayed. To change the earnings code for the transaction, enter a separate adjustment directly on the paysheets, rather than using these pages.

Note. All individual accrual classifications can be viewed on the Accrual Ledger page except for Restored Hours.

Changing Individual Leave Accrual Transactions

Access the Accrual Adjustments page.

Note. Not all page elements are visible on this page. Depending on the page arrangement, you see additional elements by scrolling either vertically or horizontally.

Eff Seq (effective sequence)	If you made multiple transactions for an earnings code and an effective date, this field displays the sequence in which the transactions occurred.
Seq (sequence)	If you made multiple adjustments for a particular ledger entry, this field displays the sequence in which the adjustments occurred.
Adj Date (adjusted date)	This system-generated, display-only field displays the pay end date.
Hrs Bought (hours bought)	Not currently used by U.S. federal government customers.
Hrs Sold (hours sold)	Not currently used by U.S. federal government customers.
Svc Hours (service hours)	Hours added to service hours.
Cr Red Hrs (credit reduction hours)	A credit offset that reduces leave hours accrued by employees on nonpay status.
Expire Dt (expiration date)	Expiration date of the leave accrual, for leave accrual classes that have expirations.
Rate Amount	Dollars an hour rate at the time the leave accrual was earned.
Adjustment Applied	After the adjustment is processed, Y or N appears, to indicate whether the adjustment was applied.

Processing WGI, Tenure, and Probation Nonpay Hours

This section provides overviews of WGI, tenure, and probation dates with nonpay hours, and the WGI/tenure update process and report, and lists the pages used to process WGI, tenure, and probation nonpay hours.

Understanding WGI, Tenure, and Probation Dates with Nonpay Hours

Federal employees’ WGI due date, tenure conversion date, and probation date may be impacted when they are on leave without pay (LWOP) for an extended period of time. Payroll for North America links with PeopleSoft Human Resources to report employees who have WGI, tenure, or probation dates that are impacted by LWOP.

Prerequisites

Perform the following to set up the WGI threshold and to track the nonpay hours for WGI:

On the Salary Step table, define the threshold number of LWOP hours that an employee may have before their WGI due date is extended.

See (USF) Establishing Salary Steps Within a Salary Grade.
On the Earnings Accrual Class page, select Check Nonpay Hours and Track Nonpay Hours for accrual classes that have Accrual Calculation Type set to Annual.

This setup causes the employee's nonpay hours to be tracked on the Accrual Nonpay page.

See Defining Accrual Class Properties.

Note. The nonpay hours are tracked on the existing annual leave classes; you do not need a separate LWOP earnings accrual class.

WGI Date Management

Here are the steps for managing WGI dates:

Hire employees and enroll them in an annual accrual class.

The system calculates the WGI due date based on the step increment type and the pay group's pay calendar pay period dates. WGI increase data is recorded on the Employment 1 page.
Calculate and Pay Confirmation with nonpay (LWOP) hours.
Run the Leave Accruals Processing process to update the Accrual Nonpay page.
Run the Federal Nonpay Hrs Adjustment (federal nonpay hours adjustment) Application Engine process (FGHR031).
Review the Accrual Nonpay page for the annual leave class.

This page displays the nonpay activity within the pay period.
Review the WGI/Tenure Update report (FGHR031).
Submit a PAR to update the employee's Job record.

Use information from the WGI/Tenure Update report to update the WGI Due Date (within grade increase due date) and Nonpay Hours WGI (nonpay hours within grade increase) fields on the Employment 1 page.

Tenure and Probation Date Management

Here are the steps for managing tenure and probation dates:

Hire employees and enter tenure status and conversion dates and probation dates.

Enter tenure conversion dates on the Employment 1 page. Enter probation dates and tenure status on the Employment 2 page.
The employee takes a leave of absence without pay and returns.
Run the Federal Nonpay Hrs Adjustment process.
Review the WGI/Tenure Update report.
Submit a PAR to adjust the tenure and probation dates and enter the LWOP hours.

Use information from the WGI/Tenure Update report to update the Job record as follows:
- Tenure: Enter the extended date in the Service Conversion Dates group box on the Employment 1 page.
  
  Enter the LWOP hours in the Career Tenure Hours field on the Non Pay Data page.
- Probation: Enter the extended date in the Probation Dates group box on the Employment 2 page.
  
  Enter the LWOP hours in the Probation Hours field on the Non Pay Data page.

