. United States General Accounting: Office Financial Management Series December 1997 Personnel-Payroll System Checklist Systems Reviewed Under the Federal Financial Management Improvement Act of 1996 Exposure Draft GAO/AIMD-98-21.2.3 PREFACE The Federal Financial Management Improvement Act (FFMIA) of 1996, requires, among other things, that agencies implement and maintain management systems that comply with federal financial management systems requirements. These requirements are detailed in the Financial Management Systems Requirements series issued by the Joint Financial Management Improvement Program (JFMIP) and in the Office of Management and Budget (OMB) guidance referred to in those documents. To help agencies review their financial management systems and assist auditors with their responsibilities under FFMJA,’ we have developed eight checklists, which we are issuing concurrently for comment as exposure drafts. Seven of the checklists reflect the system requirements defined by JFMIP. The eighth checklist, based on the JFMIP framework document, describes a single integrated financial management system and is primarily a reference tool rather than a standard-setting document. As more system requirements are issued, we intend to develop additional checklists. When these checklists are issued in final form, they will be available on the Internet on GAO’s Home Page (www.gao.gov). Additional copies of the exposure draft of this checklist can be obtained from Room 1100, 700 4th St. NW, U.S. General Accounting Office, Washington, D.C. 20548, or by calling (202) 512-6000. Please send comments by February 28, 1998 to Robert W. Gramling, Director, Corporate Audits and Standards, Accounting and Information Management Division, at U.S. General Accounting Office 441 G Street NW, Room 5089 Washington, DC 20548 Assistant Comptroller General Accounting and Information Management Division ‘The final form of this checklist will be included in GAO’s Financial Audit Manual. Page 1 GAO/AIMD-98-21.2.3 - Proposed Personnel-Payroll Checklist (12/97) .’ Page 2 GAO/AIMD-98-21.2.3 - Proposed Personnel-Payroll Checklist (12/97) ! CONTENTS Preface 1 Overview 3 Authoritative Guidance 3 How to Use This Checklist 3 Agency System Architecture 5 Requirements Checklist 9 Human Resource Data Function 11 Personnel Processing Function 19 Time and Attendance Processing Function 25 Leave Processing Function 28 Pay Processing Function 32 Report Processing/Reconciliation Function 42 Abbreviations CPDF central personnel data file a r , ,, “‘3 CSRA Civil Service Reform Act of 1978 i “. EEO equal employment opportunities FEGLI federal employees’ group life insurance .r FFMIA Federal Financial Management Improvement Act of,~<~+...-:“’ 1996 i ,I!,’ : ! FLSA Fair Labor Standards Act ---.--~,k -N 1!. FPM federal personnel manual ,*’ “) ,r’ ( I .,:’ I , (” ‘: FTE full time equivalent GSA General Services Administration c‘*34 JFMIP Joint Financial Management Improvement Program MER master employee record NOAC nature of action codes NTE not to exceed appointment OMB Office of Management and Budget OPM Office of Personnel Management PMR payroll master record RIF reduction in force SGL Standard General Ledger Page 3 GAOMIMD-98-21.2.3 - Proposed Personnel-Payroll Checklist (12/97) I GAO/AIMD,98-21.2.3 - Proposed Personnel-Payroll Checklist (12/97) OVERVIEW The Federal Financial Management Improvement Act (FFMIA) of 1996, requires, among other things, that agencies implement and maintain financial management systems that comply with federal financial management systems requirements. These system requirements are detailed in the Financial Management Systems Requirements series issued by the Joint Financial Management Improvement Program (JFMIP) and Office of Management and Budget (OMB) ~A-127,LFinanciaI Management Svstems. The JFMIP requirements documents identify (1) a framework for financial management systems, (2) core financial systems requirements, and (3) 16 other systems supporting agency operations. Figure 1 illustrates how these elements fit together in an agency systems architecture. Figure 1: Agencv Svstems Architecture Source: JFMIP Federal Financial Management System Requirements documents. Page 5 GAO/AIMD-k-21.2.3 - Proposed Personnel-Payroll Checklist (12/97) To date, JFMIP has issued the framework and core documents ,and 6 of the 16 systems identified in the architecture.2 GAO is issuing this and seven other checklists that correspond to the JFMIP documents as part of its Financial Management Series. GAO will issue other checklists as additional systems requirements are defined. Authoritative Guidance ” OMB Circular A-127, and OMB’s Imnlementation Guidance for the Federal F!inancial Management Imnrovement -Act (FFMIA) of 1996, issued. September 9, 1997,,provide the basis for assessing compliance with “t’l;e’pI%ifi ‘requirement for agencies to implement and maintain financial management systems that comply substantially with federal requirements. OMB’s ,September 1997simplementation guidance identifies various criteria that an agency must meet to be in substantial compliance with these requirements. The source of all the questions in this checklist. is the Joint Financial Management Imnrovement Program Federal Financial Management Svstem Requirements Personnel- Pavroll Svstem Reauirementsf(PPMRS-2,’ ‘1“’ l$y 1990); ..