(DCPS) New User`s Guide
Contents
1. 8 2 2 Reentering DCPS after successful log in ssssssssssssssssessesssessseresssesseeso 11 8 2 3 Changing a password sesssesssssesseesseressresseeeseeesseeesseesseesseesseeessseesseese 11 9 Payroll Office Points of Contact ssseesseessesssessseeessetesseessersseesseeesseeesseesseesseessee 11 10 Trouble Signing THin a a R E a 12 11 Now that I am in DCPS what do I need to know 0 0 eeeneeceeeeeceteeeeeteeeeeaes 12 TLI DCPS Manuals 2242 c c0 cree Geel A A a eh esa 12 11 2 Web Based and Computer Based Traiming ccceecccecescceeeseeeesteeeeneeeeaee 16 11 3 Who can I contact if I have a problem eee eeeeeeeeceesseceeneeeeenteeeeeeeeenes 16 LLA SIRS TINS AY sess cze ss cceee ake onsets Sate e onan a a a N N AN 17 11 5 Payroll Office Points of Contact 1522 nA ai eadugiewdonin detains 19 11 6 DCPS systema problem iiict 4 scscdsceseatsahscdesasvavihes ei asa a aE 19 L7 Imain ocn er e a a goadan eaaet a 20 TD GONG SIO x s nna e e E E AE S EREN 20 DCPS New User s Guide DCPS New User s Guide 1 PURPOSE The purpose of this guide is to assist Defense Civilian Payroll System DCPS users with the first steps in using the DCPS pay process This guide provides solutions to real world questions and problems you may experience by providing helpful web site links sample forms and useful information This guide is not intended to be all inclusive but it will get you started in DCPS and provid2. 11 DCPS Security Awareness Course Completion Enter the date which the new user completed this required security web based training course Block 12 Submitting CSR s Official E Mail Address Enter CSR s e mail address Block 13 Home Activity Block This block is the employing activity code where the person is currently employed Block 14 Site Activity When your activity s accounts were established in DCPS each of your employing activity codes and organization codes were built in the Organization Record payroll office table The DCPS Organization Record table lists a T amp A SITE ACT and a CSR SITE ACT Block 12 should be completed with the DCPS Organization Record table values If you are requesting access for a T amp A user enter the value from the Organization Record for the T amp A SITE ACT If you are requesting access for a Your Financial Partner Work 5 DCPS New User s Guide Timekeeper enter the value from the Organization Record for the T amp A Site An illustration of how DCPS Organization Records are used to complete security forms is listed below DCPS ORGANIZATION RECORD SECURITY ACCESS FORM ACTIVITY 000333 ORGANIZATION 301 ACTION CODE A C D PAY BLOCK 800 BLANKET ADVANCED LEAVE 2 T amp A INPUT FREQUENCY D TIME CARD OPTION N END OF MONTH ESTIMATE N LABOR INDICATOR Y T amp A SITE ID SITE ACT 000333 BLOCK 14 for T amp A Access SITE IDC 00 BLOCK 14 for T amp A Access T amp A GROUP 010
3. Ext 310 DSN 922 2990 Ext 310 When to call TSO PE Customer Contact Center 1 Problem with sending or receiving a DCPS file 2 Interface problem 3 A new printer or print server does not function properly 4 Training information Your Financial Partner Work 19 DCPS New User s Guide 11 7 IMAGING Imaging is a storage and retrieval system used for faxing all documents to the payroll office It isa DFAS centralized civilian payroll document system All incoming faxed or mailed documents are converted to an electronic file that is forwarded to payroll teams for action The payroll office staff can retrieve documents by social security number to quickly review all documents in the storage system on a specific employee The centralized document imaging system automates the routing tracking and control of these imaged documents via electronic workflow processes The fax numbers for Imaging are Toll Free 1 866 401 5849 Commercial 1 850 473 6450 DSN 753 6450 The fax number for overseas Imaging is DSN 753 5717 Each page of the fax should contain the Social Security Number of the employee the document pertains to Only civilian payroll documents should be faxed to this number 12 CONCLUSION This concludes the first guide of a three part series Part two discusses the CSR function Part three will discuss the timekeeper functions The payroll office staff hopes this guide provides functionality for the new DCPS user an
4. FOUND USER NOT AUTHORIZED Cause Access not established Solution Contact the payroll office DCPS Access number Message NOT IN USERS EDC GROUP Cause User does not have access to the group of accounts requested Solution Identify the correct site activity or TAG where the employee accounts are located by using the Organization Code table Request an addition or a correction to the USER Id account using the security request form 11 NOW THAT I CAN GET IN DCPS WHAT DO I NEED TO KNOW 11 1 DCPS Manuals At the dfas4dod web site there are various informational downloads available to help you There are hundreds of codes in DCPS Every 4 months DCPS is updated with major release changes You will need to obtain the latest CSR or T amp A manual to understand the information in DCPS and to be aware of any new processing changes An updated manual is released with each quarterly DCPS release Manuals are viewable on line or can be downloaded to a computer file The web site for DCPS manuals is listed below https dfas4dod dfas mil systems dcps consolid dcpsdocs htm Your Financial Partner Work 12 DCPS New User s Guide DCPS manuals are divided by subject matter Each major division is listed as a section and each section is divided into chapters The following illustrates the divisions and subdivisions of the manuals and is from the DCPS Users Manual for Customer Service Representatives Version
