Payroll Frequently Asked Questions
CAN Change | Combined Federal Campaign | Direct Deposit | Emergency Loan | Garnishment | Impact of Leave Without Pay on Health Benefits | Leave Change (411B) | Missing Payment | Misplaced myPay Login and Password | No Pay | Payday on Holiday | Payroll Change (411A) | Prior Year's 1099, 1099G, or 1042S | Prior Year's W-2 | Savings Bonds | Transfer of Leave Balance | TSP Loan is Paid | TSP Loan Repayment
CAN changes/corrections must be sent to OFM, 2115 East Jefferson Street, Room 3B-338E, using a Payroll Number Correction (CAN) Change Form . The Benefits and Payroll Liaison Branch will not update CANs.
Combined Federal Campaign (CFC)
The CFC is the annual fund raising drive conducted by Federal employees in the workplace each fall. To contribute, you must work through your IC CFC contact person. When signing up during the CFC drive in the fall, the salary deductions begin the first leave period of the following year. You may start making contributions at any time throughout the year; however, there is no mechanism that will allow you to retroactively contribute to the CFC. For more information, visit OPM’s CFC website at http://www.opm.gov/cfc/index.asp .
Direct Deposit of Pay and Allotments (Electronic Funds Transfer - EFT)
As an NIH employee, it is strongly encouraged that you have your salary directly deposited into your account at the financial institution(s) of your choice. If you decide to change accounts or financial institutions, DO NOT CLOSE YOUR OLD ACCOUNT until you have received your direct deposit in your new account. Once that happens, you may then close your old account. If you want to begin or change your net deposit account, you need to do so through myPay .
You may also elect up to seven (7) allotments, not including your net deposit. If you want to stop and start an allotment, again, do so through myPay .
Note: If either the net direct deposit amount or allotment(s) do(es) not make it to the financial institution(s) you have chosen, the tracer process should be initiated (see FAQ regarding Missing Payment).
Emergency Salary Loan Payment
Emergency salary loan payments are issued to NIH Federal employees who, for some reason, have not received their regular salary by the official Friday payday. To receive an emergency salary loan, you must complete NIH Form 2676-1 , the NIH 30-day Memo of Understanding for Emergency Payroll Loan , and provide the last copy of your Leave and Earnings Statement (payslip). After the necessary signatures have been obtained on the Form 2676-1, you must bring the paperwork to the Benefits and Payroll Liaison Branch, located in Building 31, Room B3C23, for additional signatures and further instructions. The Office of Financial Management (OFM) is responsible for disbursing emergency salary payments, so you must take the signed forms to OFM as directed by a Benefits and Payroll Liaison Branch staff member. Once the paperwork is in order, an emergency salary loan payment will be issued. As soon as you receive the regular salary due you, the loan must be repaid. The loan must be paid within 30 days after receiving the emergency salary payment or OFM will garnish your next regular salary. If extensions for repayment need to be made, these arrangements should be made directly with OFM.
The NIH Federal Credit Union (NIHFCU) offers 60 day interest free emergency payroll loans; however, if you are not a member of the NIHFCU you must join. If you need to avail yourself of their services you must complete a NIH Federal Credit Union Consumer Loan Note and a NIH Federal Credit Union Emergency Payroll Authorization Form , and bring the paperwork to the Benefits and Payroll Liaison Branch, located in Building 31, Room B3C23, for additional signatures and further instructions.
Debt Collection/Garnishment (includes child support and alimony)
The processing/termination of debt collection and wage garnishment is the responsibility of the Defense Finance and Accounting Service (DFAS). Employees must deal directly with DFAS at 888-332-7411. The address is Garnishment Operations-HGA, P.O. Box 998002, Cleveland OH 44199-8002. Documents related to this subject may also be faxed to 216-522-6960.
Impact of Leave Without Pay on Health Benefits
What happens to my health benefits coverage if I'm in Leave Without Pay (LWOP) status and have insufficient salary to cover the cost?
