DCAR Newsletter - May 2015

DCAR Newsletter Office of Management and Enterprise Services

Newsletter Archive | Procedures Manual | Forms | State Comptroller

Top Story

DCAR/ABS New Address


Please note an address change for DCAR including ABS.  Please find us at 5005 N. Lincoln Blvd, Suite 100, Oklahoma City, OK 73105. Please send any and all correspondence to our new location effective immediately.

The main number for DCAR is 405-522-5577.

The Division of Central Accounting and Reporting (DCAR) includes:

  • State Comptroller
  • Agency Business Services (ABS) (Suite 200)
  • Transaction Processing
  • CAFR
  • OMES Finance (Suite 200)
  • ISD Finance (Suite 200)
  • OCIA
  • Statewide Accounting and Reporting
  • Vendor Maintenance


May Biweekly Benefit Allowance and Benefit Deductions Reminder

Beginning with the first paycheck of 2015 (pay date of Jan. 9, 2015), employees on biweekly payroll with a benefit allowance and benefit deductions were transitioned to a 24 period benefits plan.  This only affected state agencies; institutions of Higher Education were not affected.  This only affected state agency employees paid on a biweekly basis (26 pay periods).

As a reminder, two months during the year there will be a third paycheck with no benefit allowance and no benefit deductions. The third paycheck in these ‘three-payday months’ may be larger or smaller than the previous two checks that month. Employees may also see a difference in the amount of taxes withheld for Social Security, Medicare, federal and state thereby increasing or decreasing the amount of net pay.

May is the first ‘three-payday month’ for 2015.  The third check to pay on May 29, 2015, will not have the benefit allowance and will not have any benefit deductions. Benefit deductions only includes deductions for health, vision, dental, life options, disability, health savings accounts and flexible spending accounts (health care and dependent care). Other deductions such as retirement, garnishments, child support, taxes or voluntary payroll deductions (i.e.: banks, employee associations, college savings plan) will be withheld as required on the third check.

House Bill 1107, of the 1st Session of the 54th Legislature, 2013, mandated the payment of the flexible benefit allowance for employees on biweekly payroll to be credited annually over 24 pay periods and the benefit deductions to occur over the same 24 pay periods.

>> Back to Top

Quarterly Unemployment Tax Statements

Agencies that process unemployment tax through payroll (a covered agency) may have received a quarterly statement of taxes due from the Oklahoma Employment Security Commission for the first quarter of 2015. OMES submits to the OESC wage and tax information for all agencies and pays the taxes processed through payroll for the covered agencies.  For covered agencies, a statement is automatically generated for taxes due when a file has been processed and no payment has been posted to the account within seven days. All tax payments due to the OESC were timely made; however, payments may not have been fully posted within the seven-day window. 

Covered agencies should review any statements received and disregard if the statement is for the previous quarter (1st quarter 2015).  The statement is a result of the timing issue discussed above.  If the statement is for an older quarter or you have any questions, please contact Lisa Raihl at 405-521-3258, lisa.raihl@omes.ok.gov or Jean Hayes at 405-522-6300, jean.hayes@omes.ok.gov.

>> Back to Top

Payroll Processed before a Reversal is Completed

The recommended best practice is that a replacement payroll warrant should not be processed until the incorrect warrant has been reversed. Processing another payroll before the desired reversal is complete may cause balance issues for social security, medicare and unemployment wages and taxes. Additionally, completing the reversal first allows reversed time to either be processed through payroll again, or if needed, time can be corrected and then processed again. If time entered was invalid or incorrect and should not be pulled into payroll again, it should be corrected on the Timesheet and processed through Time Administration.  

If an agency chooses to run a payroll before the reversal is complete, the agency is responsible for verifying the social security, medicare and unemployment wages and taxes are correct on the replacement payroll warrant. The amounts should be manually calculated, as if the reversal had been completed, and verified to the system calculated amounts. If different, please contact the OMES service desk and an EBS team member will assist you.

The agency is also responsible for going to the time sheet and removing the time that processed back through payroll when a replacement check was processed before a reversal was completed. When a payroll check that had time pulled in from Time and Labor is reversed, the reversal creates offset payable time with status “Reversed” and an additional row in payable time with “Estimated” status when the check reversal is confirmed. The “Estimated” payable time will be pulled into payroll again when payroll is processed if not removed which may cause an overpayment. 

>> Back to Top

New Standardized Outstanding Wage Beneficiary Form

The Human Capital Management division of OMES has developed a standardized Outstanding Wage Beneficiary form for agency use.  OMES – FORM HCM 016 (Revised 04/20/15) is available on the HCM website.

Although it is not mandatory to use the OMES – FORM HCM 016, agencies are advised to include in any internally developed form all the data elements found in the standardized form.