-_-“““-,,cI..- Purpose of This Guide and How to Use It ,. .’ The purpose, of this document is to provide a checklist to assist (1) agencies in implementing and monitori&their systems and (2) management and auditors in reviewing the systems to determine if they are in.substantial compliance with FFMIA. The checklist, th@IFlVIIP ‘source document, and the two previously mentioned OMB documents (Circular A-127, and the September 9, 1997 implementation guidance) should be used concurrently by experienced staff. .’ ., ,‘ .’ ’ . . OMB’s 1997 implementation guidance provides indicators for chief financial officers and inspector generals to assist them indetermining &hether the agency’s financial management systems” substantially comply with federal financial management systems requirements. ‘Filling out this checklist will -allow agencies to’ systematically determine whether specificsystems! requirements are being met. Agencies canassess the significance of any noncompliances~ in .determining substantial compliance by considering the’. ‘5ndicators” in OMB’s 1997 implementation guidance,. For example, the annual agency assurance statement issued pursu,ant to section 4 of the Federal Managers’ Financial- - ‘ , .; 2Thus far, the series includes the (1) Framework for Federal Financial Management Svstems, (2) Core Financial Svstem Reauirements, (3) Inventorv @stem Reauirements, (4) Seized/Forfeited Asset @stem Reauirements, (5) Direct Loan Svstem Reauirements, (6) Guaranteed Loan &stem ,Reauirements, (7) Travel Svstem Reauirements, (8) and Personnel-Pa%011 ‘&stem’ Reauirements. Pzige’ 6 GAOLAIMD-98-21.2.3 - Proposed Personnel-Payroll Checklist (E/97) Integrity Act is one of those indicators. Agencies can use GAO’s checklists to help determine annual compliance with the section 4 requirement. The following Personnel-Payroll System Requirements section contains a brief narrative followed by the checklist, which is organized by functions contained in the source JFMIP document. In the checklist, two columns follow each question. Use the first column to answer each question “Yes, I’ “No,” or “NA.” Use the second column to explain your answer. A “Yes” answer should indicate that the agency’s system or systems provide for the capability described in the question. For each “Yes” answer, briefly describe how the system(s) contain the capability and refer to a source that explains or shows the capability; A “No” answer indicates that the capability does not exist. For a “No” answer, the second column should provide an explanation and a reference to the supporting documentation. Such explanations could include the following: (1) The agency is working on modifying or implementing its system(s) to have the capability available in subsequent years. (2) Management believes the ‘capability is not cost effective and will not enhance the systems’ ability to manage operations. Refer to any cost-benefit studies that support such explanation. If there are none, provide a full explanation. Not every guide may apply to an agency. Further, while a guide may be applicable to an agency, certain questions within the guide may not be applicable. Answer such nonapplicable. question(s) with an “NA” and provide an appropriate explanation in the second column. Page 7 GAO&MD-98-21.2.3 - Proposed Personnel-Payroll Checklist (12/97) Page 8 GAO/AQ.lD-98-21.2.3 - Proposed Personnel-Payroll Checklist (12/97) PERSONNEL-PAYROLL SYSTEM REQUIREMENTS The personnel-payroll system requirements document helps agencies meet government requirements by identifying the requirements needed (1) by the human resource function to initiate and maintain the compensation of employees; and (2) by the payroll function to link it to the financial management systems consistent with laws and regulations. The six functions of the tpersonnel-payroll system are discussed below. : 1. Human Resource Dam consists of ,dat’a collection and maintenance activities. The data collection activity collects and, edits’ all employee-related and/or position- related data needed to process pay and to support the personnel activities of the standard personnel/payroll system. The’maintenance ,activity maintains current and ,historical personnel, pay, leave, ~time and attendance, and retirement data for each employee. It supports both payroll-related data and personnel-related data in a logically, integrated database and/or interfaced system. (The checklist questions for this area are drawn from ,pp. 9-12 of the source document.) 2. Personnel Processing processes personnel actions in accordance with OPM Onerating Manual, “The Guide to Processing Personnel Actions.” Provides a variety of reporting data for use in advice and consultation to line managers and employees, as well as in required external reports such as Equal Employment Opportunities (EEO) compliance and training reports. Provides daily certified SF- 50, “Notification of Personnel Action,” data for posting to the payroll master record. (The checklist questions for this area are drawn from pp. 13-15 of the source document.) 