Payroll Schedules and Distribution

Transcription

1 Authoritative Sources: Department of Defense R, Vol. 7A, Chapter 32 Department of Defense R, Vol. 5, Chapter 8 Department of Defense R, Vol. 5, Chapter 24 Department of Defense R, Vol. 7A, Chapter 36 JFMIP SR-99-5 Human Resources & Payroll Systems Requirements, Chapter 12 Joint Federal Travel Regulations, Vol. 1, Chapter 10 Treasury Financial Management Green Book, Chapter 2 Treasury Financial Manual (TFM), Vol 1, Part 4 OFFM-NO-0106 Core Financial System Requirements, Chapter 11 Treasury Financial Management Green Book, Chapter 1 Department of Defense R, Vol. 7A, Appendix C Business Process Standards: A business process standard was not directed by law or DoD policy. Business Rule Standards: Payroll_Schedules_and_Distribution_Business_Rule_04_002 The military payroll system shall support functionality to define dates (e.g., weekends, Federal holidays) for which payments cannot be scheduled. Prevent payment scheduling that falls on agency-excluded dates. Payroll_Schedules_and_Distribution_Business_Rule_04_003 The military pay system shall send an advance notice to DoD Disbursing office for all military pay made by EFT for each payroll reporting period, as far in advance of the pay dates as possible, but at least two business days in advance; and, DoD Disbursing Office shall send an advance notice to the Treasury's Financial Management Service (FMS) for all military pay made by EFT for each payroll reporting period, as far in advance of the pay dates as possible, but at least two business days in advance. Treasury Financial Manual (TFM), Vol 1, Part 4 Payroll_Schedules_and_Distribution_Business_Rule_04_004 The military payroll system shall support the following payroll schedules: 1. The authorized midmonth payroll is the 15th of the month 2. The authorized end-of-month payroll is the first calendar day of the month after the month in which the Page 1 of 7

2 entitlement was earned. 3. Except for payrolls otherwise payable on October 1 (e.g. Jan 1, Feb 1, through Dec 1), if the payday falls on a Saturday, Sunday, or federal legal holiday, payment is authorized on the preceding workday, but not more than 3 days before the scheduled payday. 4. For payrolls otherwise payable on October 1, the Secretary of Defense shall determine if the payroll may be dated in September. Department of Defense R, Vol. 7A, Chapter 32 Payroll_Schedules_and_Distribution_Business_Rule_04_012 The military payroll system shall support information requirements for the different payment methods required for payroll disbursements to include: 1. Electronic Funds Transfer (EFT) - Individual and Blanket payments 2. Checks - Individual and Blanket payments 3. Intra-governmental Payment and Collection (IPAC) payments 4. No check/voucher for appropriation transfer payments Department of Defense R, Vol. 5, Chapter 24 JFMIP SR-99-5 Human Resources & Payroll Systems Requirements, Chapter 12 Payroll_Schedules_and_Distribution_Business_Rule_04_016 The military payroll system shall support functionality to consolidate multiple payments to a single payee (i.e., (blanket check payment, blanket EFT payments, CTX payments, CTX 820, etc.) in accordance with the Treasury Financial Manual (TFM) defined formats. And, itemize all payments covered by the one check, Electronic Fund Transfer (EFT) or CTX format. Payroll_Schedules_and_Distribution_Business_Rule_04_018 The military payroll system shall support functionality to generate one bulk payment file regardless of payee type (i.e., financial organization, insurance company, Veterans Administration, etc.) Payroll_Schedules_and_Distribution_Business_Rule_04_019 The military payroll system shall maintain information requirements to support supplemental pay actions such as payment returns and Federal Reserve Notice of Change (NOC). Department of Defense R, Vol. 5, Chapter 8 JFMIP SR-99-5 Human Resources & Payroll Systems Requirements, Chapter 12 Page 2 of 7