5. can determine that the increase was because the employee moved from one age bracket to the next age bracket and the cost of the insurance coverage increased Chapter 2 Payroll Office Tables The CSR has the capability to view all of the payroll office table information and can change selective data in the tables Example The activity has been notified that the zip code of its mailing address has changed The CSR would select the Employing Activity Office Address and enter the new zip code Your Financial Partner Work 13 DCPS New User s Guide SECTION D Employee Data On Line Processing Inquiries Chapter 2 Employee Data Menu The CSR has the responsibility of adding correcting and deleting employee non SF 50 data in DCPS This chapter explains each input field When updating data it is important that the CSR use the correct code All valid codes and their definitions are listed in Section G Dictionary Glossary Each type of update function performed by the CSR is listed in this chapter Example The CSR received a Savings Bond Deduction SBD 2104 Authorization for Purchase Change U S Savings Bonds from an employee to start new savings bond deductions The CSR would refer to Savings Bond Deductions in this chapter to understand what code should be used in the Co Owner Beneficiary Indicator field At the end of each update function the manual has two informational sections called SYSTEM PROCESSING ON LINE
6. report and description of each field for reports generated by DCPS The CSR should request all weekly biweekly and monthly reports for review to insure the information are accurate and make adjustments as needed SECTION G Dictionary Glossary This section lists in alphabetical order each valid code used in DCPS and its meaning The CSR uses this dictionary to understand the information processed in DCPS The CSR will need to refer to this dictionary to interpret inquiry screens New codes may be added or codes may change with new updates in the system changes releases SECTION H Reference Guides Job Aids Contains quick reference guides The CSR or Timekeeper may want to print some of these guides for a handy desk reference Chapter 1 General System Information Error messages function keys standardized addresses major claimant Your Financial Partner Work 15 DCPS New User s Guide Chapter 2 Personnel Nature of Action codes NOACs Separation Matrix Chapter 3 Employee Data Other deduction table Savings Bond job aid Chapter 5 Taxes Martial status values state taxable indicators Alpha Taxing authority Chapter 6 Time and Attendance Type hour codes quick reference environmental hazard code Chapter 7 Leave Leave adjustment aid Chapter 9 Reports Remote report printing 11 2 Computer Based and Web Based Training At the dfas4dod web site there are Computer Based Training CBT downloads and Web Based T
7. social security number SSN Block 10 Place a checkmark in the box to the left of Delete site and enter user s DCPS User ID Block 14 Enter the site activity code to be deleted Blocks 21 and 22 User signs and dates the form Blocks 25 through 27 Place Supervisor places checkmark in box to the left of the statement prints name and then signs and dates the form DCPS New User s Guide INSTRUCTIONS FOR CHANGING AN EXISTING USER S ACCESS RIGHTS Blocks 1 and 2 Enter your last name first name middle initial and social security number SSN Block 8 Place a checkmark in the box to the left of Change user and enter your DCPS User ID Block 15 If changing your user type place a checkmark in the box to the left of a user indicator type Blocks 16 through 18 Add change and delete as authorization types and numbers required see Instructions for Requesting a New User ID for assistance with these blocks Blocks 19 and 20 Sign and date the form Blocks 23 through 25 Place a checkmark in the box to the left of the statement and then print sign and date the form INSTRUCTIONS FOR DELETING AN EXISTING USER ID Blocks 1 and 2 Enter your last name first name middle initial and social security number SSN Block 8 Place a checkmark in the box to the left of Delete user and enter your DCPS User ID Blocks 19 and 20 Sign and date the form Blocks 23 through 25 Place a checkmark in the box to the left of t
8. type Block 18 Enter A for add to add the authorization type and number for accounts you will access Repeat for each authorization type and number Block 19 Perform one of the following actions all authorization types can view broadcast messages Repeat for each authorization type and number If Block 17 is E enter one of the following authorization type codes M Authorized to input non SF50 employee data input leave related data view CSR online inquiries and print CSR reports and In Lieu of LESs P Authorized to view CSR online inquiries and maintain local tables V Authorized to view CSR online inquiries and print CSR reports If Block 17 is B enter one of the following authorization type codes M Authorized to input non SF50 employee data input leave related data view CSR online inquiries and CSR print reports and In Lieu of LESs P Authorized to view CSR online inquiries and maintain local tables T Authorized to view T amp A and CSR online inquiries input T amp A related data and print T amp A reports V Authorized to view CSR online inquiries and print CSR reports If Block 17 is P enter one of the following authorization type codes M Authorized to input SF50 employee data L Authorized to input leave bank data V Authorized to view online inquiries If Block 17 is D enter D authorized to print remote disbursing office reports If Block 17 is T enter T authorized to