Your coverage will continue for up to 365 days of non-pay status. You have the option of terminating your coverage during the period of non-pay status or continuing the coverage. If you elect to continue your coverage, you must incur a debt or make direct payments to DFAS while in non-pay status. You will need to sign a Notice of Intent Agreement for LWOP Status . Please notify your benefits contact for additional information. The U.S. Office of Personnel Management provides additional information on LWOP and its impact on Federal benefits.
Leave Changes - 411B Leave Error Notice
Form 411B Leave Error Notice corrects leave problems. It is your timekeeper’s responsibility to prepare the Leave Error Notice after auditing your record to determine if the payroll record (DFAS Leave and Earnings Statement) must be adjusted. If the ITAS balance is incorrect, your IC ITAS Administrative Officer or ITAS Coordinator should update it. The 411B Leave Error Notice should include supporting documentation .
How is a Missing Check or Electronic Funds Transfer Payment Traced?
If you do not receive an expected “electronic” salary payment by the official Friday payday, you must complete the Missing Electronic Funds Transfer Request Form to initiate the tracer process. Once completed submit the form to Bldg 31, Room B3C23. This paperwork is forwarded to the Department of Health and Human Services (DHHS), which sends the information, in turn, to DFAS. DFAS queries the financial institution to which the payment was sent. If the financial institution returns the funds to DFAS, DFAS will alert DHHS that the funds have been returned. In the interim, employees may be entitled to an Emergency Salary Loan Payment.
If your check is “mailed” to your address of record and is lost, stolen, destroyed or mutilated, you must complete a Statement of Claimant Requesting Recertified Check to request a re-certified check. Once completed submit the form to Bldg 31, Room B3C23. This paperwork is forwarded to the Department of Health and Human Services (DHHS), which sends the information, in turn, to DFAS. DFAS will use the information to make the determination to reissue a recertified check, based on the information provided, and for canceling the original check. The information will also verify a proper mailing address.
I have Misplaced my myPay Login and/or Password. How Do I Obtain a New One?
To access myPay , you will need your Login and Password. If you have not logged into myPay since the security upgrade, you must enter your SSN as your Login and you will be prompted by the system to change it to a new Login. If you have already established a new Login and forgotten it, click the "Forgot Your Login ID?" link on the bottom left side of the myPay (DFAS) screen.
You will enter your Password on a separate page using a virtual keyboard. If you have not established a new Password since the security upgrade, you will be prompted to create a new one. If you have already established a new Password and forgotten it, click the "New Password" button on the bottom left side of the myPay (DFAS) screen. Using this method, your Password can be e-mailed to you if you pre-registered your e-mail address, or it can be mailed to your current home address of record within 7 to 10 business days.
A second option for requesting a Password is to send a fax to 216-367-3549. You will need to include in your request your name, SSN, a daytime phone number, a copy of your NIH ID Card, and you must sign the fax. Upon receiving your fax, the Defense Finance & Accounting Service (DFAS) will reset your Password using a temporary Password. Your temporary Password will be 8 numbers, the last 4 numbers of your SSN twice. You will not receive a notice from DFAS that your Password has been reset. Simply wait at least two business days before logging into myPay (DFAS) to use your temporary Password. Upon logging in, you will be prompted to reset your Password. Information pertaining to establishing an acceptable Login and Password can be obtained at myPay FAQs (DFAS).
If you encounter problems with your Login and/or Password or technical issues using myPay (DFAS), contact the DFAS Centralized Customer Support Unit toll-free at 1-888-332-7411. This support line is available Monday through Friday, 7:00 A.M. to 6:30 P.M. Eastern Standard Time. They can provide assistance on how to use the options available to you in myPay. They will also provide support for establishing and changing your Login and/or Password.
What if I Don't Get Paid?
