Payroll Services Letter

Transcription

1 Payroll Services Letter Number: PS Date: May 15, 2006 (Revised May, 2009) Subject: Union Dues Processing Information Category: Non SF-50 Actions Reference: PS 05-31, Subject: Union Dues Processing Information, dated May 15, PS supersedes PS Please replace that letter with this one. Purpose The purpose of this letter is to inform the HHS Operating Divisions (OPDIVS) and Human Resources Centers of changes in procedures for processing union dues enrollments, changes in labor organization information and inquiries concerning union dues reports. The new procedures are being implemented as part of the conversion of the HHS payroll system to the Defense Finance and Accounting Service (DFAS) Effective April 17, 2005, new union dues codes were implemented in EHRP for processing union dues start and stop actions as part of the DFAS conversion (Attachment A). Roles and responsibilities for processing union dues are as follows. DFAS assigned new union codes for each HHS union account and is responsible for updating the payroll system with changes in labor organization information (Refer to EHRP Release Notes dated April 18, 2005.). The Payroll Services Division (PSD) is responsible for coordinating changes or new requirements with EHRP and DFAS. The HR Centers Labor Relations Officers or designees are responsible for sending information on establishing, changing, or terminating organizational accounts to PSD using the transmittal form in Attachment B. Submit this form as an attachment to a Peregrine ticket (use the Category: PAY Subcategory: OTHER) or fax to ( ), ATTN: Kaye Tiller. As a reminder, HR Centers must process union dues stop actions when an employee moves out of the bargaining unit, or to a position that is not covered by the bargaining unit. Personnel processing instructions were provided to HR Centers in the updated training and revised job aids issued by the EHRP Functional Team (Attachment C). This information is also located on the Program Support Center website under Human PS Page 1 of 13

2 Resources, Enterprise Human Resources and Personnel System (EHRP), Training. Questions regarding processing union dues actions in EHRP (Peoplesoft) should be referred to the HRS Helpdesk. The DFAS conversion did not impact the HR Center internal procedures or supporting documentation required from Labor Organizations or employees for union dues processing. Individual employee union dues inquiries should be submitted to PSD. Please submit your inquiry via a Peregrine ticket (use the Category: PAY Subcategory: OTHER) or fax to ( ), ATTN: Kaye Tiller. If you are requesting a refund of union dues to an employee or group of employees, please include Name, SSN, CAN Number, Appropriation Number and Amount of Refund when sending your request. The DFAS Cleveland Payroll Office is responsible for distributing Union Dues Remittance Reports to the Labor Organizations and the Labor Relations Offices. If reports are not received timely, please contact the Cleveland customer service help desk at PS Page 2 of 13

3 Attachment B ESTABLISHMENT, CHANGE OR CANCELLATION OF UNION DUES ACCOUNT INFORMATION Please complete the following information which is required to establish, modify, or delete a union account. OPDIV NAME: Contact Person: SPO: TERMINAL ID: Phone Number: Union Account Code(s) LAIRS Code: Type of Action: Establish Change Terminate Proposed Effective Date: DHHS Installation Information: Organization: City: Union Name: State: Remittance Information FROM: Remittance Amount: Local Dues: National Code: Union Name: Mailing Address: Remittance Information TO: Remittance Amount: Local Dues: National Code: Union Name: Mailing Address: PS Page 3 of 13

4 Local Labor Relations Officer Information FROM: Officer Name: Title: Mailing Address: Local Labor Relations Officer Information TO: Officer Name: Title: Mailing Address: Electronic Funds Transfer/Direct Deposit Financial Account Information FROM: Bank Routing Number: Account Number: Indicate: Checking Savings Electronic Funds Transfer/Direct Deposit Financial Account Information TO: Bank Routing Number: Account Number: Indicate: Checking Savings PS Page 4 of 13

5 Attachment C Section 1.01 Manual Dues Start/Stop (Union Dues) 1. Click the Compensate Employees link. 2. Click the Maintain Payroll Data (USF) link. 3. Click the Use link. 4. Click the General Deduction Data link. 5. Enter the Employee ID to pull up the employee record or click on the Search By list to perform a search for the employee by Name or other criteria. Enter the desired information into the EmplID field. Enter a valid value, e.g. "HA1A". 6. Click the Search button. 7. To start Union dues deduction, insert a row on the Deduction Code row. Click the Add a new row at row 1 button. 8. Enter the desired information into the *Deduction Code field. Enter a valid value, e.g. "HBWA". 9. Enter the Effective Date. Click the Choose a date button. 10. Click the desired date. 11. Click the Save button. 12. To stop Union dues deductions, insert a row on the most effective-dated row for the applicable deduction. Click the Add a new row at row 1 button. PS Page 5 of 13