9. 04 03 Third Quarter Release for 2004 You will also notice that some chapter numbers are not listed The chapter numbers not listed are payroll office processes and not available to the CSRs SECTION A Introduction to DCPS General information about DCPS SECTION B Getting Started Use of the manual and menus SECTION C Tables Used to calculate crosscheck and process data entered in DCPS Chapter 1 Central Tables The CSR has the capability to view DCPS Central Reference Tables These tables are used for pay calculations and affect the employee s deductions and entitlements When you select a table to view you can use this chapter for a description of each field that is displayed Tables can be used by the CSR to answer employee inquiries The examples below are provided to illustrate table usage Example 1 An employee comes to the CSR and wants to know why the deduction for OASDI Old Age Survivors and Disability Insurance stopped The CSR could select the General Table and verify the OASDI Taxable Wage Base then compare the OASDI taxable wage base to the employee s year to date earnings If the employee has earned more wages than the OASDI taxable wage base then this would explain why the deduction stopped Employee has reached the maximum limit Example 2 An employee questions why the Federal Employee Group Life Insurance FEGLI Optional deduction increased The CSR would select the FEGLI Optional Insurance Table and
10. 4 BLOCK 15 for T amp A Access CSR SITE ID SITE ACT 000333 BLOCK 14 for CSR Access SITE IDC 00 BLOCK 14 for CSR Access CSR GROUP 0104 BLOCK 15 for CSR Access REMOTE DISB OFFC o Block 15 Site Indicator This information is also from the DCPS Organization Record table If the Site Activity is divided into locations the division is set up with a 2 digit code in the SITE IDC in the DCPS Organization Record If the site activity is not divided into locations enter 00 as shown in the illustration above Block 16 Database Place a checkmark beside the database the employee will be accessing NOTE 1 Fill out a separate form for each database the employee will be accessing NOTE 2 Not required for Change user or Delete user The Charleston payroll office currently has five active databases They are ZGT Navy ZLO Shipyard ZFR Overseas Navy Air Force amp Defense Agencies ZFA Overseas Army ZPD Department of Energy The Denver Payroll Office has one active database OMA Army Your Financial Partner Work 6 DCPS New User s Guide The Pensacola payroll office currently has three active databases They are CPI Air Force ZKA Defense Agencies ZKE Executive Office of the President Block 17 User Indicator Circle the appropriate user indicator of the employee Block 18 ACT Code Enter the appropriate action code A C or D NOTE 1 Repeat as necessary for each AUTH Type AUTH Number NOTE 2 Not r
11. CONTRACTOR INFORMATION Jf user is a contractor complete Blocks 24a 24b and 24c a CONTRACTOR COMPANY NAME b CONTRACT NUMBER c CONTRACT EXPIRATION DATE 25 VERIFICATION OF NEED TO KNOW 26 SUPERVISOR S NAME Print 27 SUPERVISOR S SIGNATURE DATE I certify that this user requires access as requested 28 VERIFICATION OF NAC NACI OR WAIVER 29 SECURITY OFFICER S NAME Print 30 SECURITY OFFICER S SIGNATURE DATE I certify that this user has an NAC NACI or approved waiver on file PART III To be completed by authorized staff preparing account information User ID Assigned Actions Completed Notification Information Authorizing Official s Signature Date ACF2 Date Name DCPS Date Date INSTRUCTIONS FOR REQUESTING A NEW USER ID AND ACCESS RIGHTS 2 DCPS New User s Guide INSTRUCTIONS FOR REQUESTING A NEW USER ID AND ACCESS RIGHTS Blocks 1 through 4 Enter user s last name first name and middle initial social security number SSN job title and grade rank e g Pay Clerk GS 6 and work telephone number either a Defense Switching Network DSN number or commercial number with area code Block 5 Place a checkmark next to user s affiliation If affiliation is Foreign National you MUST enter the user s 2 character country code in the space provided Block 6 Place a checkmark in the box to the left of user s citizenship type Block 7 Enter user s official
12. Defense Civilian Pay System DCPS New User s Guide DCPSCisco ZFRPO ZGTPO T25C3818 NS ElitePlus Display F lal xi Session Edit View Tools Macro Help a ael le a4 aalma ky a esjs he THIS IS A DEPARTMENT OF DEFENSE COMPUTER SYSTEM AND IS PROVIDED ONLY FOR AUTHORIZED GOVERNMENT USE THIS SYSTEM MAY BE MONITORED FOR ALL LAWFUL PURPOSES INCLUDING THAT THIS USE IS AUTHORIZED USE OF THIS SYSTEW AUTHORIZED OR UNAUTHORIZED CONSTITUTES CONSENT TO MONITORING UNAUTHORIZED USE MAY SUBJECT YOU TO CRIMINAL PROSECUTION OPTIONAL TERHINAL ID AStart Quick Launch show pesk EJ0 Ki Cc Gc ols So o Ao So aio sar aF wm EPAD 9 44am Version 2 March 2005 U S Department of Defense Document csr_TimeAttendanceUsersManual Free Downloads Download any U S FedForm free fillable savable in Adobe Reader Start with the Flash Demo at the top of the following page www usa federal forms com Convert any fillable PDF form to savable locally in Adobe Reader www savePDF com Convert any document in any format to PDF fillable and savable www FillinDocs com All 10 s of 1 000 s U S Federal Forms already fillable savable www usa federal forms com About the ITAOP savePDF Method The traditional Field by Field creation process is extremely ineffective and slow The only realistic option to create high quality forms is the Insert Text Anywhere on Page ITAOP me
13. FUL PURPOSES INCLUDING THAT THIS USE IS AUTHORIZED USE OF THIS SYSTEW AUTHORIZED OR UNAUTHORIZED CONSTITUTES CONSENT TO MONITORING UNAUTHORIZED USE MAY SUBJECT YOU TO CRIMINAL PROSECUTION OPTIONAL gt TERMINAL ID Ready R15 C 038 ID A LU O1 CAPS NUM Ea E Desktop SEEt c HaHa S Start Quick Launch f Show Desk gt a EET Era p Bo aio sar sar wm K PAD STS 9 44 AM 8 2 Steps for Logging Into DCPS Using your assigned User Id and temporary password you will first need to establish a permanent password 8 2 1 New User To enter DCPS for the first time as a new user follow these steps Examples Type USERID zgtulll Type PASSWORD payroll4 Tab to NEW PASSWORD Type NEW PASSWORD pay4work Press the enter key Your Financial Partner Work 10 DCPS New User s Guide 8 2 2 Reentering DCPS After Successful Log In Once you have successfully logged on you can reenter DCPS with the new password Follow these steps to reenter Examples Type USERID ZGTU111 Type PASSWORD PAY4WORK Press Enter Key 8 2 3 Changing a Password To change a password follow these steps Examples Type USERID zgtull1 Type PASSWORD pay4work Tab to NEW PASSWORD Type NEW PASSWORD Monday 12 Press Enter Key Information to keep in mind regarding passwords DCPS passwords are not case sensitive Must be exactly 8 characters Must have at least 1 alphabetic character Must have at
