Rise Up, Step Up, Speak Up - Department of Personnel Management Regional Workshop
OUTLINE
OUTLINE
KEY DRIVERS
KEY DRIVERS
DEFINITION OF “OFFLINE PAYMENT”
DEFINITION OF “OFFLINE PAYMENT”
VETTING CYCLE
VETTING CYCLE
SUBMISSION AT DIRECTORATE LEVEL
SUBMISSION AT DIRECTORATE LEVEL
VETTING TEAM LEVEL 1
VETTING TEAM LEVEL 1
REQUIREMENTS FOR OFFLINES
REQUIREMENTS FOR OFFLINES
ENDORSED OFFLINES FOR NATIONAL AGENCIES AND
ENDORSED OFFLINES FOR NATIONAL AGENCIES AND
HEALTH AUTHORITIES
HEALTH AUTHORITIES
OFFLINES IN PROGRESS FOR NATIONAL AGENCIES AND
OFFLINES IN PROGRESS FOR NATIONAL AGENCIES AND
HEALTH AUTHORITIES
HEALTH AUTHORITIES
ISSUES/ CHALLENGES
ISSUES/ CHALLENGES
WAY FORWARD
WAY FORWARD
CONTACT DETAILS
CONTACT DETAILS
KEY POLICY DIRECTIVES
NEC Decision No.53/2011 -
NEC Decision No.53/2011 -
Circular Instruction No. 15/2015
Circular Instruction No. 15/2015
NEC Decision No. 304/2016
NEC Decision No. 304/2016
DPM/ Treasury Joint Circular of August 2016 – Cost Saving
DPM/ Treasury Joint Circular of August 2016 – Cost Saving
Measures
Measures
NEC Decision No. 71/2017 – Cost Saving Measures
NEC Decision No. 71/2017 – Cost Saving Measures
NEC Decision No. 109/2019 – Special General Order 11
NEC Decision No. 109/2019 – Special General Order 11
NEC Decision No. 122/2019 –
NEC Decision No. 122/2019 –
Income Tax Act 1079– Section 46B repealed in 2019 giving
Income Tax Act 1079– Section 46B repealed in 2019 giving
prominence to Furlough Tax Reduction Schedule
prominence to Furlough Tax Reduction Schedule
Claims that are not in the defined retro dates.
WHAT IS …“OFFLINE PAYMENTS”
TYPES OF OFFLINE PAYMENTS
DIRECTORATE LEVEL
DIRECTORATE LEVEL
D
D
IRECTOR
IRECTOR
1.
A
A
GENCY
GENCY
SUBMISSION
SUBMISSION
–
–
2.
R
R
EGISTER
EGISTER
C
C
LAIM
LAIM
–
–
M
M
ANAGER
ANAGER
M&C
M&C
1.
R
R
EGISTER
EGISTER
CLAIM
CLAIM
2.
S
S
ORT
ORT
NATURE
NATURE
OF
OF
CLAIM
CLAIM
3.
A
A
SSIGN
SSIGN
TO
TO
ACTION
ACTION
OFFICER
OFFICER
A
A
CTION
CTION
OFFICER
OFFICER
M&C
M&C
1.
R
R
EGISTER
EGISTER
2.
P
P
REPARE
REPARE
FOR
FOR
COMPLIANCE
COMPLIANCE
–
–
3.
REQUIREMENTS
REQUIREMENTS
MET
MET
–
–
CONTINUE
CONTINUE
/
/
REQUIREMENTS
REQUIREMENTS
NOT
NOT
MET
MET
–
–
RETURN
RETURN
TO
TO
AGENCY
AGENCY
( R
( R
EFER
EFER
COMPLIANCE
COMPLIANCE
CHECKLIST
CHECKLIST
)
)
4.
COMPILE
COMPILE
&
&
SUBMIT
SUBMIT
TO
TO
M
M
&
&
C
C
M
M
ANAGER
ANAGER
FOR
FOR
CONFIRMATION
CONFIRMATION
ON
ON
REQUIREMENTS
REQUIREMENTS
/
/
CALCULATIONS
CALCULATIONS
C
C
HECKED
HECKED
5.
SUBMIT
SUBMIT
FOR
FOR
VETTING
VETTING
–
–
REQUIREMENTS
REQUIREMENTS
MET
MET
VETTING TEAM LEVEL - 1
VETTING TEAM LEVEL - 1
C
C
HECKER
HECKER
(1-2
(1-2
WEEKS
WEEKS
)
)
1.
R
R
EGISTER
EGISTER
2.
A
A
LLOCATE
LLOCATE
CLAIMS
CLAIMS
TO
TO
RESPECTIVE
RESPECTIVE
CHECKER
CHECKER
(
(
S
S
)
)
3.
