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How do I . . . ?
. . . reset or un-revoke my CESN password?

E-mail DAS User Administration

If you know your password but your userid is revoked, use this format:

  • Subject of e-mail:  "Un-Revoke/Resume UserID"
  • Body of e-mail:  your Name and UserID

When DAS User Administration has un-revoked/resumed your userID, they will send you an e-mail notifying you.

If you do not know your password, use this format:

  • Subject of e-mail: “Password Reset” and
  • Body of e-mail: your Name and UserID
When DAS User Administration has reset the password, they will send you an e-mail along with a temporary password. This temporary password must be changed as soon as possible with your new password which you will choose.

 
. . . get access to the OSPA Payroll Datamart?
Statewide Accounting and Reporting Services (SARS) grants access to the OSPA Payroll Datamart.  Details can be found on the general Datamart web page.

 
. . . calculate overtime?
The short answer is to take all FLSA-subject wages, divided by hours worked to get the FLSA Regular Rate of Pay.  Then multiply that answer by 1.5.
 
The longer, detailed answer, including a sample, is available in our OSPA Reference Manual, Chapter 1, Payroll Calculation  (pdf), beginning on Page 6.

 
. . . calculate accrued leave for a terminating employee?
Check your bargaining contract if your employee is represented. For unrepresented employees, the following calculation applies:
 
(Hours worked) divided by (hours available) times (accrual rate).

For best accuracy, use three decimal points in your calculations, then round to two decimal points for P435 entry.

 
. . . prorate a holiday for my part-time person?
Check your bargaining contract if your employee is represented. For unrepresented employees, the following calculation applies:
 
(Hours worked) divided by (hours available) times (full-time holiday hours).

For best accuracy, use three decimal points in your calculations, then round to two spaces for timesheet entry.

 
. . . calculate insurance amounts for forced entry?
If your employee is full time, simply enter the amounts from the deduction code's PTD2 screen.
 
If your employee is part-time or job share, use the processing tool for hand-calculating insurance premiums (xls).

 
. . . request a system enhancement or change?
Contact Pauline Lewis with details about the requested enhancement or change.  She will walk you through the necessary requirements and expected timelines.

 
. . . get a new pay code or deduction code?
Contact Pauline Lewis with details about the requested pay code or deduction code.  She will walk you through the necessary requirements and expected timelines.
 
NOTE:  Deduction codes can be created only if supported by the statute governing public employee pay.  Please see Oregon Revised Statute (ORS) Chapter 292 for a list of authorized deduction categories (beginning in section .045).

 
. . . find the deduction code I need?
For involuntary wage attachments (garnishments, levies, etc.), see the OSPA Reference Manual, Garnishment Codes  (pdf).

For all other deduction codes, this information is found in the OSPA Reference Manual, Deduction Codes  (pdf).

You can verify the address of a payee by accessing the PTD1 screen in OSPA.

The garnishment code I need isn't listed, how do I get a new one?
Will this garnishment be used for one month only? If so, use "GANN" to create a check made out to your agency. You can then have it re-written to a specific payee.
 
Is it between prelim and final cutoffs for any given payroll run?  If so, use "GANN" to create a check made out to your agency. You can then have it re-written to a specific payee.
 
Otherwise, complete an Code Request Form (pdf) and fax it to OSPS. We will verify the need for a new code, and contact you with a code for your use within one business day.

 
. . . find the pay code I need?
This information is found in the OSPA Reference Manual, Pay and Leave Codes  (pdf). Check the PTB2 screen for your benefit package to see if the pay code you wish to use is available.
 
If you would like to add a pay code to any particular benefit package, send your request to Pauline Lewis  along with supporting documentation.

 
. . . build a corrective set if not listed on P190?
Is the month you want to build any older than the last calendar month? If so, you´ll need to request a build from OSPS.  OSPS can build any set that's still available for corrective action.
 
To build a corrective set for the last calendar month:
  1. access the P190 screen for your employee
  2. overtype the "?" with an "A"
  3. in the field to which your cursor moves, type an alpha "O"
  4. in the next field to which your cursor moves, type "Y"
  5. the next field is the 6-digit pay period ending for which you are processing pay

When do I have to build a set on the P190 for correctives?
If you are processing payroll information in a month prior to current, and that employee has never had a set for that month on the P190 screen, you will need to build one in order to process payroll for that month.
Some examples where this may happen are:
  • new employee entered into PPDB late
  • late time sheet for closed pay period

 
. . . know how long to keep payroll reports and information?
The Secretary of State´s Archive Division is the authority for retention policies for state government. Visit the Archives Division web page to find specific information.
 
We have a research project that exceeds our local report retention periods. How far back do your records go?
For payroll registers, OSPS has microfiche available on premises back to 1979. Prior to that you will need to visit the archives for physical records. Contact the OSPS Help Desk to obtain permission and accession numbers to view those records.