6 13. Enter the Effective Date. Click the Choose a date button. 14. Click the Year list. 15. Select the desired Year. 16. Click the desired date. Click Enter the Deduction End Date. This must be equal to the Effective Date. Click in the Deduction End Date field. 18. Enter the desired information into the Deduction End Date field. Enter a valid value, e.g. "01/15/2005" Press [Tab]. Click the Deduction Stop Reason list. 21. Enter the type of action being processed. 22. Changes to Union dues deductions amounts do not require any action by the User. These changes are processed automatically by the Union Mass. Click the Save button. 23. The Union dues start/stop information is saved. End of Procedure. NOTE: The codes shown on the HHS to DFAS Union Code Crosswalk contain three positions. However, the EHRP drop down selection contains four positions. The last position is an A. PS Page 6 of 13

7 Attachment A HHS to DFAS Union Code Crosswalk (updated 06/20/2005) HHS Union Code DFAS Union Code Union Code Description 1 HA1 AFGE LOCAL HA2 NAPFE LOCAL HA3 NTEU CHAPTER HA4 AFGE LOCAL HBA AFGE LOCAL HBB LIUNA LOCAL HA5 PROFESSIONAL MGRS ASSOC 19 HA6 FED PHYSICIANS ASSOC 20 HA7 LIUNA LOCAL HA8 LIUNA LOCAL HA9 NTEU CHAPTER HB3 AFGE LOCAL HB5 LIUNA LOCAL HB4 NTEU CHAPTER HBC NTEU CHAPTER HB6 LIUNA LOCAL HB7 LIUNA LOCAL HB8 NTEU CHAPTER HBH NFFE LOCAL HC4 NTEU CHAPTER HBI NTEU CHAPTER HBJ NTEU CHAPTER HBK NTEU CHAPTER HBL AFGE LOCAL HC2 LIUNA LOCAL HC6 NTEU CHAPTER HBM AFGE LOCAL HC7 NTEU CHAPTER HC8 NTEU CHAPTER HBO AFGE LOCAL HC9 NTEU CHAPTER HD2 NTEU CHAPTER HD3 LIUNA LOCAL HD9 AFGE LOCAL 3430 PS Page 7 of 13

8 68 HBQ AFGE LOCAL HBR AFGE LOCAL HI3 LIUNA LOCAL HBS LIUNA LOCAL HI5 NTEU CHAPTER HBT NTEU CHAPTER HI6 LIUNA LOCAL HBU AFGE LOCAL HBW AFGE LOCAL HI7 NTEU CHAPTER HI8 FPS & PTE LOCAL HJ2 NTEU CHAPTER HJ3 LIUNA LOCAL HJ5 AFGE LOCAL HCA AFGE LOCAL HJ0 AFGE LOCAL HK2 LIUNA LOCAL HCI DHMO NV SINGLE ONE COV 119 HCJ LIUNA LOCAL HO1 LIUNA LOCAL HCK NAT ASSOC OF FED VET 124 HL2 AFGE LOCAL HL3 NTEU CHAPTER HL4 LIUNA LOCAL HCL LIUNA LOCAL HCM LIUNA LOCAL HCN LIUNA LOCAL HCO LIUNA LOCAL HCP AFGE LOCAL HCQ LIUNA LOCAL HL8 LIUNA LOCAL HL9 LIUNA LOCAL HM3 LIUNA LOCAL HCR LIUNA LOCAL HCS AFGE LOCAL HM4 LIUNA LOCAL HM5 LIUNA LOCAL HM6 AFGE LOCAL HM7 LIUNA LOCAL 1386 PS Page 8 of 13

9 172 HN1 LIUNA LOCAL HCU LIUNA LOCAL HCV LIUNA LOCAL HCW INDEMNITY EXTENDED COV 176 HCX LIUNA LOCAL HCY LIUNA LOCAL HN2 LIUNA LOCAL HN3 NTEU CHAPTER 212 NON PROF 195 HDB NTEU CHAPTER HDC NTEU CHAPTER 212 PROF 197 HO3 NTEU CHAPTER 215 NON PROF 198 HDD NTEU CHAPTER 215 PROF 208 HO5 AFGE LOCAL HO6 NTEU CHAPTER HDJ AFGE LOCAL 2637 DENTAL 222 HDK AFGE LOCAL HDL AFGE LOCAL HP4 AFGE LOCAL HDN AFGE LOCAL HP8 LIUNA LOCAL HDO LIUNA LOCAL HP5 LIUNA LOCAL HP6 NFFE LOCAL HP7 AFGE LOCAL HO2 LIUNA LOCAL HDP LIUNA LOCAL HDQ LIUNA LOCAL HDR LIUNA LOCAL HDS LIUNA LOCAL HDT LIUNA LOCAL HDU LIUNA LOCAL HQ4 NTEU CHAPTER HQ0 LIUNA LOCAL HDV LIUNA LOCAL HDW LIUNA LOCAL HDX LIUNA LOCAL HDY LIUNA LOCAL HDZ LIUNA LOCAL HHK LIUNA LOCAL 1376 PS Page 9 of 13