3. Time and Attendance Processing collects time and attendance and labor-related data and edits these against the Master Employee Record (MER) and reference tables on a daily, weekly, and/or biweekly basis as required. (The checklist questions for this area are drawn from pp. 16-17 of the source document.) 4. Leave Processing processes and controls leave advances, accruals, conversions, transfers, usages, and forfeitures for each employee. (The checklist questions for this area are drawn from pp. 18-19 of the source document.) 5. Pav Processing calculates gross pay and allowances, deductions, employer contributions, and net pay for each employee. Because of the sensitivity of payroll disbursements and the need for payroll certification, pay processing must be considered a standard function to be controlled in a more central manner. (The checklist questions for this area are drawn from pp. 20- through 24 of the source document. Page9 ” GAOkIMD4k21.2.3 - Proposed Personnel-Payroll Checklist (E/97) Personnel-Payroll System ReqiGrements ‘, 6. Renort Processing/Reconciliation accesses, manipulates, and formats data as required to satisfy accounting, regulatory, and managerial information requirements, including required reporting to the Office of Personnel Management (OP%I) to the Central Personnel Data File (CPDF) and through the SF 113A, Monthly Report of Federal Civilian Employment, and SF 113G, Monthly Report of Full-Time Equivalent (FTE) Work-Year Civilian Employment. Provides payroll system data for comparison and reconciliation with disbursing and accounting systems to ensure accuracy and completeness. (The checklist’ questions for this area.are <drawn from pp. 25-27 of the source document.) The checklist questions follow the, JFMIP source document. It should be noted that not all questions will apply in all situations and, as .with the use of any :checklist, professional judgmentshould .be exercised. (Using the JFMIP source document; along with the two previously mentioned OMB documents will help ensure that the .user is cognizant of the background information and definitions necessary to fully understand the questions. Pa&10 ‘,. ‘. ‘,l ’ GAWIMD:98-21.2.3 - Proposed Personnel-Payroll Checklist (U/97) Personnel-Payroll System Requirements Human resource data function Yes/no Explanation NA Does the system: , 1. Maintain,, for example, the ,I following historical data to facilitate reporting and prior- period adjustment of data: -- a pay history showing gross pay by type, deductions by type, and net pay ‘for each pay period? - a time and attendance history showing hours or days worked by type of pay for each pay period? -- a leave history showing beginning balances, leave accruals, leave usages, and ending balance by type for each pay period? Optional historical data may include: awards and training information, by date; nature-of- action changes for each employee, by date; and salary charges by assignment or activity, organization, geographic location, or other cost accounting centers. pageli .’ .’ GAO/AND-98-21.2.3 - Proposed Personnel-Payroll Checklist (U/97) Personnel-Payroll System Requhhents Human resource data function Yes/no Explanation’ ,, NA _. 2. Accept and edit position- related data, if required by agency management, for use in controlling the overall agency ceilings as established by dollar, Full Time Equivalent (FTE), and position limitations? 3. Provide for erroneous input to be corrected immediately or at a later date from a suspense file that has preserved the input as initially entered and edited? Page 12 GAO/&D-98-21.2.3 - Proposed Personnel-Payroll Checklist (E/97) Personnel-Payroll System Requirements H&an resource data function Yes/no Explanation NA 4. Accept and edit employee- related data, based on effective date and nature-of-action codes (NOAC), in accordance with OPM Operating Manuals, ‘The Guide to Processing Personnel Actions” and “Federal Workforce Reporting System,” and.*5-C..,E.R..Part 55 The effective date establishes when transactions are to be effective, including the service computation date for purposes of retirement, leave accruak,~ promotions, and within-grade increases, and specific dates for which changes in deductions are to be effective. 5. Accept and edit payroll- related data, as required, in accordance with Title 5 and related regulatory guidelines? 6. Accommodate the entry of multiple personnel actions for an employee in one pay period, and/or on the same day? Page 13 GAO/AIMD-98-21.2.3 - Proposed Personnel-Payroll Checklist (E/97) Personnel-Payroll System Requirements Human resource data function Y&/no Explanation NA 7. Accept and edit award data, EEO data, and employee training data, if required? 8. Establish new, deactivate existing, and modify existing personnel actions whenever appropriate and implement OPM Operating Manuals, “The Guide to Processing Personnel Actions” and “Federal Workforce Reporting System” changes in a timely fashion? 