Attachment 1_Transition Services_PWS_vF.pdf

PDF 438 KB Posted May 8, 2020

Attached to: RFP-PERSONNEL ACTION REQUEST (PAR), PAYROLL & BENEFITS SERVICES (PPB2)
Solicitation number: 1331L520R13ES0008
Issued by: Department of Commerce Office of the Secretary

About this file

Written by GovTribe AI · Dec 30, 2023

This performance work statement outlines the requirements for a Department of Commerce contract to provide personnel action request, payroll, and benefits processing services. Key details include: the contractor will manage PAR, payroll, benefits, and records keeping for over 21,000 DOC employees across multiple bureaus utilizing existing HR systems; transition activities include establishing processing sites, coordinating with DOC on current processes, developing training, and testing interfaces; initial operations will process PARs, payroll transactions, benefits elections, mass actions, and maintain customer service in accordance with target SLAs; the period of performance is 12 months with anticipated go-lives staggered over multiple months and employee populations ranging from 3,000 to 12,000. The solicitation requests proposals due by June 8, 2020 to provide these services through an IDIQ award.

View the file

Other files

File	Type	Posted
Q_A Supplement.pdf	PDF	Jun 2, 2020
SF1449-PPB2.pdf	PDF	Jun 2, 2020
Attachment 1_Transition Services_PWS_rev.1.docx	DOCX document	May 21, 2020
Attachment 2_Operational Services_PWS_rev.1.docx	DOCX document	May 21, 2020
Attachment 7_Key Personnel Role Descriptions_rev.1.docx	DOCX document	May 21, 2020
Questions and Answers PPB2_rev.1.xlsx	XLSX spreadsheet	May 21, 2020
Solicitation - PPB2_rev.1.docx	DOCX document	May 21, 2020
Attachment 10_Pricing Template_vF.xlsx	XLSX spreadsheet	May 8, 2020
Attachment 8_Question Template_vF.xlsx	XLSX spreadsheet	May 8, 2020
Attachment 7_Key Personnel Role Descriptions_vF.docx	DOCX document	May 8, 2020
Attachment 6_Transaction Volumes_vF.xlsx	XLSX spreadsheet	May 8, 2020
Attachment 3_Target Service Level Agreements_vF.docx	DOCX document	May 8, 2020
Attachment 5_ES HR PPB Scope Document_vF.docx	DOCX document	May 8, 2020
Attachment 9_Staffing Model Template_vF.xlsx	XLSX spreadsheet	May 8, 2020
Attachment 2_Operational Services_PWS_vF.pdf	PDF	May 8, 2020
Attachment 4_Process Map Overview_vF.xlsx	XLSX spreadsheet	May 8, 2020
Solicitation - PPB2_vF_05082020.pdf	PDF	May 8, 2020

Show all 17

On GovTribe

Work with this file

Download the original file
Contacts named in this file
Similar government files
Ask GovTribe AI about this file

Try for free Login

Text version

The file's text, extracted by GovTribe without its formatting.

May 8, 2020

ATTACHMENT 1

DRAFT	PERFORMANCE	WORK	STATEMENT	(PWS)	FOR	TASK	ORDER
001:	TRANSITION	SERVICES

Department	of	Commerce
Enterprise	Services	–	Human	Resources	–	Transition	Support	Services	for
Personnel	Action	Request,	Payroll,	and	Benefits	Services	(ES‐HR‐PP&B2)

8 May 2020

Table	of	Contents
I. TASK	ORDER	DETAILS	................................................................................................................................................	3

II. PERFORMANCE WORK STATEMENT (PWS)

III. TECHNOLOGY REQUIREMENTS

IV. DELIVERABLES AND MILESTONE SCHEDULE

V. TASK ORDER ADMINISTRATION

DRAFT IDIQ Task Order #001

Enterprise Services – Human Resources – Personnel Action Request, Payroll, and Benefits Services

Pages	3	of	50
8	May	2020

I. TASK ORDER DETAILS

1.1. ORDER TYPE

This

Task

Order

Fixed‐Price

(FP)

IDIQ

Order.

This

order

issued

under

the

Department

Commerce

Enterprise

Service

‐

Human

Resources

–

Personnel

Action

Request,

Payroll,

and

Benefits

Services

(PPB2)

IDIQ

number

TBD.

1.2. CAR 1352.270‐70 PERIOD OF PERFORMANCE (APR 2010) for Task Order 1

The period of performance of this order is not to exceed 12 months.

1.3. SCHEDULE

1.3.1. Fixed Pricing

This

Task

Order

priced

Firm

Fixed

Pricing

(FFP).

The

invoicing

and

payment

schedule

will

determined

upon

contract

award.

1.4. AVAILABILITY OF FUNDS

Orders will be directly billed to the Bureau(s) receiving services.

Services

provided

under

this

order

are

contingent

upon

the

availability

funds

(52.232‐18).

The

Contractor

shall

not

incur

costs

above

the

current

funding

obligated

that

line

item

unless

and

until

the

Contracting

Officer

notifies

the

Contractor

writing

that

additional

funds

have

been

obligated

that

line

item

through

modification.

1.5. ORDER OF PRECEDENCE

the

event

any

conflict

between

this

Agreement

and

the

Contractor

submission,

the

order

precedence

follows:

(1)

IDIQ

TBD

(2)

this

Order,

and

(3)

the

Contractor

submission.

1.6. PLACE OF PERFORMANCE

The places of performance for the services listed in this Task Order include the following:

1.6.1. Contractor's selected site(s)

1.6.2. Department of Commerce Herbert C. Hoover Building (HCHB)

Enterprise Services – Human Resources – Personnel Action Request, Payroll, and Benefits Services

Pages	4	of	50
8	May	2020

II. PERFORMANCE WORK STATEMENT (PWS)

The

scope

work

associated

with

this

Indefinite

Delivery,

Indefinite

Quantity

(IDIQ)

Task

Order

conduct

transition

activities

order

implement

PAR,

Payroll,

and

Benefits

processing,

Contact

Center

support,

and

HRIT

system

administration

services

for

all

in‐scope

DOC

Bureaus,

utilizing

industry

best

practices

ensure

efficient

and

high‐quality

service

delivery.

The anticipated timeline for this Task Order is as follows but is subject to change:

The following outlines the anticipated numbers of employees per go‐live:

	Anticipated	#	of	Employees*
Go‐Live	1	3k	–	5k	Employees
Go‐Live	2	6k	or	12k	Employees**
Go‐Live	3	6k	or	12k	Employees**

*Actual

Bureaus

have

not

yet

been

determined

for

each

transition.

**For

Go‐Live

and

while

one

transition

will

for

approximately

employees

and

the

other

transition

will

for

approximately

12k

employees,

the

order

the

transitions

not

yet

defined.

