$TXT Created by DILL,MATT at MNTVBB.FO-ALBANY.MED.VA.GOV (KIDS) on Thursday, 04/01/04 at 12:39 ============================================================================= Run Date: MAY 07, 2004 Designation: PRS*4*89 Package : PRS - PAID Priority: EMERGENCY Version : 4 SEQ #85 Status: Released Compliance Date: MAY 10, 2004 ============================================================================= Subject: Saturday Premium Report 12/6/03 - 1/10/04 Category: - Routine - Other Description: ============ This patch will generate a report containing a list of employees who are covered under Public Law 108-170, and who worked on a Saturday in PP 03-24, 03-25, or 03-26. The report will contain the employees' timecard for the pay period, along with the 8B string that was transmitted to Central PAID, and several fields that the Payroll staff will need to determine if the employee was paid correctly, and if needed, to calculate any back pay that may be due the employee. The report is created by a pre-install routine that will automatically run when the patch is installed, and it's e-mailed to the employee who installs the patch. This person will need to deliver the report to the appropriate Payroll Personnel. This is a one-time report, and therefore will not be added to the VistA PAID/ETA v 4.0 software. The sites may delete routine PRSXP89 after the patch has been installed, and the report has been turned over to Payroll. The report in this patch was created in response to a request by the Central PAID office. The following instructions have been supplied by them to help you determine what actions you need to take: Office of Financial Policy (047GA2) Briefing Note Subject: Draft 047GA2 Notice 04.007, Retroactive Weekend Premium Pay for Title 38 Hybrids Discussion: Effective December 6, 2003, Section 301(a) of Public Law 108-170, added 19 title 5 competitive service occupations to the hybrid title 38 personnel system. As a result of this change, employees in the associated occupation and title codes, (see Attachment to draft 047GA2 Notice 04-007), are entitled to weekend pay retroactive to December 6, 2003. In PAID, employees in these occupation and title codes are currently coded as title 5 health care workers, (resulting from section 303, of Public Law 108-170), and they began receiving Saturday pay effective January 11, 2004. The American Federation of Government Employees (AFGE) requested that VA pay employees in the 19 occupation and title codes immediately for the period of December 6, 2003 through January 10, 2004. VA agreed and anticipated that payment for this period could be made within 60 days of VA's March 5, 2004, response. The Payroll and Records Management Division (047GA2) advised HR's Compensation and Benefits Division (051A) that most payments will likely be paid shortly after the 60 day anticipated deadline, mostly due to the efforts to correct VA's pay period 6 retro pay overpayments. 051A has relayed this information to HR's labor relations management division. This notice will provide payroll offices with instructions needed to make payments for employees entitled to weekend pay from December 6, 2003 to January 10, 2004. This adjustment period is referred to as Phase I in the attached draft notice. Additional adjustments, Phase II, will be needed for this same group of employees once PAID and ETA are programmed to automatically pay premium pay for this group of employees. Phase II adjustments are expected in September 2004. To assist payroll offices in identifying affected employees, an ETA patch will be distributed as soon as this notice becomes final. This patch will provide employee name, SSN, and the weekend hours worked from December 6, 2003 to January 10, 2004. Instructions in this notice will guide payroll offices in making the proper adjustments based on employee type and hours worked. RETROACTIVE WEEKEND PREMIUM PAY FOR TITLE 38 HYBRIDS 1. PURPOSE: This notice provides payroll processing instructions for the retroactive payment of weekend premium (Sunday and Saturday) pay to employees in occupations converted to the hybrid title 38 personnel system effective December 6, 2003. This notice provides instructions only for the period December 6, 2003 through January 10, 2004, for employees in occupations listed in Attachment. Once PAID and ETA is modified to automatically pay weekend premium pay for these employees, additional payroll processing instructions will be issued. 