9. Automatically adjust date fields (e.g., service computation date, not-to- exceed dates) based on processing of personnel actions? 10. Accept edited position-related data, as required, for use in managing the organization within ‘established dollar, FTE, and position ’ : /, limitations? Post this data to the payroll master record, (PMR)? Page 14 GAO/AIMD-98-21.2.3 - Proposed Personnel-Payroll Checklist (E/97) Personnel-Payroll SystemJkquib-aents .. .‘. .-. ~. Human resource data function -Yes/no Explanation I. NA 11. Accept edited employee- j related data, based on NOAC and effective date, in accordance with OPM Operating Manuals, “The Guide to Procesikg Personnel Actions” and “Federal Workforce Reporting System,” and 5 C.F.R. Part 530? Post this data to the MER? 12. Accept edited payroll-related data in accordance with Title 5 and related regulatory guidelines for posting to the MER? 13. Update all related employee records (including salary rate, leave accrual, and expense records) based on each personnel action transaction? _. _ 14. Recognize, through the use of effective dates, whether a transaction requires current, future, or retroactive processing and generate the appropriate action and payment? ‘Pake 15 GAOMMD-98-21.2.3 - Proposed Personnel-Payroll Checklist (E/97) Personnel-Payroll System Requiiemeits .. ,‘,I Human,resourck data function Yes/no ” Explanation NA 15. Update all affected employee records to reflect across the board entitlement and/or deduction changes? 16. Generate a checklist report for each separating or transferring employee to ensure proper procedural treatment? 17. Calculate projected am-u.@ leave balances? 18. Store lump sum leave hours to be paid to separating employees? Reduce annual leave balances to zero after lump sum payments are made? 19. Update the CPDF with both activity and status reporting? 20. Update a time history data- base each pay period to include current-period and prior-period adjusted time information for each employee? Page 16 GAOMMD-98-21.2.3 - Proposed Personnel-Payroll Checklist (U/97) Personnel-Payroll System Requirements Human resource d&a function Y&/no Explanation NA 21. Update a pay history data base each pay period to include detail, pay-period, quarter-to-date, and year-to- date pay data for each employee? 22. Update retirement data including name, service history, and fiscal history for each employee? Maintain separate records for military (post-1956) and &i&n (re-employed annuitant) deposits? Provide cumulative agency employment totals? 23. Update leave data to reflect leave wages and balances for each employee? 24. Allow the payroll office to add a new pay line manually or to change or delete an erroneous pay line, prior to calculation and disbursement of payroll? (Each pay line is identified by the pay period in which it was calculated and by the pay period to which it applies (the “effective” pay period)). Page ,I7 GAOMMD-98-21.2.3 - Proposed Personnel-Payroll Checklist (E/97) Personnel-Payroll System Requirements Human resource data function Yes/no Explanation :[ NA 25. Update appointment limitation balances, health benefit rates, and Federal Employees’ Group Life Insurance ((FEGLI) codes? 26. Maintain historical data by pay period and transactions by effective date to facilitate prior-period adjustment processing? 27. Maintain “calendar year-to- date” and “fiscal year-to-date” balances for targeted deductions and payments in order to stop action when the target is realized? Page 18 GAO/AIMD-98-21.2.3 - Proposed Personnel-Payroll Checklist (U/97) Personnel-Payroll System Requirements q / I Personnel processing functiofi ,Y&ho Explqnation NA Does the system: ., 1. Provide information needed to establish, maintain, and abolish positions? .I,. ,_, ., ~ 2. Provide management information data (e.g., open ,; positions, positions filled by part-time employees, etc.)? ,’ 3. Support position reviews to determine if restructuring positions could improve efficiency of operations, enhance EEO, and/or support management goals? : 4. Maintain records on applicants (from both within and outside the government)? 5. Track internal recruitment and competitive (merit) and noncompetitive promotions and transfers? 6. Track external recruitment and expert/consultant recruitment? Page 19 GAO/AIMD-98-21.2.3 - Proposed Personnel-Payroll Checklist (U/97) Personnel-Payroll System \Requir,ements Personnel .processing function Yes/no ’ Explanation NA 7. Maintain current organizational component identifiers for reporting to OPM’s CPDF? 8. Provide the, capabilities to, process employee-related data, based on assigned position, NOACs, and effective date, in accordance with OPM Operating Manuals~ “The Guide to : : Processing Personnel : Actions” and “Federal : I Workforce Reporting System,” and 5 C.F.R. Part 530? 9. Process appointments and position changes (e.g., ’ promotions, reassignments, changes to lower grade)? 10. Process incentive awards as a result of personnel actions for both current and prior period effective dates, ensuring that duplicate awards are not processed? Page 20 GAO/AIIiW98-21.2.3 - Proposed Personnel-Payroll Checklist (E/97) . ..