C
C
HECKING
HECKING
PROCESS
PROCESS
-
-
REQUIREMENTS
REQUIREMENTS
4.
P
P
ROCEED
ROCEED
FOR
FOR
VALIDATION
VALIDATION
- M
- M
EETING
EETING
REQUIREMENTS
REQUIREMENTS
5.
R
R
EQUIREMENTS
EQUIREMENTS
NOT
NOT
M
M
ET
ET
–
–
RETURN
RETURN
TO
TO
A
A
/
/
OFFICER
OFFICER
-
-
RESUBMISSION
RESUBMISSION
IS
IS
TO
TO
THE
THE
CHECKER
CHECKER
6. A
6. A
CCOUNTABILITY
CCOUNTABILITY
OF
OF
CHECKER
CHECKER
ENDS
ENDS
ON
ON
RETURN
RETURN
OF
OF
SUBMISSION
SUBMISSION
TO
TO
ACTION
ACTION
OFFICER
OFFICER
(
(
DATE
DATE
)
)
V
V
ALIDATOR
ALIDATOR
(1-2
(1-2
WEEKS
WEEKS
)
)
1.
P
P
ROCEED
ROCEED
FOR
FOR
VALIDATION
VALIDATION
–
–
2.
F
F
INAL
INAL
CHECKING
CHECKING
FOR
FOR
M
M
EETING
EETING
REQUIREMENTS
REQUIREMENTS
3.
P
P
ROCEED
ROCEED
WITH
WITH
VALIDATION
VALIDATION
-
-
REQUIREMENTS
REQUIREMENTS
M
M
ET
ET
4.
C
C
ONFIRM
ONFIRM
VALIDATION
VALIDATION
FOR
FOR
DEPUTY
DEPUTY
SECRETARY
SECRETARY
’
’
S
S
SIGHTING
SIGHTING
5.
R
R
EQUIREMENTS
EQUIREMENTS
NOT
NOT
M
M
ET
ET
–
–
RETURN
RETURN
TO
TO
A
A
/
/
OFFICER
OFFICER
&
&
MANAGER
MANAGER
FOR
FOR
APPROPRIATE
APPROPRIATE
ACTION
ACTION
(
(
S
S
)
)
-
-
RESUBMISSION
RESUBMISSION
IS
IS
TO
TO
THE
THE
VALIDATOR
VALIDATOR
6. A
6. A
CCOUNTABILITY
CCOUNTABILITY
OF
OF
VALIDATOR
VALIDATOR
ENDS
ENDS
ON
ON
RETURN
RETURN
OF
OF
SUBMISSION
SUBMISSION
TO
TO
ACTION
ACTION
OFFICER
OFFICER
(
(
DATE
DATE
)
)
REQUIREMENTS FOR OFFLINES
REQUIREMENTS FOR OFFLINES
A
A
GENCY
GENCY
ENDORSED
ENDORSED
LETTER
LETTER
B
B
ATCH
ATCH
CONTROL
CONTROL
FORM
FORM
S
S
PECIAL
PECIAL
OFFLINE
OFFLINE
PAYMENT
PAYMENT
&
&
RECOVERY
RECOVERY
FORM
FORM
C
C
ALCULATION
ALCULATION
SHEET
SHEET
SIGNED
SIGNED
OFF
OFF
BY
BY
SALARY
SALARY
CLERK
CLERK
AND
AND
PERSONNEL
PERSONNEL
OFFICER
OFFICER
A
A
PPROVED
PPROVED
R
R
ESIGNATION
ESIGNATION
LETTER
LETTER
FROM
FROM
D
D
/
/
HEAD
HEAD
D
D
EATH
EATH
CERTIFICATE
CERTIFICATE
C
C
OPIES
OPIES
OF
OF
C
C
OURT
OURT
& PSC D
& PSC D
ECISIONS
ECISIONS
– R
– R
EINSTATEMENTS
EINSTATEMENTS
C
C
OPIES
OPIES
OF
OF
UPDATED
UPDATED
SALARY
SALARY
HISTORY
HISTORY
CARDS
CARDS
(
(
ALL
ALL
PARTS
PARTS
)
)
S
S
TAFF
TAFF
PERFORMANCE
PERFORMANCE
APPRAISAL
APPRAISAL
FORMS
FORMS
(5%, TOR)
(5%, TOR)
ISSUES/ CHALLENGES
ISSUES/ CHALLENGES
Downtime of Ascender in December, 2021 to June 2022 - led to back-log/ delay in
Downtime of Ascender in December, 2021 to June 2022 - led to back-log/ delay in
processing of claims
processing of claims
Non compliance to Offline requirements- No updated salary history cards
Non compliance to Offline requirements- No updated salary history cards
attached, no death certificates attached for deceased cases, etc
attached, no death certificates attached for deceased cases, etc
DPM turnaround time
DPM turnaround time
Termination bookings on Ascender do not correspond to the actual close of
Termination bookings on Ascender do not correspond to the actual close of
business dates (example, officer resigned on 1 January 2023 but is terminated from
business dates (example, officer resigned on 1 January 2023 but is terminated from
Ascender on 23 June 2023, ignoring DOPAY period)
Ascender on 23 June 2023, ignoring DOPAY period)
Deceased, resigned, or terminated officers
Deceased, resigned, or terminated officers
MUST
MUST
be
be
SUSPENDED
SUSPENDED
OFF
OFF
from the
from the
payroll before final entitlement claims can be processed.