2. BACKGROUND a. Section 301(a) of Public Law 108-170 converted the occupation and title codes in Attachment from the title 5 competitive service to the hybrid title 38 personnel system effective December 6, 2003. Employees in these occupation and title codes are entitled to weekend premium pay retroactive to December 6, 2003. However, due to a delay in reprogramming PAID and ETA, and for other reasons, the retroactive payment of weekend premium pay must be processed by local payroll offices in two phases. Phase I: Payroll offices will process retroactive weekend premium pay adjustments from December 6, 2003 through January 10, 2004, for employees in occupation and title codes listed in Attachment. Efforts should be made to process Phase 1 adjustments as soon as possible but no later than June 1, 2004. Phase II: Payroll offices will process retroactive weekend premium pay adjustments from January 11, 2004 through the pay period prior to PAID and ETA being reprogrammed. This notice only pertains to adjustments required for Phase 1. b. In an Outlook e-mail to VHA Payroll Group and VAFSC PAID STATION LIST dated January 23, 2004, Bonnie Autry, VHA Financial Liaison Office (173B), issued draft instructions entitled "Title 5 Health Care Workers' Entitlement to Saturday Premium Pay". In the attachment to that e-mail entitled "VHA Health Care Occupations Eligible For Saturday Premium Pay", 72 title 5 health care occupations were listed as eligible for Saturday premium pay effective pay period 1, 2004 (January 11th). Nineteen (19) of those occupations are now eligible for weekend pay as a hybrid employee retroactive to December 6, 2003. The occupation and title code (first six digits of the occupation series) must be used to identify hybrid employees eligible for weekend premium pay. For example, although all employees in occupation code 0601, General Health Science, are considered title 5 health care workers entitled to Saturday pay, only employees in occupation and title codes 060113, Nuclear Medical Technologist, are now considered hybrids entitled to weekend pay retroactive to December 6, 2003. c. Employees in the new 19 hybrid occupations are currently coded in PAID as title 5 health care workers (premium pay code S) and they began receiving Saturday pay effective January 11, 2004. Once PAID and ETA are programmed, these employees will be automatically converted to their hybrid status (pay plan A with appointment type 5 or 6) and will begin receiving weekend pay. Upon conversion, additional instructions will be issued advising payroll offices to process Phase II adjustments for these employees. Since most of these employees are already receiving Sunday pay under title 5 and Saturday pay as a title 5 health care worker, Phase II adjustments will generally only affect overtime on a Sunday tour for full-time employees and regular plus overtime hours on a Sunday tour for part-time and intermittent employees. d. Employees in the new hybrid occupations should be aware of the delay in receiving the retroactive payments as human resource offices were instructed to advise them. The following is an excerpt of a sample letter to employees contained in HRML 05-04-02 dated March 17, 2004, Attachment A(: "The change to hybrid status does not affect your current grade, step or salary rate. In addition to your basic pay, you are now entitled to title 38 premium pay at the rate of 25 percent of your basic hourly rate of pay for each hour of service on a tour of duty, any part of which is between midnight Friday and midnight Sunday. This weekend premium pay entitlement was effective December 6, 2003. You began receiving additional pay for all Saturday hours worked after January 11, 2004 on the normal pay date. However, additional changes must be made to the payroll system for Saturday hours worked between December 6, 2003 and January 11, 2004 and the changes in the pay entitlement for all Sunday hours worked since December 6, 2003. You will receive this pay retroactively once the system changes are accomplished." 