DCAR Newsletter - June 2015

DCAR Newsletter Office of Management and Enterprise Services

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New Chartfield required after June 30, 2015

Don't Forget

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.


FY Combo Code Conversion Schedule

The schedule for running the FY Combo Code Conversion process is:

  • Evening of July 1, 2015 – Department of Human Services & Higher Ed. This process must be run prior to running the July 15, 2015, payroll.
  • Evening of July 2, 2015 – Higher Ed Agencies with Bi-Weekly “A01”.  This process must be run prior to running the July 17, 2015, payroll.
  • Evening of July 06, 2015 – All Agencies Having Bi-Weekly Payrolls. This process must be run prior to running ‘B01’ or ‘C01’ payrolls which pay on July 24, 2015.
    (NOTE: This date includes agencies running both monthly and bi-weekly payrolls. All supplemental and off-cycle payrolls must be completed and processed to GL by 5 p.m. on July 02.)  
  • Evenings of July 16 and 17, 2015 – All Monthly Anticipatory Agencies. Do not begin processing M01 until July 20.

NOTE: As soon as all on- and off-cycle payroll processes are completed for the June pay period, please notify Enterprise Business Services by creating a Service desk case asking for the case to be assigned to the HCM payroll group.  This will enable the EBS team to try and schedule the agency’s FY Combo Code Conversion Process earlier.  

Questions may be directed to Carol Barton at 405-522-4371 or carol.barton@omes.ok.gov.

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Changes in Fees for SoonerSave Deferred Savings Plan

The rate certified for the administrative cost which will be calculated in payrolls submitted for the fiscal year beginning July 1, 2015, has changed to $1.70 per month for any qualified participant. The equivalent amount for a bi-weekly pay period is $0.78. This change will be reflected in any payrolls submitted with a pay period code of M01 or B01.

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No Change in State Share of Oklahoma Public Employees Retirement System

The amount the State of Oklahoma pays for employee retirement will remain at 16.5% for FY 2016.

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Change in Employer Contribution Rate for Justices and Judges Retirement System

The employer contribution rate for the Uniform Retirement System for Justices and Judges will increase effective July 1, 2015, from 16.0% to 17.5% beginning with any payrolls submitted with a pay period code on M01 or B01.

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No Change in State Share of Oklahoma Law Enforcement Retirement System

The amount the State of Oklahoma pays for employee retirement will remain at 11.0% for FY 2016.

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No Changes in Teachers Retirement System (TRS) Contribution Rates

There are no TRS rate changes for Fiscal Year 2016.  For a complete list of rates, please see the TRS website.

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Schedule of FY-2016 Pay Periods

Please distribute the FY-2016 Pay Date schedules found FY-2016 Pay Date schedules to Payroll and Human Resource directors.  Questions on the codes may be directed to Lisa Raihl at 405-521-3258, lisa.raihl@omes.ok.gov or Jean Hayes at 405-522-6300, jean.hayes@omes.ok.gov.

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PFT Processing Account Information *Higher Education Only

Beginning with payrolls effective January 2016, the PFT will require detailed information to record the expenditures in the state’s financial system. In addition, new account codes have been set up for use by higher education in the PFT and for payments of withholdings.

The following documents have been created to assist institutions with these changes:

New HE PFT account codes.xlsx: This document contains two tabs.

  • The tab ‘Final New PFT Acct Codes’ includes accounts to be used for the PFT and for payments. Please note the differences: PFT withholding/liability accounts begin with “485” while payment accounts begin with “585”. Salary and employer expense accounts remain as currently published; common accounts used are included for reference.
  • The tab ‘Common Account Codes Used’ includes the common accounts descriptions.

485xxx accounts for SW Acctg Manual Appendix3.xlsx: This document includes the 485xxx accounts that will be published in the Statewide Accounting Manual.

585xxx accounts for SW Acctg Manual Appendix4.xlsx: This document includes the 585xxx accounts that will be published in the Statewide Accounting Manual.

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Speed Type Maintenance

For those who utilize speed types in the PeopleSoft Financial system, please be aware that effective July 1, 2015, the program chartfield  is required on all PeopleSoft transactions to align with the governor’s statewide goals. Established speed types in PeopleSoft will need to be modified to include the program chartfield.  If they are not modified, users will have to add the program chartfield on the transactions independently.  We recommend that you review all of your speed types and insert a value for the program chartfield.  This can be completed prior to July 1, 2015.   Navigation to speed types maintenance in PeopleSoft is  Set Up Financials/Supply Chain> Common Definitions> Design Chartfields> Define Values> Speed Types.   Please contact your budget office to identify specific program values related to your agency. For more information on the Statewide Goal Initiative please visit the governor's website.

If you have any further questions, please contact Stefani Hovarter Stefani.hovarter@omes.ok.gov or Jun Ma-Roberts Jun.Ma-Roberts@omes.ok.gov.