~-- 1 Personnel-Payroll System Requirements Personnel processing function Yes/no Explanation W 11. Process all suspense actions of “not-to-exceed” (NTE) appointments? Provide the capability to support (1) termination of grade retention and details and (2) conversion to lower grade after temporary promotions? Provide the data for pending ‘, NTE terminations, tenure changes, ends of probationary periods, and ends of within-grade waiting .‘<,. ‘,, periods? .,.. 12. Process completed adverse actions? ._ 13. Process resignations and : retirements; generate data for SF 50, “Notification of Personnel Action;” SF 2806, “Individual Retirement Record-Civil Service Retirement System;” SF 2807, .i . ~, : “Register of Separations and Transfers;” and SF 1150, ~, : “Record of Leave Data”? :<‘, 14. Generate reemployment priority data and retained- grade program data? Page 21 GAO/AIMD-98-21.2.3 - Proposed Personnel-Payroll Checklist (B/97) Personnel-Payroll System Requirements Personnel processing function Yes/no Explanation NA 15. Provide the capability to support pending performance evaluations? 16. Provide the capability to support employee benefit ’ entitlements (life, health, and retirement) in response to employee inquiry or policy changes? 17. Support retirement estimates for requesting employees? 18. Produce union dues withholding information? 19. Provide union data on retention register, merit promotion lists, and reductions-in-force? 20. Produce data on union employee activity including union steward time and union employee time involved in adverse action, grievance, and appeals, processing? Page 22 GAOMMD-98-21.2.3 - Proposed Personnel-Payroll Checklist (E/97) Personnel-Payroll System Requirements Personnel processing function Yes/no Explanation ’ NA 21. Provide the capability to compile SF 182, “Request, Authorization, Agreement and Certification of Training,” data for annual reporting to OPM? 22. Generate training data from SF 182s for management information support? 23. Generate training data related to EEO training? 24. Provide information to support quarterly, annual, and ad hoc reporting to OPM, Equal Employment Opportunities Commission, and other reporting authorities? 25. Provide information to support a wide variety of comparative studies using human resource data to identify discriminatory trends; generate data from such sources as the applicant supply file and best-qualified lists? Page 23 GAOMMD-98-21.2.3 - Proposed Personnel-Payroll Checklist (12/g?) Personnel-Payroll System Requirements Personnel processing function Yes/no Explanation NA 26. Provide information to support recruitment procedures reviews to determine whether women, minorities, and handicapped individuals are included in applicant pools? 27. Provide information to ’ support position reviews? 28. Provide the capabilities to compute retirement benefits as well as to anticipate retirem&tts and track personnel through the process? Page 24 GAO/AIMD-98-21.2.3 - Proposed Personnel-Payroll Checklist (E/$7) Personnel-Payroll System Requiremeuts Time and attendance processing Does the system: function ,Yes/no NA Explanation I 1. Support the collection of time and attendance data based upon au established tour of duty, including alternative work schedule/ flexitime information? This requires, as a minimum, only positive acknowledgement from the timekeeper that the employee worked the established tour and that : time and attendance data are available for supervisory /, review and approval. / iI ., 2. Support the collection of work hours, leave hours, and all other pay-related hours, as well as labor-related hours if required by agency management, from one source document for each employee? 3. Support the collection of, labor distribution hours by the classification code structure defined in the core requirements document? Page 25, GAO/ADD-98-21.2.3 - Proposed Personnel-Payroll Checklist (E/97) Personnel-Payroll System Requirements i Time and attendance Yes/no Explanation processing function NA 4. Provide for the collection of time and attendance data on a daily, weekly, biweekly, semimonthly, and/or monthly basis? 5. Calculate and adjust weekly hours based on E&i~bor, Standards Act (FLSA) requir~~~~m*‘ww”“ul 6. Accept time and attendance data through various processing modes? 7. Support the correction of, current- and prior-pay period time and attendance records? 8. Input time spent by employees who work temporarily in a higher classification (a) within the department but in different organizations or work centers or (b) in other departments? 9. Provide for the capture of time and attendance data in fractions of hours? Page 26 GAO/&D-98-21.2.3 - Proposed Personnel-Payroll Checklist (W97). Personnel-Payroll System Requirements Time and attendance Yes/no Explanation processing function NA 10. Generate a hard copy time and attendance report? 