frequently used screens in ospa

Frequently Used Screens in OSPA

Oregon Statewide Payroll Services

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Class Goal

To give new agency payroll staff members the opportunity to explore the most commonly used OSPA screens

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Class Objectives

After class students will be able to: Define five of the following anachronisms:

FICA, FIT, FLSA, LARS, LASC, PDB, PEBB, PERS, PPDB, SIT, WBF

Define five of the following terms: salaried, hourly, concurrent job, job segment, accrued leave, benefit package, forecast, preliminary run, final run, anticipatory run, clean-up run, regular paid hours

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Class Objectives Cont’d

After class students will be able to: Use the web to find the following:

PERS plans and rates PEBB core or required benefits PPDB personnel action codes

Identify the OSPA screen to find the following: An employee’s current leave balances An employee’s current job status An employee’s deductions

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Class Outline

Job Status Time and Attendance PEBB Benefits PERS Payroll Taxes

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Resources

Websites: OSPS PERS PEBB IRS DOR

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Definition -- OSPA

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Definition - OSPA

Oregon State Payroll Application State developed mainframe application

that processes payroll for all state agencies, excluding higher education

Implemented in 1986

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Definition - OSPS

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Definition - OSPS

Oregon Statewide Payroll Services The people in the State Controller’s

Division, DAS who: Maintain OSPA Act as paymaster for the state, including

reporting and paying payroll taxes and vendors

Provide agency support http://www.oregon.gov/DAS/SCD/OSPS/

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Logging On

E28 + [ENTER] Clear the screen – [PAUSE] or [Esc] CICS + [ENTER] Userid, Password + [ENTER] PUIS, agency + [ENTER] RACF ID + [ENTER]

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Screen Access

Screen access key sequence in OSPA Reference Manual, Screen Descriptions

For example: P160 lastname P030 OR####### PTB1 benefit package code

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Job Status Screens

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Job Status

Three inquiry only screens P160 Name Locator – alpha search for SSN

and OR# P032 Job Status Display – lists most recent

job segments P030 Job Status Data – details of the

employee’s position and status

Data comes from the PPDB

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Definition – the PPDB

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Definition – the PPDB

Position and Personnel Database Mainframe application developed with

OSPA Transactions interface to OSPA when

saved http://www.oregon.gov/DAS/HR/HRSS.shtml

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P160 Name Locator

Alpha search – “sounds like” Provides SSN and OR#

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P032 Job Status Display

List of most recent job segments Can look up the details on the P030 Job

Status Data screen P032 OR#######

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Definition – Job Segment

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Definition – Job Segment

The PPDB creates a new job segment (data record) when the employee’s record changes.

It includes changes in: Job or agency Part-time / full-time status Salary Labor costing Vacation leave accrual rate

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Definition – Job Segment Cont’d Personnel Action Codes from the PPDB

describe actionhttp://www.oregon.gov/DAS/HR/HRSS.shtml#PPDB_Group

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P030 Job Status Data

Includes the details for each job segment and concurrent job

P030 OR####### Current record for current employee = 999999

For prior job segments, include end date: P030 OR####### MMDDYY

For concurrent jobs, include CCJ # P030 OR####### #

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Definition – Concurrent Jobs

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Definition - Concurrent Jobs A part-time employee has more than

one job with the same agency

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Exercise #1

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Time and Attendance Screens

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Time and Attendance

Time Capture – OSPA paper timesheets or agency specific timesheets Summarized for the month Screens include:

P001 Session Default Values P003 Time Capture (entry screen) P002 Time Capture (inquiry only)

TIMESHEET CD on the P030 screen

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Time and Attendance Cont’d

On-line Daily Time (ODT) Employees enter their own time on a daily

basis Managers approve on-line Screens include:

P005 Employee Entry Menu (access to P004) P004 Time Capture (daily entry) P006 Supervisor Entry Menu (manager approval) P007 Entered Pay Types by Day – Summary

(inquiry only) PSEC Time Entry Security Table

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Pay and Leave Codes

Record time and attendance with pay and leave codes

Resources: Reference Manual, Codes:

Pay and Leave Benefit Package

OSPA Screens P030 Job Status Data: BENEFIT PKG CD PTB2 Payroll Benefit Package Table

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Definition – Benefit Package

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Definition – Benefit Package Defines the employee’s representation

status, including: Management service Executive service Unrepresented Unclassified Represented by a specific bargaining unit and

contract

Defines eligibility for some benefits

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PTB2 Payroll Benefit Package Table By benefit package code Employee may only use pay and leave

codes in own benefit package Includes business rules for use:

TIM SHT REG PY LV TP

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Balancing the P003 / P004 Time Capture Screens PTB2 Affect

Total reg Lwop Other

Compare t/s and j/c (P030 screen) Forecast

Salaried Work schedule (P020 screen)

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Definition – Salaried vs. Hourly

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Definition – Salaried vs. Hourly Salaried

Receive a set amount each month, even when number of scheduled hours varies

Hourly Paid an hourly rate * the actual number of

hours worked and accrued leave used P030 Screen:

WAGE BASIS CD ADJUSTED BASE EQUIVALENT RATE

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Definition - FLSA

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Definition - FLSA

U.S. Fair Labor Standards Act Defines categories of employees Non-exempt employees must receive

overtime pay or compensatory time when they work more than 40 hours in a week or 80 hours in two weeks

Exempt employees are not paid overtime

P030 Screen: O-T/FLSA CD

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Definition - Forecast

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Definition – Forecast

Agency designates employees who will have forecasted time FLSA exempt All salaried PBAP Agency Table, PAYROLL REPORT

OPTIONS E

OSPA projects the employee’s time for the month

Employee will receive pay, even if time is not entered

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Definition – Forecast Cont’d

OSPA uses the following for the forecast: P030 Job Status Data

WAGE BASIS CD PT-FT CD/PCT

P020 Work Schedule Data On P003 and P005 Time Capture

PTW1 Payroll Work Schedule Table Reference Manual, Codes, Schedule

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Leave Accrual and Reporting (LARS) Separate database from OSPA Interface is seamless

Access LARS screens in OSPA OSPA checks balances in LARS when entered

on time capture screens Balances are updated in LARS when

transactions are saved in OSPA

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Leave Process

Accrued leave has a positive balance Leave accrual runs the night after payroll run 2

final May update VA, SL, PB or LA

Non-accrued leave has a negative balance (leave used)

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Definition – Accrued Leave

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Definition – Accrued Leave Accumulates over time Has a positive balance in OSPA / LARS Includes:

CTA Compensatory Time LA Furlough Obligation PB Personal Business SL Sick Leave STA Straight Time VA Vacation VF Excess Vacation

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PTB2 Payroll Benefit Package Table LV TP determines how pay codes post

to LARS: A – accrued leave N – not a leave code P – paid leave, not accruable U – unpaid leave, not counted as time worked X – unpaid leave, counted as time worked

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P430 Employee Leave Data

Shows current leave balances Updated during leave accrual process

and when transactions save in OSPA Besides calculated balances, displays

data from: P030 Job Status Data PTB1 Payroll Benefit Package Table

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P030 Job Status Data

Displays RECOG SVC DT CCJ LEAVE ACCRUAL SVC CD

Uses BENEFIT PKG CD LOA BEG DT/CD/END SEPARATION DT/REASON

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PTB1 Payroll Benefit Package Table ACCR MO ACCR RATE MAX ALLWD = MAX ACCR on P430 MON = MAX MO on P430 MAX USE WAIT = USE WAIT on P430

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Exercise #2

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PEBB Benefits

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Definition - PEBB

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Definition - PEBB

Public Employees Benefit Board Governed by:

ORS Chapter 243 Public Employee Rights and Benefits

OAR Chapter 101 Public Employee Rights and Benefits

http://egov.oregon.gov/DAS/PEBB/index.shtml http://oregon.gov/DAS/PEBB/PDB/ Inquiries.pebb@state.or.us

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To Qualify for PEBB Benefits The employee must:

Be in a qualifying position that is at least .5 FTE or job share

Have a least 80 paid regular hours in the month

Job share employees must have at least 1 regular paid hour

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2011 Core PEBB Benefits

Medical Dental Vision (if PPO medical plan) Agency paid $5,000 Basic life, unless

YJ benefit package (SLNN) Required unless opt out of medical or

medical and dental or decline all PEBB benefits

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Optional PEBB Benefits

Accidental death & dismemberment Flexible spending accounts Optional life Long-term care Long-term disability Short-term disability

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Definition – PDB

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Definition – PDB

PEBB “dot” benefits Internet application used to manage

benefits Employees can self-enroll or agency

payroll or personnel enters benefit selection

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PDB Process

PDB

OSPA

Employee hours & P070’s to PEBB monthly after run 2

Carriers

Total PDB database sent to carriers every Friday

ACH payments after each run & electronic report after run 2 to carriers

Benefit changes for open months sent to the P070 screen in OSPA every 2 min

PPDBEmployee demographics sent nightly

Carriers reconcile PDB / OSPA data

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PDB Interfaces to the P070 Screen Will only interface into an open month Will not interface if any of the PEBB

benefits are already on the P070 screen The P070 entry pays the vendor If any of the core insurances are

missing, OSPA will not pay any of the premiums

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PTD1 Payroll Deduction Table Deduction codes must be on the PTD1

screen Fields that impact PEBB benefits:

Payee PEBB PCT Deferred Compensation, TSA and FSA

information Non Taxable Code

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PTD2 Payroll Deduction Table Plan codes are on the PTD2 screen Generally OSPS creates plan codes

when we know the rates and they will remain the same for a period of time

Amounts are not entered on the P070 for on-going deductions, OSPA looks up the values from the PTD2

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PTD2 Payroll Deduction Table Plan Code – alpha and numeric Emplr Share PEBB Admin Vendor Share

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P070 Fields

ADJ DED CODE DESC PLAN CODE DESC EMPLOYEE SHARE FIXED AMOUNT EMPLR SHARE BOARD SHARE VENDOR SHARE

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Definition – Pay Period

P070 screen is by pay period end date

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Definition – Pay Period

One calendar month Pay period end date = last day of month

Current pay period = the month that is currently still open (prior to run 2)

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Definition – Payroll Run

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Definition – Payroll Run

Two payroll runs for each pay period Run 1 = anticipatory run, prior to payday

on the 1st of the next month Forecast

Run 2 = clean-up run, prior to payday on the 15th of the next month

OSPA Processing Calendar: http://oregon.gov/DAS/SCD/OSPS/processtools.shtml

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Definition – Payroll Run Cont’d Each payroll run has a preliminary and

final run Preliminary = 2 days prior to final

Opportunity to make changes Exception reports

Final = creates payments and reports, posts to tables For run 2, closes that pay period

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Definition - Opt Out

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Definition – Opt Out

Can opt out of medical or medical and dental Must have medical coverage through another

employer plan Interfaces with deduction code:

OONN - medical only OHNN – medical and dental

Plan code: 001 - PEBB coverage 002 - other coverage

Employee receives cash in lieu of coverage

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Definition – Opt Out Cont’d

PTB1 Payroll Benefit Package Table has five opt out amounts

1. Total amount agency will pay

2. Amount paid to PEBB if opt out of medical

3. Amount to employee (minus basic life and dental) if opt out of medical

4. Amount paid to PEBB if opt out of medical and dental

5. Amount to employee (minus basic life) if opt out of medical and dental

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Definition – Decline Benefits

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Definition – Decline Benefits

Employee declines all PEBB benefits Interfaces to the P070 screen with

deduction code OONN and plan code 005

There should not be any other PEBB deductions on the P070 screen

The employee does not receive cash in lieu of coverage

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Exercise #3

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PERS

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Definition – PERS

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Definition - PERS

Public Employees Retirement System Governed by:

ORS Chapter 238 Public Employees Retirement System

ORS Chapter 238A Oregon Public Service Retirement Plan

OAR Chapter 459 Oregon Public Employees Retirement System

http://oregon.gov/PERS/

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Funding

Funding comes from three sources: Member or employee contribution withheld from

employee’s wages or paid by the employer on behalf of the employee (‘pick-up’)

Employer contribution or ‘match’ Earnings from investments

Rates Employee contribution set by Legislature in ORS Employer contribution set by PERS Board

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PERS Plans

Currently state employees may be in one of the following plans: PERS Tier 1 PERS Tier 2 OPSRP Judge Members Legislators

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PERS Tier 1 & Tier 2

ORS Chapter 238, OAR Chapter 459 Employee became member:

Tier 1: 1945 to December 31, 1995 Tier 2: January 1, 1996 to August 28, 2003

Was a defined benefit plan May be General Service or Police and Fire Employee contribution goes to the Individual

Account Program (IAP) (defined contribution) Employer contribution goes to PERS account

(defined benefit)

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OPSRP

ORS Chapter 238A, OAR Chapter 459 Became members after 08/23/2003 May be General Service or Police &

Fire Two parts:

IAP = defined contribution plan for employee contribution

Pension program = defined benefit plan for employer’s contribution

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PERS Eligibility

An employee new to public service must meet four requirements to become a PERS member: Complete six full months of service, uninterrupted by

30 or more consecutive working days Complete 600 hours of work in a calendar year Work in a qualifying position Be on the payroll during the first full pay period

following the waiting period -- all state agencies qualify as one employer

See PERS Employer Manual: http://oregon.gov/PERS/EMP/docs/er_general_information/employer_manual.pdf