The estimated population of Employees serviced by in‐scope Bureau is as follows:

Employees	Serviced	by	Bureau
Bureau	#	of	Employees***

National	Oceanic	&	Atmospheric	Administration	(NOAA)	11,242
Census	Bureau	6,687
International	Trade	Association	(ITA)	1,106
Office	of	the	Secretary	(OS)	855
National	Telecommunications	&	Information	Administration	(NTIA)	488
Bureau	of	Economic	Analysis	(BEA)	472
Bureau	of	Industry	&	Security	(BIS)	358
FirstNet	(NTIA)	215
Economic	Development	Administration	(EDA)	199
Minority	Business	Development	Agency	(MBDA)	42
Total	21,664

***Employee

count

2/19/2020

and

was

collected

from

HRConnect’s

Workforce

Analytics.

HRConnect

serves

the

true

system

record

for

employee

count.

2.1 SCOPE OF SERVICES

The

scope

work

associated

with

this

IDIQ

Task

Order

includes

all

transition

activities,

defined

those

activities

required

efficiently

and

seamlessly

design,

build,

and

support

the

operations

Enterprise Services – Human Resources – Personnel Action Request, Payroll, and Benefits Services

Pages	5	of	50
8	May	2020

PAR,

Payroll,

and

Benefits

processing,

Contact

Center

support,

and

HRIT

system

administration

services

for

DOC’s

Enterprise

Services

PP&B

program

needed.

Transition

activities

consist

two

components:

1. Design	and	Build
2. Initial	Operations

2.1.1 Design and Build

Design and Build activities include, but are not limited to, the following:

2.1.1.1 Establish

transition

team

work

with

the

designated

DOC

implementation

team

manage

the

transition

PP&B

services

from

the

current

provider

(if

applicable)

2.1.1.2 Participate	in	all	required	program	management	activities	and	meetings	and	provide
regular	updates	regarding	status	of	contractor	transition	activities,	schedule,	identified
transition	risks/issues	and	mitigation	strategies,	and	actions	required	by	stakeholders

2.1.1.3 Coordinate

with

and

additional

applicable

DOC

partners

current

systems

and

services

gain

the

information,

expertise,

processes,

data,

and

procedures

necessary

stand

PP&B

services

for

DOC.

The

vendor

will

work

with

understand

the

new

HRSD

ServiceNow

module,

validate

PP&B

processes,

and

redesign

processes

needed

2.1.1.4 Identify

all

staff

and

roles

requiring

DOC

systems

and

building

access

and

coordinate

system

provisioning

activities

(e.g.,

user

information

identification

and

completed

security

information

forms)

within

specified

number

days

after

contract

award

2.1.1.5 Request

appropriate

security

accounts

for

the

personnel

who

will

use

each

HRIT

and

Enabling

Technology

system

from

the

DOC

contracting

representative.

See

Section

III:

Technology

Requirements

for

details

2.1.1.6 Participate

testing

for

enabling

technology

(ServiceNow

Portal,

HRSD,

IVR)

and

HRIT

(National

Finance

Center,

HRConnect,

webTA)

required

and

develop

and

maintain

contractor‐owned

training

and

job

aid

materials

for

ongoing

future

training

purposes.

Please

note

that

the

expectation

the

Government

that

the

contractor

will

bring

personnel

with

working

knowledge

systems,

including

familiarity

with

National

Finance

Center

(NFC)

payroll

systems

2.1.1.7 Participate

routine

operational

activities

requested

the

Government

part

knowledge

transfer

and

service

transitions

(e.g.,

user

audits)

2.1.1.8 Develop

and

deliver

on‐going

training

approach

and

plan

train

contractor

staff

standard

Federal

PP&B

processes,

HRIT

use,

and

customer

service

standards,

coordinating

with

Enterprise

Services

representatives

for

oversight

requested

ensure

that

all

staff

equipped

meet

the

requirements

the

DOC

Enterprise Services – Human Resources – Personnel Action Request, Payroll, and Benefits Services

Pages	6	of	50
8	May	2020

2.1.1.9 Establish

and

stand‐up

physical

site

for

DOC

PP&B

Processing

and

Contact

Center

services

within

50‐miles

the

Greater

Washington

Area

and

provide

timely

documents

required

for

ATO

approval

and

sponsorship.

Stand‐up

includes

secure

and

segregated

local

area

network

(LAN)

wiring

that

can

used

establish

point

circuit

connectivity

the

DOC

network.

See

Section

III:

Technology

Requirements

for

details

2.1.1.10 Utilizing	existing	DOC	materials	and	HR	expertise,	develop	customer	service
processes	and	standards,	quality	assurance	processes,	quality	control	processes,
desktop	procedures	(DTPs),	and	call	scripts,	and	train	staff	accordingly

2.1.1.11 Provide	input	and	content	for	Standard	Operating	Procedures	(SOPs),	process	maps,
and	job	aids

2.1.1.12 Develop	and	submit	all	deliverables	as	detailed	in	Section	IV:	Deliverables	and
Milestone	Schedule

2.1.2 Initial Operations

Initial

Operations

activities

include

initial

PAR,

Payroll,

and

Benefits

processing,

Contact

Center

support,

and

HRIT

system

administration

for

in‐scope

DOC

Bureaus,

utilizing

best

practices

ensure

efficient

and

high‐quality

service

delivery.

The

delivery

services

expected

delivered

integrated

service

across

all

functions

work,

and

processes

should

not

performed

discrete

units

work.

PAR

processing

refers

processing

Standard

Form

(SF)‐52s,

Request

for

Personnel

Actions,

supporting

DOC

personnel

changes

throughout

the

employee

lifecycle

and

supporting

associated

recordkeeping,

including

retention

SF‐50,

Notification

Personnel

Action

for

all

accessions,

conversions,

and

separations

beginning

with

the

required

action

codes

applicable.

DOC

supervisory

staff

their

proxies,

office

staff,

employees

will

submit

SF‐52s

other

approved

request

forms

the

Contractor

for

review

and

clearance

classification,

staffing,

and

other

specialists;

for

signature

the

individual(s)

whom

authority

approve

personnel

actions

(appointing

authority)

has

been

delegated;

and

for

quality

review,

updating

and

correction,

coding,

and

processing

the

SF‐52

using

the

appropriate

system.

Payroll

Management

refers

processing

bonuses

and

awards,

time

and

attendance,

pay

and

leave,

payroll,

and

changes

throughout

the

employee

lifecycle,

well

associated

recordkeeping.

This

also

includes

management

employee

payroll

data,

processing

on‐

cycle/off‐cycle

payroll,

processing

payments,

handling

payroll

issues,

and

reporting.

This

includes

responding

time

and

attendance.

This

does

not

include

recording

validating

employee

attendance

data

leave

usage,

nor

certifying

prior

pay

period

adjustment

timecards,

these

responsibilities

will

remain

with

the

Timekeeper,

but

does

include

time

card

chase

ensure

employees

are

paid.

Nor

does

this

include

accounting

code

creation

webTA;

this

remains

the

responsibility

the

Timekeeper/Administrative

Officer.

The

Contractor

will

provide

standard

reporting

missing

timecards

designated

bureau

POC

assist

with

time

and

attendance

certification

compliance

efforts

the

Line

Office,

Staff

Enterprise Services – Human Resources – Personnel Action Request, Payroll, and Benefits Services

Pages	7	of	50
8	May	2020

Office,

Bureau

level.

