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Corrected W-2 forms must be delivered to OMES by Feb. 19, 2016.
Please send the original W-2, a copy of the corrected form and a letter
explaining why the correction is needed. If the correction is due to a
statutory canceled warrant which is not to be replaced, please also send a
letter asking that the warrant not be replaced. Note: Because a warrant
has been canceled by statute is not a reason for such a W-2 correction. If it
was a valid payroll payment, the employee is still entitled to a replacement
warrant; therefore, the original W-2 is correct.
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PAYROLL
Other corrected forms such as 1099 series forms and 1095-C forms
must be delivered to OMES by Feb. 19, 2016. Please send the original
form, a copy of the corrected form, and a memo explaining why the correction is
needed.
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Pursuant to Internal Revenue Code Section 6056 of the Patient
Protection and Affordable Care Act (“PPACA”), as a large employer, we are
required to file an informational return with the IRS related to the offer of
health coverage to employees. Additionally, we must provide employees with a
statement that includes the information we will be providing in our IRS filing.
This “Employee Statement” is the IRS Form 1095-C which includes information
about the health insurance coverage offered to state employees, their spouse,
and dependent(s).
For employees that have worked in multiple agencies during the
year, only one 1095-C form will be produced. This combined 1095-C form will
include information related to the employee across the multiple agencies. The
agency on record as the Primary agency as of 12/31 will receive the 1095-C to
distribute.
NOTE: Only employees eligible for an offer of health coverage or
those in a stability period with an offer of coverage will receive a 1095-C
form for 2015. Not all employees will receive a 1095-C form.
For questions related to ACA reporting, please contact Kristen
Elsenbeck, Human Resources Coordinator – 405-521-3947; kristin.elsenbeck@omes.ok.gov.
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Employee payroll tax withholdings are not authorized to be
refunded to an employee once withheld from their payroll. Refunds will not be
given for those employees who did not submit a W-4 in time for payroll
processing. All agencies should have a deadline for employees to submit W-4
changes. Per IRS regulations, the effective date of the new W-4 will be the beginning of the next
pay cycle for the employee. When
the effective date entered is before the beginning of the next pay cycle, the
system will recalculate the taxes already withheld for a closed period, which
is not authorized by the IRS.
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If an incorrect social security number (SSN) has been entered into
the HCM system, please contact the OMES HelpDesk to have the number
corrected. DO NOT create another employee in the system; this will only
compound the issue. Employees with multiple EmplIDs must have data
combined onto the one correct record and requires many corrections and changes
in the HCM system.
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Repayments from employees made in the current year (2016) that are
for overpayments of wages in a prior year (2015 or earlier) must be repaid at
the gross overpayment amount in accordance with Internal Revenue Service
regulations. A Corrected W-2 or a W-2C, as applicable, is required to be
completed and sent to OMES. Only Social Security and Medicare wages and taxes are
corrected on the Form W-2 or W-2C.
DO NOT correct Federal or State taxable wages or income taxes. The
employee received and had use of the funds during the year of overpayment and
as such, the amounts are taxable for federal and state purposes. The employee
may be entitled to either a deduction or credit on their current year (2016)
Form 1040. Please advise them to speak to their tax accountant. Additional
instructions for Form W-2 and Form W2-C are available on the IRS Web
site. For assistance, contact 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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When submitting the OMES Form 94P, Overpayment Refund Request,
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. For the privacy and security of the employee, please do not submit the social security number or any other number.
Please complete and submit the Form 94P as soon as the employee
has paid back the overpayment to the agency. Timely submission helps
ensure full recovery of 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 corrected
timely.
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As a reminder, agencies must submit payroll information to OMES by
the established deadlines. The deadlines are set for your
protection. Agencies failing to meet deadlines are putting their
employees at risk of not being paid on payday. The responsibility for
late payroll is on the agency if deadlines are not met by the agency.
OMES will notify agency directors when payroll is not submitted by 3
p.m. five business days prior to payday.
