Quicklinks

Direct Access Portal Introduction

Active duty and Reserve members' pay transactions will shift from JUMPS to Global Pay on 1 January 2015.

Take a few minutes to review the payroll processing changes we think will have the most impact on you. (Link will open in a new tab)

Portal Access

The portal's web address (URL) is https://portal.direct-access.us/.

Like Direct-Access, the portal is accessible from any computer with an internet connection.


A New Look for Direct Access

A small portion of the portal home page

It seems like only yesterday that we went live with our web-based HR system. It was called the Guard Human Resources Management System (CGHRMS). That was 31 July 2001. In e-Mail ALPERSRU message P/01 we said:

"CGHRMS is being upgraded to the latest version of PeopleSoft Human Resources Management software. It is a thin client, HTML-based application. All functions are accessed over the intranet (CGWEB) using a web browser. No software, beyond the Coast Guard Standard Workstation bundle, is required to be installed on the client computer. Self-Service, PERSRU and Unit applications all use the same interface."

Not long after the implementation we started calling the system Direct Access, but not much else about the look and feel of the system has changed. Nine years is a long, long time for a computer interface to go without improvement. Oracle (the vendor for our PeopleSoft HR system) has made significant progress in improving the product's usability. They've introduced a new interface that's friendlier and easier to navigate. Our first step in upgrading Direct Access to the current version of PeopleSoft is to implement the PeopleSoft Enterprise Portal.


A Preview of the New Interface

The Direct Access user interface will be updated late next month with the implementation of the PeopleSoft Enterprise Portal.

Self-Service and Command users will have one-click access to the applications they use most frequently.

Portal Self-Service Menu links
Above: Portal menus provide users with one-click access to tasks and information.

Assignment Officers, users at Servicing Personnel Offices and others with more than Self-Service or Command access will find the old Direct Access cascading style menus have been replaced with the new Enterprise Menu.

The Enterprise menu expands to show the full Direct Access menu paths
Above: The Enterprise Menu retains Direct Access organization and menu paths.

Below: The familiar "bread crumbs" are also carried over into the portal and are enhanced by a folder-style view.

After leaving the enterprise menu the view changes to the Direct Access bread crumbs and folder view

Use the Correct Links to Access Your Worklist

With the implementation of the portal we are running two versions of PeopleSoft (8.0 & 9.1). Version 8.0 is no longer supported and we are in the process of migrating Coast Guard applications and data to version 9.1. The portal ties both of these versions together. However, there has been some confusion. Many users have contacted us about their worklist. They receive system generated e-mails informing them of a new entry on their worklist, but when they access the system the worklist is blank. This is because the application that generated the worklist entry is a version 8.0 application (Employee Review, Reserve Orders, Reserve IDT Drills, Employee Entitlements are all examples of version 8.0 applications) but the user has accessed the version 9.1 worklist. Please be sure you are accessing the version 8.0 worklist by using the "Direct Access Worklist" link in the "Common Links" box, which appears just above the Enterprise Menu on the portal home page. There are more links to the 8.0 worklist available as illustrated in the graphic below.

Links to old DA worklist


Timeout and Password Reset Issues

PPC is aware of time out issues within MyPortalDirect and the Forgot my password option. If you continue to have timeout issues for Direct Access (DA) transactions, please use the "Direct Access Content" link under the Enterprise menu. For Forgot my Password issues, please submit a help ticket from the PPC Customer Care web page with a description of the step you are taking, and the text of the error received so we can investigate further.


Removal of Email Delivery Option for DA Reports

The ability to have reports delivered via email will soon be removed from the Direct Access system. This change is necessary to prevent personally identifiable information (PII) from being sent to non-government email accounts. If you are a user of any of the following reports you should familiarize yourself with Using the Process Scheduler Web Option to view, print, or save your reports.

  1. Print Dependency Data By Unit
  2. Print Emergency Contact Data for Unit
  3. Print Emergency Contact Information By Employee ID
  4. Leave Delete Report
  5. Travel Charge Card Report
  6. ASQ Status Report
  7. Assignment System Reports
  8. Print the Member Counseling Report (EER)
  9. Disciplinary Action Report/Printing Disciplinary Actions
  10. Competency/Qualifications Report
  11. Personnel Data Information File Report (PDIF)
  12. Printing DD-4/Agreement to Extend/Reenlist
  13. Unit Roster (Spreadsheet)
  14. BAH Dependency Form Print Procedure
  15. Reserve Orders Information Report

Announcements

September 2014 Military Payroll Processing Complete

September Leave and Earnings Statements (LESs) Posted: LESs for September are available. Go to "View Paycheck" in Direct Access under Employee Self Service to view.

The military payday for End Of Month (EOM) September 2014 is 01 October. Payday falls on the 1st and 15th of each month unless that date is a weekend or federal legal holiday. In those cases, the payday is moved to the 1st preceding business day. For a schedule of military paydays visit: http://www.uscg.mil/ppc/mas.asp#2014.

