CAR Newsletter - January 2016 ~ Happy New Year!!!

Newsletter Archive | Statewide Accounting Manual | Forms | State Comptroller

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Correcting W-2s


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.


Correcting Other Forms (1099, 1095-C, etc.)

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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New Affordable Care Act (ACA) Reporting Requirement for 2015

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;

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Employee Tax Refunds

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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Social Security Number Changes

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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Reporting Requirements for Repayments of Prior Year Wage Amounts

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, or Jean Hayes at 405- 522-6300,

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Submission of OMES Form 94P Tidbits

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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Payroll Processing and Submission Requirements – Reminder

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:

  1. The final Budget Check Report
  2. The final Claim Document – signed
  3. The CA GL Interface Trace File  

Institutions of higher education will submit the following payroll documents to OMES Transaction Processing:

  1. The Validate PFT Funding Report
  2. 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:

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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.

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, or Jean Hayes at 405-522-6300,

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1099 M Corrections

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

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Mileage Reimbursement Rate Decreases for 2016

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 Voucher Payment Requests

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
Elsa Kunnel 405-521-6178 or
Patricia Garcia 405-522-6855 or
Steve Wilson 405-521-4679 or

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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Volume 26, Number 7
Fiscal Year-2016
January 8, 2016

In This Issue ...


AGA Luncheons for 2016

The Oklahoma City Chapter of the AGA holds CPE luncheons most months between September and April as well as two all-day CPE events.  The luncheons are held in the Burk Burnett Board Room at the Oklahoma Cowboy and Western Heritage Museum on NE 63rd Street between Kelly and Martin Luther King Boulevard.  The luncheons begin at 11:30 a.m. and end at 1 p.m.  Cost is $15 for AGA Oklahoma City Chapter members and $20 for non-members.  The luncheons are recommended for one hour of CPE.  Mark your calendar for these upcoming luncheons (no RSVP necessary):

  • Jan. 19 – Speaker: Andrew Messer, Office of the State Treasurer
  • Feb. 17 – speaker and topic to be decided
  • March 16 – speaker and topic to be decided
  • April 27 – speaker and topic to be decided

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State Comptroller:
Lynne Bajema, CPA

Deputy State Comptroller:
Steve Funck, CPA

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

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