Understanding the WGI/Tenure Update Process and Report

Run the Federal Nonpay Hrs Adjustment process after every payroll is confirmed and accruals are processed. The Federal Nonpay Hrs Adjustment process performs different steps for WGI due date reporting than for tenure and probation date reporting.

WGI Due Date Processing

When processing WGI, the Federal Nonpay Hrs Adjustment process performs the following steps for WGI due date reporting:

Sums all unprocessed nonpay hours for each employee within the pay period on the employee’s annual leave Accrual Nonpay page.
Compares the sum of unprocessed nonpay hours to the threshold.
Prepares the WGI/Tenure Update report listing employees whose sum of nonpay hours is greater than the threshold.
Updates each impacted employee’s annual Accrual Nonpay page to indicate that the hours that are used to extend the WGI due date have been processed.

For example, if an employee had 50 unprocessed nonpay hours in pay period 1 and 50 in pay period 2, the Federal Nonpay Hrs Adjustment process adds the hours from both pay periods and determines that they were over the 80 hour threshold defined on the Salary Step table. The process uses 80 hours to extend the WGI due date, 50 from pay period 1 and 30 from pay period 2. It records the remaining 20 nonpay hours as unprocessed hours on the Accrual Nonpay page for the annual class.

Tenure Conversion Date and Probation Date Processing

When processing tenure or probation dates, the Federal Nonpay Hrs Adjustment process selects all employees who have returned from leave without pay within the pay period. The report lists each employee who was on leave for over 30 calendar days.

Report Description

The WGI/Tenure Update report lists the following for employees whose dates are impacted:

Employee ID.
The number of nonpay (LWOP) hours.
The current WGI due date, tenure conversion date, or probation date.
The extended WGI due date, tenure conversion date, or probation date.
Text to state which date has been impacted.

Pages Used to Process WGI, Tenure, and Probation Nonpay Hours

Page Name	Object Name	Navigation	Usage
WGI/Tenure Nonpay Update	RUN_FGNONPAY	Payroll for North America, Payroll Processing USF, Produce Payroll, Update WGI/Tenure Status, WGI/Tenure Nonpay Update	Run this process each pay period after leave accrual to determine the amount of nonpay hours an employee has accumulated.
Accrual Nonpay	GVT_ACCR_NPAY	Payroll for North America, Periodic Payroll Events USF, Balance Adjustments, Accruals, Accrual Nonpay	If Track Nonpay Hours is selected on the Earnings Accrual USF - Class page, the Leave Accruals Processing process adjusts the nonpay hours on the Accrual Nonpay page.
Employment 1	GVT_EMPLOYMENT1	Workforce Administration, Job Information, Hire Employee USF, Employment 1	Enter current and historical employment information, such as employee service computation and conversion dates, and WGI data.
Employment 2	GVT_EMPLOYMENT3	Workforce Administration, Job Information, Hire Employee USF, Employment 2	Enter additional employment data including union, probation, Reductions In Force, tenure, and security data. Also record the retained grade and reports to information.
Non Pay Data	GVT_NONPAY_SEC	Click the Non Pay Data link on the Employment 2 page.	Track information that is related to a status of nonpay. Information on this page affects Federal Employee Health Benefits (FEHB) eligibility and Federal Employee Group Life Insurance (FEGLI).

Reporting on FEFFLA and FMLA Leave

This section lists the pages used to generate FEFFLA and FMLA reports.

Pages Used to Generate FEFFLA and FMLA Reports

Page Name	Object Name	Navigation	Usage
Runctl Feffla (run control Federal Employees Family Friendly Leave Act)	RUNCTL_FEFFLA	Workforce Administration, Leave Administration USF, Reports, FEFFLA, Runctl Feffla	Generate Report FGPY023 that lists the FEFFLA hours, both paid and nonpaid, that the employee took during the requested calendar year and during the employee’s FMLA year. Generate Report FGPY024 that summarizes all employees who have used more than 480 FEFFLA hours of nonpaid entitlement in their FMLA year
Runctl Fgfmla (run control federal government Family Medical Leave Act)	RUNCTL_FGFMLA	Workforce Administration, Leave Administration USF, Reports, FMLA, Runctl Fgfmla	Generate Report FGPY025 that lists the FMLA hours that the employee took, both paid and nonpaid, in the requested calendar year and the hours that are taken in the employee’s FMLA year. Generate Report FGPY026 that lists the FMLA hours that are taken in the requested calendar year and the hours that are taken in the employee’s FMLA year, using the employee’s FMLA and FEFFLA accrual class ledger to accumulate paid and nonpaid FMLA hours taken. Generate Report FGPY027 that lists all employees who have used more than 480 hours of nonpaid entitlement in their FMLA year.

