Direct Authorization Program

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25 Νοε 2013 (πριν από 3 χρόνια και 4 μήνες)

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Direct Authorization Program

my|CalPERS

Enhancements

Implementation
11
/
19
/
2012
(January
1
,
2013
warrant processing)

1

November
16
,
2012

11
/
25
/
2013

2

My|CalPERS has gone through many changes over this past year.
We are happy to announce enhancements to the Direct
Authorization Deduction Program pages. We will review the system
features that have been added or changed.


Implementation will be November
19
,
2012
effective for
January
1
,
2013
warrants.

11
/
25
/
2013


Highlights of new design implementing
11
/
19
/
2012
:



Maintain DA Deductions

o
Add, Update, Delete
-

new navigation path

o
Delete transactions can now be performed online
-

effective
11
/
19
/
2012
; No
more manual forms.

o
Searching capability by various fields returns live participant deduction data.

o
Global Rate Change/ Dues Recalculation
-

navigation path is the same as today;
field name change

o
Real
-
time error messages for online processing.


Current DA Errors and Unresolved Historical DA Errors reports for Interface files,
Global Rate Change and Dues Recalculation

o
Printing the error report

o
Clearing errors from the report

Available now:


Updated DAV User Access Roles


Warrant payments


Cognos redesign
-

faster retrieval of the Deduction Register Report


2012
& partial
2013
Cutoff Dates

Resources

Contacts

Questions and Answers


3

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/
25
/
2013

Maintain DA Deductions

Add, Update, Delete


4

11
/
25
/
2013


The
Method

drop down for Add Direct Authorization Deduction Information in the Create or Edit
Report panel will only apply when performing:


Global Rate Change


Dues Recalculation



Select
Maintain DA Deductions
link to add, update or delete deductions.


5

Maintain DA Deductions

Business Partner Direct Authorization user access role

Navigating to this page is the same:


Home

page


Profile

global navigation link


Reporting

global navigation link



menu now has 3 new links:


Maintain DA Deductions


Current DA Errors


Unresolved Historical DA Errors

11
/
25
/
2013

Warrant Issue Date
will replace the Business Month
indicator. The warrant issue date is the effective date for the
deduction.


Select the
Display
button.

6

Maintain

DA Deductions

11
/
25
/
2013

Select the
radio

button associated to the appropriate
Agreement ID
within the Direct
Authorization Agreements section. Then select the
Maintain Deductions
button.

7

Maintain DA Deductions

11
/
25
/
2013

You will need to
search

for a participant record before you can add, update or delete participant deductions.
You must search for at least one of the displayed values, (CalPERS ID, SSN, Last Name, Deduction Amount, or
a selection from the dropdown for Updated By). Note searches by Last name, Deduction Amount and
Updated By field searches may result in more than one participant.


Note

the results from the search contain live data and will display current, active deductions for the
agreement in context, which will appear on the participant’s next issued warrant.

8

Maintain DA Deductions

11/25/2013

1
.
Add New
button

2
.

Delete

button

3
.

Update
from

CalPERS ID
link


The
Setup Month
and
Updated By
fields will reflect the most recent updated transaction. Deleted transactions will not be
displayed.

9

Maintain DA Deductions

11
/
25
/
2013

10

Maintain DA Deductions

ADD Transactions

1
.
Add
: When you search and receive No Results Found, a deduction does not yet exist for the
participant under the agreement. Click the Add New button to Add a deduction. You are taken
to the same page, Edit Deduction Record page you currently enter transactions in today.

11
/
25
/
2013

11

Maintain DA Deductions

Edit Deduction Record page
-

Add transaction

Functionality of this page is the same:


Select CalPERS ID or SSN radio button.


Enter in the CalPERS ID and SSN
-
4 or SSN of the participant if the.


Select Name Search button to validate entry.


Enter Deduction Amount


Select Save & Continue or Save & Add Another .


Error messages will appear in a red box as soon as encountered.
New feature


Successful add of the transaction, you will be returned to previous Search page.

