Department of the Air Force
DAF Civilian Pay
2022 CSR Conference
Ms. Kelly Kazmierski
Ms. Sarah Moore
SAF/FMF (AFAFO-F)
16 May 2022
1
Agenda
Welcome System Access
POCs Annual Training
Goals Systems Access Requirements
SCRs Systems Modifications
Tools and Resources Systems Termination
Segregation of Duties
Helpful Sites
Order of Escalation Reconciliations, Reminders, &
Recommendations
Updates
Required Reconciliations
DAF Business Rules May 2022
DCPS Reports
2021-2022 Changes
DCPS Manual Entry
Audit Concerns
Process Improvement
2
WELCOME
POCs, Goals, SCRs
3
Civilian Pay POCs
4
Goals
Improve Civilian Pay Program
Timeliness & Accuracy
Training Opportunities
Process Improvement
Effective and Timely Communication
Foster Collaboration
Ask Questions
Offer Ideas and Suggestions
Share Lessons Learned
Continuity
Seamless Transition
Ultimate Goal is the Success of the Team
Ensure all DAF Civilians are Paid Timely and Accurately
5
System Change Requests
DATAAPS SCRs DCPS SCRs
1. Retro time notification 1. SLRP Process Improvement
2. Reports by Database 2. Access limitation per User ID
3. Labor Charges Report updates 3. Reports export to Excel
4. User Role Report 4. Certifier SSN replace with User ID
5. LN purpose code requirement
6. Leave documentation upload
7. View only role
8. Fitness leave by pay period
9. Database banner view
6
TOOLS & RESOURCES
Training, Tools, Support
7
Tools and Resources
Training
DFAS APAN: https://wss.apan.org/public/DFASPS/default.aspx
DFAS Intelink: https://intelshare.intelink.gov/sites/dfas/DCPS/SitePages/Manuals.aspx
DATAAPS: https://af.ataaps.csd.disa.mil/ataaps_AF3/help/Home.htm?cshid=446
DFAS Self-Service Reporting (SSR) Tool
https://intelshare.intelink.gov/sites/dfas/DCPS/SSRT/SitePages/Home.aspx
DAF Comptroller Services Portal (CSP)
https://usaf.dps.mil/teams/SAFFMCSP/portal/SitePages/Inquiries.aspx
DAF Civ Pay Office Support
Active Component: Air Force Installation and Mission Support Center (AFIMSC)
[email protected] Reserve Component: HQ Air Force Reserve Command (AFRC) Civilian Pay Office
[email protected] Air National Guard Component: HQ National Guard Bureau (NGB) Civilian Pay Office
[email protected] 8
Tools and Resources - APAN
DFAS APAN Webpage
FAQs, Helpful Links, CSR Workshop Briefings, etc.
9
Tools and Resources – IntelShare
DFAS IntelShare Webpage
Training, DCPS User Manual, Quick References, Forms, etc.
10
Tools and Resources - DATAAPS
ATAAPS SharePoint
11
Tools and Resources – SSR
DCPS Self Service Reporting (SSR) Tool
All Installation CSRs must have and maintain access
Accessible – Efficient – User Friendly
Reduces need for many Remedy tickets
12
Order of Escalation
Utilize installation resources first
Installation CSR and CPTS
Tools and Resources
Escalate to component resources
CSP Tickets to AFIMSC, AFRC HQ, and NGB
Component Org Boxes (email)
Request further escalation to AFAFO-F if not resolved
AFIMSC, AFRC, and NGB will elevate to AFAFO if needed
AFAFO can elevate to DFAS Civ Pay Director or Liaison
Not all issues need to be expedited - Each one pushes all others behind
13
UPDATES
Changes, Audit Findings, Deficiencies
14
DAF Business Rules
May 2022 Updates
Removed DFAS security training certificate
Updated documentation retention:
2 years 6 months for all reports and reconciliations
Included FAMS as method of document retention
Updated DCPS Timekeeper requirements
Removed Key Signatory language
Added DCPS Timekeeper Training
Added SSR access requirement for CSRs
Updated Outstanding Leave Documentation Recon
Updated Retirement Process Section
Updated EBIS to GRB
15
2021-2022 Changes
Paid Parental Leave
Birth (DG), Adoption (DH), Foster Care (DI)
Parental Bereavement Leave (Leave Code Pending)
COVID-19