Agencies will submit the following payroll documents to OMES
Transaction Processing:
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The final Budget Check Report
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The final Claim Document – signed
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The CA GL Interface Trace File
Institutions of higher education will submit
the following payroll documents to OMES Transaction Processing:
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The Validate PFT Funding Report
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The Claim Document – signed
All documents must be received five business (5) days prior to the
actual pay date to ensure adequate time for audit and processing. Once
OMES receives the documents, the reports will be reviewed and the payroll will
be released to be picked up by a process that sends the checks and direct
deposits to the Office of State Treasurer (OST) for further processing.
Payroll documents must be received by 3 p.m. in order for payroll
to be released to the OST file on that day. If the paperwork is not
received by 3 p.m., the payroll will be held until the paperwork is
received.
The following email address should be used for submitting payroll
documents to Transaction Processing for payment of payrolls. This should
also be used for general correspondence on issues involving the submission of
payrolls. This is a group email that allows several Transaction Processing
staff to receive the email notice: payrolltransprocess@omes.ok.gov
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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.
DCAR 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 12/26/2015 – 01/01/2016 were processed to pay the child
support withholdings on 01/04/2016. 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 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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1099 INFORMATION
1099 M forms will be ready to pick up after 10 a.m.
on Tuesday, Jan. 19 along with the W-2s and other year end tax forms. Please note, ALL FORMS will be available at
our new location, 5005 N Lincoln Blvd,
Ste 100. Please review the 1099's you
receive and advise OMES of any changes which you determine necessary. A few blank
1099M forms will be included for you to make any necessary corrections and you
may make more copies of the blank form if necessary. If you have several corrections please
contact DCAR and we will be able to create new 1099s with your corrections and
forward them to you. Please return any changes to OMES prior to Feb. 26,
2016.
Please note the following procedures pursuant to such
changes in the 1099 documents:
* For missing
addresses or address changes, send us a copy of the 1099 which includes the
address you added or changed and note the type of change.
* For name or
FEI/SSN changes, send a copy of the original and the amended document so
that we have appropriate reference to the changes.
* For all
transaction changes, please send appropriate documentation which explains
the nature of the amount changes.
* Any changes
that need to be made after Feb. 26, 2016, still need to be sent to OMES and we
will forward the information to the IRS.
In all instances, please make sure that your
documentation includes enough information for us to understand your changes,
the reasons for them and a contact person in case we still have questions.
New for 2015
reporting – *For added security on Form 1099M we will truncate the SSN and FEI
numbers so only the last four digits are shown, ex. xxxxx1234.
* In February,
before submitting our 1099 file to the IRS, we will TIN match the file with the
IRS e-Services system. Any vendors that
mismatch in this process will need to be corrected before we can submit our
final file to the IRS in March.
Questions or comments should be directed to Beth Brox at 405-522-1099 or Beth.Brox@omes.ok.gov.
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ACCOUNTING
The Internal
Revenue Service has announced a decrease in the mileage reimbursement rate,
effective January 1, 2016, to $0.54 per mile. This is a decrease from the
$0.575 rate for 2015. (See Internal Revenue Notice 2016-01, dated
12/17/15, for Revenue Procedure 2010-51). The new rate is for travel incurred
on and after January 1, 2016, not your 2015 travel reimbursement vouchers
submitted after January 1st.
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Rush payment requests must be
approved in advance and, if allowed, the voucher(s) and batch slip (or just
batch slip for scanning agencies) must be received at OMES-Transaction
Processing in plenty of time to be reviewed and approved for the 3:00 pm rush
processing pay cycle group. If
documentation has not been received by 2:00 pm, the payment may not happen even
if a rush was approved. It is the
responsibility of the agency to ensure that the proper documents are submitted
by 2:00. Be sure to put
RUSH on the batch slip and the name of the person who gave the approval. The
voucher auditor will confirm the approval prior to processing.
Primary contacts for approval of rush vouchers are as follows. If emailing
a request it is recommended that you include a couple people in case one is out
of the office.
Jeannette Pascher 405-521-6187 or jeannette.pascher@omes.ok.gov
Elsa Kunnel 405-521-6178 or
elsa.kunnel@omes.ok.gov
Patricia Garcia 405-522-6855 or
patricia.garcia@omes.ok.gov
Steve Wilson 405-521-4679 or
Steve.wilson@omes.ok.gov
Fax number for scanning agencies’ batch slip is 405-521-3383.
Transaction Processing is located at 5005 N. Lincoln Blvd., Suite
100
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