14. Leave Bank CSR Group or All within CSR Site V View CSR Group or All within CSR Site D Remote Disbursing Officer RDO D Leave blank T Time and Attendance T amp A Clerk T TBA naun T amp A Group or All within T amp A Site C T amp A Certifier C T amp A Site Certifier Employing Activity Code V Accounting Technician J Accounting Leave blank 18 ACT 19 AUTH 20 AUTH NUMBER 18 ACT 19 AUTH 20 AUTH NUMBER 18 ACT 19 AUTH 20 AUTH NUMBER CODE TYPE CODE TYPE CODE TYPE Action Codes A Add C Change D Delete Use in Block 18 USER AGREEMENT accept the responsibility for the information and DoD system to which am granted access and will not exceed my authorized level of system access understand that my access may be revoked or terminated for non compliance with DISA DoD security policies accept responsibility to safeguard the information contained in these systems from unauthorized or inadvertent modification disclosure destruction and use understand and accept that my use of the system may be monitored as part of managing the system protecting against unauthorized access and verifying security problems agree to notify the appropriate organization that issued my account when access is no longer required 21 USER S SIGNATURE 22 DATE PART II To be completed by designated officials 23 JUSTIFICATION FOR ACCESS 24
15. ON Check one 6 USER S CITIZENSHIP Check one 7 USER S OFFICIAL E MAIL 8 USER S AGENCY CODE MAJOR Civilian Military US ADDRESS CLAIMANT CODE Contractor Foreign Nat Foreign national 9 USER S PRINTER ID 10 TYPE OF REQUEST Check one Legend Also complete block 11 Also provide DCPS User ID New user Change user Delete user Add site Delete site DCPS User ID 11 DCPS SECURITY AWARENESS COURSE COMPLETION CERTIFICATION New users must complete before requesting 12 SUBMITTING CSR S OFFICIAL E MAIL access ADDRESS optional have completed the DCPS Security Awareness Online Course DATE 13 HOME ACTIVITY CODE 14 SITE ACTIVITY CODE 15 SITE INDICATOR CODE 16 DATABASE Check one CP1 OMA ZFA ZFR ZGT ZKA ZKE ZLO ZPA ZPD ZPH ZPV Other 17 USER INDICATOR Check one AUTHORIZATION TYPE Enter in Block 19 AUTHORIZATION NUMBER Enter in Block 20 E Customer Service Rep CSR M CSR MER Clerk non SF50 All or CSR Group P CSR Tables Leave blank V All or CSR Group B Combined Duties Rep CSR and T amp A Clerk M CDR MER Clerk non SF50 All or CSR Group P CDR Tables Leave blank T CDRT8 amp A All or T amp A Group V CDR View All or CSR Group P Personnel HRO Usel eceeeeeeeeeeeeseeneeeeteeeneees M MER Update non SF50 CSR Group or All within CSR Site L
16. ON E Batch Processing This is a process where computerized interfaces are sent to DCPS by various agencies for consolidation of data with DCPS files Chapter 1 Personnel At the end of each day personnel runs a end of day process All transactions that were projected with a future date which is now current will be put into a file with all the transactions of that day that have either a current or prior effective date Files that these transactions are put into are referred to as a package DCPS receives a separate package for each Servicing Agency and CCPO ID combination for each DCPS database Chapter 2 Time and Attendance T amp A T amp A Batch Processes are used to edit and validate work schedule changes and time and attendance T amp A transactions submitted from a Source Data Automation SDA system Chapter 3 Leave A biweekly batch program that processes accruals credit reductions usage conversions and stores maintains continuation of pay records for employees on traumatic injury Chapter 6 Mass Provides an alternate method to maintain leave job order numbers by Employing Activity Organization and standing job order numbers by employee utilizing an interface file Chapter 8 Address Verification Used to update DCPS Master Employee and Bond Addresses using a commercial software package called Finalist to reduce incomplete or non deliverable addresses SECTION F Reports Provides a list an explanation of each
17. ORTCIVPAY DFAS MIL PENSACOLA NONE Your Financial Partner Work 18 DCPS New User s Guide 11 5 Payroll Office Points of Contact The CSR not individual employees should make inquiries to the payroll office Charleston Payroll Office Customer Service Desk Commercial 843 746 6500 DSN 483 6500 Toll Free Number for Retirees or Separated Employees 1 800 PAY DCPS or 1 800 729 3277 Email address dch supportcivpay dfas mil TP Team ZFR DoDEA Accounts 843 746 6549 Denver Payroll Office Customer Service Desk 1 800 538 9043 Email address DCPS DE PAYROLL DFAS MIL Pensacola Payroll Office Customer Service Desk 850 473 6222 11 6 DCPS System Problem If you can not get a DCPS log on screen or print a file or have other system problems the Trouble Reporting Procedures for the Defense Civilian Pay System are at the dfas4dod web site https dfas4dod dfas mil systems dcps consolid files trblerpt pdf When you are reporting a problem specific date may be required such as printer identification DCPS file name or IP address etc The above web site provides detailed guidelines to getting you in contact with the right help desk to assist you DECC Mechanicsburg Help Desk 717 605 7426 DSN 430 7426 When to call Mechanicsburg Help Desk 1 Cannot get a VTAM sign on screen Previously receiving DCPS reports but they will now not print Printer will not print TSO PE Customer Contact Center 850 453 4141