Page Name

Object Name

Navigation

Usage

Runctl Feffla (run control Federal Employees Family Friendly Leave Act)

RUNCTL_FEFFLA

Workforce Administration, Leave Administration USF, Reports, FEFFLA, Runctl Feffla

Generate Report FGPY023 that lists the FEFFLA hours, both paid and nonpaid, that the employee took during the requested calendar year and during the employee’s FMLA year.

Generate Report FGPY024 that summarizes all employees who have used more than 480 FEFFLA hours of nonpaid entitlement in their FMLA year

Runctl Fgfmla (run control federal government Family Medical Leave Act)

RUNCTL_FGFMLA

Workforce Administration, Leave Administration USF, Reports, FMLA, Runctl Fgfmla

Generate Report FGPY025 that lists the FMLA hours that the employee took, both paid and nonpaid, in the requested calendar year and the hours that are taken in the employee’s FMLA year.

Generate Report FGPY026 that lists the FMLA hours that are taken in the requested calendar year and the hours that are taken in the employee’s FMLA year, using the employee’s FMLA and FEFFLA accrual class ledger to accumulate paid and nonpaid FMLA hours taken.

Generate Report FGPY027 that lists all employees who have used more than 480 hours of nonpaid entitlement in their FMLA year.

Crediting Military Service to Civilian Retirement

This section provides an overview of military service crediting, lists prerequisites, and discusses how to:

Enter military service deposit information.
Enter service period earnings and deduction information.
View deposit and interest information.
Run the Calculate Military Service Deposit Interest process (FGPY020).
List closed accounts.
Generate an Office of Personnel Management (OPM) Military Deposit worksheet.
Process closed military service deposit accounts.

Understanding Military Service Crediting

Federal civilian employees with prior military service, whose military service is not otherwise creditable for the purposes of civilian retirement, may in certain cases choose to buy into or buy back that military service so that it will be creditable for civilian retirement. This applies to military service after December 31, 1956. Military service may not otherwise be creditable for civilian retirement because the employee did not make their required contributions to the selected civilian retirement system (Federal Employee Retirement System [FERS] or Civil Service Retirement System [CSRS]) while they were in military service. Therefore, to make their military service creditable, they must get their contributions to their civilian retirement account up-to-date. Military service deposits are subject to interest accruals.

This feature enables you to:

Record past service details required for OPM Form 1514.
Process military service payroll deductions using Payroll for North America.
Calculate interest adjustments and add them to the military deposit register.
Process accounts through automatic payroll deductions or unscheduled deposits that you track manually.
Maintain current balance records of scheduled and unscheduled payments and annual interest assessments.
Identify closed military service deposit accounts that require a PAR (FGPY012).
Generate the required Individual Retirement Record (IRR) for military service payments.
Create and print OPM Military Deposit Worksheet (Form 1514).

Military Deposit Interest

The Calculate Military Service Deposit Interest process (FGPY020) is generally run weekly to calculate military deposit interest and post the values to the military deposit ledger. The process determines who has interest due and reads the interest rate that is stored on the Military Deposit Interest page to determine the correct amounts.

See Running the Calculate Military Service Deposit Interest Process (FGPY020).

Closed Accounts

Use the Military Deposits Closed Accounts report (FGPY012) to identify accounts that were closed during RITS (Reserve Bank Information and Transfer System) Interface processing. For the accounts identified, you must:

Process a PAR to change the SCD-Retire.
Print OPM Form 1514.
Generate an IRR.

You can produce the OPM Military Deposit Worksheet, a report (FG1514), for reporting to OPM when the military service deposit is completed.

See Processing Closed Military Service Deposit Accounts.

Prerequisites

Before you can credit military service, you must:

Define a deduction code for military deposit.
Enter the military deposit interest rate on the Gvt Mil Intrst Pnl (government military interest panel) page.