3. Phase 1 Adjustments a. To assist payroll offices in identifying employees and processing adjustments for Phase 1, ETA patch PRS*4.0*89 will be issued to local IRM offices on/about May 07, 2004. This patch will produce a listing of all hours worked for employees in the 19 hybrid occupations from midnight Friday to midnight Sunday, December 6, 2003 through January 10, 2004. Local payroll offices must review the ETA listing and the amounts paid to each employee to determine if weekend pay is payable. The following should be considered when determining entitlement to weekend pay for Phase I: b. Full-time employees (Regular Hours - Sunday): For the most part, full-time employees who worked their regular tour of duty between midnight Saturday and midnight Sunday already received Sunday pay under title 5 based on 2087 as the divisor to determine the hourly rate of Sunday pay. Now these employees are entitled to Sunday pay under title 38 based on 2080. Although the difference is relatively small, employees are entitled to the additional pay. c. Full-time employees (Regular Hours - Saturday): Full-time employees who worked their regular tour of duty any part of which was between midnight Friday and midnight Saturday did not originally receive Saturday pay for such hours under title 5. Now, however, these employees are entitled to Saturday pay under title 38 for regular hours worked on a tour of duty any part of which was between midnight Friday and midnight Saturday. For example, the ETA listing may show a full-time employee working regular hours from 7 AM to 3:30 PM on Saturday, December 6, 2003. Since Saturday pay was not originally paid for these hours, the employee is now entitled to 25% of the basic hourly rate of pay for 8 hours. d. Full-time Employees (Overtime Hours): Full-time employees who worked overtime were not entitled to Sunday or Saturday pay under title 5 when the original timecard was processed. Now, however, these employees are entitled to Sunday and Saturday pay for such overtime hours under title 38 if the overtime hours were worked on a tour of duty. Upon reviewing the ETA listing, payroll offices must have timekeepers certify, as needed, whether overtime was worked on a tour duty. If the overtime was worked on a tour of duty, employees are entitled to 25% of the basic hourly rate of pay for Sunday and Saturday overtime hours worked on a tour of duty any part of which was between midnight Friday and midnight Sunday. If the overtime was not worked on a tour of duty, employees are not entitled to Sunday or Saturday pay for such hours. e. Part-time and Intermittent Employees (Regular/Unscheduled Hours): Part-time and intermittent employees who worked regular or unscheduled hours on a tour of duty any part of which was between midnight Friday and midnight Sunday were not entitled to Sunday or Saturday pay under title 5 when the original timecard was processed. Now, however, employees are entitled to 25% of the basic hourly rate of pay for Sunday and Saturday hours worked on a tour of duty any part of which was between midnight Friday and midnight Sunday. If the regular or unscheduled hours were not worked on a tour of duty, employees are not entitled to Sunday or Saturday pay. f. Part-time and Intermittent Employees (Overtime Hours): Part-time and intermittent employees who worked overtime hours on a tour of duty any part of which was between midnight Friday and midnight Sunday were not entitled to Sunday or Saturday pay for such hours under title 5 when the original timecard was processed. Now, however, employees are entitled to Sunday and Saturday under title 38 if such overtime hours were worked on a tour of duty. Upon reviewing the ETA listing, payroll offices must have timekeepers certify, as needed, whether the overtime was worked on a tour of duty. If the overtime was worked on a tour of duty, employees are entitled to 25% of the basic hourly rate of pay for Sunday and Saturday overtime hours worked on a tour of duty any part of which was between midnight Friday and midnight Sunday. If the overtime was not worked on a tour of duty, the employee is not entitled to Sunday or Saturday pay for such hours. 