Salary Offset Government Travel Card Process Flow

Transcription

1 Salary Offset Government Travel Card Process Flow Gretchen Willi and Michael Baus Salary Offset Program Office Defense Finance and Accounting Service 29 July 2012 Integrity - Service - Innovation

2 PROCESS FLOW 8/9/2012 Integrity - Service - Innovation 2

3 SORS/CITI Process Flow CITI CITI Cycle / Enrollment File SORS Decrypts Enrollment File Garnishment Departments PLFS SORS Acknowledgement File SORS 90 Day Report Monthly Stop/Close Report Companion Files Reject Files Stop Reject Files SORS Processing LOCATE SORS Collection Data/ Co Transaction File Pay System Acknowledgement Transaction File Start/Stop Transaction File DOD PAY SYSTEMS ARMY ACTIVE ARMY Reserve NAVY ACTIVE NAVY Reserve AIR FORCE ACTIVE AIR FORCE Reserve MARINE ACTIVE MARINE Reserve CIVILIAN 13 Databases Military RETIRED PAYMENTS

4 Payroll Locator File System - PLFS

5 PLFS input files contain over 6 million records: Civilian files are: Defense Civilian Payroll System (DCPS) (1,225,000+ employees) includes, Dept. of Energy(DOE), Heath and Human Resources(HHR), Veterans Admin(VA), Environmental Protection Agency(EPA) and Broadcast Board of Governors(BBG) Non-Appropriated Fund Civilian Payroll System (NAFCPS) (28,300+ employees) Military files are: Air Force Active Duty (346,600+ members) Air Force Reservists (169,500+ members) Army Active Duty (606,800+ members) Army Reserves (580,300+ members) Marine Corp. Active Duty and Reservists (300,200+ members) Navy Active Duty (337,600+ members) Navy Reservists (65,900+ members) Cadet/Midshipmen (13,600+ members) Retirees (2,368,100+ members) Future Retirees (109,500+ members)

6 Payroll Locator File System - PLFS SORS ARMY ACTIVE Garnishment Departments PLFS CIVILIAN 13 Databases ARMY Reserve NAVY ACTIVE NAVY Reserve AIR FORCE ACTIVE AIR FORCE Reserve MARINE ACTIVE MARINE Reserve Military RETIRED Retired pay runs updates to PLFS twice a month. Military Active, Reserve run on the 26th and 12 th of each month Civilian pay systems forward member status updates twice per week (M, Th).

7 Cycle 11 Army CITI Transaction Date: 1/20/2012

8 CITI File Processing Statistics For Official Use Only. This information is covered by the Privacy Act of 1974, 5 U.S.C. 552 Processing Date: Cycle CITI Trans Date 1/20/ /20/2012 By Service and Component: ServiceComponent Amount Count Air Force Active $ Army Active $675, ArmyReserve $915, Army Retired $18, DoD Civilian $54, Marines Active $9, Navy Active $3, NavyReserve $1, Navy Retired $7, $1,686, To Be Enrolled into Offset 106, Future/Non-DoD $1,792, Total File Detail Records

9 PLFS003 PAYROLL LOCATOR FILE SYSTEM DATE: LOOKUP BY SSN (CIVILIAN) RECORD UPDATED SSN: XXXXXXXXX NAME: WILLI GRETCHEN M UEID: PAY OFFICE ID: PAY OFFICE INFORMATION PAY OFFICE ADDRESS: DFAS-INDIANAPOLIS SYSTEM NAME: ZKA CIVILIAN PAY SYSTEM ID: ZKA 8899 EAST 56TH STREET INDIANAPOLIS IN (INDIANAPOLIS PAY OFFICE) PAYROLL OFFICE RECORD STATUS IS: RECORD IS ACTIVE PAY OFFICE TELEPHONE: PAY OFFICE FACSIMILE (FAX): COM/DSN A/C NUMBER EXT COM/DSN A/C NUMBER D D C ( 800 ) C ( 866 ) YOU ARE IN INQUIRY MODE MSG:RECORD FOUND TYPE SSN AND PRESS ENTER PF3=RETURN TO MENU CLEAR=END PLFS SESSION

