CAR Newsletter - July 2015 - Happy New Year!!!

Newsletter Archive | Procedures Manual | Forms | State Comptroller

Top Story

New Look, New Name - Same Newsletter

Office of Management and Enterprise Services Logo

Notice anything different? How about the new OMES logo? OMES has done some remodeling and being on target with our new trend we present to you our newly revamped Newsletter. This is now the Central Accounting & Reporting Newsletter or CAR Newsletter for short. It's really all of the same information with a new look and a new name.  We hope you enjoy.


Employee Terminations and Rehires - Reminder

Upon employment termination, agencies must terminate employee general deductions and benefits.  This will prevent errors if the employee is rehired as these items process automatically if not terminated.

Upon rehire of an employee, agencies must verify all data, including general deductions and benefits.  All data must be verified that it is set up correctly for the new position.

Failure to complete these steps could result in items processing through payroll that may not be correct. Items processed incorrectly causes reporting errors and undue burden on others outside the payroll arena. 

>> Back to Top

Employees Not Paid Since Query

OMES Human Capital Management has been reviewing data for accuracy due to new reporting regulations. In the past, employees have been left in an active status even when they are not actively working. This practice is no longer acceptable and inactive employees must be separated.

Agencies have been instructed by HCM to run the GO_PY_NOT_PAID_SINCE_PROMPT query in PeopleSoft HCM, using the date of Dec. 31, 2014, and to review the employees on the list. All employees who are not currently active are to have a termination row entered in PeopleSoft HCM.

The termination date must be entered retroactively. For example, if the last check for an employee was November 2013, then enter the corresponding date is the termination date. If an employee was on leave and never returned from leave, enter the termination date that corresponds to the end of the leave period.

Additionally, for those employees who terminated after Jan. 1, 2015, you must also fill in the ACA Employee Eligibility page. The employee will need history as of 1/1/2015. Therefore, if the initial load did not enter data for the employee, enter the appropriate status as of 1/1/2015 or as of the employee’s hire date, whichever is later. Then, enter a second row for the termination.

Agencies have been asked to complete this task by July 31, 2015. If you have any questions, please contact the HCM Division at

>> Back to Top

Adjustments to Oklahoma Child Support Payments

Agencies must notify OMES CAR of any items that will affect the Oklahoma centralized child support payment. Items that could affect the amount to be paid include refunds to employees for amounts withheld in error and reversals of payroll warrants. If OMES is not notified and payment is processed, the agency will be responsible for contacting the Department of Human Services child support division to attempt to get a refund.  If the funds have already been disbursed to the recipient, the money might not be refunded back to the agency. Timely communication from the agencies is critical in these situations.

CAR runs the process to report and make payment to the OCSS/Oklahoma Centralized Support Registry, PS vendor ID 0000190715, every Monday.  The process is run for payments with dates from the second previous Saturday through the previous Friday. For example: paychecks with an issue date between 6/27/2015 – 7/03/2015 were processed to pay the child support withholdings on 7/06/2015. All payments going to the OCSS must be set up to use Vendor ID 0000190715.  Payments to Vendor ID 0000000830 or Vendor ID 0000197419 for the OCSS are no longer allowed and will not get processed for centralized payment if used in error.  

In PeopleSoft Financials, a journal entry is created to remove the funds from the agency’s 994 fund.  The agency will see a debit to the 633190 account and a credit to 101000. Institutions of higher education are not included in the central payment process.

For questions, please contact Beth Brox at 405-522-1099, or Jean Hayes at 405-522-6300,

>> Back to Top

Submission of OMES Form 94P - Tidbits

Please complete and submit the OMES Form 94P as soon as the employee has paid back the overpayment to the agency.  Timely submission helps ensure corrections are reflected in the quarter in which they occurred for proper reporting and also helps in the full recovery of OPERS retirement amounts.  If the retirement system is not aware of an overpayment and the pending overpayment refund request, payouts to former employees may be incorrect and result in a loss to the agency. In addition, retirement calculations may be incorrect if the overpayment is not reported timely.

Please do not provide copies of personal checks.  The form allows the agency to enter the amount paid back which indicates to OMES that the overpayment has indeed been paid.  Additional back up data is not required.  