See Also

Setting Up Military Deposits

Pages Used to Credit Military Service to Civilian Retirement

Page Name	Object Name	Navigation	Usage
Service Information	GVT_MILDEP_PNL	Payroll for North America, Employee Pay Data USF, Military Deposits, Military Service Deposit, Service Information	Enter information about the type and dates of military service.
Earnings Information	GVT_SVCPER_PNL	Payroll for North America, Employee Pay Data USF, Military Deposits, Military Service Deposit, Earnings Information	Enter service period earnings and deduction information.
Transaction Information	GVT_SVCTRN_PNL	Payroll for North America, Employee Pay Data USF, Military Deposits, Military Service Deposit, Transaction Information	View dated deposit and interest information.
Calc Military Service Interest (calculate military service interest)	GVT_RUN_FGPY020	Payroll for North America, Employee Pay Data USF, Military Deposits, Calc Military Service Interest, Calc Military Service Interest	Run the Calculate Military Service Deposit Interest process.
Military Deposit Closed Accts	RUN_FGPY012	Payroll for North America, Employee Pay Data USF, Military Deposits, Military Deposit Closed Accts, Military Deposit Closed Accts	Run the FGPY012 report, which lists closed military service deposit accounts that need a retirement date adjustment PAR for the date range that is specified.
Military Deposit OPM-1514 Rpt	RUN_FG1514	Payroll for North America, Employee Pay Data USF, Military Deposits, Military Deposit OPM-1514 Rpt, Military Deposit OPM-1514 Rpt	Run the FG1514 process, which creates an OPM report listing closed military service deposit accounts.

Entering Military Service Deposit Information

Access the Service Information page.

The information that is entered here appears on the military service IRR and on OPM Form 1514.

Retirement Plan	The retirement plan is set by default from the employee's election on the FEGLI/Retirement Data (Federal Employee Group Life Insurance/retirement data) page of the PAR Job Data page.
Service Comp Date - Retire (service computation date - retire)	The date is set by default from the Employee Data 1 page.

Account Information

Account Number	The system automatically assigns an account number, in sequence, for each military service period; you can override it. If, for example, an employee served in Panama, Grenada, and Desert Storm, when you define the three different accounts, the system assigns them account numbers: 1, 2, and 3, in that respective order.
Status Account	Select Open if the account record is active. Select Cancelled if the employee chooses to stop payments and cancel the previously opened record. Select Closed if the employee paid the full amount. If the employee has a balance, the system does not let you select Closed. When the account is closed, the system opens the Data Control page to create the PAR request to adjust the service computation dates.
Status Date	The default is the system date when you establish the account and is used as the date of computation on OPM Form 1514. The system will not change the date when the status changes, but you can update it when the account closes or leave the original date.
Buy Back Retirement Plan	Select the retirement plan that the employee is buying into for military service credit. Values are: CS: CSRS (Civil Service Retirement System) FS: FERS (Federal Employees Retirement System)

Period of Service

Start Date/End Date

Select the start and end date for the service period. You obtain period of service information from the employee’s military documentation, and the system prints it on the IRR and on OPM Form 1514.

Total Days in Service

The total days in service appears. The system calculates the total days in service between the start and end dates. If an employee's DD-214 was produced before 1979 and therefore indicates lost days, you must manually adjust the end date to account for the lost days.

Interest Accrual Date

The Interest Accrual Date (IAD) is the annual date when interest is added to the deposit that is owed by the employee. It is recorded on OPM Form 1514.

The initial IAD for CSRS employee is three years from the date the employee returns to a position subject to CSRS retirement deductions. The FERS law provides a two-year interest free grace period on deposits.

The initial date must be entered manually. The Calculate Military Service Deposit Interest process updates the IAD for the remaining years.

Entering Service Period Earnings and Deduction Information

Access the Earnings Information page.

Retirement Plan	This field value is set by default from the employee’s election on the FEGLI/Retirement Data page.
Service Comp Date-Retire (service computation date-retire)	This field value is set by default from the Employee Data 1 page.

Service Period Earnings Information

Amount of Earnings	Enter earnings (in dollars) for each service period, based on verified documentation that is supplied by the employee. This is the cumulative total amount that the employee earned while in the service branch for this account. This field value appears on OPM Form 1514.
Withhold % (withholding percent)	Enter the withholding percent, either 3 percent for FERS or 7 percent for CSRS, determined by the retirement service that is in effect during the military service period. This field value appears on OPM Form 1514.
Amount Balance	The system multiplies earnings amount by withholding percent to calculate the amount balance. This field value appears on OPM Form 1514.
Take Deduction	Select this check box if the employee elects to pay military deposits through a payroll deduction. If this check box is not selected, enter the promissory amount in the Deduction Amount field.
Deduction Amount	Enter a deduction amount that is greater than 50 USD if the employee elects to pay military deposits through a payroll deduction. The system creates a new row in the employee's General Deduction Data page with the deduction code that you previously set up (for example, MILDEP) and populates the Flat/Addl Amount (flat/additional amount) field with the deduction amount that you enter on this page.

