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Integrity - Service - Innovation
Salary Offset Government
Travel Card Process Flow
Gretchen Willi and Michael Baus
Salary Offset Program Office
Defense Finance and Accounting Service
29 July 2012
PROCESS FLOW
8/9/2012 Integrity - Service - Innovation 2
SORS/CITI Process Flow
ARMY
ACTIVE
AIR
FORCE
ACTIVE
NAVY
Reserve
CIVILIAN 13
Databases
Military
RETIRED
MARINE
Reserve
SORS
DOD PAY SYSTEMS
SORS
Processing
PAYMENTS
Garnishment
Departments
PLFS
LOCATE
SORS Decrypts
Enrollment File
CITI
CITI Cycle /
Enrollment File
SORS
Acknowledgement
File
Start/Stop
Transaction FileCo
Collection Data/
Transaction File
Pay System
Acknowledgement
Transaction File
SORS 90 Day Report
Monthly Stop/Close
Report
ARMY
Reserve
NAVY
ACTIVE
AIR
FORCE
Reserve
MARINE
ACTIVE
Companion Files
Reject Files
Stop Reject Files
Payroll Locator File System - PLFS
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)
Garnishment
Departments PLFSARMY
ACTIVE
ARMY
Reserve
NAVY
ACTIVE
NAVY
Reserve
AIR
FORCE
ACTIVE
AIR
FORCE
Reserve
MARINE
ACTIVE
MARINE
Reserve
CIVILIAN 13
Databases
Military
RETIRED
SORS
Retired pay runs updates to PLFS twice a month. Military
Active, Reserve run on the 26th and 12th of each month
•Civilian pay systems forward member status updates twice per week (M, Th).
Payroll Locator File System - PLFS
Cycle 11 – Army
CITI Transaction Date: 1/20/2012
CITI File Processing StatisticsFor Official Use Only. This information is covered by the Privacy Act of 1974, 5 U.S.C. 552
Processing Date: Cycle CITI Trans Date
1/20/2012 11 01/20/2012By Service and Component:
ServiceComponent Amount Count
Air Force Active $651.34 2
Army Active $675,378.14 436
ArmyReserve $915,318.26 767
Army Retired $18,375.45 16
DoD Civilian $54,639.74 38
Marines Active $9,459.48 3
Navy Active $3,292.75 4
NavyReserve $1,642.09 1
Navy Retired $7,700.94 3
$1,686,458.19 1270 To Be Enrolled into Offset
106,218.07 81 Future/Non-DoD
-----------------------------
$1,792,676.26 1351 Total File Detail Records
PLFS003 PAYROLL LOCATOR FILE SYSTEM DATE: 20120118
LOOKUP BY SSN (CIVILIAN)
RECORD UPDATED
SSN: XXXXXXXXX NAME: WILLI GRETCHEN M 20111231
UEID:
PAY OFFICE ID: 97380500 PAY OFFICE INFORMATION
PAY OFFICE ADDRESS: DFAS-INDIANAPOLIS SYSTEM NAME: ZKA
CIVILIAN PAY SYSTEM ID: ZKA
8899 EAST 56TH STREET
INDIANAPOLIS IN 46249-1900
(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 699 - 0580 D 366 - 0354
C ( 800 ) 538 - 9043 C ( 866 ) 401 - 5849
YOU ARE IN INQUIRY MODE
MSG:RECORD FOUND
TYPE SSN AND PRESS ENTER PF3=RETURN TO MENU CLEAR=END PLFS SESSION
*PLFS SSN match processing
SORS SSN
input file ** SORS SSN
output file
**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
*matching process criteria:
Civilian record matches
Military record matches for:
Reservists, Cadet/Midshipmen,
Active Duty, Retirees,
Future Retirees and
any ‘unknown’ account status types
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)
Data Flow Through the Pay Systems/Databases
8/9/2012 Integrity - Service - Innovation
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)
Payroll Systems
8/9/2012 Integrity - Service - Innovation 16
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 1st and the 6th 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.