40 O.S. § 165.3a allows employers to provide employees the option of designating a beneficiary for wages and benefits payable upon an employee’s death.  There is no requirement for an employer to allow employees to select beneficiaries but agencies may want to consider adopting a policy which allows employees to designate a beneficiary.  Providing the option to employees would relieve stress and anxiety after the death of the employee on the family members, etc.  Also, agencies would have clear guidance on who is to receive final wage payments and avoid any potential difficulties in determining who gets the payment(s). 

This statute does not include any longevity payment that may be due as of the date of death of an employee.  74 O.S. § 840-2.18 (H.2) authorizes any longevity payment to be paid to the decedent’s surviving spouse, or if there is no surviving spouse, to the decedent’s estate.  

For more information, please contact Lisa Raihl at 405-521-3258, lisa.raihl@omes.ok.gov or Jean Hayes at 405-522-6300, jean.hayes@omes.ok.gov.

>> Back to Top

Payroll Stat Cancelled Warrants Not Eligible for Reissue

Agencies need to review the PS Financials Payroll 36 Month Statutory Cancellation Report on a regular basis. If there is a payroll warrant listed and the employee is entitled to the funds, please complete the OMES Form 20R and send to Transaction Processing.  This will allow a replacement warrant to be issued to provide the employees their due pay.

If there is a payroll warrant listed and the employee is not entitled to the funds, the issuing agency must notify OMES. (62 O.S. § 34.80) Notification should include the employee name, warrant number, warrant date, and amount.  The notification must be signed by an agency approving authority. Please send notification to Transaction Processing stating that the warrant should not be reissued. In addition, the amounts must be removed from the employee’s earning record. Please contact Lisa Raihl at 405-521-3258, lisa.raihl@omes.ok.gov or Jean Hayes at 405-522-6300, jean.hayes@omes.ok.gov to have this completed.

>> Back to Top

Deceased Employee Payroll Processing, Reporting

The OMES Form DER, Deceased Employee Reporting, is required to be completed by agencies when an employee dies and payments are made after the date of death. The form is on the OMES website under DCAR Forms. Once completed, please send the form to OMES/DCAR payroll, attention Lisa Raihl or Jean Hayes. Please complete and submit the form after the employee payments have processed so that year-end reporting will be correct.

For procedures on processing payroll after the death of employee, the HCM how-to document titled "Payroll Processing for Death of an Employee" is on the EBS website under HCM’s Module News for "How-to Documents." 

NOTE: Please remember to update the date of death on the HR Personal Data Record, update Job Data for a termination with the reason code ‘SO4’ (deceased), and terminate the employee’s direct deposit (banks will return direct deposits for deceased customers.  A return of an item will cause a delay to the individual receiving the payment).

>> Back to Top

Deadlines for Payrolls

In planning your work for May, it is important to remember that Memorial Day is Monday May 25, 2015.  

OMES policy requires that all payroll transactions and paperwork be filed with OMES FIVE (5) BUSINESS DAYS prior to the actual pay date to ensure adequate time for audit and processing. Agency staff should plan their work accordingly to meet this deadline. 

Payrolls that are received after the deadline are disruptive to the normal process schedules and put a great burden on all parties involved. Agencies that do not meet the deadline are increasing the risk that employees are not paid on time when processing payrolls late.

>> Back to Top

New Chartfield required after June 30, 2015

Beginning in FY16 the use of the Program Code will be required on all transactions that are processed in the PeopleSoft system.  This includes transactions for the new year as well as transactions processed in the new year for FY15.  We have been receiving several questions regarding when the chartfield will be required.  The new field will be required on vouchers,  payroll, purchasing and deposits.

If you have not had the opportunity to attend any of the town hall meetings, make sure you catch the next presentation.  You may also view information about the programs on the website.

>> Back to Top


Per Diem Rate by Location – Clarification

We have been reviewing the policy on determining the proper rate of per diem in cases where the lodging location and the location of the event are in two different GSA rate areas. Although this is rare, we feel it is necessary to issue new guidance in determining the correct per diem rate.

Effective immediately, per diem rates are based on the location of the purpose of travel. The location of lodging will not be used since there have been questionable selection of lodging locations in order to obtain a higher GSA per diem rate. Using the location of the event to determine the rate in all situations will avoid the opportunity of any inappropriate selection of per diem rates.

>> Back to Top


New Subscription Topic Available for Higher Education Agencies

OMES has created a new subscription topic for Higher Education agencies. Information will be sent out to assist in the upcoming employer change.  Beginning Jan. 1, 2016, Higher Education institutions will be required to process payroll and perform reporting for their employees as individual employers.  OMES has started a project to assist Higher Education institutions in meeting this requirement.  Updates will be available and can be received by subscribing to the topic associated with this project by clicking here:  

Once on the subscription page, select Subscription Type "Email", enter your email address and click the "Submit" button.  At the top of the subscription page, select the "Higher Education Payroll Processing and Reporting" topic. Other topics are available and can be subscribed to as desired. When finished, select “Submit” at the bottom of the page and your preferences will be saved.