Multiple Military Service Deposit Accounts

For multiple Military Service deposit accounts, the employee can only pay one account at a time through payroll deductions. If you have multiple accounts and select the Take Deduction check box, the system makes the Deduction Amount field and Take Deduction check box unavailable for entry for all other accounts.

When an account closes, the system applies deductions to the next account. It makes the Take Deduction check box and Deduction Amount field unavailable on the closed account and makes available for entry these fields on the next account. For this next account, the system selects the Take Deduction check box and populates the Deduction Amount field with the amount from the most recently closed account. You can enter a different deduction amount if necessary. When you save the page, the system automatically reflects the value on the General Deduction Data page.

Viewing Deposit and Interest Information

Access the Transaction Information page.

The first transaction is type A which is the account opening information including the status date and deposit balances. As payroll is processed, transaction information is updated with the pay period end date, transaction type S, deduction amount, and remaining balances. Interest adjustments and unscheduled payments can be added in the Transaction Information, which will update the balance in the Transaction page and the General Deduction page.

For employees with military deposit payroll deductions, the system maintains current values of the goal amount and current goal balance for military deposit deductions on the employee's General Deduction Data page. The goal amount value is the total amount to be paid by payroll deductions: the sum of the initial deposit amount and interest adjustments, less any unscheduled payments, for all military service accounts. This automatic updating occurs when you save the Military Service Deposit component. The system also adjusts the current goal balance during pay confirmation after posting the military service deduction. Current goal balance displays the total amount already paid by payroll deduction.

Trans Date (transaction date)	The transaction date is the status date when the account was opened. The date is populated differently depending on the type of transaction; for scheduled payments it is the pay period end date, for unscheduled payments it is the system date, for interest adjustments it is pay end date of the last confirmed payroll. You can change this date because it might not be the true historical date that the employee started making deposits.
Trans Type (transaction type)	Select a transaction from the available options. The system creates A the first row to record the initial balance. The transaction date is the status date when the account was opened. You can change this date, because it might not be the true historical date that the employee started making deposits. Both the Begin Balance and End Balance fields show the amount balance from the previous page. The Trans Amount (transaction amount) field is left blank. Select I if this is an interest adjustment. Enter the interest calculation date in the Trans Date column and the manually calculated interest amount in the Trans Amount column. You must enter this information, the system does not calculate interest. Transaction type S is a scheduled payment. The system enters automatic payroll deductions here during pay confirmation. The transaction date is the date the deduction is posted. The transaction amount comes from the employee's General Deduction Data page. Select U if this is an unscheduled payment. Enter the transaction date and transaction amount for all other payments, for example, check payments. For employees transferring into your agency, use this transaction type to document payments that are made while with the previous federal employer.
Trans Amount (transaction amount)	This is the dollar amount the employee owes.
Begin Balance	Displays the previous row's end balance. The beginning balance is first calculated from the amount of earnings and withhold percent that you defined for the deposit on the Earnings Information page.
End Balance	The system calculates this by subtracting the transaction amount from the begin balance, or for interest payments, adding the transaction amount to the begin balance.
Comments	Enter comments here. When the system enters a scheduled payment row, it inserts a comment that the row is a payroll deduction.

Running the Calculate Military Service Deposit Interest Process (FGPY020)

Access the Calc Military Service Interest page.

Select the appropriate pay run ID. The pay run ID identifies the next open pay period.

Interest is calculated for employees with an IAD that is within the next open pay period. The interest is calculated on the ending balance, reporting in the transaction field, and then added to the end balance. The transaction date is the pay end date of the last payroll the RITS Interface was run.

If the interest period crosses multiple years, the process calculates accordingly. The process increases the IAD date by one year, if applicable.

Listing Closed Accounts

Access the Military Deposit Closed Accts page.

Use the Military Deposits Closed Accounts report (FGPY012) to identify accounts that were closed during RITS Interface processing. For the accounts identified, you must process a PAR to change the SCD-Retire, print OPM Form 1514, and generate an IRR. You can produce the OPM Military Deposit Worksheet report (FG1514), for reporting to OPM when the military service deposit is completed.