4. TIME FRAME FOR PROCESSING PHASE I ADJUSTMENTS: Due to VA's commitment to a national labor bargaining unit, efforts should be made to process Phase I pay adjustments as soon as possible and no later than June 1, 2004. 5. Questions: Questions concerning this bulletin should be directed to the appropriate office below: VHA FACILITIES (Odd numbered VISN) HELPLINE I VHA FACILITIES (Even numbered VISN) HELPLINE II VBA FACILITIES 202-273-7309 ALL OTHERS 202-273-6038 ATTACHMENT The following occupations and title codes are added to the title 38 hybrid category effective December 6, 2003. (1) PSYCHOLOGIST 018002 PSYCHOLOGIST 018003 CLINICAL PSYCHOLOGIST 018004 RESEARCH PSYCH (CLINICL INVEST) 018005 CLINICL RESRCH PSYCHOLGST 018007 COUNSELING PSYCHOLOGIST 018011 DEP DIR MEN HTH/BEHAV SC 018025 RESEARCH PSYCH (RES ASSOC) 018026 RESEARCH PSYCHOLOGIST 018085 PSYCHOLOGIST 018086 PSYCHOLOGIST 018087 PSYCHOLOGIST 018092 PSYCHOL (ASSOC INVESTIGR) 018095 CLIN PSYCHOLOGIST (CONSLT) 018096 COUNSELING PSY (COUNSELING) 018097 PSYCHOLOGIST (CONSULT) 018098 PSYCHOLOGIST (RES ASSOC) (2) SOCIAL WORKER 018502 DIR, SOCIAL WORK SERVICE 018503 RESEARCH SOCIAL WORKER 018504 SOCIAL WORKER 018505 SOCIAL WORK PROG SPEC 018551 SOCIAL WORKER (CONSULTANT) 018557 SOCIAL WORKER 018558 SOCIAL WORKER 018559 SOCIAL WORKER 018561 SOCIAL WORK PRE-DOC FELW 018562 SOCIAL WORK MASTERS 018563 SOCIAL WK POST-MAST FELW 018571 SOCIAL WORKER (3) NUCLEAR MEDICINE 060113 NUCLEAR MED TECHNOLOGIST (4) DIETITIAN 063018 DIETITIAN 063020 DIETITIAN 063059 DIETETIC INT (COOR MSTRS) 063061 DIETITIAN (5) CORRECTIVE THERAPIST 063502 CORRECTIVE THERAPIST (TL) (6) THERAPY ASSISTANTS 063615 OCCUP THERAPY ASSISTANT 063616 PHYS THERAPY ASST (CLIN) 063617 OCCUP THERAPY ASST (CLIN) 063618 PHYSICAL THERAPY ASST (7) MEDICAL TECHNOLOGIST 064402 MEDICAL TECHNOLOGIST 064403 MEDICAL TECHNOLOGIST 064405 MEDICAL TECHNOLOGIST (8) DIAGNOSTIC RADIOLOGIC 064711 DIAGNOSTIC RADIOLOGIC TECHNICIAN 064712 DIAGNSTC RADIOLOGIC TECHNOLOGIST 064713 DIAG RAD TECHNICIAN (SPEC PROC) 064714 DIAG RAD TECHNOLOGIST (SPEC PROC) 064715 DIAG RAD TECH (ANGIOGPHY) 064716 DIAG RAD TECH (COMPT TOM) 064717 DIAG RAD TECH (MRI) (9) THERAPEUTIC RADIOLOGIC 064814 THERAPEUTC RADIOLOGIC TECHNICIAN 064815 THERAPUTC RADIOLOGIC TECHNOLOGIST 064816 THER RAD TECH (DOSIMETRST) 064817 THER RAD TECHNOLOGIST (DOSIMETRIST) (10) MEDICAL INSTRUMENT TECHNICIAN 064915 MED INST TECH (CARDIAC CA) 064916 MED INST TECH (EKG) 064917 MED INST TECH (EEG) 064918 MED INST TECH (PERFUSION) 064919 MED INST TECH (HEMODIAL) 064921 MED INST TECH (PULM FUNCTION) 064922 MED INST TECH (DIAG ULTRA) 064923 MED INST TECH (ECHOCARDIO) 064924 MEDICAL INSTRUMENT TECH (MRI) 064925 MEDICAL INSTRUMENT TECH 064927 MED INST TECH (VASCULAR) 064928 MED INST TECH (SLEEP TECH) (11) PHARMACY AID/TECHNICIAN 066103 PHARMACY TECHNICIAN (TYP) 066104 PHARMACY AID 066106 PHARMACY TECHNICIAN 066107 PHARMACY AID 066108 PHARMACY AID (OA) 066109 PHARMACY TECHNICIAN (OA) (12) AUDIOLOGIST/SPEECH 066502 AUDIOLOGIST 066505 AUDIOL (SPEECH PATHOLOGST) 066508 RESEARCH AUDIOLOGIST 066512 RESRCH AUD (SPCH PATHLGST) 066515 RESEARCH SPEECH PATHOLGST 066518 SPEECH PATHOLOGIST 066565 AUDIO/SP-LANG PATH FW CFY 066568 AUDIOLOGIST-SPEECH PATH 066575 AUDIOL-SPEECH PATHOLOGIST 066582 DIR, AUDIO & SP PATH SVC (13) ORTHOTIST 066702 ORTHOTIST 066712 ORTHOTIST-PROSTHETIST 066722 PROSTHETIST (14) MEDICAL RECORDS ADMINISTRATION 066903 MEDICAL RECORDS ADMIN 066904 MED RECORDS ADMIN SPEC 066905 MED REC ADMIN TRNE (MAS) (15) PROSTHETIC 067205 PROSTHETIC REPRESENTATIVE 067206 PROSTH REP (ORTHO-PROSTH) (16) MEDICAL RECORDS TECHNICIAN 067501 MEDICAL RECORDS TECH 067502 MEDICAL RECORDS TECH 067504 MEDICAL RECORDS TECH (TYP) 067505 MED RECORDS TECH (TYP) 067506 MEDICAL RECORDS TECH (OA) 067508 MEDICAL RECORDS TECH (OA) 067509 MED RECORDS TCH (STENO/OA) (17) DENTAL ASSISTANT 068103 DENTAL AID 068104 DENTAL AID (TYPING) 068105 DENTAL ASSISTANT (OA) 068106 DENTAL ASSISTANT 068107 DENTAL ASSISTANT (STENOGRAPHY) 068109 DENTAL ASSISTANT (TYPING) 068142 DENTAL ASSISTANT (X-RAY) 068145 DENTAL ASSISTANT (X-RAY/ /STENO) 068148 DENTAL ASSISTANT (X-RAY/ /TYPING) (18) DENTAL HYGIENIST 068202 DENTAL HYGIENIST (19) BIOMEDICAL