Defense Joint Military Pay System (DJMS)
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.
Defense Civilian Pay System (DCPS)
8/9/2012 Integrity - Service - Innovation 18
Marine Corps Total Force System (MCTFS)
Marine Active
Marine Reserve
Limited processing capability.
Marine Corps Total Force System (MCTFS)
8/9/2012 Integrity - Service - Innovation 19
Defense Retired and Annuity Pay (DRAS)
Retired Pay Database handles all military services
Can only forward new debts between the 1st and the 10th of the month.
Can only have one active involuntary debt on pay account at a time.
Defense Retired and Annuity Pay (DRAS)
90 DAY NO COLLECTION
8/9/2012 Integrity - Service - Innovation 20
8/9/2012 Integrity - Service - Innovation 21
90 Day No Collection Report Processing
SORS/CITI 90 Day No Collection Process Flow
ARMY
ACTIVE
AIR
FORCE
ACTIVE
NAVY
Reserve
SORS
DOD PAY SYSTEMS
SORS
Processing
Garnishment
Departments PLFS
CITI
Restarts based on
valid change is
payroll officeCoFeedback DJMS
non-pay Status
SORS 90 Day Report
Monthly Stop/Close
Report
ARMY
Reserve
NAVY
ACTIVE
AIR
FORCE
Reserve
MARINE
ACTIVE
MARINE
Reserve
CIVILIAN 13
Databases
Military
RETIRED
Shut down
non-pay status
Research cases
To verify new
status is currently
paying
All cases shut
down 30 day
report
Locate
No
Yes
ChangeNo
Change
90 Day No Collection Output Report
90 Days report support to re-enroll and shut down
cases
SORS
Processing
ADHOC report
Manual review/interact
with pay system POCQuery 6
databases
ARMY
ACTIVE
AIR
FORCE
ACTIVE
NAVY
Reserve
ARMY
Reserve
NAVY
ACTIVE
AIR
FORCE
Reserve
MARINE
ACTIVE
MARINE
Reserve
CIVILIAN 13
Databases
Military
RETIRED
Pending
separation/Voluntary
training unit
SORS updated
Separation cases
Generate separation
report to be included
with Citi Report
Manual review/interact
with pay system POC
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
Citi 90 day report with restarts
and shutdown/separations
TREND ANALYSIS
8/9/2012 Integrity - Service - Innovation 25
Integrity - Service - Innovation 268/9/2012
6-12months20%
1-2 years57%
3 years above23%
Total Re-instated Cases 1003 plus time line Difference between originate date
6-12months
1-2 years
3 years above
Integrity - Service - Innovation8/9/2012 27
Higher48%
Equal or Lower52%
Higher Balance Vs. Lower Balance by Percentage Second time through Salary offset program
Higher
Equal or Lower
Re-Bill Report
8/9/2012 Integrity - Service - Innovation 28
Overall
8/9/2012 Integrity - Service - Innovation 29
$0.00
$500,000.00
$1,000,000.00
$1,500,000.00
$2,000,000.00
$2,500,000.00
$3,000,000.00