Vaccine requirement paused
Office Quarantine (not sick)
Situational Telework (if telework ready)
Admin Leave if telework unavailable
Emergency Paid Leave – American Rescue Plan
Effective 11 March – 30 September 2021
$2,800+ biweekly limit exceeded requires timecard corrections
CSRs MUST work with supervisors and timekeepers to ensure corrections are made
A1C Numbered Messages: https://usaf.dps.mil/sites/10097/A1C/numberedmessages/SitePages/Home.aspx
DAF Covid-19 CC’s Toolkit: https://usaf.dps.mil/teams/COVID-19/SitePages/Home.aspx
16
Audit Concerns
Primary Findings:
Failure to provide documentation
Incomplete/Inaccurate DD Form 2875
Date of system access prior to date of required training certificates
Date of system access prior to date of DD Form 577 or DD Form 2875
Termination DD Form 2875 not completed/ Access not revoked
Failure to provide proof of required reconciliations or reports
Primary Solutions:
CSRs:
Must validate and maintain all system access documentation
Must ensure terminations and modifications are processed timely
Run, review, and take necessary action on all bi-weekly reports
Civilian Pay Leads:
Provide training and guidance
Establish reminders for reconciliations
Promote Continuity
17
Audit Concerns
We must maintain and provide documentation upon request!
DAF Civilian Pay Business Rules:
9.1.1. Civilian Payroll records are subject to site audit; all documents and records essential to an
audit must be maintained and be available upon request.
9.1.2. Employing activities must establish a uniform practice to be followed as to the locations at
which the T&A reports and related supporting documentation are to be maintained. T&A reports,
together with approved applications for leave, overtime approvals, military order, jury duty
certification, or other supporting documents, must be retained by the CSR, timekeeper,
supervisor, or sent to a designated storage location.
9.1.4. The CSR maintains all documents used in establishing an employee’s payroll account in
DCPS. Additionally, any subsequent documents requiring manual input to DCPS will also be
maintained (e.g., hard copy timecard, Direct Deposit Form, W-4, AF Form 3821).
18
SYSTEMS ACCESS
19
Annual Training Requirements
Specialized PII
All CSRs, Timekeepers, Certifying Officials MUST complete Specialized PII Training annually
Identifying and Safeguarding Personally Identifiable Information (PII)
https://dl.cyber.mil/trn/online/disa_pii_v40_final_web/launch.html
Initial cert must be dated prior to system access
Training must be renewed annually to maintain access
Annual training cert is an auditable document CSR is responsible to provide upon request
AFI 33-332, AF Privacy and Civil Liberties Program, 10 March 2020
2.8.6.2. Specialized Training focuses on the privacy requirements for individuals or
managers who maintain a System of Records (SORs) or manage PII on a regular basis.
DAO 101 Training
Certifiers must complete DAO training annually
https://usaf.dps.mil/sites/FMFC/SitePages/DAO.aspx
20
System Access Requirements
System Role Training Forms
• Specialized PII
Application
• ATAAPS App Admin Part I v.20
Administrators
• ATAAPS App Admin Part II v.20 DD Form 2875
DATAAPS • Specialized PII
Timekeepers
• ATAAPS Timekeeper Training v.20
• Specialized PII
Certifiers • DAO 101 DD Form 577 (FAMS)
• ATAAPS Certifier v20.01
CSRs • Specialized PII
• DCPS Security Awareness
Timekeepers • Timekeeper Training*
DCPS SAAR in AMPS
• Specialized PII
Certifiers • DCPS Security Awareness
• DAO 101
*DAF Business Rules 2022 update added Timekeeper training for CSRs.
CSRs are responsible for reviewing all documentation prior to granting access, maintaining documentation, and validating annually every February.