The form requires the State EmplID be entered.  This has been changed for the privacy and security of the employee. Please do not submit with the social security number or any other number.

>> Back to Top

State Contribution Fund Interagency Payments

The State Contribution Fund, Vendor ID # 0000000467, is setup to process using the wire payment method. This vendor should be used for tax payments due to OMES for payroll withholding taxes due that were not processed through the payroll system (for example 1042-S non-employee withholding, third party sick pay taxes) and for backup withholding on vendors. 

Please do not use vendor # 0000000090 for tax payments that must be submitted to OMES for these items. Payments made in error to OMES vendor # 0000000090 causes delays in the taxes being provided for payment to federal and state entities.   If Vendor # 0000000090 is used, we will not get the money timely, the taxes will be late, and the agency will be responsible for any late penalties or interest.

Agencies that have taxes due on items not processed through the payroll system need to process and submit payment to OMES (Vendor ID # 0000000467) immediately for timely deposits to the IRS. 

Agencies that have vendors requiring backup withholding on miscellaneous claims need to process and submit payment to OMES (Vendor ID # 0000000467) at the same time payment is made to the vendor.

When payment has been processed, please immediately forward the paperwork detailing the transaction to Lisa Raihl or Jean Hayes so that the wire payment can be matched and the taxes can be timely paid.

>> Back to Top

Updating Employee Bank Routing Numbers

Agencies that receive the Office of the State Treasurer’s Participant Old/New Routing Number Report must update the banking information for the employee(s) listed. OST’s current ACH application automatically updates bank routing numbers based on the latest table of Federal Reserve Bank routing numbers.  This update allows the items to continue processing for payment.

When an update is made, a report is generated listing the employee, the incorrect bank routing number and the correct bank routing number. This report is distributed to agencies to update employee banking information. This report is sent out by OMES to the contact listed for the updated banking information. These updates must be made so transactions will continue to process without interruption after migration to the new application.

If banking information is not updated before OST goes live with the new application, items with invalid routing numbers will be rejected and not processed to pay. The new application will validate the submitted information against the latest Federal Reserve Bank routing numbers table and will reject the transaction if the bank routing number is determined to be invalid. If an item is rejected, it will not leave OST to be paid and additional processing by the agency will be required to pay the employee(s). Again, it is imperative that these updates be made so transactions will continue to process without interruption after migration to the new application.

>> Back to Top


Higher Education FEI Change Coming January 2016

Beginning Jan. 1, 2016, Higher Education institutions will be required to process payroll and perform reporting for their employees as individual employers.  OMES is currently working on this transition with the institutions of higher education.  OMES has a new subscription topic that is being used to disseminate information to interested parties. 

To receive updates, click Subscription Update to subscribe to the topic Higher Education Payroll Processing & Reporting.  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

Project Designated Area on Website

There is a new designated area on the website for the higher education separation project.  All information that has been published can be found in this one area on the OMES CIO website.

>> Back to Top


Late Payment To Vendors - New Interest Rate - FY 2016

The FY 2016 interest rate applicable to late payments to vendors has been set at 0.02% per annum, or $0.00005 per $100 per day, which will be in effect July 1, 2015, through June 30, 2016. This interest rate is provided by the State Treasurer based on the average interest rate for thirty day time deposits of state funds during the last calendar quarter of the last preceding fiscal year. (Titles 62 § 34.71 & 34.72 and 74 O.S. § 840.16A and OMES Prompt Payment Rules/Regulations)

>> Back to Top


Payment into General Fund of State

Unless otherwise provided by law, all self-sustaining boards created by statute to regulate and prescribe standards, practices, and procedures in any profession, occupation or vocation shall pay into the General Revenue Fund of the state ten percent (10%) of the gross fees charged, collected and received by such board.  62 O.S. § 211

When transferring receipts to State General Revenue, Agency 00000, please use class fund 19X00.  X will be the last digit of the fiscal year the transfers apply to.  Example:  19600 for FY16 receipts.  Please contact Dan Thomason at 405-522-4992 with questions. 