As of Date

The report identifies military deposit accounts closed on, or before, this date. The default value is the system date.

Generating an OPM Military Deposit Worksheet

Access the Military Deposit OPM-1514 Rpt page.

Status Account

Cancelled: Prints canceled Military Service Deposit reports.

Closed: Prints closed Military Service Deposit reports.

Open: Prints open Military Service Deposit reports.

None: Prints all reports.

Print All Status 1514 Reports

Select to print a report for each employee of the designated status.

EmplID (employee ID)

Select the employee ID of each employee for whom you want to print a report.

Processing Closed Military Service Deposit Accounts

When the end balance on the Transaction Information page reaches zero, the military deposit account must be closed.

If the balance drops to zero when a payroll deduction is posted during RITS Interface processing, the system changes the status account to Closed. To identify accounts that have closed during RITS Interface processing, run the Military Deposits Closed Accounts report (FGPY012) as often as you need to, most likely after your payroll runs are completed for the pay period. This report alerts you to take further action to fulfill your regulatory requirements. You must process a PAR to change the employee's service computation date for Retirement (SCD-Retire). Use a Nature of Action (NOA) Code 882 and adjust the date earlier by the total days in service listed on the Service Information page.

If you enter an unscheduled payment that zeroes the account balance online, the system changes the status account on the Service Information page to Closed and makes the field unavailable for entry when you save the page. It then transfers you to the HR Processing USF page, where you create a PAR with NOA code 882.

When the system changes the status to Closed, it also creates a Military Deposit IRR control record. This IRR is separate from any other that the employee may have, and each different period of military service has its own IRR. The IRR includes military deposit payroll deductions by year and service period information. Print the final IRR for transfer to OPM. Consult the OPM CSRS/FERS Handbook for guidance on preparing the Military Deposit IRR.

Process the Military Deposit (OPM1514) report to print the OPM Military Deposit Worksheet.

See Also

(USF) Generating IRR and ROST Reports

Viewing Reemployed Annuitant Information

This section discusses how to:

View annuity report details.
View annuity report totals.

See Also

Setting Up Retirement Annuity Offsets

Pages Used to View Reemployed Annuitant Information

Page Name	Object Name	Navigation	Usage
Annuity Report Details	GVT_ANNUITY_DTL	Payroll for North America, Payroll Processing USF, Pay Period Reports, Employed Retired Annuitant, Annuity Report Details	View details about reemployed annuitants (federal retirees that are reemployed by the U.S. federal government) to ensure that they are not receiving pay from more than one U.S. federal government source. This page is display-only.
Annuity Report Totals	GVT_ANNUIT_TOT	Payroll for North America, Payroll Processing USF, Pay Period Reports, Employed Retired Annuitant, Annuity Report Totals	View totals pertaining to reemployed annuitants. This page is display-only.

Viewing Annuity Report Details

Access the Annuity Report Details page.

Hire Date, Rehire Date, and Termination Date	Displays the hire or termination date if the date is equal to, or between, the pay period start and end dates.
FEHB Participant (Federal Employee Health Benefits participant)	This check box is selected if the employee belongs to a health plan.

Viewing Annuity Report Totals

Access the Annuity Report Totals page.

Total Reemployed Annuitants	Displays the total number of employees reported.
Total New Hires	Displays the total number of newly hired employees. A date also displays in the Hire Date field on the Annuity Report Details page.
Total Separations	Displays the total number of employees who have separated. A date also displays in the Termination Date field on the Annuity Report Details page.
FERS Reemployed Annuitants (Federal Employee Retirement System reemployed annuitants)	Displays the total number of employees who have a retirement type of K, L, M, or N.
CSRS Reemployed Annuitants (Civil Service Retirement System reemployed annuitants)	Displays the total number of employees who have a retirement plan type of 1, 6, C, E, R, or T.
Total Annuity Amount — FERS	Displays the FERS annuity offset amount.
Total Annuity Amount — CSRS	Displays the CSRS annuity offset amount.

Viewing Semiannual Headcount Report Details

This section provides an overview of semiannual headcount reports and lists the pages used to generate various semiannual headcount reports.