18. and SYSTEM PROCESSING BATCH This part of the manual explains how DCPS processes the entered updates and actions interfaced by the personnel office The CSR should read these sections to better understand the process If the CSR has questions about the correct processing of a document after reading the complete section including the System Processing On Line and System Processing Batch sections the CSR should contact the payroll office for guidance Chapter 3 Time and Attendance This chapter explains all input fields for time and attendance and work schedule changes Chapter 4 Leave This chapter contains information on advance restored family leave and leave and earning LES balance information when an employee transfers to a new activity It includes instructions for all leave processed by the CSR Chapter 7 Inquires This chapter explains the inquiry view only screens in DCPS The CSR uses the inquiry screens to answer employee pay questions The inquiry screens let you view personnel action updates as well as leave and pay information The codes shown on these screens are listed in Section G Example The CSR would refer to this chapter for information on the Master Employee Inquiry screen and to verify the Quarterly Earnings field on the Pay Rates and Appointment screen but the amounts do not include Lump Sum Leave or Severance payments Your Financial Partner Work 14 DCPS New User s Guide SECTI
19. can be found at https dfas4dod dfas mil systems dcps consolid forms SiteSurveyForm doc and https dfas4dod dfas mil systems dcps consolid forms pcinfo doc The following banner screen will display when DCPS is accessed Use of this Department of Defense computer system to include related networks and equipment constitutes your consent to monitoring by authorized DoD personnel Unauthorized system use may subject you to criminal prosecution LU AZSTDBAX Logon At the Logon line you will need to type the payroll office database you want to access For example ZGTPO ZFRPO ZLOPO or ZFAPO are proper Charleston Payroll Office logons and CP1PO or ZKAPO are proper Pensacola Payroll Office logons This will get Your Financial Partner Work 9 DCPS New User s Guide you to the DCPS security log in screen for the appropriate database The first three letters before the PO will match the first three letters of your User Id For example User Id ZGTUxxx will have a PO of ZGTPO Denver would be OMAPO The following DCPS security log in screen will appear You can now sign in using your assigned User Id and password DCPSCisco 2FRPO ZGTPO T2SC3818 NS ElitePlus Display la x Session Edit View Tools Macro Help Pe GS fen e wee thea Ls es fe Ea THIS IS A DEPARTMENT OF DEFENSE COMPUTER SYSTEM AND IS PROVIDED ONLY FOR AUTHORIZED GOVERNMENT USE THIS SYSTEM MAY BE MONITORED FOR ALL LAW
20. d a quick reference that shows where valuable work related resources could be found If you have questions or would like to provide feedback on how to enhance this guide please let us know by contacting us at any of the telephone numbers found in the guide We wish you SUCCESS Your Financial Partner Work 20
21. e information about other DCPS aids 1 1 DCPS WEB SITE The most important aid to a new DCPS user is to become familiar with our web site at https dfas4dod dfas mil systems dcps This is a secure web site It is a dot mil mil Intranet address and is only accessible by customers using a non secure Internet protocol network NIPRNET computer The dfas4dod site contains published documentation forms and information relative to DCPS Most of the documents are PDF files You will need to have Adobe Acrobat Reader v3 01 or greater installed on your PC to read these PDF files 2 HOW TO USE THIS GUIDE The guide is divided into small sections providing the users with steps to use when first entering DCPS and how to find resourceful tips tools and information 3 INTRODUCTION AND DCPS USERS DCPS was created to provide a standardized means of providing a wide variety of payroll features in the most efficient method 4 FIRST STEPS for GETTING A DCPS USER ACCOUNT 4 1 Security Awareness Training To apply for a user account in DCPS you must first complete the DCPS Security Awareness web based training course Complete instructions to register at the DFAS Customer Support Web can be found on the DFAS4DOD website under HOT Items https dfas4dod dfas mil systems dcps consolid cbt WB TInst pdf 4 2 New User Request Form Upon completion of the training you must complete and submit to the payroll office the DCPS System A
22. equired for Delete user Block 19 AUTH Type Enter one of the following authorization types All authority types can view broadcast messages NOTE 1 Repeat as necessary for each AUTH Type AUTH Number NOTE 2 Not required for Delete user If the user indicator is E CSR enter one of the following authorization types M MER Clerk non SF50 Authorized to input non SF50 employee data input leave related data access CSR online inquiries print CSR reports and print In Lieu of Leave and Earnings Statements P Tables Update Authorized to access CSR online inquiries and maintain local tables V View only Authorized to access CSR online inquiries and print CSR reports If User Indicator is T T amp A Clerk enter T T amp A related Authorized to input and view T amp A related data and print T amp A reports If User Indicator is B CDR enter one of the following authorization types M MER Clerk non SF50 Authorized to input non SF50 employee data input leave related data access CSR online inquiries print CSR reports and print In Lieu of Leave and Earnings Statements P Tables Update Authorized to access CSR online inquiries and maintain local tables T T amp A related Authorized to access CSR online inquiries input and view T amp A related data and print T amp A reports V View only Authorized to access CSR online inquiries and print CSR reports If User Indicator