If you are a new or established employee and do not get paid by the official Friday payday, you need to notify the staff member in the Benefits and Payroll Liaison Branch who services your organization. He/she will be able to see if your information was correctly entered into EHRP/Capital HR, and determine if any changes should be made to your record. If needed, he/she will trace the check and provide information so that your AO, supervisor, and you can sign the appropriate paperwork for an Emergency Salary Loan Payment.
What if the Payday Falls on a Federal Holiday?
If the regular bi-weekly payday falls on a Federal holiday, it is to your benefit to check with your financial institution before making any financial transactions. The official payday is Friday of payday week. The Benefits and Payroll Liaison Branch has no control over when funds will be made available through the financial institution. Should you feel that an error has been made, do not contact the Benefits and Payroll Liaison Branch until Monday following the Friday payday because no action can be taken until then.
Payroll Changes - 411A Pay Error Notice
Form 411A Pay Error Notice corrects pay problems. It is your timekeeper's responsibility to prepare the Pay Error Notice to correct your pay. The timekeeper may work very closely with the Client Services Division staff to prepare this document because an SF-50 or other supporting documentation may be required.
How Do I Obtain A Copy Of A Prior Year's 1099, 1099G, or 1042S?
Duplicate copies of 1099, 1099G, or 1042S must be obtained from the Office of Financial Management (OFM). For 1099s, contact OFM’s Customer Service number at (301) 496-6088. For 1099G or 1042S, you may call (301) 496-5635.
How Do I Obtain A Copy Of A Prior Year's W-2?
You can view and print a prior year's W-2 in myPay. If you are separated and no longer have access to myPay, you may submit a
Request for Duplicate, Corrected or Prior Year W-2, Wage and Tax Statement Form to the Benefits and Payroll Liaison Branch located in Building 31, Room B3C23. You must indicate on the form whether you want a duplicate W-2 from HHS (prior to pay period 10/2005) or DFAS or both. Your request will then be forwarded to HHS for processing. Please make sure that the current address and the address to which the W-2 should be sent is correct on the form.
Information on Savings Bonds can be found on the web at http://www.savingsbonds.gov . To purchase a Savings Bond, simply go to myPay . Address changes for Savings Bonds are also accomplished through myPay . Once you make your address change in myPay, EHRP/Capital HR will be updated and the Department of Treasury will be notified. Any problems with Savings Bonds should be directed to your HR Client Services Division contact, or you may access Treasury’s website at http://www.savingsbonds.gov .
Transfer of Leave Balances
When you transfer to NIH from another Government agency, the staff in the Client Services Division (CSD) requests your SF-1150 (Record of Leave Data). Upon receipt of the SF-1150, the staff in the Client Services Division of OHR forwards this document to the Benefits and Payroll Liaison Branch who in turn forwards the information to the Department’s Payroll Services Division for processing. If your balances on your Leave and Earnings Statement (LES) do not show in a timely fashion, you may request that your supervisor advance you annual and/or sick leave. You will need to routinely review the annual and/or sick leave portion of your DFAS LES in myPay . Once you notice that your annual and/or sick leave has been updated on your LES, you may provide your timekeeper with a copy of your LES to correct your ITAS record.
TSP Loan Is Paid
When you have paid your TSP loan in full, The TSP Service Office will automatically inform the Defense Finance and Accounting Service (DFAS), our payroll provider. Typically the payments should terminate within 2 pay periods. If payments associated with your TSP Loan have not terminated after 2 pay periods, please call the Benefits and Payroll Liaison Branch at 301-496-4556.
What If My Thrift Savings Plan (TSP) Loan Repayment Hasn't Started?
After the necessary paperwork has been completed and a TSP loan check has been issued, the Thrift Savings Board sends paperwork to the DFAS. Because there can be a timeliness issue in forwarding the paperwork, you may wish to FAX your TSP paperwork to the Benefits and Payroll Liaison Branch at (301) 402-5506 or (301) 496-1209. Faxing this paperwork will help to ensure that the TSP loan repayment process is started in a timely manner and that the Thrift Savings Board is receiving your loan payments.