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E-mail GGDC Security. The only information you will need to key in the e-mail is:
- the subject as “Password Reset” and
- the body of the e-mail - your Name and USERID.
When GGDC Security has reset it, 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.
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| . . . get access to the OSPA Payroll Datamart? |
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Statewide Accounting and Reporting Services (SARS) grants access to the OSPA Payroll Datamart. Details can be found on the general Datamart web page.
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| . . . calculate overtime? |
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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.
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| . . . calculate accrued leave for a terminating employee? |
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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.
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| . . . prorate a holiday for my part-time person? |
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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.
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| . . . calculate insurance amounts for forced entry? |
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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).
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| . . . request a system enhancement or change? |
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Contact Pauline Lewis with details about the requested enhancement or change. She will walk you through the necessary requirements and expected timelines.
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| . . . get a new pay code or deduction code? |
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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).
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| . . . find the deduction code I need? |
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For involuntary wage attachments (garnishments, levies, etc.), see the OSPA Reference Manual, Appendix G (pdf).
For all other deduction codes, this information is found in the OSPA Reference Manual, Appendix C (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 Involuntary Wage Attachment Deduction 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.
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| . . . find the pay code I need? |
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This information is found in the OSPA Reference Manual, Appendix B (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.
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| . . . build a corrective set if not listed on P190? |
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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:
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access the P190 screen for your employee
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overtype the "?" with an "A"
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in the field to which your cursor moves, type an alpha "O"
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in the next field to which your cursor moves, type "Y"
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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:
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new employee entered into PPDB late
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late time sheet for closed pay period
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| . . . change the copies of payroll reports we get? Reprints? |
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In OSPA, from a blank screen type "PRPT" and press enter. If the report is listed there, its quantity can be changed. See the OSPA Reference Manual, PRPT Screen Description (pdf) for corresponding report titles.
Can you reprint a report for me?
Most reports on the PRPT screen can be reprinted as far back as five runs ago. Additionally, OSPS keeps copies of some additional reports for one complete month cycle. Contact the OSPS Help Desk to see if the report you need is retained and can be photocopied or faxed.
Most of the information on our printed reports is available through the OSPA Datamart. If the report cannot be reprinted, try running a Datamart query to get the information you want.
In some rare cases, reports that can't be reprinted may be able to be re-created. Contact the OSPS Help Desk and we will obtain cost and feasibility information for the re-creation of your report.
How do I obtain microfiche report copies?
Contact the OSPS Help Desk with a list of the microfiche you are missing. We will supply the necessary originals for the State´s microfiche vendor to copy and send them out to you. The process takes from one to two weeks depending on the vendor's workload.
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| . . . know how long to keep payroll reports and information? |
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The Secretary of State´s Archive Division is the authority for retention policies for state government. Visit the Archives Divsion 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.
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