3 Treasury Financial Management Green Book, Chapter 2 Civilian Employment Organization Name Financial Institution Name Military Unit Name Organization Name Person Full Legal Name Payroll_Schedules_and_Distribution_Business_Rule_04_020 To support payroll distribution, the military payroll system shall maintain a table to ensure facilitate transaction processing when Net Pay, allotments, debts, garnishment and deductions are sent to financial institutions, commercial agencies, government agencies, non-government agencies, Courts, State Child Support Agencies, etc. Civilian Employment Organization Name Financial Institution Name Military Unit Name Organization Name Person Full Legal Name Person Telephone Number Person Telephone Number Type Payroll_Schedules_and_Distribution_Business_Rule_04_021 The military payroll system shall support functionality to ensure all Intra-governmental Payment and Collection (IPAC) and No check/voucher for transfer payments contain a credit line of accounting based on the current SFIS standard data elements Department of Defense R, Vol. 5, Chapter 24 Payroll_Schedules_and_Distribution_Business_Rule_04_022 The military payroll system shall support functionality to ensure EFT payment information submitted to the US Treasury will pass the following edits: 1. Routing Transit Number (RTNs) exist in the Financial Organization Master File (FOMF) or other verified update file, for the financial institution. 2. RTNs pass the Modulus 10 check on the validity of the check digit. Page 3 of 7

4 3. RTNs for domestic banks are nine-digits, numeric-only, and not all zeroes 4. RTNs for foreign banks are eight-digits, alpha-numeric, and not all zeroes 5. Social Security Numbers are nine-digits, numeric-only, and not all zeroes. Person Social Security Number Payroll_Schedules_and_Distribution_Business_Rule_04_023 To support auditability and payroll distribution, payroll system shall capture and retain the US Post Office mailing address for each military member Effective Date Effective Date Residence Address Effective Date Payroll_Schedules_and_Distribution_Business_Rule_04_024 To support auditability and payroll processing, the military payroll system shall capture and retain Net Pay Electronic Funds Transfer (EFT) information for each military member: as follows: 1. Electronic Funds Transfer Begin Date - The start date used to determine the member's eligibility for (1) pay, allowances, bonuses, debts and deductions, or (2) the member's election for tax withholding, allotments, addresses, EFT, etc. 2. Electronic Funds Transfer End Date - The end date used to determine the member's eligibility for (a) pay, allowances, bonuses, debts and deductions, or (b) the member's election for tax withholding, allotments, TSP, mailing addresses, EFT, etc. 3. Recipient Account Number - is the identification number of a specific account, assigned by a financial institution, designated for electronic funds transfer (EFT) of a person s Federal wage, salary, allotments and garnishments. 4. Recipient Account Type - The specific type of account (i.e., checking or savings) the military member holds with a financial institution designated for electronic funds transfer (EFT) 5. Recipient Identification Code - Short Code used in transaction processing to derive the recipients information such as name, address, Routing Transit Number, account number, account type, account format, point of contact, etc. A Recipient ID Code could be a financial institution, government agency, non-government agency, commercial agency, Line of Accounting, State Child Support Agency, court, etc. 6. Recipient Identification Code Begin Date - The beginning date for the use of a Recipient Identification Code. Short Code used in transaction processing to derive the recipient s information such as name, address, Routing Transit Number, account number, account type, account format, point of contact, etc. A Recipient ID Code could be a financial institution, government agency, non-government agency, commercial agency, Line of Accounting, State Child Support Agency, court, etc. Page 4 of 7