11
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25
/
2013

12

Maintain DA Deductions

ADD transactions

After Save & Continue from the Edit Deduction Record page you are returned to the Search Direct
Authorization Records page. The added record displays with the amount entered. You can then
clear the Search panel and start a search for the next record to Add, Delete or Update for the
Agreement ID in context.

11
/
25
/
2013

13

Maintain DA Deductions

Delete transactions

2
.
Delete
:
New Functionality


Search for the participant


Select the checkbox next to the CalPERS ID.


Click the Delete button.


If no error message displays, the deduction was deleted successfully.


The screen refreshes the search panel.


The manual Delete (PRS.
346
) form no longer needs to be sent to CalPERS for processing.

11
/
25
/
2013

14

Maintain DA Deductions

Update transactions

After Delete the Search Direct Authorization Records page is refreshed where you can search for more
record(s) to Add, Delete, or Update for the Agreement ID in context.

11
/
25
/
2013

15

Maintain DA Deductions

Update transactions

3.
Update



Search for the participant.


Select the
CalPERS ID
link


You are taken to the
Edit Deduction Record
page

11
/
25
/
2013

16

Maintain DA Deductions

Update transactions

The
Edit Deduction Record
page displays with the CalPERS ID and Participant Social
Security Number
-
4
as read only. The current amount of the deduction displays.

11
/
25
/
2013

Maintain DA Deductions

Update transactions

17

To
update

the deduction:


Enter in new deduction amount


Select
Name Search
button, not a required step.


Select
Save & Continue


Errors will display in a red box


Successful transactions will return to the Search
Direct Authorization Records page.


11
/
25
/
2013

18

Maintain DA Deductions

Update transactions

The Search Direct Authorization Records page displays with the transaction updated.


To process under a different Agreement ID, select the Maintain DA Deductions left hand navigation
link.

11
/
25
/
2013

19

Global Rate Change
and Dues Recalculation

Functionality is the same. The display has a change in the panel and one field.

11
/
25
/
2013

20

Global Rate Change and Dues Recalculation

11
/
25
/
2013

Navigation to perform
Global Rate Change
and
Dues Recalculation
is the same:



Select
Reporting
global navigation link


Select
Add Direct Authorization
Deduction Information
from the
Method

drop down


Select
Continue
button

21

Global Rate Change and Dues Recalculation

Changes on the page:


The panel name has been renamed to
Rate Change/ Dues
Recalculation


Event:

replaces Delivery Consideration and there are only
2
selections
available.

Business Month:

still appears on this page. It is defaulted to the current
business month for the next monthly warrant.


Note:

How to update for a Global Rate Change is in the current DAV User Guide.
The link is available on your Home page. An updated version of this guide will be
available there once approved for posting to the web.

11
/
25
/
2013

Deduction Request Errors


22

Current Design
:

The reports created in the current design reflects successful transactions
and errors for on
-
line and file deduction submission.


New Design as of
11
/
19
/
2012
:


Deductions maintained online will have errors returned as a red
-
box
error message in real
-
time when encountered during processing.



FTP interface files, Global Rate Change and Dues Recalculation will have
the errors reported in the
Current DA Errors
report and
Unresolved
Historical DA Errors

report. FTP Response Files will still be provided in
the same format as today.

11
/
25
/
2013

23

Online Deduction Error Messages

A red box error message will appear on the Edit Deduction Record page
when an error is encountered. A few sample messages are displayed below.

11
/
25
/
2013

Deduction Request Errors


Current DA Errors and Unresolved Historical Errors reports

may be viewed, printed, or cleared for errors
resulted from transactions processed from an uploaded or FTP Interface file, Global Rate Change or Dues
Recalculation.


24

Navigating to this page
:


Select
Current DA Errors
left hand navigation link


Select
Warrant Issue
Date


Select
Display

button

To get to the Error details
:


Select
Agreement ID
radio button


Select
Error Detail
button

11
/
25
/
2013

You can search by any of the criteria in the Search Direct Authorization Records panel.


You can print a report of these errors by selecting the
Print Report
button. The content of the report is the same
information displayed in the Direct Authorization Records panel which will include the Agreement ID associated
to the errors.