The

Contractor

also

responsible

for

maintaining

and

updating

the

designated

bureau

POC

list.

The

Contractor

also

responsible

for

processing

allowances,

union

dues,

lump

sum

leave

payments,

severance

pay,

separation

incentive

(buy‐outs),

recruitment,

pay

cap

waivers,

relocation,

and

retention

bonuses,

tax

withholdings,

leave

restoration,

student

loan

repayments,

Office

Workers’

Compensation

Programs

(OWCP)

buy‐backs,

military

deposits,

civilian

deposits

and

redeposits,

and

professional

liability

insurance

well

activate

garnishments

and

direct

deposit

payments.

Benefits	processing	refers	to	services	to	support	benefits	programs	including	life	insurance,
health	insurance,	and	unemployment	payroll	(associated	processing	only);	processing
separation	packages;	resolving	employees’	benefits‐related	inquiries	and	maintaining
records.	This	also	includes	activating	enrollments	for	general	enrollments,	qualifying	life
events,	and	open	season,	terminating	and	updating	enrollments.	Examples	of	key	benefits
programs	are:	Federal	Employees	Group	Life	Insurance	(FEGLI),	Federal	Employee’s	Health
Benefits	(FEHB),	Thrift	Savings	Plan	(TSP),	Federal	Long‐Term	Care	Insurance	Program
(FLTCIP),	and	Flexible	Spending	Accounts	(FSA).

For PAR, Payroll, and Benefits processing, the following are out‐of‐scope groups:

- Census	organization	codes	beginning	with	5720	and	58.	Additionally,	the
National	Processing	Center	(NPC)	within	the	Census	Bureau	will	remain
classified	as	in‐scope	for	ES	but	will	temporarily	retain	providing	HR
services	internally	following	decennial.	Census	NPC	employees	are	identified
using	the	Processing	Office	Identifier	(POI)	1617.	The	timeline	for	when	ES
will	begin	PP&B	processing	for	these	employees	is	TBD.

- ITA Foreign Commercial Service

- National Institute of Standards and Technology (NIST)

- NOAA Commissioned Corps

- NOAA Pribilof Island Staff

- Office of Inspector General (OIG)

- Patent and Trademark Office (PTO)

The following services will be provided to out‐of‐scope groups:

- Respond

service

requests

that

are

not

the

services

listed

scope

for

PAR,

Payroll,

and

Benefits

processing

courteous

manner,

and

offer

the

correct

location

and/or

phone

number

provided

DOC

Initial operations include, but are not limited to, the following:

2.1.2.1 Personnel Action Processing

Enterprise Services – Human Resources – Personnel Action Request, Payroll, and Benefits Services

Pages	8	of	50
8	May	2020

The

Contractor

will

process

all

PAR

actions

utilizing

industry

best

practices

and

accordance

with

the

Office

Personal

Management

(OPM)

Guide

Processing

Personnel

Actions

(GPPA)

and

Desktop

Procedures

(DTPs)

with

any

Bureau‐specific

requirements,

the

latter

being

subject

approval

Enterprise

Services.

The

Contractor

will

ensure

that

each

personnel

action

processes

meets

all

legal,

regulatory,

and

policy

requirements.

The

Contractor

will

approve

determinations

made

recruiters,

staffing

specialists,

personnel

assistants,

and

other

personnel

office

staff

with

regard

legal

authority

for

the

action,

including

issues

such

qualifications,

pay,

and

suitability.

The

Contractor

will

ensure

that

the

authority

approve

and

certify

actions

delegated

only

persons

whose

training

and

experience

enable

them

review

the

background

material

proposed

action

and

determine

whether

meets

the

necessary

legal

and

regulatory

requirements.

Submission

these

actions

serious

responsibility

that

should

not

assigned

clerical

other

technical

support

personnel

who

may

lack

the

necessary

background

and

training

make

the

decision

approve

disapprove

action.

Relevant PAR processing activities include:

2.1.2.1.1 Process

(review

and

validate,

update

and

correct,

code,

submit

and

file

legally

sufficient

action)

all

Requests

for

Personnel

Action

accordance

with:

- GPPA

- OPM Guide to Personnel Recordkeeping (GPR)

- The Guide to Data Standards

- The	Civil	Service	Retirement	System	(CSRS)	and	Federal	Employee
Retirement	Service	(FERS)	Handbook	for	Personnel	and	Payroll	Offices

- 5 Code of Federal Regulations (CFR)

- The Federal Employees' Health Benefits Handbook for Personnel and Payroll Offices

- NFC Bulletins and Guidance

- HRConnect Bulletins and Guidance

2.1.2.1.2 Supplemental

guidance,

policies,

procedures,

rules

provided

DOC,

including

Bureau‐specific

policies

and

collective

bargaining

agreements,

detailed

this

section.

When

there

are

changes

official

Federal,

DOC

bureau

guidance,

the

Contractor

must

provide

best

practices

for

implementing

these

changes

current

processes

process

transactions

legally.

asserts

that

any

policy

updates

impacting

processing

derived

from

OPM

other

regulatory

bodies

should

implemented

the

Contractor

result

doing

business

without

having

first

approved

the

Change

Control

Board

(CCB).

The

Contractor

must,

however,

work

with

the

Tower

for

final

approval

before

implementation.

Changes

will

presented

the

CCB

simply

for

awareness

across

all

Towers.

With

the

exception

Enterprise Services – Human Resources – Personnel Action Request, Payroll, and Benefits Services

Pages	9	of	50
8	May	2020

action(s)	of	a	critical	or	time‐sensitive	nature	(e.g.,	Pay	Impacting),	the	Contractor
and	ES	will	determine	the	operational	cost	and	timeline	of	implementing	the
changes	prior	to	any	process	changes	being	made.

2.1.2.1.3 Implement

changes

all

documented

PAR

procedures

address

any

changes

standing

policies,

regulations,

incorporate

process

improvements

consultation

with

directed

OHRM

Local

HR.

Guidance

will

provided

formally

via

change

request

defined

the

change

control

processes.

believes

that

any

policy

updates

impacting

processing

derived

from

OPM

other

regulatory

bodies

should

completed

the

Contractor

result

doing

business.

Updated

processing

documentation

must

approved

the

Tower

and

should

run

through

the

Change

Control

Board

record

application

changes

2.1.2.1.4 Process

Requests

for

Personnel

Action

(i.e.,

SF‐52)

into

HRConnect

and

the

NFC

Payroll/Personnel

System

(PPS)

and

correct

any

resulting

SINQ

errors

within

one

business

day

(i.e.,

SINQ

errors

are

reviewed

and

action

taken

each

business

day,

prior

the

run

PINE

cycle.)

