salary offset government travel card process flo · integrity - service - innovation salary offset...

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


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)



Marine Active

Marine Reserve

Limited processing capability.




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.


90 DAY NO COLLECTION



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


with pay system POC


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


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


Overall


$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


$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


$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


$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


Questions?

Open Discussion…

salary offset government travel card process flo · integrity - service - innovation salary offset...

Documents