21
System Access Modifications
DATAAPS
Update 2875 immediately if the scope of responsibilities of a ATAAPS Application
Administrator or Timekeeper change, and no longer need access to a particular UIC
Certifiers DAO Appointment (DD-577) must be updated in FAMS if scope of
responsibility changes
DCPS
CSRs, Timekeepers, and Certifiers must submit AMPS role modification request if
scope of responsibilities changes
22
System Access Termination
When an employee is no longer performing duties requiring assigned system access:
ATAAPS
Application Administrator or Timekeeper: Complete DD 2875 Deactivate form and
terminate system access immediately
Certifiers: Complete DD 577 Section IV Termination and terminate system access
terminated
DCPS
CSR, Timekeeper, or Certifying Official: Complete AMPS role access termination
23
System Access Termination
AF Civ Pay Business Rules 5.6.1.
The installation CSR is responsible for all termination of civilian payroll system and
application user accounts. A review of system credentials must be accomplished during the
out-processing of both civilian and military individuals. The installation CSR must work with
the civilian and military personnel office to be included on the virtual out-processing checklist
as well as any hard copy civilian personnel out-processing checklist.
Turnover
It is critical that systems access and specific credentials to T&A applications (DCPS,
DATAAPS, JOCAS II, DMAPS-TAAS) are terminated for all departing employees (mil/civ) to
maintain the integrity of these applications
Best Practice: When a new Timekeeper or DAO request is submitted, ask who they are
replacing to ensure you have processed that termination.
24
Segregation of Duties
Segregation of Duties
No one person will have duties performing all
phases of a transaction from beginning to end
without a review/oversight of some other
person or persons
No Timekeeper or Certifying Official is
authorized to be Timekeeper and Certifying
Official on same employee
CSRs must utilize the Timekeeper/Certifier
Inquiry to ensure segregation of duties are
maintained
No Certifying Official may certify their own time
CSRs will not assign capabilities to user
allowing them to certify his/her own time
25
RECONCILIATION, REMINDERS,
& RECOMMONDATIONS
26
Required Reconciliations
Reconciliation Frequency Document Retention Responsible for
Maintenance of
Documentation
Inactive DATAAPS User Accts >30 Monthly 2 years and 6 months* CSR
Days
DTAAPS Application Administrator Semi-Annually Duration of active role + 10 CSR
Access, DD 2875, and PII Cert May/November years after termination of
account
DCPS Application Semi-Annually Duration of active role + 10 CSR or Unit Timekeeper
AMPS now takes the place of DD May/November years after termination of
2875 and DD 2929 account
CSR/Timekeeper Access
T&A Applications Annually/February Duration of active role + 10 CSR
DD Form 2875 Timekeeper years after termination of
Access account
T&A Applications DD Form 577, Annually/February Duration of active role + 10 CSR
AO Training Cert, PII Training years after termination of
Cert, and Certifier Access account
AF Form 3821 Annually/October Duration the employee is part CSR or responsible
of the org + 10 years FM Analyst
* Updated in DAF Civilian Pay Business Rules V4 (May 2022)
27
Biweekly Payroll Reports
Required payroll reports are listed in Ch 6 of Civ Pay Business Rules:
6.1 DCPS Reports
Missing Time/Created Leave Report (P6605R02)
Invalid Transaction Report (P6608R01)
Outstanding Leave Documentation Report (P6603R01)
Employee Activity/Organizational Change Report (P6656R01)
Master Employee Record (MER) Report – New Hire (P6643R01)
Manual Time and Attendance Entry Report (P6717R01)
6.2 ATAAPS Reports (Timekeepers)
Uncertified Employees Inquiry
RETRO Uncertified Employees Inquiry
Missing Time Inquiry
28
Missing Time/Created Leave Report
(P6605R02)
DAF Civilian Pay Business Rules:
6.1.1.2. The Missing Time/Created Leave Report (P6605R02) lists all employees within a Pay
Block, Employing Activity, and Organization who did not report T&A for part or all of their
regularly scheduled tour of duty. The date and hours missing are listed. Frequency is as
required and biweekly.
29
Invalid Transaction Report
(P6608R01)
DAF Civilian Pay Business Rules:
6.1.1.3. The Invalid Transaction Report (P6608R01) lists all employees within Pay Block,
Employing Activity, and Organization who had schedule data and T&A transactions rejected.