September Reserve Points Statements Posted: Reserve retirement point data for September 2014 is available. Go to "View Reserve Points" in Direct Access under Self Service to view.

Fiscal Year 2015 Pay & Allowance Rate Changes

Global Payroll Implementation

Newsletters

Basic Information for All Users

The MyPortalDirect launch page provides an overview of the Direct Access Portal interface and instructions for navigating the system.

The Change Email Address page provides the procedure for entering or updating your system e-mail address.

The Pay & Personnel Center Direct-Access and T-PAX Password Assistance page provides step-by-step procedures for setting up the forgotten password reset feature in Direct Access.


Tech Refresh and Global Payroll User Guides

The Tech Refresh is series of technology refresh projects designed to facilitate the transition to the newer version of PeopleSoft software (Migrating from version 8.0-"Direct Access I" to version 9.1- "Direct Access II"). This transition will culminate with the implementation of PeopleSoft Global Payroll replacing the Joint Uniform Military Pay System (JUMPS).

Global Payroll Implementation

Global Pay Communications for the Field

Be Informed!

Take a few minutes to review the payroll processing changes, listed below and on the other tabs on this page, we think will have the most impact on our members.

Review the announcements block on the Direct Access Portal page often as lots of good information is posted from PPC Topeka in that area on the upper left hand side of the Portal.

Ask questions of your SPO Yeoman if something is unclear.

And most important of all - PLEASE review your Leave and Earning Statement FREQUENTLY!

Payroll processing cutoff dates

Global Payroll cutoff dates will be pushed out approximately 2 to 3 days and will be closer to the actual payday. This will allow more time to get transactions in so they process for mid and end month payroll calendars. Ultimately, this allows more time to get transactions in and avoid retro processing.

Timelier Payroll Calculation Results

SPO's will have daily access to payroll calculation results as the Global Payroll application will process transactions when approved by the SPO Supervisor. No need to batch process them any longer. Multiple times per day the application calculates payroll and online results are available.

Timelier Leave Processing

Leave transactions will process in Global Payroll timelier. For example, if you have an approved Leave Request for 8/10 to 8/20, and the pay period is mid month August (8/1 to 8/15). When payroll runs the leave from 8/10 to 8/15 will post during the mid month pay calendar. The remaining days 8/16 to 8/20 will be picked up during the end month calendar.

Transactions will no longer be held until you return. It is extremely important that when approved leave is canceled or modified prompt action is taken to notify the admin POC or SPO of changes.

Allotments (voluntary deductions and 3rd party allotments (Savings, Support of Dependents, Mortgage, Loan, TRDP, FLTCIP, etc.)

JUMPS will process every allotment it can as long as the member has available pay.

In Global Payroll, when a member enters negative net pay (they do not have not enough to cover all allotments), payroll invokes what is called Net Pay Validation (NPV). Every payroll deduction element (allotments included) is assigned a priority processing order. The order was determined according to policy and law by PPC Topeka.

When NPV kicks in payroll will loop through each deduction lowest to highest and throws out the lowest one until net pay becomes greater than or equal to $0. Once thrown out, the deduction will not be considered by payroll again during that processing period.

Simple example - for mid month Jun - the pay calendar period is 6/1/2014 to 6/15/2014

EarningsAmountDeductionsAmount
Basic Pay$1500.00FWT$1150.00
BAH$ 980.00SWT$ 150.00
CONUS COLA $ 345.50MEDICARE$ 250.00
FICA$ 200.00
MORTGAGE $ 900.00
LOAN $ 100.00
SAVINGS $ 150.00
FLTCIP$ 75.00
(Total earnings)$2825.50(Total deductions)=$2975.00

NPV kicks in because the deductions exceed earning and the member has negative net pay: $2825.50 - $2975.00 = $(-149.50). Assume in this example the deductions are shown in priority order - FWT is highest and FLTCIP is lowest.

Payroll's first pass compare net pay after dropping the lowest priority deduction element, in this case, $75 FLTCIP allotment. By dropping FLTCIP net pay is still negative: $2825.50 - $2900.00 = $(-74.50). Pass one is complete, payroll will NOT process the FLTCIP deduction during this pay cycle.

During pass two, payroll evaluates the next lowest priority deduction, the $150 Savings allotment. This time net pay is greater than $0. $2825.50 - $2750.00 = $ 75.50. NPV is finished. Remember, payroll needed to eliminate the FLTCIP and Savings allotment to resolve the negative net pay, and will not process either one of them during this cycle, no matter how much net pay remained.

There may be instances where a service debt, garnishment and/or other deduction gets added to payroll. When it has a higher priority than existing allotments and net pay ends up less than $0, NPV will automatically kick in.