5 7. Recipient Identification Code End Date - The ending date for the use of a Recipient Identification Code. Short Code used in transaction processing to derive the recipient s information such as name, address, Routing Transit Number, account number, account type, account format, point of contact, etc. A Recipient ID Code could be a financial institution, government agency, non-government agency, commercial agency, Line of Accounting, State Child Support Agency, court, etc. 8. Recipient Routing Transit Number - is a unique nine-digit code, identifying the financial institution, designated for electronic funds transfer (EFT) of a person s Federal wage, salary, or retirement payments. Department of Defense R, Vol. 7A, Appendix C Treasury Financial Management Green Book, Chapter 1 Financial Institution Depositor Account Effective Date Payroll_Schedules_and_Distribution_Business_Rule_04_025 To meet Operations requirements, the military payroll system shall deliver a process scheduling capability. Allow the agency to define, initiate, monitor and stop system processes (e.g., online availability, batch jobs, and system maintenance). Payroll_Schedules_and_Distribution_Business_Rule_04_026 The military payroll system shall support payments on behalf of deceased members, the military members and capture and retain the Electronic Funds Transfer (EFT) or US Post Office mailing address for each beneficiary or surviving dependent. Department of Defense R, Vol. 7A, Chapter 36 Joint Federal Travel Regulations, Vol. 1, Chapter 10 Effective Date Effective Date Residence Address Effective Date Payroll_Schedules_and_Distribution_Business_Rule_04_027 The military payroll system shall process all scheduled work (e.g., batch jobs) within an agency specified processing window. Scheduled work can include: 1. Daily backups 2. Daily interface processing 3. Core GL posting Page 5 of 7

6 4. Table updates 5. Standard reporting 6. Payroll processing Appendix A: Common Human Resource Information Standards is the postal address, to include all aspects of U.S. and non U.S. postal addresses, of an academic institution. is the mailing address of the person or institution to whom a discretionary or voluntary non-discretionary allotment is made payable. Civilian Employment Organization Name Civilian Employment Organization Name is the title of a civilian organization that employs a DoD Military Service member. is the complete postal address (to include all aspects of U.S. and non U.S. postal addresses) at which a DoD Military Service member's dependent resides. Effective Date Effective Date is the calendar date designated by a DoD Military Service member as the first day a is valid. Financial Institution Depositor Account Effective Date Financial Institution Depositor Account Effective Date is the calendar date on which a person designates a specific account, assigned by a financial institution, for electronic funds transfer (EFT) of his/her federal wage, salary, or retirement payments. is the identification number of a specific account, assigned by a financial institution, designated for electronic funds transfer (EFT) of a person's federal wage, salary, or retirement payments. is the specific type of account a person holds with a financial institution designated for electronic funds transfer (EFT) of his/her federal wage, salary, or retirement payments. Financial Institution Name Financial Institution Name is the name of a bank, savings association, or credit union designated for electronic funds transfer (EFT) of a person's federal wage, salary, or retirement payments. is a unique nine-digit code, identifying the financial institution, designated for electronic funds transfer (EFT) of a person's federal wage, salary, or retirement payments. is the complete postal address (to include all aspects of U.S. and non U.S. postal addresses) at which a person resides for tax purposes. Effective Date Effective Date is the calendar date designated by a person as the first day a Legal Residence Address is valid. Military Unit Name Military Unit Name is the title given to a unit within a DoD Military Service's force structure. Page 6 of 7

7 Organization Name Organization Name is the full name of an organization within the DoD global force structure and/or a public or private organizational entity of interest to the DoD. Person Full Legal Name Person Full Legal Name is an official label given to a person that is found on the birth certificate, marriage license, adoption decree or similar government issued document. is the complete postal address (to include all aspects of U.S. and non U.S. postal addresses) where a person receives mail from a postal service. is the complete postal address (to include all aspects of U.S. and non U.S. postal addresses) at which a person resides. Person Social Security Number Person Social Security Number [is] a unique number assigned by Social Security Administration (SSA) to identify a person when reporting wages, paying taxes and collecting benefits. Person Telephone Number Person Telephone Number identifies a telephone number, to include country code and area code, associated with a person. Person Telephone Number Type Person Telephone Number Type establishes the use of a telephone number as designated by a person. Residence Address Effective Date Residence Address Effective Date is the calendar date designated by a person as the first day a residence address is valid. Page 7 of 7