2.1.2.1.5 Process	history	correction	updates	and	cancellations	in	HRConnect,	History
Correction	Update	Processing	System	(HCUP),	and	the	PPS	and	eOPF	as	applicable

2.1.2.1.6 Maintain	all	documentation	associated	with	a	Request	for	Personnel	Action,	payroll
action,	history	correction	update,	and	SF‐50	in	an	electronic	format:

- File	completed	SF‐52s	and	SF‐50s	in	Electronic	Official	Personnel	Folder
(eOPF),	where	appropriate

- File associated attachments in eOPF for completed personnel actions where appropriate

- Maintain	up	to	date	data	(i.e.,	all	records	and	documentation	associated	with
employee	requests	should	be	updated	following	the	processing	of	each
action,	files	and	folders	should	remain	current)

2.1.2.1.7 Answer	simple	and	complex	inquiries	from	HR	Liaisons,	Local	HR,	administrative
officers	(AOs),	business	partners,	supervisors,	customers	and	other	designated	POC
on	PAR	completion,	supporting	documentation,	and	processing

2.1.2.1.8 Use	existing	DOC	systems	and	interfaces	to	perform	and	manage	personnel	and
payroll/document	processing	including	any	actions	required	in	the	following
systems:	HRConnect,	NFC	(e.g.	Payroll/Personnel	System	(PPS),	Web‐based
Document	Entry,	Processing,	Inquiry,	Corrections	System	(EPIC),	Employee
Personnel	Page	(EPP))	HCUP,	SINQ,	Government	Retirements	and	Benefits	(GRB),
webTA,	TALX,	and	eOPF

2.1.2.1.9 Receive

Requests

for

Personnel

Action

(i.e.

SF‐52

via

HRConnect

MSS

HRSS)

and

supporting

documentation

attached

HRConnect

sent

electronically

manually:

- Supporting	documentation	sent	by	fax	or	through	other	electronic
technologies	shall	be	manually	matched	with	the	correct	Request	for
Personnel	Actions	upon	receipt

Enterprise Services – Human Resources – Personnel Action Request, Payroll, and Benefits Services

Pages	10	of	50
8	May	2020

2.1.2.1.10 Code and prepare a legally sufficient SF‐52 in fulfillment of submitted request

2.1.2.1.11 Monitor HRConnect and other systems for PARs to be processed

2.1.2.1.12 Process

Requests

for

Personnel

actions

using

HRConnect

the

primary

system.

Connect

unavailable,

use

additional

tools

and

data

available

code,

process,

correct,

and

cancel

Requests

for

Personnel

Action,

including,

EPIC,

HCUP,

NFC

PPS,

Information

Research

Inquiry

System

(IRIS),

Payroll/Personnel

Inquiry

System

(PINQ),

SINQ,

and

webTA

data.

personnel

action

was

processed

using

alternative

tools,

action

must

also

updated

HRConnect

within

Pay

Period.

2.1.2.1.13 Monitor,

review,

and

update

data

fields

ensure

that

proper

changes

codes

are

entered

and

updated

appropriate

for

Actions

Processed

the

Contractor

2.1.2.1.14 Notify	managers	and	Bureau	HR	staff	of	personnel	actions	affecting	their	employees
through	agreed	upon	processes	and	timeframes

2.1.2.1.15 Determine

and

resolve

problems

with

personnel

actions

that

are

rejected

the

NFC's

payroll/personnel

system

PPS

(e.g.,

SINQs)

through

agreed

upon

processes

and

timeframes.

SINQ

errors

must

reviewed

and

resolved

each

business

day,

prior

the

run

PINE

cycle

(Note

that

while

Census

bureau

responsible

for

processing

their

own

awards,

the

Contractor

responsible

for

correcting

any

SINQ

results

daily

basis).

Resolution

problems

may

require

coordination

with

DOC,

Bureaus,

Treasury,

and/or

NFC.

2.1.2.1.16 Run	mismatch	reports	and	reconcile	records	between	HRConnect	and	NFC’s	PPS
through	agreed	upon	processes	and	timeframes,	maintaining	mismatch	rates	at	99%
or	better

2.1.2.1.17 Accurately identify and prioritize all pay impacting PARs and process timely and accurately

2.1.2.1.18 Notify

the

Tower

any

delay

personnel

actions

timecard

certifications

that

will

result

non‐pay

manual

payment

current

employee.

Inform

the

impacted

employee.

2.1.2.1.19 Monitoring,	reporting,	and	processing	time‐limited	actions	(e.g.	impending	within
grade	increases,	time‐limited	appointments,	and	completion	of	probationary
periods)	including:

- Routinely	running	reports	each	pay	period	listing	time‐limited	actions
coming	due	(e.g.	NTE	report)

- Notifying

supervisors

any

upcoming

time‐limited

actions,

providing

notice

when

possible

least

two

pay

periods

advance

the

intended

effective

date

- Initiating	and	processing	time‐limited	actions	(when	applicable)	in	the	case
the	supervisor	fails	to	initiate	said	action.	For	example,	processing	a	Change
to	Lower	Grade	action	if	the	employee’s	Temporary	Promotion	is	coming

due.

Enterprise Services – Human Resources – Personnel Action Request, Payroll, and Benefits Services

Pages	11	of	50
8	May	2020

2.1.2.1.20 Validate the generation of a SF‐50 in the processing system

2.1.2.1.21 Contact	the	HR	Tower	for	new,	unusual,	and/or	complex	issues	requiring
interpretation	of	Federal	and	DOC	or	bureau	policies;	validate	approaches	and	or
next	steps	to	address	the	issues	with	HR	Tower

2.1.2.1.22 Comply	with	applicable	laws,	rules,	regulations,	policies,	procedures,	and	decisions
from	OPM,	DOC,	Treasury,	GSA,	General	Accounting	Office	(GAO),	and	NFC	pertaining
to	personnel	action	processing,	payroll	document	processing,	and	document

retention

2.1.2.1.23 Ensure	processing	systems	for	records‐keeping	provide	full	reconstruction	of	actions
for	third‐party	review	that	conform	to	OPM	and	National	Archives	and	Records
Administration	(NARA)	requirements

2.1.2.1.24 Participate	in	HRConnect	and	other	applicable	enterprise	HR	system	enhancements
and	releases	including	requirements	validation,	user	acceptance	testing,	data
validation,	process	and	procedure	updates,	etc.

2.1.2.1.25 The

above

list

not

all‐inclusive

list.

the

event

unforeseen

circumstance

requires

additional

guidance

from

the

Government,

the

Contractor

shall

propose

options

for

review

and

approval

the

Tower

ensure

timely

and

accurate

processing.

Errors

documentation

permanent

guidance

will

presented

the

CCB

appropriate,

for

formal

inclusion

documentation

2.1.2.2 Mass Processing

part

mass

processing,

the

contractor

will,

its

signature

wherever

needed,

verify

and

validate

the

completeness

and

accuracy

any

and

all

forms,

documents

and

materials.

Contractor

shall

complete

the

following

activities,

including:

2.1.2.2.1 Process	mass	and	batch	actions,	including	but	not	limited	to	awards,	performance
bonuses,	performance	pay	increases,	ratings,	and	realignments

2.1.2.2.2 Ensure

that

coordination

for

mass

and

batch

actions

processed

NFC

(e.g.,

awards,

performance

ratings,

performance

increases,

realignments)

complete

between

all

parties,

that

system

clean

and

activities/actions

are

sequenced,

actions

that

error

out

(i.e.