>>Back to Top


Oracle Imaging Upgrade – June 6

OMES, in partnership with the Office of the State Treasurer,  has scheduled an upgrade of the OST Agency System (formerly referred to as Oracle Imaging and located at the website found here) for the weekend of June 6. Prior to May 15, users of the system and agency CFO’s will receive email notifications detailing changes to the system. If you do not receive this correspondence and are a user of this system or CFO please contact Diedra O’Neil at Diedra.oneil@treasurer.ok.gov or 405-522-4256.

>> Back to Top


The Oklahoma Public Employees Retirement System, Uniform Retirement System for Justices and Judges and SoonerSave have moved to a new location.  They are still in the Paragon Building located at 5801 N. Broadway Extension, but have moved to a different floor. They are now located in Suite 200.  All phone numbers and email addresses remain unchanged. The new physical address is:

5801 Broadway Extension, Suite 200
Oklahoma City, OK 73118-7491

>> Back to Top

Volume 25, Number 11
Fiscal Year-2015
May 11, 2015

In This Issue ...


ACA Employee Eligibility Page

The Human Capital Management division of OMES has designed a page in the PeopleSoft HCM system to support the management of the Patient Protection and Affordable Care Act (PPACA), commonly called the Affordable Care Act (ACA).

The new ACA Employee Eligibility page will reflect the ACA eligibility status of each employee. Data entered on this page must be accurate and will be retained for auditing purposes. In addition, the page will support the required IRS annual reporting. 

Two sessions are being offered in the Concourse Theater to introduce you to the new page and discuss different scenarios for which you will need to update the page and give you guidance on what data values to enter. The two sessions are scheduled as follows:

  • Tuesday, May 19 from 1:30-3:30 p.m.
  • Thursday, May 21 from 9-11 a.m.

We strongly recommend all employees who will be responsible for maintaining this page attend the training. The data entered on this page is imperative for correct IRS reporting. No registration is required. Please attend the most convenient session.

Institutions of Higher Education will not use the new page. Employee eligibility status must be maintained within each institutions own HR/Payroll system(s).

>> Back to Top

PayTrain - Payroll Certification

In cooperation with the American Payroll Association, Oklahoma City Community College will present the PayTrain College & University program for payroll professionals.

PayTrain Fundamentals teaches fundamental payroll calculations and provides the basic knowledge and skills required to maintain payroll compliance. This is great for both experienced and entry-level payroll professionals. The deadline to register in May 18 and the course will be taught on Tuesdays, June 2 – Aug. 4, from 6 - 9 p.m. The cost to attend is $700.

PayTrain Mastery provides students with a solid understanding of advance payroll topics necessary for payroll managers and supervisors. This is ideal for experienced payroll professionals seeking compliance training, professional development, or Certified Payroll Professional (CPP) certification. The course includes topics such as paycheck calculations, fringe benefits, payroll reporting and employment taxes, along with much more. The deadline to register in Aug. 11 and the course will be taught on Tuesdays, Aug. 25 – Nov. 17, from 6 - 9 p.m. The cost to attend is $800. A discount will be given to those who enroll in both courses.

For additional course information, please visit the website or contact Francine Gissy at 405-682-7856 or fgissy@occc.edu.

>> Back to Top

Payroll 101: Foundations of Payroll Certificate Program

Offered by the American Payroll Association

San Antonio, TX, or Las Vegas, NV

Classes are held several times throughout the year at both locations.

The class is designed to help employees understand the procedures and processes in all aspects of payroll to include new employee forms, calculating pay, withholding and paying taxes, and preparing tax returns. The classes can be found on the APA website.

>> Back to Top

Payroll 201: Payroll Administration Certificate Program

Offered by the American Payroll Association

San Antonio, Texas or Las Vegas, NV

Classes are held several times throughout the year at both locations.

The class is designed for employees who have the fundamentals of payroll and wish to improve job performance and gain more knowledge. The class gets more in-depth in all aspects of payroll to FLSA, taxable fringe benefits, paying non-resident and resident aliens, corrections to Form W-2 and 941. The classes can be found on the APA website.

>> Back to Top


Jennie Pratt, CPA, CGFM
405-521-6160 jennie.pratt@omes.ok.gov

General Ledger:
Dan Thomason, CPA
405-522-4992 dan.thomason@omes.ok.gov 

Lisa Raihl, CPA
405-521-3258 lisa.raihl@omes.ok.gov 

Transaction Processing:
Steve Wilson

Payroll Processing:
Elsa Kunnel

AP Manager:
Patricia Garcia, CPA, CGFM

ISD Finance:
Cathy Menefee, CPA, CGFM

Vendor Maintenance:
Victoria Baker

OMES Service Desk:
(PeopleSoft questions)

Financial Reporting Unit:
Matt Clarkson, CPA

Steven Hawkins, CGFM