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Agency Approving Officer Signature Cards - REMINDER

Per 62 O.S. § 34.68, agencies are limited to a maximum of 5 “agency approving officers” for approving expenditures. An OMES Form 13 Signature Card, must be submitted to establish a new agency approving officer. To remove a person as an approving officer, submit a notice to OMES Transaction Processing, attention Jeannette Pascher. To confirm the cards we show as active for your agency, please contact Jeannette Pascher at 405-521-6187 or jeannette.pascher@omes.ok.gov.

NOTE: We still have “active” cards on approving officers that we know are no longer with an agency. Please be sure to submit new cards or deletion requests when changes are made.

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Faxing Vendor Maintenance Forms

The fax number for sending in vendor maintenance forms is 405-522-3663. This is a change from the number used in the past. This new fax number is directly to the Vendor Maintenance Unit and will avoid possible delays in routing forms still received at the olf number.

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Fiscal 2015 Year End Miscellaneous Claim Vouchers and Orders Processing

These are the procedures for closing out the current fiscal year and then beginning the new fiscal year activity.

  • Miscellaneous Claim Voucher Processing
    Voucher batches received by 1 p.m. on Monday, June 29, 2015 will be processed for payment by the close of business June 30. Vouchers received at OMES after 1 p.m. will be held and processed for payment in FY 2016. Vouchers can be created through 5 p.m. on Monday, June 29, 2015, to accrue for 2015 expenditures in FY 2015. New vouchers should not be created on Tuesday, June 30, 2015; since it is reserved for fiscal year closing activities and agencies should resolve all voucher exceptions. New vouchers may be created beginning on Wednesday, July 1, 2015.
  • EDT Vouchers Submission
    Agencies uploading voucher data via ‘EDT’ transmissions (vouchers from remote) should provide for sufficient internal lead time so that paper vouchers arrive at OMES by the 1 p.m. Monday, June 29, 2015, deadline.  Alternate System Agency vouchers transmitted after 12 p.m. on June 29, 2015, will be paid on Tuesday, June 30, 2015. ‘EDT’ transmissions should not be submitted on Tuesday, June 30, 2015; ‘EDT’ agencies should resolve all voucher exceptions. New ‘EDT’ transmissions may be submitted beginning on Wednesday, July 1, 2015.
  • Manual Warrants
    The cutoff for issuing manual warrants is noon on Monday, June 29, 2015, for non-alternate system agencies and 5 p.m. for Alternate System Agencies. Agencies whose warrants are entered into the system by OMES must have the supporting paperwork to OMES by 5 p.m. on Monday, June 29, 2015. Manual warrants should not be issued on Tuesday, June 30, 2015, since vouchers are not to be created on this day. Manual warrants may be issued and the associated voucher created beginning on Wednesday, July 1, 2015.
  • 340 Fund Expenditures
    Expenditure entries for 340 funds for June 29, 2015, and prior days must be received by 9 a.m. on June 30, 2015, to be processed in FY 2015. Expenditure entries for 340 funds for June 30, 2015, must be received by 3 p.m. on June 30, 2015 to be processed in FY 2015.

WARNING! 2016 Expenses Due Early in July 2015
Payments for 2016 expenses may not be paid with 2015 budget.  For example July rent.  These payments may not be paid until the agency receives its 2016 budget.  Agencies should notify vendors and contractors of this end-of-year processing dilemma, which could delay payment beyond the due date.

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Accounts Payable Year-End Preparations

Vouchers other than inter-unit billings and payroll withholding vouchers older than 30 days on June 30, 2015, that have not posted because of matching, document tolerance, budget checking or recycle exceptions will be deleted that day. To identify and correct vouchers prior to that date, please run the following reports beginning now: Match Exception, Document Tolerance Exception, Budget Checking Error and the Vouchers in Recycle Status. If a voucher is not corrected while it is an open accounts payable period, the accounting date on the voucher must be changed to the current date so it will budget check. Contact the OMES Service Desk at 405-521-2444 if assistance is needed to resolve the errors identified on these reports. 

All payroll withholding vouchers in the staging tables should be built as of June 30, 2015. Additionally, to ensure expenditures and liabilities are reported properly and to facilitate the reconciliation processes, run the OCP_AP_UNPAID_VOUCHERS query to monitor unpaid vouchers. If vouchers have been created but will not be paid, please delete vouchers that have never posted and close vouchers that have posted.

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Vouchers and Program Code

Effective July 1, 2015, the program code is required on the voucher. Fiscal year 2015 purchase orders will not include the program code. Therefore, PO and direct vouchers created after June 30, 2015, for expenditures prior to fiscal year 2016 will require the payer to enter the program code of NP000. Fiscal year 2016 expenditures require the appropriate program code. The link to program codes and descriptions are on the Project ENCORE website, Town Hall Meeting | March 9, 2015.

If you create vouchers with SpeedCharts, you may want to add the applicable program codes to the SpeedCharts. See page 19 in the COR113 AP Regular Vouchers manual to correct the history of an existing SpeedChart.

