What is a Status
Check?
To ensure that employees
are set up correctly in Workday and the Payroll system, all agencies are
required to do a “status check” with PERS prior to entering the PERS Class Plan
coding. PERS is the only entity that has
access to an employee’s entire work history in order to determine their PERS
Plan and contribution start date (CSD).
A status check provides
the following details needed to determine appropriate Workday and Payroll
coding:
o PERS Plan (Tier 1, Tier 2 or OPSRP)
o “Eligible upon hire with CSD” or “needs to serve a
wait time”
o Retired and if retirement was “Normal” or “Early”
(This impacts the retiree hour limit)
o If the employee is already enrolled in Voluntary Contributions with another PERS employer.
Agency staff must be
authorized by DAS CPERS in order to receive a status check from PERS. See the
detailed process outlined below:
Process:
- Agency HR/Payroll partners must notify DAS CPERS of
staff that need authorization to obtain status checks from PERS.
- CPERS maintains the list of authorized contacts
and regularly updates PERS of any changes.
- A status check must be performed by the agency to ensure the new or rehired employee is set up correctly in Workday & Payroll.
- Authorized personnel may request a status check using the following three methods. These are listed in order of PERS Preference:
- Phone: Contact PERS Employer Center at 1-888-320-7377 M-F between the hours of 8:30-12:00.
- Fax: Fill out the Status Check Form (insert link) and fax it to PERS directly. PERS will completes section B, columns 4-9 and fax the form back to the agency.
- Email: DAS.Status.Checks@PERS.oregon.gov to request a status check. PERS
has asked that this option only be used if phone and fax are unavailable. CPERS
would prefer agencies contact PERS by phone if the SSN is required for PERS to
complete the status check. If email is the only available option, please only
include the last 4 digits of the SSN for security reasons.
- CPERS works as Liaisons between the agency and PERS on any account issues that arise. CPERS may ask the agency for a copy of the status check from if needed.
How this
process has financial impact:
· The coding entered in Workday is sent to PERS via a monthly file
from CPERS. This sets up the employee’s PERS account and sets the rate PERS
will expect to receive each month.
· The information in Workday interfaces to OSPA and
updates the P030 screen.
· Based on the PERS Class Plan Coding, payroll
determines the appropriate code to enter on the P010 screen in the RTMT SYST and
RTMT STMT fields.
· The P010 coding controls the employee IAP and employer
contribution rate being sent to PERS.
· If this process is not completed correctly and timely agencies
will be invoiced at the end of the year for additional contributions owed to
PERS.
· Voluntary Contributions are a monthly deduction the employee has enrolled in through PERS. The status check will provide notification if the employee is enrolled in Voluntary Contribitions. Setting the deduction up timely prevents multiple months from being deducted from the employees pay at one time.