23. he statement and then print sign and date the form INSTRUCTIONS FOR ADDING A SITE ACTIVITY Blocks 1 and 2 Enter your last name first name middle initial and social security number SSN Block 8 Place a checkmark in the box to the left of Add site and enter your DCPS User ID Block 12 Enter the site activity code to be added Block 13 Enter the site indicator code to be added Blocks 19 and 20 Sign and date the form Blocks 23 through 25 Place a checkmark in the box to the left of the statement print your name and then sign and date the form INSTRUCTIONS FOR DELETING A SITE ACTIVITY Blocks 1 and 2 Enter your last name first name middle initial and social security number SSN Block 8 Place a checkmark in the box to the left of Delete site and enter your DCPS User ID Block 12 Enter the site activity code to be deleted Blocks 19 and 20 Sign and date the form Blocks 23 through 25 Place a checkmark in the box to the left of the statement print your name and then sign and date the form DCPS New User s Guide 5 Security Authorization Access Request Forms The completed SAAR form tells the payroll office personnel what accounts you are authorized to access Information to keep in mind when completing the Access form include a Block 1 User s Name Enter the employee s Last Name First Name Middle Initial b Block 2 User s SSN Enter the employee s social secu
24. input T amp A related data view T amp A online inquiries and print T amp A reports If Block 17 is C enter C authorized to certify T amp A input T amp A related data view T amp A online inquiries and print T amp A reports If Block 17 is V enter J authorized to input activity organization and employee level accounting classifications and view employee locator and accounting activity address Block 20 Refer to AUTHORIZATION NUMBER column for valid entries Repeat for each authorization type and number Blocks 21 and 22 User signs and dates the form Block 23 Supervisor enters the reason why the user requires access Blocks 24a through 24c For contractors only supervisor enters the name of the company for whom the contractor works the contract number and the date the contract expires Blocks 25 through 27 Supervisor places checkmark in box to the left of the statement prints name and then signs and dates the form Blocks 28 through 30 Personnel Security Officer places checkmark in box to the left of the statement prints name and then signs and dates the form INSTRUCTIONS FOR CHANGING AN EXISTING USER S ACCESS RIGHTS Blocks 1 and 2 Enter user s last name first name middle initial and social security number SSN Block 10 Place a checkmark in the box to the left of Change user and enter user s DCPS User ID Block 17 If changing your user type place a checkmark in the box to the left of a user indicator ty
25. is C T amp A Certifier enter C T amp A Certification Authorized to certify T amp A input and view T amp A related data and print T amp A reports If User Indicator is P Personnel HRO User enter one of the following authorization types M MER Clerk SF50 Authorized to input SF50 employee data V View only Authorized to access online inquiries If User Indicator is D Remote Disbursing Officer enter D RDO Report Printing Authorized to print remote disbursing office reports Your Financial Partner Work 7 DCPS New User s Guide If User Indicator is V Accounting Technician enter J Accounting related Authorized to input activity organization and employee level accounting classifications and view employee locator and view accounting activity address t Block 20 AUTH Number If AUTH Type is M T or K enter the pay block for which the employee will have access rights otherwise leave blank NOTE 1 Repeat as necessary for each AUTH Type AUTH Number NOTE 2 Not required for Delete user The Authorization Number is the time and attendance group TAG or T amp A group number It is also the CSR group number listed in the DCPS Organization Record table An illustration of how the DCPS Organization Record is used is provided above u Block 21 22 User Signature Date Make sure the employee reads the Terminal User Responsibilities and Privacy Act Statement befo
26. least 1 numeric character Cannot re use the same password for at least 18 months The only special characters you can use are or You must enter your User Id and password correctly in three tries If you fail to properly sign in after 3 attempts you will be locked out and must request a reset DCPS passwords expire every 90 days Dormant User Ids are suspended after 60 days and deleted after 90 days non use 9 PAYROLL OFFICE POINTS OF CONTACT FOR ACCOUNT ACCESS DCPS Access CHARLESTON Payroll Office DSN 483 6500 DCPS Access and Password Resets 843 746 6500 1 800 PA Y DCPS DENVER DCPS Access and Password Resets DSN 926 6420 303 676 6420 PENSACOLA DCPS Access and Password Resets DSN 753 6084 6245 6098 850 473 6084 6245 6098 Your Financial Partner Work 11 DCPS New User s Guide 10 TROUBLE SIGNING IN Error Messages Message PASSWORD EXPIRED ENTER OLD AND NEW PASSWORD Cause 1 You have a new temporary password Solution Follow procedures for a new password Cause 2 It has been 90 days since the current password was established Solution Follow procedures to change the password Message INVALID PASSWORD USER NOT AUTHORIZED Cause Password violation You have 3 or more unsuccessful attempts to access DCPS Solution Request a password reset from the payroll office Customer Service Desk or the Europe Only European Customer Service Desk Message USER NOT
27. ncial Partner Work 8 DCPS New User s Guide 6 DCPS User Ids The user identification User Id consists of the first three characters of the database for your assigned employee accounts For example ZGTxxxx is used for the ZGT database It must be used with a password to fully access DCPS DCPS User Ids must be used at least once every 60 days or it will suspend After 90 days without entering DCPS the User Id is considered Dormant and it is cancelled A new DCPS User Security Access Questionnaire is needed to reestablish the User Id 7 DCPS Passwords A temporary password is assigned with a new User Id The temporary password will contain exactly eight 8 characters A password must contain at least one 1 alphabetic and at least one 1 numeric character An example of a valid password is Pay3roll Passwords will expire every 90 days A message will appear indicating the password has expired 8 WHAT DO IDO NOW THAT I HAVE A PASSWORD AND User ID 8 1 DCPS Applications Programs You will need a DCPS program on your computer One way to access DCPS is through the use of Secure Web Access SWA located at https swa mech disa mil Instructions for setting your browser for SWA is at https dfas4dod dfas mil systems dcps consolid files IES WA pdf Your activity may request access to DCPS through DynaComm Elite by submitting a Site Survey and DCPS Terminal PC Information Sheet to the payroll office These forms