"SINQ

out")

are

researched

and

processed

appropriate,

and

efficiency

service

not

compromised

mass

actions

2.1.2.2.3 Research

and

correct

SINQ

errors/bypass

reports

for

mass

and

batch

action

transactions

(e.g.,

awards,

realignments,

reorganizations,

annual

pay

adjustments)

each

business

day,

prior

the

run

PINE

cycle.

Note

that

while

Census

bureau

responsible

for

processing

their

own

awards,

the

Contractor

responsible

for

correcting

any

SINQ

results

daily

basis

Enterprise Services – Human Resources – Personnel Action Request, Payroll, and Benefits Services

Pages	12	of	50
8	May	2020

2.1.2.2.4 Code	and	process	surges	of	personnel	actions	including:	Special	benefits	open
seasons,	Award	seasons,	Hiring	Increases,	Position	Title	changes,	Reductions	in
Force	(RIFs),	realignments,	mass	transfers	or	other	mass	actions,	historical
correction	update	processing	(HCUPs),	and	SINQs

2.1.2.2.5 Develop	and	maintain	annual	operational	calendar	estimating	timing	and	volume
for	mass	and	batch	action	surges

2.1.2.2.6 Ensure

all

mass

and

batch

actions

are

tracked

through

the

established

ticket

management

system

ServiceNow,

with

all

required

information

and

documentation

available

within

the

ticket.

The

nature

which

mass

and

batch

actions

are

tracked

should

such

that

the

volume

actions

each

mass

processing

can

determined

via

standard

reporting

methods

pulling

from

the

applicable

system

record

(e.g.

HRConnect,

ServiceNow)

2.1.2.3 Benefits Transaction Processing

The

Contractor

shall

utilize

industry

best

practices

process

all

benefits

requests

for

DOC

including:

FEHB,

TSP,

and

FEGLI.

The

Contractor

shall

process

all

complete

and

accurate

benefit

transactions

accordance

with

the

agreed

upon

SLA

standards.

part

benefits

transaction

processing,

the

contractor

will,

its

signature

wherever

needed,

verify

and

validate

the

completeness

and

accuracy

any

and

all

forms,

documents

and

materials.

The

Contractor

will

provide

clarification

benefit

programs

and

options

requested

customers

but

will

refrain

from

advising

employees

the

appropriate

plan

selection.

Complex

benefits

questions

issues

(e.g.,

information

not

readily

available

via

OPM

online

resources)

will

escalated

Tier

and/or

Tower

needed.

2.1.2.3.1 Process

(review

and

validate,

update

and

correct,

code,

submit

and

file

legally

sufficient

action)

all

Benefits

Actions

accordance

with:

- GPPA

- GPR

- The Guide to Data Standards

- CSRS and FERS Handbook for Personnel and Payroll Offices

- 5 Code of Federal Regulations

- The	Federal	Employees'	Health	Benefits	Handbook	and	regulations	for
Personnel	and	Payroll	Offices

- NFC Bulletins and Guidance

- HRConnect Bulletins and Guidance

- FEGLI	Program	‐	A	Handbook	for	Employees,	Annuitants,	and	Employing
Offices,	and	regulations

Enterprise Services – Human Resources – Personnel Action Request, Payroll, and Benefits Services

Pages	13	of	50
8	May	2020

- OPM Benefit Administration Letters (BAL)

- Approved DOC Policies and Procedures

- OPM Frequently Asked Questions

- OPM Quick Guide (PDF file)

- OPM Plan Brochures

- OPM Enrollment Forms (PDF file)

- Health Insurance Legislation

- Supplemental

guidance,

policies,

procedures,

rules

provided

DOC,

including

Bureau‐specific

actions

and

collective

bargaining

agreements,

detailed

this

section.

Guidance

will

provided

formally

via

change

request

defined

the

change

control

processes.

believes

that

any

policy

updates

impacting

processing

derived

from

OPM

other

regulatory

bodies

should

completed

The

Contractor

result

doing

business

without

having

presented

the

CCB

2.1.2.3.2 Accept,	review,	and	process	Benefits	requests	received	via	the	HR	Portal,
HRConnect,	KiteWorks,	and	secure	email,	(or	secondary	non‐preferred	options	such
as	fax	or	mail

2.1.2.3.3 Process

complete

and

accurate

benefits

elections

such

life

insurance,

TSP

including

TSP

catch‐up

contributions,

and

enrollments

FEHB

within

the

pay

period

the

effective

date

the

action.

those

cases

where

the

employees

EPP

intentions

cannot

determined,

the

Contractor

shall

contact

the

employee

regarding

the

error

ascertain

the

intended

transaction

2.1.2.3.4 Monitor

and

resolve

HRConnect

and

EPP

SINQ

errors.

SINQs

shall

reviewed

daily

and

resolved

within

each

business

day,

prior

the

run

PINE

cycle

2.1.2.3.5 Respond	timely	to	inquiries	that	require	research	regarding	beneficiary	forms,
FEHB,	open	season,	service	computation	dates,	FEGLI,	and	TSP

2.1.2.3.6 Process

and

enter

complete

and

accurate

open

season

documents

not

entered

the

employee

via

the

EPP,

any

additional

open

seasons

directed

OPM,

benefits

forms

for

employees

transferring

out

DOC,

Beneficiary

Forms,

within

the

pay

period

the

effective

date

the

action

2.1.2.3.7 Coordinate	military	buy‐back	requests	with	the	appropriate	parties	(military	service
center,	employee,	NFC),	calculate	the	deposit,	and	work	with	employee	to	determine
pay	implications	(e.g.,	bi‐weekly	deductions,	etc.)

2.1.2.3.8 Provide	Leave	Without	Pay	(LWOP)	counseling	for	former	military	employees
recalled	into	activity	duty	to	determine	benefits	implications

2.1.2.3.9 Calculate and process accurate Service Computation Date (leave, retirement, RIF, Enterprise Services – Human Resources – Personnel Action Request, Payroll, and Benefits Services

Pages	14	of	50
8	May	2020

and

TSP)

changes

corrections

within

the

pay

period

the

effective

date

the

action

and

coordinate

leave

audit

with

payroll

applicable

2.1.2.3.10 Process court orders mandating dependent FEHB coverage, per OPM guidelines

2.1.2.3.11 Process	all	necessary	personnel	actions	and	all	payroll‐related	calculations,
including	generating	manual	SF‐50s	related	to	Federal	Erroneous	Retirement
Coverage	Corrections	Act	(FERCCA)	and	Retirement	Error	Correction	cases,	working
with	Bureau	HR	in	such	cases

2.1.2.3.12 Review

all

Leave

Without

Pay

(LWOP)

personnel

actions

and

take

any

necessary

action

regarding

the

employees’

benefits

such

FEHB,

FEGLI

and

TSP

the

pay

period

following

the

processing

the

LWOP

personnel

action

2.1.2.3.13 Monitor

employees’

benefits

during

extended

periods

LWOP

ensure

termination

insurance

occurs

and

employees

are

timely

notified

actions

taken.