To navigate to Unresolved Historical DA Errors, select the left hand navigation link.

25


Deduction Request Errors

11
/
25
/
2013

The errors are mainly informational for why a
retiree
d
eduction could not be
added, updated or deleted.

A list and description of the
most common errors are:




Payee Account Not Found
-

o

A participant
is not retired.



Payee has
n
ot
y
et

been
Released
-

o

A participant
is in the process of retiring or being set up for

a
survivor benefit. They have not yet been released to payment status
for deductions to be established.



Deduction Exceeds Gross
-

o

A participant’s net warrant is not sufficient to cover the deduction.
The
system will drop the
existing deduction from the p
ending
warrant when this error results.




No Monthly Warrant Exists. Cannot process deduction for
SSN/CalPERS ID: {SSN/CalPERS ID}

o

A participant does not have an ongoing monthly allowance.



Exited Payee
-

o

A participant is Deceased, Retirement Cancelled or
participant
Reinstated to active employment.



Invalid CalPERS ID and/or SSN
-

o

The wrong Payee Account ID number was submitted.

26

Common Error Messages

11
/
25
/
2013

Clearing Errors

Resolution of an error may involve the business partner contacting the participant to verify: their
SSN or CalPERS ID number; if they are receiving retirement warrants; or to inform the participant
of other arrangements for payment if a Deductions Exceed Gross error is resulted.


Once an error is resolved, it can be
cleared

from the report. If you need to perform deduction
processing as part of your resolution, access the Maintain DA Deductions link on the left hand
navigation menu to perform the necessary transaction.
Note

errors not cleared from the
Current
DA Errors
report will move to the
Unresolved DA Errors
report after the warrant it was submitted
for has been processed. The Unresolved DA Errors will continue to accumulate and the count is
cumulative.

27


Select the
checkbox

or
select all
for the record(s) you would like to clear.


Select the
Clear Error
button.

11
/
25
/
2013

Updated DAV User Roles

We currently have two roles:



Business Partner Direct Authorization

o
Allows the business partner to access deduction pages to manage deductions
online; at launch of my|CalPERS this role included DA Agreement administration


System Access Administrator

o
Business partner can establish and maintain contacts, assign user roles, and reset
passwords for their organizational staff.


There are two
new

additional DAV User Roles that have been added to my|CalPERS.


Business Partner AP/Billing

o
Allows the business partner access to view their warrant payments and/or
receivables.; e
-
mail BNSD_Direct_Authorization if the role is needed.


Business Partner Direct Authorization Agreements

o
Allows a business partner separation of duties between establishing/ maintaining
the agreements and deduction processing for their staff.


Expired Passwords? Contact your SAA or select Forgot Password? link on the Login page.

28

11
/
25
/
2013

View Warrant Payments

available for view once Business Partner AP/Billing access role granted

29

11/25/2013

View Warrant Payments

Business Partner AP/Billing user access role


Select
Profile

global navigation tab


Select
Payments

local navigation link


Select
Warrant Browser
from left hand navigation link


Select
Search

button


The list of warrants will display


Select the
CalPERS Warrant ID Number
link to view payment address details

30

11
/
25
/
2013

Warrant Actions

A
Stop Payment
request can be performed on a warrant that has not yet been received
and is in an
Outstanding
status .


Select the
Request Stop Payment
button.


Send notification to
BNSD_Direct_Authorization@calpers.ca.gov

o
Subject: Stop Payment Requested

o
Warrant number and issue date

A
Photocopy
for a warrant in
Paid

status can be requested.


Select the
Request Photocopy
button


Send notification to
BNSD_Direct_Authorization@calpers.ca.gov

o
Subject: Photocopy Requested

o
Warrant number (s) and issue date(s)


31

11
/
25
/
2013

Cognos Deduction Register

updates implemented
10
/
28
/
2012

32

11/25/2013

Cognos

Navigation updates to
Deduction Register Report

1.
Login to
my|CalPERS

2.
From the
my|Home

page select the up arrow to expand Common


Tasks from the left hand navigation menu.