28. pe Blocks 18 through 20 Add change and delete as authorization types and numbers required see Instructions for Requesting a New User ID for assistance with these blocks Blocks 21 and 22 User signs and dates the form Blocks 25 through 27 Supervisor places checkmark in box to the left of the statement prints name and then signs and dates the form INSTRUCTIONS FOR DELETING AN EXISTING USER ID Blocks 1 and 2 Enter user s last name first name middle initial and social security number SSN Block 10 Place a checkmark in the box to the left of Delete user and enter user s DCPS User ID Blocks 21 and 22 User signs and dates the form Blocks 25 through 27 Supervisor places checkmark in box to the left of the statement prints name and then signs and dates the form INSTRUCTIONS FOR ADDING A SITE ACTIVITY Blocks 1 and 2 Enter user s last name first name middle initial and social security number SSN Block 10 Place a checkmark in the box to the left of Add site and enter user s DCPS User ID Block 14 Enter the site activity code to be added Block 15 Enter the site indicator code to be added Blocks 21 and 22 User signs and dates the form Blocks 25 through 27 Supervisor places checkmark in box to the left of the statement prints name and then signs and dates the form INSTRUCTIONS FOR DELETING A SITE ACTIVITY Blocks 1 and 2 Enter user s last name first name middle initial and
29. raining links available to teach you about DCPS The available web based training link Security Awareness CBT Mandatory training Documentation to help you register at the web site and take this training can be found at https dfas4dod dfas mil systems dcps consolid cbt WB TInst pdf You can select CBT downloads from https dfas4dod dfas mil systems dcps consolid cbt cbttoc htm Customer Service Representative Employee Data Collection CBT Online Time and Attendance T amp A CBT Timekeeper Training CBT Enhanced CSR CBT These are free self paced and user friendly computer based training on how to use DCPS Every CSR or timekeeper should take the opportunity to download the training to learn more about DCPS 11 3 Who can I contact if I have a problem The payroll offices use Remedy as a question and answer system to respond to payroll inquiries and pay problems New payroll office customers will receive a Remedy Client Information form attached to the email that provides them with their new User Id and temporary password Each new user should complete the form and forward it to the payroll office You can obtain a copy of the Remedy Client form at Your Financial Partner Work 16 DCPS New User s Guide https dfas4dod dfas mil systems dcps consolid forms RemedyClient doc The completed Remedy Client Information form can be emailed or sent to the Imaging fax to be routed to the appropria
30. re signing the form PART II The authorizing official will complete Part II of the form and notify either the prospective user or supervisor of the new user s ID and password v Block 23 Justification for Access Provide specific reason for the new user account w Block 24 Contractor Information For all contractors this section a c must be completed x Blocks 25 27 Verification of Need to Know and Supervisors Signature Date Each block must be completed by the applicant s Supervisor y Blocks 28 30 Verification of NAC NACI or Waiver and Security Officer s Signature Date Each block must be completed by the activity s Personnel Security Officer PART III No action required by the applicant This space is completed by the authorized staff preparing account information Once the new users access request form is completed fax it to the Imaging System DSN 753 6450 Commercial 1 850 473 6450 Toll Free 1 866 401 5849 You will receive an email response within 10 working days with your User ID and temporary password If you do not receive an email within 10 working days or if you have a problem with the access profile established for your account you should contact the proper payroll office Charleston DCPS Security Access Comm 843 746 6500 or DSN 483 6500 Denver DCPS Security Access Comm 303 676 6420 or DSN 926 6420 Pensacola DCPS Security Access Comm 850 473 6084 or DSN 753 6084 Your Fina
31. rity number G Block 3 User s Job Title and Grade Enter your job title and grade rank Block 4 User s Phone work Enter the employee s DSN number If no DSN available enter the employee s local work number including area code NOTE Not required for Change user or Delete user Block 5 User s Affiliation Code Place a check mark by the affiliation you have C Civilian M Military R Contractor F Foreign National NOTE Foreign National employees MUST provide the two character country code Block 6 User s Citizenship Check mark whether the new user is a US citizen or foreign national Block 7 User s Official E mail Address Enter the employee s work e mail address NOTE Not required for Change user or Delete user Block 8 User s Agency Code Major Claimant Code Enter user s agency and major claimant codes Block 9 Printer Identification Enter the identification number of the printer where DCPS reports requested by the employee will be printed NOTE Not required for Change user or Delete user Block 10 You must provide the User ID if adding deleting or changing security information on an existing user Block 10 Type of Request Place a check next to the New user Change user or Delete user Add site Delete site field as appropriate If you are changing an employee s access rights or deleting an employee s user ID enter the employee s user ID beneath the Enter User ID field Block