$3,500,000.00
$4,000,000.00M
ay-0
9
Jun
-09
Jul-
09
Au
g-0
9
Sep
-09
Oct
-09
No
v-0
9
Dec
-09
Jan
-10
Feb
-10
Mar
-10
Ap
r-1
0
May
-10
Jun
-10
Jul-
10
Au
g-1
0
Sep
-10
Oct
-10
No
v-1
0
Dec
-10
Jan
-11
Feb
-11
Mar
-11
Ap
r-1
1
May
-11
Jun
-11
Jul-
11
Au
g-1
1
Sep
-11
Oct
-11
No
v-1
1
Dec
-11
Jan
-12
Feb
-12
Mar
-12
Ap
r-1
2
May
-12
Jun
-12
Enrollment Non Identifiable debt Collections
8/9/2012 Integrity - Service - Innovation 30
$0.00
$500,000.00
$1,000,000.00
$1,500,000.00
$2,000,000.00
$2,500,000.00
$3,000,000.00
$3,500,000.00
$4,000,000.00
May
-09
Jun
-09
Jul-
09
Au
g-0
9
Sep
-09
Oct
-09
No
v-0
9
Dec
-09
Jan
-10
Feb
-10
Mar
-10
Ap
r-1
0
May
-10
Jun
-10
Jul-
10
Au
g-1
0
Sep
-10
Oct
-10
No
v-1
0
Dec
-10
Jan
-11
Feb
-11
Mar
-11
Ap
r-1
1
May
-11
Jun
-11
Jul-
11
Au
g-1
1
Sep
-11
Oct
-11
No
v-1
1
Dec
-11
Jan
-12
Feb
-12
Mar
-12
Ap
r-1
2
May
-12
Jun
-12
Enrollment
$66,208,723.90 Total Enrollment- AVG. $1,742,334.84 Per Month
8/9/2012 Integrity - Service - Innovation 31
$0.00
$50,000.00
$100,000.00
$150,000.00
$200,000.00
$250,000.00
$300,000.00
$350,000.00
$400,000.00
May
-09
Jun
-09
Jul-
09
Au
g-0
9
Sep
-09
Oct
-09
No
v-0
9
Dec
-09
Jan
-10
Feb
-10
Mar
-10
Ap
r-1
0
May
-10
Jun
-10
Jul-
10
Au
g-1
0
Sep
-10
Oct
-10
No
v-1
0
Dec
-10
Jan
-11
Feb
-11
Mar
-11
Ap
r-1
1
May
-11
Jun
-11
Jul-
11
Au
g-1
1
Sep
-11
Oct
-11
No
v-1
1
Dec
-11
Jan
-12
Feb
-12
Mar
-12
Ap
r-1
2
May
-12
Jun
-12
Non-Identifiable debt
$6,264,603.42 Total Non-Identifiable-AVG $164,857.98 Per Month
8/9/2012 Integrity - Service - Innovation 32
$0.00
$200,000.00
$400,000.00
$600,000.00
$800,000.00
$1,000,000.00
$1,200,000.00
$1,400,000.00
$1,600,000.00
Jun
-09
Jul-
09
Au
g-0
9
Sep
-09
Oct
-09
No
v-0
9
Dec
-09
Jan
-10
Feb
-10
Mar
-10
Ap
r-1
0
May
-10
Jun
-10
Jul-
10
Au
g-1
0
Sep
-10
Oct
-10
No
v-1
0
Dec
-10
Jan
-11
Feb
-11
Mar
-11
Ap
r-1
1
May
-11
Jun
-11
Jul-
11
Au
g-1
1
Sep
-11
Oct
-11
No
v-1
1
Dec
-11
Jan
-12
Feb
-12
Mar
-12
Ap
r-1
2
May
-12
Jun
-12
Collection
$30,941,499.72 Total Collections-AVG $836,256.75 Per Month
Integrity - Service - Innovation8/9/2012 33
AIR FORCE - AC $5,566,794.67 17.99%
AIR FORCE - RC $1,124,640.39 3.63%
ARMY - AC $9,005,029.64 29.10%
ARMY - RC $6,933,859.62 22.41%
NAVY - AC $2,658,177.23 8.59%
NAVY - RC $546,816.59 1.77%
MARINE CORP - AC $721,100.72 2.33%
MARINE CORP - RC $14,178.88 0.05%
RETIRED PAY $575,202.25 1.86%
CIVILIAN PAY $3,795,699.73 12.27%
totals $30,941,499.72
Break out of Collections to Date by Service and Component
8/9/2012 Integrity - Service - Innovation 34
Questions?
Open Discussion…
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