payroll before final entitlement claims can be processed.
DOPAY – AGENCIES DO NOT RECOUP OVERPAYMENTS (i.e. Officers put off payroll
DOPAY – AGENCIES DO NOT RECOUP OVERPAYMENTS (i.e. Officers put off payroll
after close of business are not recovered)
after close of business are not recovered)
WAY FORWARD
WAY FORWARD
ALL OFFLINE CLAIMS CHECKED, APPROVED BY SECRETARY
DPM SHOULD BE PROCESSED BY DPM AND NOT DEPARTMENT
OF FINANCE ITD
CEASE ALL NON GENUINE OFFLINE CLAIMS
AGENCIES TO CEASE GOING DIRECT TO FINANCE TO PROCESS
OFFLINE CLAIMS
TERMINATION CALCULATOR FOR OFFLINE CLAIMS (VERSION
UPGRADE)
Monitoring & Compliance NGI Branch
Monitoring & Compliance NGI Branch
Telephone Numbers:
Telephone Numbers:
327 6310
327 6310
/ 327 6494
/ 327 6494
EMAIL ADDRESS
:
kokivarhymbi@dpm.gov.pg
kkonjib@dpm.gov.pg
kkonjib@dpm.gov.pg
mraga@dpm.gov.pg
mraga@dpm.gov.pg
gkoru@dpm.gov.pg
gkoru@dpm.gov.pg
CONTACT DETAILS
CONTACT DETAILS
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Rise Up, Step Up, Speak Up Department of Personnel Management Public Service Reforms Regional Workshop Offline Payments www.dpm.gov.pg
OUTLINE KEY DRIVERS Rise Up, Step Up, Speak Up DEFINITION OF OFFLINE PAYMENT Department of Personnel Management VETTING CYCLE SUBMISSION AT DIRECTORATE LEVEL VETTING TEAM LEVEL 1 REQUIREMENTS FOR OFFLINES ENDORSED OFFLINES FOR NATIONAL AGENCIES AND HEALTH AUTHORITIES OFFLINES IN PROGRESS FOR NATIONAL AGENCIES AND HEALTH AUTHORITIES ISSUES/ CHALLENGES WAY FORWARD CONTACT DETAILS www.dpm.gov.pg
KEY POLICY DIRECTIVES NEC Decision No.53/2011 - Circular Instruction No. 15/2015 NEC Decision No. 304/2016 DPM/ Treasury Joint Circular of August 2016 Cost Saving Measures NEC Decision No. 71/2017 Cost Saving Measures NEC Decision No. 109/2019 Special General Order 11 NEC Decision No. 122/2019 Income Tax Act 1079 Section 46B repealed in 2019 giving prominence to Furlough Tax Reduction Schedule Rise Up, Step Up, Speak Up Department of Personnel Management www.dpm.gov.pg
WHAT IS OFFLINE PAYMENTS Claims that are not in the defined retro dates. Rise Up, Step Up, Speak Up Department of Personnel Management www.dpm.gov.pg
TYPES OF OFFLINE PAYMENTS GENUINE CLAIMS OTHERS Rise Up, Step Up, Speak Up Department of Personnel Management FINAL ENTITLEMENTS HIGHER DUTY ALLOWANCES (ACTING CAPACITIES) DECEASED PBSS RESIGNATION BACK PAYMENTS OF SALARIES TERMINATION/ DISMISSED ALLOWANCES (CONTRACT /DMA/ETC) END OF EMPLOYMENT CONTRACT( Non Renewal) PSC /COURT ORDER REINSTATEMENTS 5% TOP OF THE SALARY RANGE (PBSS) www.dpm.gov.pg
Rise Up, Step Up, Speak Up Department of Personnel Management www.dpm.gov.pg
DIRECTORATE LEVEL DIRECTOR Rise Up, Step Up, Speak Up 1. AGENCY SUBMISSION Department of Personnel Management 2. REGISTER CLAIM MANAGER M&C 1. REGISTER CLAIM 2. SORT NATURE OF CLAIM 3. ASSIGN TO ACTION OFFICER ACTION OFFICER M&C 1. REGISTER 2. PREPARE FOR COMPLIANCE 3. REQUIREMENTS MET CONTINUE/ REQUIREMENTS NOT MET RETURN TO AGENCY ( REFER COMPLIANCE CHECKLIST) 4. COMPILE & SUBMIT TO M&C MANAGER FOR CONFIRMATION ON REQUIREMENTS/CALCULATIONS CHECKED www.dpm.gov.pg 5. SUBMIT FOR VETTING REQUIREMENTS MET