11. Provide the capability to receive electronic approvals from authorized supervisory personnel and release data for further system processing? Page 27 GAO/AIMD98-21.2.3 - Proposed Personnel-Payroll Checklist (12/97). I Personnel-Payroll System Requirements Leave processing function Yes/no Explanation NA 1. Ensure that leave taken is supported by a sufficient balance? Insufficient leave balances are automatically converted based upon an established leave priority scheme and, when appropriate, specific management review (e.g., to determine advance leave, leave without pay, or absence without leave). 2. Each pay period, accrue each type of leave that can be accrued and to which an employee is entitled, based on entitlement established in the human resources function, including partial accruals and carryovers? 3. Process variable leave accruals for part-time employees? Leave accruals for part-time employees are based on actual hours in a pay status. Page 28 GAO/AIMD-98-21.2.3 - Proposed Personnel-Payroll Checklist (12/97) Personnel-Payroll System, Requirements Leave processing function Yes&o Explanation NA 4. Determine compensatory time to be forfeited or compensatory hours to be paid based on predetermined elapsed time limits for compensatory time earned and the maximum earning ceiling for combined leave and earnings? 5. Generate detailed audit trail and control data to ensure that all reported leave hours have been processed accurately and that the hours used in pay calculation are correct? 6. Track and report job-related injury time (continuation of pay>? Page 29 GAOMMD-98-21.2.3 - Proposed Personnel-Payroll Checklist (E/97) Personnel-Payroll System Requirements Leave’ procedng function Yes/no Explanation ,. NA 7. Interface with the core financial system or another designated system and alert that system to establish receivables or follow-up on types of leave that may carry to the government employee indebtedness, including health and life insurance premiums for employees on approved leave without pay and certain jury duty fees while on court leave? 8. Provide for fiscal year-end: and calendar year-end processing in accordance with established guidelines? 9. Provide for year-end leave forfeitures processing using maximum carryover amounts maintained in the human resource function? ‘. 10. Modify leave accruals for employees who change leave systems, biweekly tours-of-duty, or from full- time to part-time? Page 30 GAO/AIMD-98-21.2.3 - Proposed Personnel-Payroll Checklist (12/97). j -- Personnel-Payroll System Requirements Leave processing function Yes/no Explanation NA 11. Determine all work and leave hours to be paid for use by the pay processing, report processing/reconciliation, and human resource data maintenance functions? 12. Process both current- and prior-period leave transactions on an effective pay period basis? 13. Provide for recomputing leave balances due to prior- period hour adjustments or retroactive entitlement changes for each period subsequent to the effective period of the change in the following order: (1) retroactive entitlement changes and then (2) prior- pe’riod hour adjustments? Page 31 GAO/AIMD-98-21.2.3 - Proposed Personnel-Payroll Checklist (E/97) Personnel-Payroll System Requirements Pay processing function Yes/no Explanation NA Does the system: 1. Process both current-period and prior-period adjustments as an integral part of the ’ payroll cycle? . . 2. Compute pay according to’ . : the time worked and/or leave taken, based on data -’ approved by the relevant supervisor?,. ‘. 3. Compute pay of various types ! (e.g., entitlements for employees eligible for foreign service allowances, special ,I./, pay and retention pay for ,A., I’ commissioned officers, awards for SES, merit pay, cash awards, etc.)? ’ _a ,. 4. Compute earnings amounts ‘for partial pay periods when ” :, entitlement dates do not coincide with pay period beginning and ending dates? Process earnings adjustments on a begin-date/ end-date basis? Page 32 GAO/AIMD~98-212.3 - Proposed Personnel-Payroll Checklist (lZ97) ,,! Personnel-Payroll SystemdZequiremetits: a ’ Pay -processing function Yes/no Explanation NA 5. Support adjustments and regular calculations that cross fiscal and/or calendar years and provide proper information to the core financial system? 6. Initiate the pay calculation cycle only after time and attendance data have been certified and leave has been processed? 7. Calculate overtime based on FLSA and Civil Service R&form AC- “’(CSRA) ,,:_,~,,,a~.r”wxnr:~,~’ reqmrements? 8. Calculate premiums and differentials as a percentage of base pay and set dollar amounts? 9. Calculate shift differential’ amounts based on hours actually worked and certified by a supervisor? 10. Accommodate processing of supplemental pay actions? Page 33 GAO/AIMD-98-21.2.3 - Proposed Personnel-Payroll Checklist (E/97) Personnel-Payroll Systeni.~Requirem6~tits., .; ‘,’ .. : : : ! Pay :processing function ‘. Y&ho Explanation- NA 11. Provide for percentage computation of deductions (e.g., 20 percent federal taxes on awards)? 12. Support unemployment compensation for federal employees processing and responding to 931 requests? 13. Record gross pay, deductions, and net pay generating information to update other functions and other systems, as appropriate, including the Standard General Ledger maintained in the core financial system? 