The

termination

the

insurance

shall

processed

later

than

the

pay

period

following

when

the

insurance

should

terminated

2.1.2.3.14 Reinstate

insurance

coverage

and

notify

the

Thrift

Savings

Office

appropriate

when

employee

returns

duty.

The

reinstatement

coverage

shall

occur

the

pay

period

which

the

Return

Duty

(RTD)

action

processed.

Provide

employees

returning

from

Active

Military

duty

all

pertinent

information

regarding

making

missed

TSP

contributions

2.1.2.3.15 Regularly	run	FEHB	and	FEGLI	Enrollment	Reports	and	issue	the	following	benefits
eligibility	and	reminder	notifications	to	employees	via	email:

- Intermittent Employee 90‐days of service eligibility notification

- 50 Days without benefits election notification

- Employment status change enrollment eligibility notification

2.1.2.4 Payroll Transaction Processing

The

Contractor

shall

process

all

complete

and

accurate

payroll

transactions

within

the

pay

period

the

effective

date

the

action.

part

payroll

transaction

processing,

the

contractor

will,

its

signature

wherever

needed,

verify

and

validate

the

completeness

and

accuracy

any

and

all

forms,

documents

and

materials.

2.1.2.4.1 Process

(review

and

validate,

update

and

correct,

code,

submit

and

file

legally

sufficient

action)

all

Compensation

Actions

accordance

with:

- GPPA

- GPR

- OPM

- The Guide to Data Standards

Enterprise Services – Human Resources – Personnel Action Request, Payroll, and Benefits Services

Pages	15	of	50
8	May	2020

- CSRS and FERS Handbook for Personnel and Payroll Offices

- CFR

- The Federal Employees' Health Benefits Handbook for Personnel and Payroll Offices

- NFC Bulletins and Guidance

- HRConnect Bulletins and Guidance

- Supplemental

guidance,

policies,

procedures,

rules

provided

DOC,

including

Bureau‐specific

actions

and

collective

bargaining

agreements,

detailed

this

section.

Guidance

will

provided

formally

via

change

request

defined

the

change

control

processes.

asserts

that

any

policy

updates

impacting

processing

derived

from

OPM

other

regulatory

bodies

should

completed

The

Contractor

result

doing

business

without

having

presented

the

CCB.

2.1.2.4.2 Accept,	review,	and	process	Payroll	requests	received	via	the	HR	Portal,	KiteWorks,
secure	email,	and	secondary	non‐preferred	options	such	as	fax	or	mail

2.1.2.4.3 Process

pay

impacting

corrections

within

one

pay

period

after

receipt;

all

other

non‐

pay

impacting

corrections

will

processed

within

two

pay

periods

receipt.

2.1.2.4.4 Process	all	manual	Payments	and	adjustments	for	DOC	including:	No‐Pay	situations,
refunds,	retroactive	payments,	de	facto	employment	pay,	payroll	corrections	and
adjustments,	and	miscellaneous	payments	and	allowances	such	as	professional
liability	allowance

2.1.2.4.5 Review,	analyze,	and	correct,	utilizing	NFC	reports,	leave	discrepancies	in	webTA/
webTA	archives,	NFC	Payroll/Personnel	System;	utilizing	all	systems	available	and
historical	data	in	the	appropriate	enterprise	database	of	record	for	these

adjustments

2.1.2.4.6 Reconcile

leave

balances

between

webTA

and

the

NFC

Payroll

Personnel

System

(e.g.,

TINQ)

utilizing

leave

audit

assure

the

proper

leave

balances

are

the

NFC

PPS

when

employees

separate

from

Federal

service,

during

complex

leave

situations

such

return

duty

following

LWOP,

when

there

will

large

obligation

funds

associated

with

the

leave

change.

Timekeepers

will

perform

preliminary

leave

audits

within

webTA

and

resolve

Leave

errors

the

maximum

extent

possible.

The

Contractor

responsible

for

conducting

final

leave

audits,

syncing

leave

balances

these

adjustments,

and

coordinating

with

Timekeepers

required.

Upon

discovery

that

leave

audit

required

order

complete

service

request

(e.g.,

leave

error

discovered

prior

completing

lump

sum

payout),

the

Contractor

shall

initiate

and

complete

the

leave

audit

within

pay

periods.

2.1.2.4.7 Manage

no‐pay

situations

and

actions

required

correct

the

no‐pay

situation.

Notify

the

affected

timekeeper

any

required

actions

their

part

via

email.

Notify

Enterprise Services – Human Resources – Personnel Action Request, Payroll, and Benefits Services

Pages	16	of	50
8	May	2020

Tower

and

impacted

employee/supervisor

via

manual

payments

resulting

from

missing

timecard

certification

later

than

5:00

EST

Friday

payroll

cutoff

each

pay

period.

The

contractor

shall

proactively

monitor

and

correct

all

no‐pay

situations

that

are

within

its

scope

resolve.

There

should

employees

no‐pay

situation

due

the

contractor’s

error

oversight.

All

no‐

pay

situations

shall

reported

the

Tower

biweekly

basis

following

the

final

run

PAYE.

2.1.2.4.8 Prepare

necessary

information

and

documentation

submit

manual

payment

request

(Quick

Service

Request)

request

for

salary

advance

(e.g.,

“14

liner”)

NFC

within

established

cutoff

time

for

the

processing

cycle.

2.1.2.4.9 Research,	document	and	resolve	complaints	of	pay	errors,	lost	or	missing	payments,
or	paper	checks	as	high	priority

2.1.2.4.10 Each

Wednesday,

Thursday

and

Friday

prior

payroll

cut‐off

each

pay

period,

run

the

uncertified

T&A

Report/CULP0013

other

required

reports

identify

additional

employees

impacted,

and

notify

designated

Bureau

POC

the

applicable

Line

Office,

Staff

Office,

bureau,

accordingly.

The

Contractor

responsible

for

updating

and

maintaining

the

designated

bureau

POC

list

and

uploading

internally

central

repository

(e.g.,

ServiceNow

SharePoint).

uncertified

timecards

remain

Friday

EST,

coordinate

with

Tower

for

resolution.