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PERS Screens in OSPA

Agency HR enters new employees in the PPDB, which interfaces to the P030 screen in OSPA

Fields on the P030: PERS JOB CLASS CODE RECOG SVC DT PT-FT CD/PCT

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PERS Screens in OSPA Cont’d If and when the employee is eligible for

contributions, agency Payroll enters RTMT SYST and RTMT STAT on the P010 Withholding Data / Locator Data screen

The PTB2 Payroll Benefit Package Table determines PERS subject wages used to calculate contributions

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P010 RTMT SYST

Tells OSPA the following: To start contributions for the employee Which retirement plan the employee has

The retirement plan determines the rate for calculating the employer and employee contributions

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P010 RTMT SYST Cont’d

The value on the P010 should correspond to the PERS JOB CLASS CODE on the P030 Job Status Data screen

DAS HRSD has a PERS Wage/Job Class Codes Crosswalk: http://www.oregon.gov/DAS/HR/docs/ppdb/wagejobclcd.pdf

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P010 RTMT STAT

Tells OSPA the following If the employee is eligible for an employee

contribution If so, who will pay

Possible values include: D = State pays the employee contribution

(pick-up) E = Employee pays the contribution N or P = No employee contribution

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PERS Rates

Resources to identify the rates for state agencies include: OSPS On-line Resources; Checklists,

Worksheets, Processing Tools: http://oregon.gov/DAS/SCD/OSPS/processtools.shtml

OSPS Reference Manual, Handbooks, Public Employee Retirement System: http://oregon.gov/DAS/SCD/OSPS/docs/pubs/handbook/HandbookPERS.pdf

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OSPA Resources

The following OSPA resources show the subject wages and contributions: On-line and “printed” Payroll Registers P090 and P091 YTD Wages, Taxes, and

Retirement screens XREF16 Regular Contributions Report

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Exercise #4

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Payroll Taxes

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Employee Taxes and Assessments OSPA calculates and pays the following

for employees: Federal income tax withholding State income tax withholding FICA:

Social security Medicare

Workers’ Benefit Fund Assessment

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Employer Taxes and Assessments OSPA calculates and pays the following for

the state as the employer: FICA Workers’ Benefit Fund Assessment Employer Relations Board Assessment

For the state, it also provides information to other systems: Workers’ Compensation Insurance Mass Transit Tax Unemployment

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Subject to Tax

The P010 Withholding Data / Locator Data screen defines employees who are subject to the following: FEDERAL STAT STATE STAT FICA SUBJ SAIF SUBJ UNEM SUBJ

The P030 Job State Data has MASS TRANSIT DIST

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Subject to Tax Cont’d

PTB2 Payroll Benefit Package Table defines subject wages: INCOME-SUBJ-TO determines subject wages

for: FICA (SS) FIT / SIT (TAX) Mass Transit (MT)

SAIF PCT determines hours and wages subject to Workers’ Compensation and WBF

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Subject to Tax Cont’d

With taxable gross wages, OSPA looks for FIT, SIT, FICA exempt deductions

The Non Taxable Code on the PTD1 Payroll Deduction table indicates if tax exempt (taken pre-tax)

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PTD1 Payroll Deduction Table Possible values for the Non Taxable

Code: N = exempt from FIT & SIT, subject to FICA T:

No plan code or a numeric plan code = subject to FIT, SIT, FICA

Alpha plan code = exempt from FIT, SIT, FICA X: exempt from FIT, SIT, FICA

OSPA will take exempt deductions pre-tax (before calculating FIT, SIT, FICA)

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FIT / SIT Withholding

For FIT and SIT, the P010 Withholding Data / Locator Data screen has W-4 information: STAT EXEM ADDL

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Tax Calculation

OSPA gets the taxing rates from internal tables

We can manually duplicate the calculations

OSPA Reference Manual, Introduction, Payroll Calculation

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Tax Tables in OSPA

FIT – Publication 15, Percentage Method, Monthly Payroll

Social security – Publication 15 Medicare – Publication 15 SIT – DOR web site,

http://www.oregon.gov/DOR/BUS/payroll_updates.shtml

WBF Set by DCBS, Workers’ Comp Division $.028 per hour

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Other Tax Rates

ERB $1.75 per employee per pay period PBAP Agency Table – Payroll screen

Mass Transit .006 Calculated in R*STARS OAM 50.60.00.PO and PR Mass Transit Tax,

http://oregon.gov/DAS/SCD/SARS/oam_toc.shtml#Chapter_50___Tax_Issues

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Exercise #5

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Exercise #6 - Review

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What questions do you have?

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