14. Accept allowance and premium pay entitlement as set dollar amounts or comptite them as percentages of pay without some or all of the entitlement, as defined by law and regulation? Page 34 GAOMMD-98-21.2.3 - Proposed Personnel-Payroll Checklist (E/97) Personnel-Payroll System Requirements - Pay processing function Yes/no Explanation NA . 15. Calculate the following deduction types for each employee: - mandatory deductions (e.g., federal, state, local, and PICA taxes)? - voluntary deductions (e.g., life insurance, health insurance, thrift savings deductions, allotments, and bonds)? - involuntary deductions (e.g., IRS levies and administrative debt collections)? 16. Provide the capability to handle deductions that apply in various pay periods? 17. Adjust taxable gross pay by deducting untaxed items (e.g., thrift saving deductions) and civil service retirement annuity offsets? , GAOMMD-98-21.2.3 - Proposed Personnel-Payroll Checklist (E/97) Page 35 : Personnel-Payroll System Requirements Pay processing function Yes/ho Explanation .’ NA ’ 18. Support mass rate changes and individual entitlement changes for current and retroactive processing? Offset advanced sick leave balances against annual leave balances? Accommodate, waivers of collections for leave advances? 19. Compute the maximum variable levy deduction based on available net pay and the outstanding amount owed IRS? .” ,. ,. 20. Prorate insurance deductions for part-time, seasonal, and newly hired employees using the “four-day rule?” 2 1. Accelerate deductions for employees paid an annual salary in less than 1 year (e.g., teachers)? 22. Compute deductions, employer contributions, and net pay based on manually calculated earnings amounts (e.g., supplemental pay for commission or tip earnings)? Page 36 GAO/AIMD-98-21.2.3 - Proposed Personnel-Pay-roll Checklist (B/97) Personnel-Payroll Systein Requirem&ts .‘. Pay processing function Yes/no Explanation . NA 23. Calculate deductions specified in chapter 5, Title 6 of GAO’s Policv and ,, Procedures Manual for Guidance of Federal Agencies, using tables and making such computations as necessary and providing for such things as - limitations on the maximum amount of salary subject to certain deductions? -- limitations on the maximum amount allowed for certain other deductions? - adjustments of taxable gross pay for certain purposes by deducting untaxed items, including penalties, before computing taxes? - proration of certain deductions for part-time or seasonal employees? 24. Subtract the deductions calculated in the order of precedence provided for in GAO’s Title 6 while ensuring that net pay is not negative? Page 37 GAOMMD-98-21.2.3 - Proposed Personnel-Payroll Checklist (E/97) Personnel-Payroll System Requirements Pay- processing function Ye&o Explanation :’ NA 25. Determine when a bond may be issued given its denomination per, pay : deduction? (The process for setting bond issuance dates and issuing bonds may be accomplished by systems outside the pay system.) ~: 26. Deduct some items in every pay period and others in selected pay periods only? 27. Offset the dollar amount of advanced leave balances (computed at the rate of pay : in effect when the leave was taken) against the dollar amount of final net pay and any unused annual leave (based on the current pay rate) on termination of an employee from federal : ,. employment? a 28. Offset the dollar amount of other receivables owed the .’ agency against final net pay or, if applicable, lump sum annual leave payments on separation from the agency? Page 38 GMYAIMD-98-21.2.3 - Proposed Personnel-Payroll Checklist (E/97) , Personnel-Payroll System Requirements Pay processing function I Yes/no Explanation NA 29. Generate payment for severance pay? 30. Accommodate various methods of payment (e.g., electronic funds transfer/ direct deposit, home leave, etc.)? 31. Generate supplemental payments and recertified checks? 32. Generate payment to beneficiary of unpaid compensation? 33. Provide for electronic fund transfers of amounts withheld to appropriate organizations? Does the system provide the .. following outputs: 34. information on gross pay by type, deductions by type, and net pay by pay period, made available for retention? Page’39 GAWAIMD-98-21.2.3 - Proposed Personnel-Payroll Checldist (E/97) Personnel-Payroll System Requirements Pay processing function Yes/no Explanation NA 35. Magnetic tapes or other media to be sent, with any accompanying reports, to Treasury or other authorized disbursing offkers for disbursement, with any accompanying reports of deductions, net pay, and employer contributions to, intended payees? 36. Magnetic tapes or other media to be sent to Treasury for issuance of U.S. savings bonds? 37. Magnetic tapes or other ‘. media transmitting information on federal retirement thrift plan contributions and loan repayments to be sent to the Thrift Investment ,.. ,,.,. Board? I 38. Employee earnings statements detailing the composition of gross pay, deduction, and net pay for the pay period and year to date? Page 40 ’ ’ GAOAIMD-98-21.2.3 - Proposed Personnel-Payroll Checklist (E/97) Personnel-Payroll System Requirements Pay processing function Yes/no Explanation NA $9. Information on the transfer of dues withheld for labor organizations? 