The transaction, along with a descriptive error message is listed. This is a mandatory report
the CSR must review on a regular basis to ensure payroll transactions are processed timely
and accurately.
30
Outstanding Leave Documentation Report
(P6603R01)
DAF Civilian Pay Business Rules:
6.1.1.4. Outstanding Leave Documentation Report (P6603R01) provides CSR personnel with a
detailed cumulative listing of all employees who have used leave requiring support
documentation. The types of leave requiring documentation are court leave, military - D.C.
Guard leave, law enforcement leave, and military leave. This report also identifies new
employees with leave balances transferred from a Leave and Earnings Statement (LES) when
the SF1150 is still pending receipt. The uncertified leave usages for each employee are listed in
calendar date sequence. Frequency is as required and biweekly.
31
Outstanding Leave Documentation Report
(P6603R01)
CSRs must make every effort to secure
required documentation to clear this report.
Senior leadership must be made aware when an
employee refuses or is unable to submit required
documentation to substantiate their absence
from work.
CSRs should provide training to timekeepers
and certifiers emphasizing responsibilities to
review leave documentation prior to certification
of timecard.
CSRs will process a charge to annual leave in
DCPS if the required documentation (e.g.
Evidence of court attendance or military duty
attendance) is not provided to the local payroll
office within three pay periods of return to
civilian status.
32
Employee Activity/Organizational Change
Report (P6656R01)
DAF Civilian Pay Business Rules:
6.1.1.5. Employee Activity/Organizational Change Report (P6656R01) provides a listing of employing
activity and/or organization updates for new hires, reassignments or separations. This report will serve
as notification to the CSR to update employee level accounting information. Frequency is as required and
biweekly. This report may also indicate a new or updated AF Form 3821 is needed.
33
Manual Time and Attendance Entry Report
(P6717R01)
DAF Civilian Pay Business Rules:
6.1.1.7. Manual Time and Attendance Entry Report- These reports capture all the manual Time and
Attendance (T&A) entries made during the current pay period. The (P6717R01) is available for the
Customer Service Representatives (CSRs) and the Timekeepers for their specific T&A site, to research
and validate manual T&A entries and make corrections if necessary. Frequency is as required and
biweekly.
**Negative/no data reports must also be maintained, though there is no action required.
34
Master Employee Record (MER) Report – New Hire
(P6643R01)
35
REMINDER: DCPS Manual Entry
DAF Civilian Pay Business Rules:
2.3.2. The primary vehicle for T&A interfacing into DCPS will be through the Source Data Automation
(SDA) file sent from an automated T&A application (e.g., DATAAPS, JOCAS II, and DMAPS-TA). Every
effort must be made to certify T&A within established timelines to avoid manual input into DCPS by
either a unit timekeeper or installation CSR. Only on rare occasions should a CSR or timekeeper input
an employee’s T&A directly into DCPS. These inputs may include an entire, partial or corrected
timecard.
4.6.4.1. Adjustments made directly into DCPS can go back 26 pay periods for CONUS employees and 65
pay periods for OCONUS employees. Changes to a timecard outside of 26 pay periods must be
accomplished through the local CSR. The CSR will gather all supporting documents pertaining to the
prior pay period adjustment and submit via REMEDY to DFAS. The CSR will only adjust prior pay period
timecards with proper supporting documentation in DCPS when an employee or timekeeper is unable to
input the adjustment in the T&A application.
4.6.4.2. The employee must initiate prior pay period adjustments in DATAAPS (known as Retro
Adjustments) for changes going back 26 pay periods. Adjustments outside of the 26 pay period window
must be routed through the installation CSR for processing. A manual timecard signed by a supervisor
with a DD Form 577 on file will be used as the source document for manual entry into DCPS.
36
Recommendations/Process Improvement
We Need Your Input!
Submit Your Ideas/Input Through Your Supporting Civ Pay Office
DAF Business Rules
System Change Requests (SCRs)
Training Suggestions/Feedback
Utilize Resources
CSR Conference Training
Network – Collaboration
Continuity
37
Summary
Tools and Resources
Updates
System Access
Reconciliations, Reminders, and Recommendations
Most importantly:
38
39