ENGINEER 085802 CLINICAL ENGINEER 085803 BIOMEDICAL ENGINEER 085804 RESEARCH BIOMEDICAL ENGR This patch addresses the following Service Request(s): ------------------------------------------------------ There are no Service Requests associated with this patch This patch addresses the following NOIS message(s): --------------------------------------------------- There are no NOIS associated with this patch Test Sites: ----------- ==================== INSTALLATION INSTRUCTIONS ==================== If installed during the normal workday, it is recommended that the following selection(s) in the OPTION (#19) file, and all of their descendants be disabled to prevent possible conflicts while running the KIDS Install. Other VISTA users will not be affected. ** There are no menus to disable. Install Time - Less than 5 minutes. 1. LOAD TRANSPORT GLOBAL --------------------- Choose the PackMan message containing this patch and invoke the INSTALL/CHECK MESSAGE PackMan option. 2. DISABLE ROUTINE MAPPING (DSM for Open VMS sites only) ----------------------- Disable routine mapping on all systems for the routines listed in step 3 below. NOTE: If the routines included in this patch are not currently in your mapped routine set, please skip this step. 3. COMPONENTS SENT WITH PATCH -------------------------- The following is a list of the routines included in this patch. The second line of each of these routines now looks like: ;;4.0;PAID;**[patch list]**;Sep 21, 1995 CHECK^XTSUMBLD results Routine name Before Patch After Patch Patch List ------------ ------------ ----------- ---------- PRSXP89 New 9453490 89 Total number of routines: 1 4. START UP KIDS ------------- Start up the Kernel Installation and Distribution System Menu [XPD MAIN]: Edits and Distribution ... Utilities ... Installation ... Select Kernel Installation & Distribution System Option: INStallation --- Load a Distribution Print Transport Global Compare Transport Global to Current System Verify Checksums in Transport Global Install Package(s) Restart Install of Package(s) Unload a Distribution Backup a Transport Global 5. Select Installation Option: --------------------------- NOTE: The following are OPTIONAL - (When prompted for the INSTALL NAME, enter PRS*4.0*89): a. Backup a Transport Global - This option will create a backup message of any routines exported with this patch. It will not backup any other changes such as DD's or templates. b. Compare Transport Global to Current System - This option will allow you to view all changes that will be made when this patch is installed. It compares all components of this patch (routines, DD's, templates, etc.). c. Verify Checksums in Transport Global - This option will allow you to ensure the integrity of the routines that are in the transport global. 6. Select Installation Option: Install Package(s) ------------------ **This is the step to start the installation of this KIDS patch: a. Choose the Install Package(s) option to start the patch install. b. When prompted 'Want KIDS to INHIBIT LOGONs during the install? YES//' answer NO. c. When prompted 'Want to DISABLE Scheduled Options, Menu Options, and Protocols? YES//' answer NO. 7. REBUILD MAPPED ROUTINE(S) (DSM for Open VMS sites only) ------------------------- (Optional) Include the routines distributed with this patch in the mapped routine set. NOTE: This step is only necessary if you performed step 2 or if you wish to include the routines in your mapped set. 8. DELETE PRE-INSTALL ROUTINE(S) ----------------------------- (Optional) After the patch has been installed and the report has been turned over the Payroll staff, routine PRSXP89 may be deleted. Routine Information: ==================== Routine Name: - PRSXP89 This pre-install routine will generate the necessary report for the Payroll office. Routine Checksum: ============================================================================= User Information: Entered By : DILL,MATT Date Entered : JAN 08, 2004 Completed By: ROBBINS,BRADLEY Date Completed: MAY 07, 2004 Released By : WILSON,FAY E Date Released : MAY 07, 2004 ============================================================================= Packman Mail Message: ===================== $END TXT