>> Back to Top


1099 Tax Information Quarterly Report

We have just completed the first two quarters of the 2015 tax year; it is time for ALL agencies to run the Miscellaneous 1099 Tax Information Report which will include all transactions from Jan. 1, 2015 through June 30, 2015. The path for this report in PeopleSoft Financials is: Accounts Payable>Reports> Payments> Misc Tax Information Report. With this report please review the following:

  • The Name and Tax ID number (TIN) must match the information on the vendor’s W-9, which designates the way the vendor reports their taxes to the state and IRS.
  • Pay attention to the 1099 Flag: Y means the vendor should receive a 1099, and N means the vendor should not receive a 1099. A vendor does not need a 1099 if it is registered as a corporation, non-profit or government entity (the exception to this is when the payment is for a legal or medical services).  State employees in most cases should have an N 1099 flag.  All other vendors should have a Y 1099 flag.  If you have any questions about a vendor’s 1099 status please request an updated W-9 from the vendor.
  • Please note that Address 1 in the vendor file is the designated address for 1099 reporting. If the vendor’s 1099 Flag is N, any new addresses provided will be added as a different location, but Address 1 will not change.
  • Review all warrants processed for each vendor to ensure that the correct amount is listed for the proper vendor.  (Any warrant corrections will need to be made at the agency level.)

Please send any corrections on this report to the Office of Management & Enterprise Services (OMES) by Friday, July 31, 2015. If you have any questions contact Beth Brox at 405-522-1099 or by e-mail at

>> Back to Top

Mid-Year 1099 IRS TIN Match

In July, OMES will TIN match with the IRS all vendors who have received 1099 reportable payments for the first half of tax year 2015.  By doing this we hope to provide more correct information on the original 1099 that the vendor receives as well as cut back on the amount of corrections required at year end when time is limited.  We will notify individual agencies of vendors that don’t match with the IRS asking for them to provide the necessary correcting information.  Please be ready to respond promptly if/when you are notified.  Please contact Beth Brox at 405-522-1099 or by e-mail at if you have any questions.

>> Back to Top


Updated Vendor Forms Notification

The OMES Vendor Payee Form has been updated. Please replace all previous versions of the document. You may access vendor forms via the DCAR Forms Page.

Additionally, the OMES Electronic Funds Transfer Enrollment Form is currently being updated. All previous versions will no longer be valid effective Sept.1, 2015. Updated forms will be provided to vendors via the secure EFT registration process.

To reduce the possibility of fraud, vendors should not be provided the EFT Bank Change Request Form for changes to the CORE vendor file by paying agencies. Please ensure all agency personnel follow proper procedures to update the vendor record to facilitate the EFT enrollment process.

>> Back to Top

Vendor Direct Deposit/Electronic Funds Transfer (EFT) Registration Instructions

To add EFT information to an existing vendor file, the vendor should provide the email address and contact information for the individual authorized to register the banking information on behalf of the payee.  The vendor may either submit the OMES Vendor/Payee Form to the paying agency or they may be instructed to e-mail the information to  Vendors should be instructed not to email bank account information.

Agencies requesting updated information from vendors should request the following information:

  1. Tax Id Number (Federal Employer Identification Number or Social Security Number)
  2. Vendor Name (Legal Name on file with the IRS)
  3. “Doing Business As’ Name (Additional DBA name if applicable)
  4. Payment Address (include 9-digit zip code)
  5. Contact Name of authorized representative (must be authorized to complete the state online financial registration process, verify bank account information, and other information necessary to process electronic payments.)
  6. Contact Title
  7. Contact email address

Once the email address is added, the vendor will then receive an email with instructions for EFT registration to include a Security PIN, PeopleSoft Vendor ID Number, the OMES EFT Enrollment Form, and a link to the online registration portal. Agency personnel should advise their vendor to expect receipt of the email and to complete both the online registration steps and EFT Enrollment Request form. The vendor or the vendor’s financial institution should submit the completed form directly to the Office of State Treasurer via fax at 405-521-4994 or by mail.  Agency personnel should not accept bank forms from vendors.

To make changes to existing EFT banking information, the vendor should contact Vendor Registration to verify business and payment information.  Vendor may also contact the OMES Help Desk to request a case be assigned to Vendor Registration with EFT changes needed. To protect the vendor’s financial information, the vendor should not provide EFT information to the Helpdesk or to the agency directly.

