United States Department of Agriculture

Office of the Chief Financial Officer

National Finance Center

P.O. Box 60000 New Orleans Louisiana 70160

The last day of fiscal year (FY) 2015 occurs in Pay Period (PP)19; therefore, special instructions may be required for preparing PP19 Time and Attendance (T&A) reports.

T&A contact point representatives should ensure that timekeepers are aware of these instructions. Agencies should also notify all employees who utilize the employee self entry in their T&A systems.

Note: These instructions do not apply to the Federal Deposit Insurance Corporation (FDIC).

Payroll Obligation Estimates

For Agencies having payroll obligation estimates computed by the National Finance Center (NFC), 80 percent of PP17 costs will be used to estimate PP19 costs that occurred in FY 2015.

Accounting Data Distribution

NFC no longer prorates stored accounting across fiscal years. Therefore, Agencies should not use stored accounting in PP19 and should instead prepare a single T&A distributing all time-in-pay status for each line entry to the appropriate accounting data for both FY 2015 and FY 2016. The entry in the Accounting Code field on the T&A should be blank. This will ensure accurate distribution of accounting data charged between FY 2015 and FY 2016. Agencies may resume using stored accounting in PP20 by storing the new accounting via Code 1 in the Accounting Code field.

Payroll Costs

Payroll costs for PP18 will be obligated, paid, and reported in September 2015.

Split T&A Requirements for PP19

Split T&As are required when:

• An employee is on leave without pay (LWOP) for military purposes (LWOP - US) through a personnel action with Nature of Action Code 473, Absent-Uniformed Service. A split T&A must be prepared regardless of whether the employee receives any paid time in PP19. Note: If an employee is on 80 hours of LWOP-US, the 80 hours should be recorded on the T&A with Transaction Code 71, LWOP, and Transaction Descriptor Code 04. Failure to submit a T&A in PP19 will prevent an employee's military leave balance from being updated and rolled over properly.
• Regular military leave is used during PP19.
• U.S. Customs Service employees are coded in the database with Y in the Customs Officer's Pay Reform status field.

Instructions for preparing split T&As are provided in your T&A procedure. Note: When preparing a split T&A for PP19, the entry for the End Day is 11 and the entry for the Start Day is 12.

Payroll/Personnel Procedures

The procedure manual for this application, which is available online at the NFC Web site, is being updated to include the information in this bulletin. To view and/or print this procedure, go to the NFC Home Page and click the Publications tab at the top of the page. At the Publications page's left-hand menu, select the applicable publication category to access the procedure manuals within that category.

Inquiries

For questions about NFC processing, authorized Servicing Personnel Office representatives should contact the NFC Contact Center at 1-855-NFC-4GOV (1-855-632-4468) or via the Internet using the Requester Console.

/s/
ANITA H. FINCHER, Director
Government Employees Services Division