State Tax Withholding

On this tab will notify payroll customers of changes to state tax processing for members who are assigned to states where military pay is only taxed when the member is stationed within his/her state of residence. JUMPS would start/stop state tax withholding upon PCS to/from a unit located in the member's domicile state. Members will need to be aware of how to manually start and stop their tax wittholding.

State tax withholding is much different than Federal and varies by state to state with different withholding rules based on residence and wages, etc.

Don't forget to review your individual state tax situation and make appropriate adjustments.

Federal taxes

Earnings are taxable as Annualized or Supplemental. When tax is calculated as Annualized (which is the majority of the earnings), the delivered Global Payroll formulas take the Taxable Gross, estimates the Annual Taxable Gross, determines the annual FWT from the federal tax tables, then divides by the number of pay calendars in the year (26 per year / two per month) to reach the FWT deduction.

Additionally, there are Pre-Tax deductions, which reduce taxable gross (e.g., Fines, Forfeitures). When a Pre-Tax deduction is applied during a pay period, it will cause the FWT deduction to adjust accordingly.

Most service members will see changes in net pay because of FWT. Please review the Leave and Earnings Statement and if taxes are not what's expected consider making adjustments and submit a new W4.

Federal taxes for reserve members

Reservists most likely will see the biggest change mentioned above because of periodic wages throughout the year and how the Annualized calculation method is applied.

It is HIGHLY encouraged, highly recommended and highly advised that reserve members compare a 2014 LES against their first one from Global Payroll and analyze their personal tax situation.

For example, if the 2014 LES shows FWT of $150 for a normal monthly drill period but Global Payroll shows $50 for the same number of drills then it might be beneficial to submit a new W4 and indicate an additional amount to be withheld.

The additional money withheld is over and above any that Global Pay may calculate for a given period (either mid month or end month). If a W4 indicates additional $100 to be withheld and the member drills one weekend and it is processed during the mid month period (1st to 15th), $100 will be withheld plus any that is calculated based on filing status. Assume another drill is processed in the end month period (16th to 30th), another $100 will be withheld plus any calculated.

It may take a couple months of drilling and Leave and Earnings Statement analysis to get taxes where expected.

Transition Guidance

This tab provides guidance to aid in the transition from the Joint Uniform Military Pay System (JUMPS) to HCMS/Global Pay

Clear the Decks Before the System Outage for Cutover

Direct Access will be shut down on 15 December 2014 and not be available until 5 January 2015. That means NO self-service, NO ability to submit personnel transactions, such as leave requests, Dependency changes, PSC orders, BAH, Reserve (IDT/ADT) order, Separation requests, etc.

Ensure HR and payroll transactions are processed on-time

  • Direct Access will be unavailable for data entry from Dec 18, 2014 - Jan 5, 2015 while the Global Pay/Direct Access changes are migrated. Not only will SPOs be unable to enter transactions, but PPC will have very limited ability to support and correct pay issues during this time-frame.
  • There are currently IDT/ADT requests being received from as far back as FY13. Clearing these pending drills and processing all December drills prior to the December 18 shut-down is critical.
  • Supervisors approve or deny pending Absence Requests (Leave). There are thousands of absence requests from FY12 to present in a pending status. The pending status reflects requests that have been submitted but not yet acted upon.

    Each pending request has the potential to present complications and impacts to pay if not resolved before the transition to Global Pay in January 2015. Commands must review the status of all pending leave requests within their command and take action to resolve outstanding requests. A report listing all pending absences for any command can be generated in Direct Access. Here are the step by step directions on how to create and manage the Monitor Absence Request report.

Advance Planning for Reserve Drills and Orders

The Director of Reserve and Military Personnel released ALCOAST 355/14. It provides guidance for managing fiscal year 2015 (FY15) reserve duty during the transition from the Joint Uniform Military Pay System (JUMPS) to the Human Capital Management System/Global Pay (HCMS/GP). We've reformatted the message to help highlight the following key points:

  • Batching of IDT Drills Authorized and Encouraged.
  • Process October and November IDT Drills Prior to 04 December.
  • Approve December IDT Drills by 14 December.
  • ADT-AT and Short Term Active Duty for Operational Support-Reserve Component (ADOS-RC) to be Completed by 18 December.
  • Unscheduled Active Duty Performed after Cutoff
  • Global Pay Order Mapping and Mapping Errors

Download the Advance Reserve Duty Management Guidance for Fiscal Year 2015 and Global Pay Launch Guide in PDF format

SPO Action

No one wants to be underpaid, particularly over the holidays. What can be done to minimize the potential?

Make use of the following Direct Access reports to ensure appropriate action is taken on all pending transactions prior to 18 December 2014:

Unit Action

No one wants to be underpaid, particularly over the holidays. What can be done to minimize the potential?

Learn More

Visit the PPC PPC Procedures and Development (P&D) Branch web page to access Direct Access/Global Pay User Guides, Tutorials and Webinar Recordings.

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Last Modified 9/9/2014