For agencies using the Vouchers From Remote Agency interface, the program code of NP000 or C0103 will populate the voucher without intervention from the agencies and will occur prior to July 1, 2015.

OMES will populate the program code NP000 for the P-Card vouchers built in July. The program code will be available in Works in July to include on the transactions posting to the bank’s site after June 30, 2015.

If you have personalized the voucher to hide unused chartfields, then the program field may not be visible. Reconfigure the setup to use the new chartfield.

Direct all questions about the program code to the OMES Service Desk at 405-521-2444.

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OMES Inter-Unit Vouchers

Aging OMES inter-unit vouchers that are not posted should be reviewed and processed to record the liability in fiscal year 2015.  This includes inter-unit credit vouchers.  If a voucher amount is disputed, please contact the OMES Service Desk at 405-521-2444 to report the dispute.

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Running the Misc Inter/Intra Agency Report to Excel

There have been several inquiries about running the Misc Inter/Intra Agency report to Excel. It can be run to Excel using the following steps.

  • Run the report as a pdf first using the menu navigation, Accounts Payable > Reports > Payments > Misc Inter/Intra Agency
  • Navigate to Reporting Tools > Query > Query Viewer and run the public query, OCP_AP0072_AGENCY_TRANSFERS, to Excel
  • Populate the user ID and run control ID used to run the pdf
  • Filter the Excel spreadsheet on column Y for the plus sign to identify the payments from agencies that are able to pay more than one invoice on a voucher and remove the duplicate amounts in column P.
  • Sum the total in Excel and compare the total to the pdf

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New Chartfield error messages after June 30, 2015

Some errors received while processing transactions after June 30, 2015, may be due to a blank value in the program chartfield.  The error is not limited to a blank program chartfield, but any chartfield.  Other chartfields include ACCOUNT/FUND_CODE/DEPTID/CLASS_FLD.  To resolve the error, please first insert a value into the program chartfield.  If the error persists, check other chartfields.  Examples of error messages are attached below.

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Higher Education Payroll Processing and Reporting

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 ‘Higher Education Payroll Processing & Reporting’ 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.

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New File Layouts Now Available

OMES has created new file layouts for Higher Education Payroll Processing & Reporting. Beginning with payrolls effective January, 2016, Higher Education institutions will be required to use these file layouts to process payroll. The 500 Misc file layout is detailed information of employees that will be sent to the State Treasury for payroll processing. The Payroll Fund Transfer(PFT) file layout is accounting detailed information needed by OMES. The layouts were published through the ‘Higher Education Payroll Processing & Reporting’ subscription topic on June 5, 2015. Layouts will also be published on the OMES website no later than Tuesday, June 16.

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Credit Card Acceptance and Payment Card Industry Data Security Standards

Attention: Agencies Utilizing the State Credit Card Processing (acceptance) Contract

Payment Card Industry (PCI) Data Security Standards (DSS) require merchants to protect sensitive cardholder information.  PCI DSS compliance requirements mandate that each state agency accepting credit card payments complete an annual assessment of their card processing environment. The Office of the State Treasurer (OST) is again working with CoalFire Systems and will provide access to the same online tool utilized in years past to aid in agency completion of PCI-DSS Self-Assessment Questionnaire (SAQ). In an effort to further reduce unnecessary efforts by agency staff during SAQ completion and scoping, individual consults between your agency representative and a CoalFire Qualified Security Assessor (QSA) will occur to determine exposure levels and direct agencies to the appropriate questionnaire for completion. Additional information regarding the process will be forthcoming.  Please provide the name, email address and telephone number of the individual in your agency who will coordinate communications from OST for this process to Monica Rubio at monica.rubio@treasurer.ok.gov before June 19, 2015.

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Volume 25, Number 12
Fiscal Year-2015
June 15, 2015

In This Issue ...


OFMA Meeting

The Oklahoma Financial Managers Association has planned its next quarterly meeting for Thursday, August 6, 2015.  Seminars are provided free of charge.  To ensure an adequate number of training materials and refreshments are available, please register at: www.okfma.com

Date:   August 6, 2015
Time:   1:30 - 4 p.m.
Place:   Business Conference Center Auditorium MetroTech
Springlake Campus
1900 Springlake Drive, Oklahoma City, OK

Colleen Flory - OMES
Performance Measures

Victoria Baker - OMES
Bidder Supplier

Harry Birdwell, Secretary CLO
Commissioners of the Land Office

Jennie Pratt and Lisa Raihl - OMES
GAAP Packages and Payroll Issues

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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 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 is 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.

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

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Payroll 101: Foundations of Payroll 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 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.

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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.

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Payroll Law 2015

Lawton – September 30, 2015

Oklahoma City – October 1, 2015

Tulsa – October 2, 2015

Presented by Fred Pryor Seminars

1-Day Seminar cost - $149.00

For groups of 5 or more - $139.00 each

For more information, please visit their website and select a location.

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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