frequently used screens in ospa
DESCRIPTION
Frequently Used Screens in OSPA. Oregon Statewide Payroll Services. Class Goal. To give new agency payroll staff members the opportunity to explore the most commonly used OSPA screens. Class Objectives. After class students will be able to: - PowerPoint PPT PresentationTRANSCRIPT
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/ [email protected]
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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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