10 SORS Flow Chart Matching to PLFS Matches to PLFS can result in multiple records found. All matching records are returned on the output file. Example: a single SSN can match a Civilian record, Retiree, Active duty. (three records would be written to the output file) SORS SSN input file *PLFS SSN match processing ** SORS SSN output file *matching process criteria: Civilian record matches Military record matches for: Reservists, Cadet/Midshipmen, Active Duty, Retirees, Future Retirees and any unknown account status types **output file values for matching process: Service Identifier field - 9 = invalid SSN on the input file, 0 = No match found, C = Civilian record matched A = Army record matched F = Air Force record matched M = Marine Corp record matched N = Navy record matched U = Unknown record matched

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14 Data Flow Through the Pay Systems/Databases

15 Payroll Systems 22 Databases Defense Joint Military Pay System (DJMS) Air Force Active Air Force Reserve Army Active Army Reserve Navy Active Navy Reserve Defense Civilian Pay System (DCPS) Total 13 Databases: 8 DoD Employees 5 e-payroll offices Marine Corps Total Force System (MCTFS) Marine Active Marine Reserve Defense Retired and Annuity Pay (DRAS) 8/9/2012 Integrity - Service - Innovation

16 Defense Joint Military Pay System (DJMS) Defense Joint Military Pay System (DJMS) Air Force Active Air Force Reserve Army Active Army Reserve Navy Active Navy Reserve Constraints: Can only forward new debts between the 1 st and the 6 th of the month. Case number field can only hold nine characters. Provides minimal processing feedback Cannot accept updated balances Processes batch files over night. No live data update Last month of collection can not stop payment from going out. 8/9/2012 Integrity - Service - Innovation 16

17 Defense Civilian Pay System (DCPS) Defense Civilian Pay System (DCPS) Total 13 Databases: 8 DoD Employees 5 e-payroll offices Interface process updated in 2008, providing more dynamic processing/case feedback Allows for Start/Stops to be sent every 2 weeks in non-pay pay day weeks. Cannot close a debt when PRO places account into a suspense status. Benefit is payments sent bi-weekly, which reduces debt quicker. Treats each type of pay differently base pay and over time, which is the cause of many duplicate payment. We do not run GTC debts through the E-Payroll offices for collections, not authorized.

18 Marine Corps Total Force System (MCTFS) Marine Corps Total Force System (MCTFS) Marine Active Marine Reserve Limited processing capability. 8/9/2012 Integrity - Service - Innovation 18

19 Defense Retired and Annuity Pay (DRAS) Defense Retired and Annuity Pay (DRAS) Retired Pay Database handles all military services Can only forward new debts between the 1 st and the 10th of the month. Can only have one active involuntary debt on pay account at a time. 8/9/2012 Integrity - Service - Innovation 19

20 90 DAY NO COLLECTION 8/9/2012 Integrity - Service - Innovation 20

21 90 Day No Collection Report Processing 8/9/2012 Integrity - Service - Innovation 21

22 SORS/CITI 90 Day No Collection Process Flow SORS All cases shut down 30 day report CITI Garnishment Departments PLFS Yes Locate Shut down non-pay status SORS 90 Day Report Monthly Stop/Close Report Change No Change No Feedback DJMS Co non-pay Status Restarts based on valid change is payroll office SORS Processing DOD PAY SYSTEMS Research cases To verify new status is currently paying ARMY ACTIVE ARMY Reserve NAVY ACTIVE NAVY Reserve AIR FORCE ACTIVE AIR FORCE Reserve MARINE ACTIVE MARINE Reserve CIVILIAN 13 Databases Military RETIRED

23 90 Day No Collection Output Report

24 90 Days report support to re-enroll and shut down cases SORS Processing Manual review/interact with pay system POC to validate change in pay system has taken affect Generate Restarts report to be included with Citi Report ADHOC report Citi 90 day report with restarts and shutdown/separations ARMY ACTIVE NAVY Reserve ARMY Reserve AIR FORCE ACTIVE NAVY ACTIVE AIR FORCE Reserve MARINE ACTIVE CIVILIAN 13 Databases MARINE Reserve Military RETIRED Generate separation report to be included with Citi Report Query 6 databases Manual review/interact with pay system POC SORS updated Separation cases Manual review/interact with pay system POC Pending separation/voluntary training unit