40. Information to pass to the core financial system and cost accounting modules to update fund balances with Treasury and other assets, expense and liability accounts, appropriations and other cost centers for the payroll, including employer contributions? 41. Information made available to other functions to generate internal ‘and external payroll reports not created directly in the pay processing function? Page 41 GAO/AIMD-98-21.2.3 - Proposed Personnel-Payroll Checklist (B/97) Personnel-Payroll System Requirements Report processing/ Y&/no Explanation reconciliation function NA Does the system: 1. Produce reports required by Treasury, IRS, Social Security Administration, Department of Labor, OPM, and OMB? Produce reports for state and local taxing authorities at required intervals? 2. Produce all reports and vouchers necessary to recognize payroll expenses, establish related receivables (e.g., administrative debts), and disburse all related payments? Produce supporting detail registers or subsidiary ledgers? 3. Produce managerial reports to facilitate monitoring of personnel costs, leave authorization, and personnel actions by personnel/payroll staff members and by operational supervisors or managers? -1 Page 42 GAO/AIMD-98-21.2.3 - Proposed Personnel-Payroll Checklist (U/97) Personnel-Payroll System Requirements Report processing/ ’ Yes/no Explanation reconciliation function NA 4. Generate, as an option, tickler reports for management (e.g., pending NTE terminations, pending performance evaluations, etc.)? 5. Generate required reports-SF 1150, “Record of Leave Da;ta,” SF 2806, “Individual Retirement Record-Civil Service Retirement System;” and SF 2807, “Register of Separations and Transfers”-for separating or transferring employees with the next regular payroll? 6. Generate Monthly Report of Federal Civilian Employment (SF 113A) and the Monthly Report of Full-Time Equivalent (FTE) Work-Year Civilian Employment (SF 113G) to OPM? 7. Provide for tax deduction reporting, reconciling, and correction processing for each taxing authority? Page 43 GAO/AIMD-98-21.2.3 - Proposed Personnel-Payroll Checklist (U/97) Personnel-Payroll System Reqtiikemeds Report processing/ ’ Yes/no Explanation reconciliation functiqn NA 8. Provide the information to analyze detail pay transactions and establish each as either a disbursement or as a debt due the government? 9. Derive summary totals of earnings, deductions, contributions, and paid hours for control purposes and to facilitate reporting? 10. Provide disbursement voucher data for verification and certification of the payroll process? 11. Generate reports of pay and benefit transactions required by the agency core financial system? 12. Generate reports on the use of various ,methods of payments (e.g., check, direct ‘. deposit/electronic funds transfer, etc.)? Page 44 GAO/AIMD-9g2i.2.3 - Proposed Personnel-Pay-roll Checklist (E/97) ----_.-... .^. Personnel-Payroll System Requirements Report processing/ Ye;: Explanation reconciliation function 13. Generate accounting transactions for accruals of pay and benefits? (This process is to provide for reversals and accruing pay and benefits on other than a monthly basis.) 14. Provide a means for I correcting accounting transactions for an employee for one or more past pay periods generating adjusting accounting transactions to .’ reverse the improper charges and record the correct ones? I 15. Notify agency payroll and personnel office staff of incorrect or missing data? 16. Compile employee data related to health insurance .., enrollment for validation purposes? ,:: 17. Store audit trail data in the standard personnel/payroli data files? Page 45 GAOMMD-98-21.2.3 - Proposed Personnel-Payroll Checklist (B/97) \r, Personnel-Payroll System Requirements Report processing/ Yes/no Explanation reconciliation function NA 18. Generate detail registers or subsidiary ledgers that support all vouchers, I accounting entries, and disbursements authorized by the payroll office? 19. Provide a report for health benefit deductions not taken (e.g., for an employee on leave without pay)? 20. Provide a report of employee debt caused by prior-period adjustments or current-period computation to be used in administrative collection? 21. Provide an output matrix of reports that describes report by title, purpose, frequency, distribution level, and the media used to distribute? 22. Generate retention records for Reduction in Force (RIF) based on competitive position, tenure, and retention requirements? Page 46 /. GAOAIMD-98-21.2.3 - Proposed Personnel-Payroll Checklist (12/97)
Personnel-Payroll System Checklist: Systems Reviewed Under the Federal Financial Management Improvement Act of 1996 (Exposure Draft) (Superseded by AIMD-00-21.2.3)
Published by the Government Accountability Office on 1997-12-01.
Below is a raw (and likely hideous) rendition of the original report. (PDF)