The vendor may also notify Vendor Registration of changes to remittance information by responding directly to the remittance advice email received for previous payments. OMES Vendor Registration will contact the vendor directly for account verification and to request additional information needed.

>> Back to Top

Vendor Reactivation Instructions

All changes, including reactivation, require the OMES Vendor/Payee form, the OMES Add Employee/Board Member form, or OMES Garnishment form.  Each form requires correct payee information, payee signature, agency instruction, agency authorization and submission to ensure proper processing.

>> Back to Top

Changes to Vendor Name or Tax ID

The agency should not request a new Vendor ID be created using the OMES Vendor/Payee form.

The vendor should contact OMES Vendor Registration via the OMES Service Desk at 405-521-2444 or email to provide the following:

  • A new Vendor/Payee Form or IRS Form W-9
  • A written explanation of the changes occurring for their business or tax filing status on their company letterhead.

“Disregarded Entities” must provide only the parent entity’s tax identification number. No independent TIN is authorized for procurement or payment purposes per IRS filing guidelines.

If the vendor is a registered vendor they will also need to contact the agency buyer, the buyer assigned to their statewide contract, if applicable and Vendor Registration to ensure that all records are updated.  The vendor must register the new entity name and tax ID number with the IRS, OK Secretary of State, the Oklahoma Tax Commission, and the financial institution.  In addition a new vendor registration must be completed.

A.   Complete new vendor registration to include:

  1. New Name
  2. New Trade name (DBA)
  3. New TIN
  4. New SOS Filing Number(s)
  5. Addresses
  6. Contacts
  7. New OK Tax Permit Filing Number
  8. New EFT Bank Authorization (showing bank account matching new business name)
  9. New Category Codes

All current accounts under the business name and TIN will be changed to “Not Open for Ordering” to prevent the creation of new POs and/or Contracts.  Vendor Registration will communicate to all agencies with current PO and payment activities the effective date of PO and payment activity changes based on IRS guidelines. This will determine whether payments may continue to be made to existing vendor IDs while changes are made.

>> Back to Top

Vendor Registration Contact Information

Vendor File Requests - email to or fax to 1-405-522-3663.

Vendor Registration Requests – to verify vendor registration data or to convert a Bidder to a Vendor -

Vendor Customer Service - For Vendor EFT, Registration or Business Name and/or Tax Identification Number Change questions or requests, the vendor should contact the OMES Service Desk, 405-521-2444 or

Vendor Remittance Advice -

Important: Vendors needing assistance with payment information or needing to make changes to vendor information should first contact the agency with which they do business.

>> Back to Top

Volume 26, Number 1
Fiscal Year-2016
July 20, 2015

In This Issue ...


OFMA Quarterly Meeting

The Oklahoma Financial Managers Association next quarterly meeting will be Thursday, August 6, 2015. PLEASE NOTE THERE HAS BEEN A CHANGE TO THE ROOM WHERE THE SEMINAR IS HELD. Seminars are provided free of charge.  To ensure an adequate number of training materials and refreshments are available, please register at:

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


Colleen Flory - OMES
Performance Measures

Harry Birdwell, Secretary CLO Commissioners of the Land Office

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

>> Back to Top

2015 Fall Nonresident Alien Tax Compliance Training Workshops

Offered by Arctic International LLC

Tropicana Hotel in Las Vegas, NV

September 28-October 1, 2015 

The workshops are geared towards developing solid skills and learning how to manage nonresident alien tax compliance. They also offer WEBshops as an alternative to traveling for the training. The Workshop class schedule, the WEBshops, and all of the details are available on their website.

>> Back to Top

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.

>> Back to Top

The Complete Guide to Payroll Taxes and 1099 Issues

Hosted by the Oklahoma Society of CPAs

Presented by Surgent McCoy, CPE LLC

Monday, November 16, 2015 in Oklahoma City

Topics include payroll tax requirements for wages, employee benefits, and reimbursements, fringe benefit and special issues, gross-up calculations, tax deposits, and complying with reporting requirements. Additional information can be found on their website

>> Back to Top

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.

>> 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

General Ledger:
Dan Thomason, CPA

Lisa Raihl, CPA

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