Understanding Semiannual Headcount Reports

Public law 105-33 requires that, for headcounting purposes, you must produce a 2812-A report that separates enrollees who pay the full FEHB premium amount from those for whom the employing agency pays a portion. When you run the Temp Employees buying FEHB (temporary employees buying Federal Employee Health Benefits) Structured Query Report (SQR) Report process (FGPY019), the system creates a separate report for each of the following categories:

Employee and annuitants
Former spouses
Temporary continuation of coverage
Temporary employees

The Semi-Annual Headcount report (FGPY021) provides the OPM with a snapshot of agency-wide enrollment in FEHB, FEGLI, and retirement programs semiannually.

The report extracts data from the last payroll period that you paid during the first 15 days of March and September. If you paid two payrolls during the period, report the headcount data for the second payroll period that you paid.

You must attach and submit this report with SF2812 and SF2812A.

Pages Used to Generate Various Semiannual Headcount Reports

Page Name	Object Name	Navigation	Usage
Temp Employees Buying FEHB Rpt (temporary employees buying federal employee health benefits report)	GVT_RUN_FGPY019	Payroll for North America, Payroll Processing USF, Pay Period Reports, Temp Employees Buying FEHB, Temp Employees Buying FEHB Rpt	Run the Temp Employees buying FEHB process, which provides up to four separate 2812A reports, based on four categories of employees. The Temporary Employee Buying FEHB report (FGPY019) differentiates enrollees for whom the employing agency contributes a portion of the FEHB premium from those for whom it does not.
Semi-Annual Headcount	GVT_RUN_FGPY021	Payroll for North America, Payroll Processing USF, Pay Period Reports, Semi-Annual Headcount, Semi-Annual Headcount	Generate the Semi-Annual Headcount report (FGPY021), which details life insurance and health benefits withholding contribution data for the CSRS and FERS. Additionally, the report provides aggregate base salary amounts for each category of CSRS and FERS coverage.

Earnings Code	The page displays a row of data for each earning code that has been reduced during the pay period.
Disposition	Values are Forfeit or Defer, as defined on the Pay Plan table.
Amount Adjusted	The reduction in earnings.
Pay Limit Flag	The status of the limit. The values are Calculated, Confirmed, Processed, or Calendar Year Unconfirm.

Hours Balance	The accrual that the employee has earned up to and including the pay period end date.
Projected Next Period Hrs Bal (projected next period hours balance)	The accrual earnings that the employee will have after the next pay period.
Project Annual Hours Bal (projected annual hours balance)	The entitlement that the employee has earned and will earn during the remainder of the year.
Hours Carried Over-Prev Year (hours carried over from the previous year)	Total hours that are carried over from the previous year for leave accruals that allow carryover.
Hours Earned Year-to-Date	Hours that are earned within the year.
Hours Bought Year-to-Date	Not currently used by U.S. federal government customers.
Hours Adjusted Year-to-Date	Total hours that are adjusted for the year. Earnings class adjustments are processed prior to rates, ceilings, and carryovers.
Service Hours YTD (service hours year-to-date)	Total hours that are added to service hours for the year.
Forfeit Hours YTD (forfeit hours year-to-date)	Total hours that are forfeited for the year.
Leave Type	Set by default from the Earnings table according to your selection.
Unprocessed Service Hours	Excess service hours remaining to be used for leave calculation at the next leave accrual processing.
Hours Taken Year-to-Date	Accrued hours that are taken within the year.
Hours Sold Year-to-Date	Not currently used by U.S. federal government customers.
Hours Non-Pay YTD (hours nonpay year-to-date)	Total nonpay hours for the year. The result of standard hours less the service earning codes paid YTD that are defined in Earnings Accrual Class.
Grandfathered Carryover	Total hours of grandfathered carryover. Displays only when an employee transfers from one leave accrual to another such as ANN240 to ANN720.
Reduction Hours YTD (reduction hours year-to-date)	Total credit reduction hours. Credit reduction is a credit offset that reduces leave hours that are accrued by employees on nonpay status.
Must-Use Hours YTD (must-use hours year-to-date)	Total hours that must be used by the end of the year for leave accruals that have expirations.
Adjustment Applied	After leave accrual processing has been run and an adjustment has been made, the system selects this check box. See the Accrual Ledger page for adjustment details.
Restored Hrs (restored hours)	Click to access the Accrual Restore page. This button is active only for the Restored accrual type.

Restored Hours Balance	The original number of hours restored.
Restored Hours Taken	The number of restored hours used since they were restored. The current balance is the difference between Restored Hours Balance and Restored Hours Taken.
Expiration Date	Make any changes to the expiration date.