AFIMS PAY/PERS Payroll Procedures

To: "B  - Branch Chiefs and Offices"<distribution>,
        "DC - All District Chiefs"<distribution>,
        "AO - All Administrative Officers"<distribution>,
        "TK - Time Keepers"<distribution>
cc: wrd-reference@qvarsx.er.usgs.gov,
        "Kimberly S Rogers, Computer Specialist, Reston, VA" <krogers>,
        "Melinda M Lanza, Computer Specialist, Reston, VA" <mlanza>,
        "Sharon L McKinney, Computer Assistant, Reston, VA" <slmckinn>,
        "Patrick D Smith, Computer Specialist, Reston, VA" <pdsmith>,
        "Alice A Sabatini, Administrative Officer, Reston, VA" <aasabati>,
        "David C Madril, Admin Officer, Reston, VA" <dcmadril>,
        "Alice C Dilandro, Secretary (S), Reston, VA" <dilandro>,
        "Isabelle Halley des Fontaines, Chief, Br. Admin. Mgmt. Sys., Reston, VA" <ihalley>,
        "Carole Nethaway, Secretary (OA), Reston, VA" <ccnethaw>
Subject: AFIMS PAY/PERS Payroll Procedures
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Date: Tue, 26 Nov 1996 12:12:51 -0500
From: "Carole Nethaway, Secretary (OA), Reston, VA" <ccnethaw>


In Reply Refer To:
Mail Stop 442

                          MEMORANDUM

                                                 November 26, 1996

To:       Branch Chiefs and Offices
          District Chiefs
          Administrative Officers
          Timekeepers

From:     Catherine L. Hill
          Assistant Chief Hydrologist for Operations

Subject:  AFIMS PAY/PERS Payroll Procedures

The Water Resources Division (WRD) has recently changed the 
transmission of AFIMS generated payroll files from Denver, Colorado, 
to Reston, Virginia.  At this time, there are no changes in the AFIMS 
data-entry or transmission methods.  Cost centers will continue to do 
the majority of their data-entry on Friday and are still required to 
transmit a temporary file by close of business Friday.  In the case of
early pay periods, the temporary file should be transmitted by close
of business Thursday (with the final file transmitted on Friday).  This 
temporary file can then be used to generate payment for a site should 
network or system problems occur over the intervening weekend.  While 
hard-copy Time and Attendance reports should be promptly forwarded to 
the Bureau of Reclamation (BOR) as before, it is no longer necessary to 
send them by overnight express.

The final payroll file, including any last minute changes, must be sent 
no later than ll:00 a.m. (local time) on the Monday following the end 
of the pay period.  Changes to the payroll data after a final file has 
been transmitted to Reston can only be made by submitting a corrected 
Time and Attendance Sheet to the BOR payroll office.  Payroll data 
cannot be altered by the WRD Payroll Liaison, Patrick Smith. 

After transmitting a payroll file, the timekeeper will normally receive 
two email messages on the status of the file:

		1. "PROCESS (*) STARTED AT QVARSA"
		2. "PROCESS (*) SUCCESSFULLY EXECUTED AT QVARSA"

*the kind of file being processed is indicated by one of the 
following:

                GENTEMP = a temporary file; or
                GENTNA  = a final payroll file; or
                GENA64  = preprint changes.

If the email messages are not received within 2 hours of transmitting 
the payroll file, the timekeeper should:

     Log onto the local prime computer and type:  FTR -STATUS

     This will show the status of any job that is sitting in 
     the File Transfer Request (FTR) queue under the timekeeper's 
     Prime userid.  A status of "PUT ON HOLD BY FTS" means that 
     the job tried to leave the local Prime, but was unable to 
     do so.  Common reasons for this occurrence include problems 
     with the job, or the sending or receiving Prime, the fact
     that the FTR queue may not be operating at the time, or 
     that a large number of jobs may be awaiting transfer.

     Release the job by typing:  FTR -RELEASE

     This will put the job back in a "WAITING" mode on the Prime.  
     The timekeeper should check the status again in 30 minutes 
     and if the job has not transferred, contact the local Prime 
     Site Administrator for assistance.

Preprint changes can be sent at any time throughout the pay period. 
Files must be transmitted by 11:00 a.m, local time, in order to be 
processed on the Wednesday following the pay period.  Files 
transmitted at other times will be held until the next preprint cycle.

A site that cannot meet these deadlines, or that has payroll policy 
questions or general inquiries, should contact the WRD Payroll Liaison, 
Patrick Smith (pdsmith), at 703-648-5254, for assistance.

Sites experiencing problems with preprint changes, AFIMS Time 
and Attendance software, or system problems should contact 
Kimberly Rogers (krogers), at 703-648-5221.

This memorandum is being distributed only by electronic mail.