2.1.2.4.11 Process

payroll

documents

into

HRConnect

Including:

Employee

Change

Address,

Federal/State/County/City/Local

Tax

Data,

Direct

Deposit/Electronic

Funds

Transfer,

Financial

Allotments,

union

dues,

webTA

and

SPPS

web,

FEHB

during

open

season,

TSP,

and

TSP

Catch

Up,

when

applicable

requests

are

not

submitted

via

EPP

2.1.2.4.12 Provide	customers	with	instructions	for	obtaining	tax	and	pay	documentation	on
EPP	if	requested;	provide	tax	and	pay	documentation	if	inaccessible	to	customers
including	separated	employees

2.1.2.4.13 Forward

NFC

for

processing

Change

Address

for

separated

employee

for

W‐2

purposes

only

2.1.2.4.14 Retain or shred the uploaded documents, per DOC’s document retention policy

2.1.2.4.15 Review, research, and correct all EPP SINQ errors within one business day

2.1.2.4.16 In	those	cases	where	the	employees	EPP	intentions	cannot	be	determined,	the
Contractor	shall	contact	the	employee	regarding	the	error	to	ascertain	the	intended

transaction

2.1.2.4.17 Research and correct errors caused by inaccuracies or discrepancies in EPP entries

2.1.2.4.18 Enter the employee's intended transaction via HRConnect to resolve these errors

2.1.2.4.19 Conduct

scope

bureau

DOC

leave

adjustments

and

leave

audits

well

resolve

any

errors/discrepancies

within

the

pay

period

the

effective

date

the

action.

leave

audit

required,

the

leave

adjustment

shall

completed

the

pay

period

immediately

following

the

pay

period

which

the

leave

audit

completed,

provided

all

required

documentation

for

the

leave

adjustment

was

submitted

the

Enterprise Services – Human Resources – Personnel Action Request, Payroll, and Benefits Services

Pages	17	of	50
8	May	2020

required	deadline	for	that	pay	period.	This	includes	Voluntary	Leave	Transfer
Program	(VLTP)	audits.

2.1.2.4.20 Compile	documentation	needed	to	review,	analyze	and	correct	leave	discrepancies
in	webTA/	NFC	Payroll/Personnel	System

2.1.2.4.21 Collect approved documentation and process leave re‐credit (restoration) requests

2.1.2.4.22 Monitor	NFC	PPS	leave	carryover	balances	for	individuals	in	special	appointment
categories	and	re‐credit	leave	as	appropriate

2.1.2.4.23 Process

requests

for

leave

adjustments

due

leave

errors

and

Service

Computation

Date

(SCD)

Adjustments

within

the

pay

period

the

effective

date

the

action.

leave

audit

required,

the

adjustment

shall

completed

the

pay

period

immediately

following

the

pay

period

which

the

leave

audit

completed,

provided

all

required

documentation

for

the

adjustment

was

submitted

the

required

deadline

for

that

pay

period.

2.1.2.4.24 Process

Leave

Data

Transfers

within

the

pay

period

the

effective

date

the

action,

including

complete

and

accurate

information

review,

research;

and

correct

all

EPP

SINQ

errors

each

business

day,

prior

the

run

PINE

cycle

2.1.2.4.25 Process	separations	PAR,	pay	lump	sum	payment,	generate	debt	if	necessary,	and
prepare	and	distribute	Temporary	Continuation	of	Coverage	(TCC)	package	and
mail	to	employee

2.1.2.4.26 Coordinate	military	deposits	and	civilian	deposits	and	redeposits	with	the
appropriate	parties	(employee,	OPM,	etc.),	calculate	the	deposit/redeposit,	and
work	with	employee	to	determine	payment	implications

2.1.2.4.27 Recalculate	the	lump	sum	payment	for	those	CAPS	employees	who	separate
immediately	after	annual	salary	adjustments

2.1.2.4.28 Process Leave Restoration requests:

- Accept,	review,	and	process	Payroll	requests	received	via	the	HR	Portal,
KiteWorks,	secure	email,	and	secondary	non‐preferred	options	such	as	fax
or	mail

- Review all requests for compliance with policy

- Process compliant requests in HRConnect

- Update/reconcile

leave

balances

between

webTA

and

the

NFC

PPS

utilizing

leave

audit

assure

the

proper

leave

balances

are

the

NFC

PPS

- For	Leave	Restoration	requests	requiring	a	leave	audit,	the	leave	restoration
request	shall	be	completed	in	the	pay	period	immediately	following	the	pay
period	in	which	the	leave	audit	is	completed,	provided	all	required
documentation	for	the	leave	restoration	request	was	submitted	by	the
required	deadline	for	that	pay	period.

Enterprise Services – Human Resources – Personnel Action Request, Payroll, and Benefits Services

Pages	18	of	50
8	May	2020

2.1.2.4.29 Process	Lump	Sum	payouts	for	annual	leave,	change	in	work	schedule,	and
separations	as	needed:

- Reconcile	leave	balances	between	webTA	and	the	NFC	PPS	utilizing	a	leave
audit	to	assure	the	proper	leave	balances	are	in	the	NFC	PPS

- For

lump

sum

payouts

requiring

leave

audit,

the

lump

sum

payout

shall

processed

the

pay

period

immediately

following

the

pay

period

which

the

leave

audit

completed,

provided

all

required

documentation

for

the

lump

sum

payout

was

submitted

the

required

deadline

for

that

pay

period.

- Determine

any

Compensatory

Time

and/or

credit

hours

the

NFC

PPS

and

process

comp

time

payout

based

upon

Fair

Labor

Standards

Act

(FLSA)

designation

- Perform	leave	audits	using	payroll	history	data	from	webTA	and	the	NFC
PPS,	as	applicable

- Process leave adjustments into NFC, webTA, or both as applicable

- Process associated PAR action (e.g., change in work schedule)

- Enter	all	lump	sum	payment	(annual	leave	and	comp	time)	requests	into
HRConnect	and	generate	an	SF‐1150

2.1.2.4.30 In

support

Debt

Management

for

Payroll,

the

Contractor

shall

process

the

following

transactions

within

the

pay

period

the

effective

date

the

action:

- Process

all

debt

management

cases

for

DOC

employees;

conduct

the

necessary

research

order

establish

that

the

debt

valid

invalid;

provide

letter

explanation

employee

explaining

debt;

manage

debts

placed

hold

due

employee

request

waiver

request

- Process	all	third‐party	debts/garnishments,	including	review	and
verification	of	court	mandated	documents	for	payroll	and	benefits
transactions	in	accordance	with	federal	regulations	and	mandates	prior	to
processing;	as	needed	seek	DOC	review	for	legal	sufficiency	of	court	or
commercial	documentation

- Establish	a	separate	case	file	for	each	third‐party	debt	for	employees	with
multiple	cases

- Stop	garnishments	as	required	by	court	order	and	maintain	secure	files	of
these	documents

- Process	all	active	and	separated	employee	agency	debts	through	Special
Payroll	Processing	System	(SPPS)	in	the	NFC	system	if	they	are	not

Enterprise Services – Human Resources – Personnel Action Request, Payroll, and Benefits Services

Pages	19	of	50
8	May	2020

automatically	created	through	corrective	or	canceled	personnel	actions	or
corrected	time	and	attendance	records

2.1.2.4.31 Establish	special	handling	team	for	processing	of	settlements,	HCUPs,	union	dues,
and	other	actions	requiring	specialized	and	extensive	subject	‐matter	expertise

2.1.2.4.32 Administer	the	Voluntary	Leave	Transfer	Program	(VLTP),	by	conducting	the
following	activities	in	accordance	with	VLTP	regulations	and	Department	of
Commerce	policies:

- Intake,	evaluate,	approve,	and	process	applications	and	donations	from
VLTP	donors	internal	and	external	to	Commerce	via	Enterprise	Services

Portal

- Intake,	evaluate,	approve,	and	process	applications	from	VLTP	recipients
internal	to	Commerce	within	five	business	days	via	Enterprise	Services