10 267 HEA LIUNA LOCAL HEB LIUNA LOCAL HQ5 NFFE LOCAL HQ6 FRATERNAL ORDER OF POLICE 328 HS3 LIUNA LOCAL HEH LIUNA LOCAL HS4 NTEU CHAPTER HS5 LIUNA LOCAL HEI LIUNA LOCAL HEJ LIUNA LOCAL HS7 SENIOR EXECUTIVE ASSOC 380 HEK LIUNA LOCAL HEL LIUNA LOCAL HEM LIUNA LOCAL HEN LIUNA LOCAL HT4 LIUNA LOCAL HEP LIUNA LOCAL HHL LIUNA LOCAL HER LIUNA LOCAL HT7 LIUNA LOCAL HES LIUNA LOCAL HT9 LIUNA LOCAL HET LIUNA LOCAL HEU LIUNA LOCAL HEV LIUNA LOCAL HEW LIUNA LOCAL HEX LIUNA LOCAL HEY LIUNA LOCAL HEZ LIUNA LOCAL HFA LIUNA LOCAL HFB LIUNA LOCAL HFC LIUNA LOCAL HFD LIUNA LOCAL HV1 LIUNA LOCAL HFE LIUNA LOCAL HV3 LIUNA LOCAL HFF LIUNA LOCAL HFG LIUNA LOCAL HFH LIUNA LOCAL 205 PS Page 10 of 13

11 438 HFI LIUNA LOCAL HFJ LIUNA LOCAL H3V LIUNA LOCAL H4V NFFE LOCAL H5V LIUNA LOCAL HW2 LIUNA LOCAL HFK LIUNA LOCAL H2W AFGE LOCAL HFM AFGE LOCAL H3W NTEU CHAPTER H4W NTEU CHAPTER H5W NTEU CHAPTER H6W LIUNA LOCAL HHM LIUNA LOCAL H7W LIUNA LOCAL HAH LIUNA LOCAL HAJ LIUNA LOCAL HAK LIUNA LOCAL HFN NFFE LOCAL HX5 LIUNA LOCAL HFQ LIUNA LOCAL HFR LIUNA LOCAL HFS AFGE LOCAL HFT LIUNA LOCAL HFU LIUNA LOCAL H9X LIUNA LOCAL H2V AFGE LOCAL HFW AFGE LOCAL HFX AFGE LOCAL H3Y LIUNA LOCAL H4Y LIUNA LOCAL H5Y LIUNA LOCAL HY0 LIUNA LOCAL HFZ LIUNA LOCAL HGA LIUNA LOCAL HGB LIUNA LOCAL HGC NTEU CHAPTER HZ5 LIUNA LOCAL HGD LIUNA LOCAL 205 PS Page 11 of 13

12 622 HGE LIUNA LOCAL HZ0 NFFE LOCAL HGG LIUNA LOCAL HGH LIUNA LOCAL HGI LIUNA LOCAL HGJ LIUNA LOCAL HGK LIUNA LOCAL H1Z NFFE LOCAL HGL NFFE LOCAL HGM NFFE LOCAL H2Z LIUNA LOCAL H3Z IAFF, LOCAL F HGN AFGE LOCAL H51 LIUNA LOCAL H50 LIUNA LOCAL H53 LIUNA LOCAL H54 LIUNA LOCAL HGO AFGE LOCAL H4Z LIUNA LOCAL HO4 LIUNA LOCAL H5Z SEIU LOCAL H6Z NFFE LOCAL H7Z LIUNA LOCAL H8Z LIUNA LOCAL HGQ NFFE LOCAL H9Z NFFE LOCAL H0Z LIUNA LOCAL H00 NFFE LOCAL H01 NFFE LOCAL H03 NFFE LOCAL HGS NFFE LOCAL HO7 ASSN OF ADMIN LAW JUDGES 797 HGT AFGE LOCAL HGU SF MANAGEMENT ASSOC H04 FEDERAL MANAGERS ASSOC 850 H5D LIUNA LOCAL H5E LIUNA LOCAL H5F LIUNA LOCAL H5G LIUNA LOCAL 205 PS Page 12 of 13

13 855 HGV AFGE LOCAL H05 LIUNA LOCAL HZ7 LIUNA LOCAL HZ6 LIUNA LOCAL HZ4 LIUNA LOCAL HZ3 LIUNA LOCAL HZ9 LIUNA LOCAL HZ2 LIUNA LOCAL HZ1 LIUNA LOCAL H06 NTEU CHAPTER H07 NTEU CHAPTER H08 AFGE LOCAL HGZ AFGE LOCAL H09 NTEU CHAPTER HHA AFGE LOCAL HHB AFGE LOCAL HAC NTEU LOCAL HHC LIUNA LOCAL HHD NFFE LOCAL HAD LIUNA LOCAL H5B AFGE LOCAL H5C AFGE LOCAL HAF NTEU CHAPTER HAG LIUNA LOCAL HEC LIUNA LOCAL H9E AFGE LOCAL HHF AFGE LOCAL HHG AFGE LOCAL HHH LIUNA LOCAL HHI LIUNA LOCAL HHJ AFGE LOCAL HHS NTEU CHAPTER 219 PS Page 13 of 13