3.
Select the Reports link

4.
Select the
my|Home

link in the IBM
Cognos

8
window

5.
Select
PSR_Reports_ENV
98

highlighted yellow folder

6.
Select
Saved Reports
highlighted yellow folder

7.
Select

Deduction Register Report highlighted yellow folder
NEW Step

8.
You will notice reports generated on different dates. There are also multiple
reports for the same date. These reports of the same date represent unique
data from each of the four (
4
) retirement programs(Judges’ Retirement
System, Legislators’ Retirement System, Judges’ II Retirement System,
CalPERS). Usually, the last report for the same date is the deduction register
for the CalPERS Program.

9.
Select the in the Actions column.

10.

The Delimited Text (CSV) link displays on the next page. Select to download,
open or save the report by the in the Actions column.



33

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/
25
/
2013

34

Cognos Deduction Register Report


NEW step

Select Deduction Register Report folder link

11
/
25
/
2013

35

Cognos Deduction Register Report Folder

CalPERS
11
/
1
/
2012
deduction register

11
/
25
/
2013

Select the cascading pages icon in the Actions Column for the October
26
,
2012 4
:
10
:
57
p.m. report.



NOTE:

The Modified Date may change, as in this example, the
4
th

report for October shows
10
/
26
/
2012
. A business solution
is on the way for consistent labeling of the Cognos reports.


11
/
25
/
2013

36

This next page shows the Delimited Text File (CSV) displaying the report. Notice October
17
,
2012 2
:
39
:
49
a.m.
appears in the Version: drop down field for the October
26
,
2012
report selected on the previous page. This is the
CalPERS report for the November
1
,
2012
warrant.

Cognos Deduction Register Report Download

37

2012 IMPORTANT DATES


DIRECT AUTHORIZATION VENDORS


IMPACTS TO ON
-
LINE SUBMITTERS & FILE REPORTERS


Due to earlier business closing dates, it is necessary for CalPERS to revise the deadline for processing your monthly
transactions and manual “Delete” requests. Please follow the schedule below to ensure your transactions are
processed for the affected warrant.


Business Month

Affected Warrant


Deadline


February 2012



3/01/2012



2/03/2012



March 2012



4/01/2012



3/02/2012



April 2012



5/01/2102



4/06/2012


May 2012



6/01/2012



5/04/2012


June 2012



7/01/2012



6/08/2012


July 2012



8/01/2012



7/06/2012


August 2012



9/01/2012



8/03/2012


September 2012

10/01/2012



9/07/2012




October 2012



11/01/2012


10/05/2012


November 2012

12/01/2012


11/02/2012


December 2012


1/01/2013


12/07/2012

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/
2013

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/
2013

38


2013
IMPORTANT DATES


DIRECT AUTHORIZATION VENDORS


IMPACTS TO ON
-
LINE SUBMITTERS & FILE REPORTERS


Due to earlier business closing dates, it is necessary for CalPERS to revise the deadline for processing your
monthly transactions and manual “Delete” requests. Please follow the schedule below to ensure your
transactions are processed for the affected warrant.




Business Month

Affected Warrant


Deadline


January
2013



2
/
01
/
2013



1
/
04
/
2013



February
2013



3
/
01
/
2013



2
/
01
/
2013




March
2013



4
/
01
/
2013



3
/
08
/
2013





April
2013



5
/
01
/
2013



4
/
05
/
2013




*


* A completed
2013
calendar will be posted once it is available.

39

Resources

Business Partner Home Page

Link to DAV User Guide

Latest Business Partner News

When the updated DAV
User Guide and the DAV
my|CalPERS power point
presentation are approved
for release to the web,
you will be able to access
them via this link.

11
/
25
/
2013





40


Direct Authorization Program Contacts:

BNSD_Direct_Authorization@calpers.ca.gov


CalPERS Program:



Eva Clark (
916
)
795
-
9265


Kimberly Nye (
916
)
795
-
3881


Judges’ Retirement System

Legislators’ Retirement System

Judges’ II Retirement System Programs:



Mark Chiu (
916
)
795
-
2404

Mark_chiu@calpers.ca.gov




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/
2013

41

Questions:

11/25/2013