25 TREND ANALYSIS 8/9/2012 Integrity - Service - Innovation 25

26 Total Re-instated Cases 1003 plus time line Difference between originate date 3 years above 23% 6-12months 20% 6-12months 1-2 years 3 years above 1-2 years 57% 8/9/2012 Integrity - Service - Innovation 26

27 Higher Balance Vs. Lower Balance by Percentage Second time through Salary offset program Equal or Lower 52% Higher 48% Higher Equal or Lower 8/9/2012 Integrity - Service - Innovation 27

28 Re-Bill Report 8/9/2012 Integrity - Service - Innovation 28

29 May-09 Jun-09 Jul-09 Aug-09 Sep-09 Oct-09 Nov-09 Dec-09 Jan-10 Feb-10 Mar-10 Apr-10 May-10 Jun-10 Jul-10 Aug-10 Sep-10 Oct-10 Nov-10 Dec-10 Jan-11 Feb-11 Mar-11 Apr-11 May-11 Jun-11 Jul-11 Aug-11 Sep-11 Oct-11 Nov-11 Dec-11 Jan-12 Feb-12 Mar-12 Apr-12 May-12 Jun-12 Overall $4,000, $3,500, $3,000, $2,500, $2,000, $1,500, $1,000, $500, $0.00 Enrollment Non Identifiable debt Collections 8/9/2012 Integrity - Service - Innovation 29

30 May-09 Jun-09 Jul-09 Aug-09 Sep-09 Oct-09 Nov-09 Dec-09 Jan-10 Feb-10 Mar-10 Apr-10 May-10 Jun-10 Jul-10 Aug-10 Sep-10 Oct-10 Nov-10 Dec-10 Jan-11 Feb-11 Mar-11 Apr-11 May-11 Jun-11 Jul-11 Aug-11 Sep-11 Oct-11 Nov-11 Dec-11 Jan-12 Feb-12 Mar-12 Apr-12 May-12 Jun-12 $66,208, Total Enrollment- AVG. $1,742, Per Month $4,000, Enrollment $3,500, $3,000, $2,500, $2,000, $1,500, $1,000, $500, $0.00 8/9/2012 Integrity - Service - Innovation 30

31 May-09 Jun-09 Jul-09 Aug-09 Sep-09 Oct-09 Nov-09 Dec-09 Jan-10 Feb-10 Mar-10 Apr-10 May-10 Jun-10 Jul-10 Aug-10 Sep-10 Oct-10 Nov-10 Dec-10 Jan-11 Feb-11 Mar-11 Apr-11 May-11 Jun-11 Jul-11 Aug-11 Sep-11 Oct-11 Nov-11 Dec-11 Jan-12 Feb-12 Mar-12 Apr-12 May-12 Jun-12 $6,264, Total Non-Identifiable-AVG $164, Per Month $400, Non-Identifiable debt $350, $300, $250, $200, $150, $100, $50, $0.00 8/9/2012 Integrity - Service - Innovation 31

32 Jun-09 Jul-09 Aug-09 Sep-09 Oct-09 Nov-09 Dec-09 Jan-10 Feb-10 Mar-10 Apr-10 May-10 Jun-10 Jul-10 Aug-10 Sep-10 Oct-10 Nov-10 Dec-10 Jan-11 Feb-11 Mar-11 Apr-11 May-11 Jun-11 Jul-11 Aug-11 Sep-11 Oct-11 Nov-11 Dec-11 Jan-12 Feb-12 Mar-12 Apr-12 May-12 Jun-12 $30,941, Total Collections-AVG $836, Per Month $1,600, Collection $1,400, $1,200, $1,000, $800, $600, $400, $200, $0.00 8/9/2012 Integrity - Service - Innovation 32

33 Break out of Collections to Date by Service and Component AIR FORCE - AC $5,566, % AIR FORCE - RC $1,124, % ARMY - AC $9,005, % ARMY - RC $6,933, % NAVY - AC $2,658, % NAVY - RC $546, % MARINE CORP - AC $721, % MARINE CORP - RC $14, % RETIRED PAY $575, % CIVILIAN PAY $3,795, % totals $30,941, /9/2012 Integrity - Service - Innovation 33

34 Questions? Open Discussion 8/9/2012 Integrity - Service - Innovation 34