VETTING TEAM LEVEL - 1 CHECKER (1-2 WEEKS) 1. REGISTER Rise Up, Step Up, Speak Up Department of Personnel Management 2. ALLOCATE CLAIMS TO RESPECTIVE CHECKER(S) 3. CHECKING PROCESS - REQUIREMENTS 4. PROCEED FOR VALIDATION - MEETING REQUIREMENTS 5. REQUIREMENTS NOT MET RETURN TO A/ OFFICER -RESUBMISSION IS TO THE CHECKER 6. ACCOUNTABILITY OF CHECKER ENDS ON RETURN OF SUBMISSION TO ACTION OFFICER (DATE) VALIDATOR (1-2 WEEKS) 1. PROCEED FOR VALIDATION 2. FINAL CHECKING FOR MEETING REQUIREMENTS 3. PROCEED WITH VALIDATION - REQUIREMENTS MET 4. CONFIRM VALIDATION FOR DEPUTY SECRETARY S SIGHTING 5. REQUIREMENTS NOT MET RETURN TO A/ OFFICER & MANAGER FOR APPROPRIATE ACTION(S) -RESUBMISSION IS TO THE VALIDATOR www.dpm.gov.pg 6. ACCOUNTABILITY OF VALIDATOR ENDS ON RETURN OF SUBMISSION TO ACTION OFFICER (DATE)
REQUIREMENTS FOR OFFLINES Rise Up, Step Up, Speak Up Department of Personnel Management AGENCY ENDORSED LETTER BATCH CONTROL FORM SPECIAL OFFLINE PAYMENT & RECOVERY FORM CALCULATION SHEET SIGNED OFF BY SALARY CLERK AND PERSONNEL OFFICER APPROVED RESIGNATION LETTER FROM D/ HEAD DEATH CERTIFICATE COPIES OF COURT & PSC DECISIONS REINSTATEMENTS COPIES OF UPDATED SALARY HISTORY CARDS (ALL PARTS) STAFF PERFORMANCE APPRAISAL FORMS (5%, TOR) www.dpm.gov.pg
ISSUES/ CHALLENGES Rise Up, Step Up, Speak Up Department of Personnel Management Downtime of Ascender in December, 2021 to June 2022 - led to back-log/ delay in processing of claims Non compliance to Offline requirements- No updated salary history cards attached, no death certificates attached for deceased cases, etc DPM turnaround time Termination bookings on Ascender do not correspond to the actual close of business dates (example, officer resigned on 1 January 2023 but is terminated from Ascender on 23 June 2023, ignoring DOPAY period) Deceased, resigned, or terminated officers MUST be SUSPENDED OFF from the payroll before final entitlement claims can be processed. DOPAY AGENCIES DO NOT RECOUP OVERPAYMENTS (i.e. Officers put off payroll after close of business are not recovered) www.dpm.gov.pg
WAY FORWARD Rise Up, Step Up, Speak Up Department of Personnel Management ALL OFFLINE CLAIMS CHECKED, APPROVED BY SECRETARY DPM SHOULD BE PROCESSED BY DPM AND NOT DEPARTMENT OF FINANCE ITD CEASE ALL NON GENUINE OFFLINE CLAIMS AGENCIES TO CEASE GOING DIRECT TO FINANCE TO PROCESS OFFLINE CLAIMS TERMINATION CALCULATOR FOR OFFLINE CLAIMS (VERSION UPGRADE) www.dpm.gov.pg
CONTACT DETAILS Monitoring & Compliance NGI Branch Rise Up, Step Up, Speak Up Department of Personnel Management Telephone Numbers: 327 6310/ 327 6494 EMAIL ADDRESS: kokivarhymbi@dpm.gov.pg kkonjib@dpm.gov.pg mraga@dpm.gov.pg gkoru@dpm.gov.pg www.dpm.gov.pg
