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089108 1 (1975-03-28)

handle is hein.gao/gaobacvdb0001 and id is 1 raw text is: UNITED STATES GENERAL ACCOUNTING OFFICE ( # WASHINGTON REGIONAL OFFICE ou~ FIFTH FLOOR 803 WEST BROAD STREET FALLS CHURCH, VIRGINIA 22046 , ( MAR 2 8 1975 Colonel Edward B. Finch, Jr. Comptroller U.S. Army Military District of Washington Department of the Army I Building 48 Fort Leslie J. McNair Washington, D.C. 20319 Dear Colonel Finch: This letter supplements our report of February 27, 1975, on certain matters noted in our review of the civilian payroll system of the U.S. Army Military District of Washington (MDW). Anothei point we would like to bring to your attention is a need for computer program modifications to show a correct organizational history of employees' earnings. Automated payroll history records, kept by MDW1 to show employees' earnings by pay periods and employing organizations, do not always identify salary payments with organizations in which they were earned and do not always correctly show the organizations for which employees are working. As a result, these records are misleading and of questionable value as a useful and reliable source of information. Also, because the history records do not provide a clear data trail, supporting documenta- tion for payments cannot be readily traced and located. When an employee transfers from one organization to another, the. old organization code on his history record is replaced by his new organization code and all earnings are shown as being earned under the new organization. As a result, earnings are shown under the wrong organi- zations. For example, we were told by a payroll office official that, in making retroactive salary payments for the period October 1, 1972, through January 6, 1973, MDIW! charged all of each employee's earnings to the last organization listed on his pay history record. As a result, some organi- zations may have benefited at the expense of others in bearing salary costs when an employee worked for two or more organizations during the period. We noted also that, because of a system design weakness, the computer program for updating pay history records does not identify the losing organization when an employee, active in two or more organizations,

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