Portal

- Process	the	transfer	of	leave	from	internal	or	external	donors	to	VLTP
recipients	at	Commerce	via	webTA

- Conduct	leave	audits	for	VLTP	donors	and	recipients,	and	correct	any	leave
errors	in	webTA	and	NFC,	as	applicable	prior	to	delivering	an	eligibility
decision	and	as	donor/recipient	circumstances	warrant

- Coordinate	with	external	agencies	to	transfer	leave	to	VLTP	recipients
outside	of	Commerce

- Maintain	accurate	VLTP	leave	balances	for	recipients	and	donors	in	webTA
and	NFC	TINQ

- Track enrollment in VLTP and termination dates for leave recipients

- Manage	searchable	electronic	database	of	VLTP	recipients	and	provide
limited	access	to	VLTP	recipient	database	for	approved	VLTP	donors	via
Enterprise	Services	Portal

- Provide	appropriate	and	timely	notifications	to	VLTP	recipients,	donors,
supervisors	and	timekeepers	(e.g.,	enrollment	start	or	termination)

- Provide	termination	notifications	to	VLTP	recipients	and	managers	of	2
weeks	prior	to	termination	date	via	recipients	preferred	communication
method,	including	but	not	limited	to	electronic	correspondence,	phone	call
or	mailed	letter.

- Credit or eliminate any unused leave back to the VLTP donor as applicable

- Maintain	and	provide	records	or	reports	in	support	of	OPM	VLTP	reporting
requirements	and	A‐123	audits

Enterprise Services – Human Resources – Personnel Action Request, Payroll, and Benefits Services

Pages	20	of	50
8	May	2020

- Adapt processes to address A‐123 audit or other audit findings, if applicable

2.1.2.4.33 The

above

list

not

all‐inclusive

list.

the

event

unforeseen

circumstance

requires

additional

guidance

from

the

Government,

the

Contractor

shall

propose

options

for

review

and

approval

the

Tower

ensure

timely

and

accurate

processing.

Errors

documentation

permanent

guidance

will

presented

the

CCB

for

formal

inclusion

documentation.

2.1.2.5 Personnel Action, Payroll, and Benefits Processing Management

The

Contractor

will

manage

all

PAR,

Payroll,

and

Benefits

processing.

part

personnel

action,

payroll,

and

benefits

processing

management,

the

contractor

will,

its

signature

wherever

needed,

verify

and

validate

the

completeness

and

accuracy

any

and

all

forms,

documents

and

materials.

These

actions

will

processed

accordance

with

the

OPM

GPPA

and

all

other

requirements

detailed

this

document

and

associated

Attachments.

Relevant

processing

actions

Personnel

and

Payroll

Processing

Management

include:

2.1.2.5.1 Develop,

update,

and

submit

DOC

for

approval

desktop

procedures

(DTPs)

required

manage

internal

operations

(e.g.,

Nature

Action

type

payroll

document

type).

For

Standard

Operating

Procedures

(SOPs),

the

contractor

shall

participate

the

development

Standard

Operating

Procedures

that

are

provided

the

Tower

for

final

approvals

2.1.2.5.2 Implement

changes

all

documented

PAR,

Payroll,

and

Benefits

procedures

address

any

changes

standing

policies

and

regulations

incorporate

process

improvements

consultation

with,

directed

by,

HR/

OHRM/

Local

HR.

Guidance

will

provided

formally

defined

the

change

control

processes.

asserts

that

any

policy

updates

impacting

processing

derived

from

OPM

other

regulatory

bodies

should

completed

the

Contractor

result

doing

business

without

having

first

presented

the

CCB.

Updated

process

documentation

should

through

the

CCB

record

application

changes

and

accurate

processing

actions

should

not

disrupted

while

documentation

changes

are

made.

With

the

exception

action(s)

critical

time‐sensitive

nature

(e.g.,

Pay

Impacting),

the

Contractor

and

will

mutually

agree

upon

the

operational

cost

and

timeline

implementing

the

changes

prior

any

process

changes

being

made

2.1.2.5.3 Communicate	with	Bureau	managers	or	HR	staff	when	errors	or	discrepancies	are
identified	in	order	to	obtain	necessary	information/documentation/corrections	to
process	personnel	actions	accurately	in	a	timely	and	compliant	manner

Enterprise Services – Human Resources – Personnel Action Request, Payroll, and Benefits Services

Pages	21	of	50
8	May	2020

2.1.2.5.4 Set

effective

dates

for

personnel

and

payroll

actions

accordance

with

applicable

Federal

laws,

policies,

and

procedures

and

communicate

these

effective

dates

management

and/or

employees

instructed

DOC.

Once

established,

effective

dates

for

service

requests

may

only

changed

accordance

with

established

policies

review

and

approval

has

been

obtained

from

the

Tower.

Service

requests

that

have

effective

dates

and/or

actual

processing

“pushed”

future

pay

period

outside

established

written

policy

parameters

(or

without

specific

written

permission

from

the

Tower)

will

considered

untimely

all

relevant

contract

performance

measures.

2.1.2.5.5 Service

requests

that,

according

established

written

policy

parameters

(or

with

specific

written

instruction

from

the

Tower),

are

not

appropriately

“pushed’

future

pay

period

will

also

considered

untimely

all

relevant

contract

performance

measures.

2.1.2.5.6 Maintain	professional,	accurate,	and	timely	customer	service	in	accordance	with	the
Service	Level	Agreements	(SLAs)	(see	Attachment	3:	Target	SLAs)

2.1.2.5.7 Respond

and

resolve

all

inquiries

effectively,

and

timely

manner,

all

customers,

DOC,

and

other

contractors

providing

services

DOC,

accordance

with

SLAs

2.1.2.5.8 Respond	to	action‐related	inquiries	from	local	HR,	Managers	and	Proxies	and
employees	(as	appropriate)

2.1.2.5.9 For	all	annual	operational	processes,	provide	historical	documentation	(e.g.,
performance	pay	spreadsheets	from	years	prior,	CAPS	FESI	pay	adjustment	files
from	years	prior,	etc.)	to	ES	for	analysis	as	needed.

2.1.2.6 Records Management ‐ eOPF Maintenance and Reporting

The

Contractor

shall

the

maintenance

and

disposition

guidance

issued

the

National

Personnel

Record

Center

(NPRC),

the

GPR,

Enterprise

Human

Resources

Integration

(EHRI)

Group,

and

NARA

relates

the

eOPF

Recordkeeping.

Business

rules

developed

DOC

will

tied

performance

defined

applicable

SLA.

The

Contractor

responsible

for

eOPF

maintenance

for

actions

and

transactions

that

processes.

support

Establishing

and

Maintaining

Employee

Records,

the

Contractor

shall:

2.1.2.6.1 Adhere	to	Federal	requirements	regarding	the	disposition	of	records.	All	applicable
laws,	regulations	and	procedures	shall	be	followed

This is the start of the file's text. The full file is on GovTribe.

File details come from the government source that posted it. Updated Dec 30, 2025.