32. te servicing payroll office The email address is CHARLESTON DCH SUPPORTCIVPAY DEFAS MIL DENVER DCPS DE payroll dfas mil PENSACOLA NONE 11 4 Remedy Remedy allows for standardized entering and tracking of action requests It also automatically escalates the action requests by notifying a higher level within the payroll office when problems are not resolved within a defined time frame The Imaging fax number is 850 473 6450 or DSN 753 6450 same for all 3 PRO After your Remedy access has been established the payroll office will contact you by email The email will include the Remedy User Id and temporary password Instructions on how to use the system will be attached to the email A sample of the form is included on the following page If you have not received a Remedy User Id and password within 10 working days from the day it was submitted contact the payroll office CHARLESTON 843 746 6500 DENVER 1 800 538 9043 PENSACOLA 850 473 6222 Your Financial Partner Work 17 DCPS New User s Guide NEW REMEDY CLIENT INFORMATION PAYROLL OFFICE CHARLESTON DENVER PENSACOLA NAME SITE NAME SITE ID DATABASK S POSTAL MAILING ADDRESS FOR ACTIVITY COMMERCIAL PHONE FAX NUMBERS EMAIL ADDRESS FUNCTIONAL AREA CSR PERSONNEL ACCOUNTING OTHER Email completed forms to the appropriate office address shown below DENVER DCPS DE PAYROLL DFAS MIL CHARLESTON DCH SUPP
33. thod The field creation process is about 10 000 times faster than the traditional method the list of ITAOP features is not even available for the traditional method ITAOP savePDF method proved to be very simple and completely reliable for millions of users all over the world incl individuals companies organizations government employees DCPS New User s Guide TABLE OF CONTENTS IL ch SUN PIO SC cnal csicale 2s redeatos cede I E E A E TN 1 APS WCB Silenn enea a adv tcnte E E aA 1 Dee How to s this wide eh teei te en ea eae aeta ee a ae ae etea Eea 1 Dis MUR OCUIC LOH a teas aerate atta a E E eden as cae Nee ted Cound Meanie maa nt 1 4 First Steps for entering DCPS siti svecadenacesascadsashectaes sa deveteasnseade secseteaavonacdessbenentens 1 4 1 Security Awareness Training 5c se acinuchis aad sctsa sae acer qusaadesusas as oeseaseasdeeosbasdooaies 1 AD ING WSC REGUESU MONI 3 5 aciuts desks a Shine ste aE E Gelaa as E ERE 1 5 New User Regu st POTD cos sccasivecdes iine E A E E RES 5 G DEPS Users 52565 BO CA A ae a A E ERa 9 Te DEPS Passwords aeneis isses isna siasei si ns ii atte AEE EA EAS i essas 9 8 What do I do now that I have a password and UserID sssesesssesesseessseesssressersseessee 9 8 1 DCPS Applications Programs ecccccssesecesecesssececssececesececsscceensccecnseesenseeeees 9 8 2 Steps for logzine into DCPS consecr psn eestieest 10 8 2 l NeW MUS OL Sc eaa E EEE A ER EEE aR E RE T E EE 10
34. uthorization Access Request SAAR form DISA 195 1 You can obtain a blank form and the complete instructions at the dfas4dod web site at https dfas4dod dfas mil systems dcps consolid files Forms htm All of the numbered boxes in Part 1 on the form must be completed Failure to complete Part 1 will result in denial of access A sample of the form is included on the following page Your Financial Partner Work 1 DCPS New User s Guide DCPS SYSTEM AUTHORIZATION ACCESS REQUEST FOR NON PAYROLL OFFICE USERS Effective 1 March 2005 PRIVACY ACT STATEMENT AUTHORITY Executive Order 10450 9397 and Public Law 99 474 the Computer Fraud and Abuse Act PRINCIPAL PURPOSE To record names signatures and Social Security Numbers for the purpose of validating the trustworthiness of individuals requesting access to Department of Defense DoD systems and information NOTE Records may be maintained in both electronic and or paper form ROUTINE USES None DISCLOSURE Disclosure of this information is voluntary however failure to provide the requested information may impede delay or prevent further processing of this request PART I To be completed by the user authorized CSR or supervisor NOTE Upon completion submit to your servicing Payroll Office 1 USER S NAME Last First MI 2 USER S SSN 3 USER S JOB TITLE AND GRADE 4 USER S PHONE DSN or Commercial 5 USER S AFFILIATI
35. work e mail address You MUST provide the user s e mail address Block 8 Enter user s agency code and major claimant code The DCPS User Manual contains a list of all agency and major claimant codes Block 9 Enter the identification number of the printer where requested or automatically generated DCPS reports will print Block 10 Place a checkmark in the box to the left of New user Block 11 Place a checkmark in the box to the left of the statement and enter the date you completed the course Block 12 If a CSR is filling out this form enter the CSR s official work e mail address Block 13 If Block 17 is E B P D or T enter the activity code of where you are employed otherwise enter six zeros Block 14 If Block 17 is E B P D or T enter the site activity code of the activity for which you will have access rights otherwise enter six zeros Block 15 If the site activity identified in Block 12 is divided into physical locations enter the 2 position CSR or T amp A site indicator code for which you will have access rights otherwise enter two zeros Block 16 Place a checkmark in the box to the left of the database you will be accessing If not listed enter database designator in Other field NOTE You must fill out a separate form for each database you will have access rights Block 17 Place a checkmark in the box to the left of your user indicator type NOTE Refer to the AUTHORIZATION TYPE column for functions each user indicator
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