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 Public query ‘GO_PY_DED_RUNID_BY_CONFIRM_DT’ is available to
assist with the reconciliation of agency 633xxx accounts. The query contains
useful information such as deduction codes and descriptions for payee
identification, the number of employees with a specific deduction, the total
amount deducted for those employees and the general ledger 633xxx accounts to
which the deductions were posted. The query is driven by payroll confirm dates,
and system prompts allow the user to select a time frame for payrolls
processed. Access to the query is included in the payroll processor role.
Agency finance personnel will need to coordinate with payroll personnel to have
this query run for them. For questions or more information, please contact Patricia
Garcia at 405-522-6855 or patricia.garcia@omes.ok.gov or Lisa
Raihl at 405-521-3258 or lisa.raihl@omes.ok.gov.
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PAYROLL
Agencies are reminded that employee bank deposit slips should NOT
be used to get the bank routing/transit number for setting up direct deposit
information. A voided check from the employee is the most reliable method. If
the employee does not have a voided check or wants to deposit into another type
of account, have the employee call the bank directly to get the routing/transit
number. A bank routing/transit number should never start with the digit “5”.
This indicates a branch of the bank and will cause the direct deposit to fail
and not leave the state. A direct deposit that fails will not leave OST to
be paid and additional processing by the agency will be required to pay the
employee.
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In addition to bank routing number errors, an incorrect bank
account number could cause significant delays in the employee’s receipt of his
or her paycheck. Many banks do not reject bad account number deposits until
after the pay date. This means the deposit for the rejected deposit may not be
returned to the state for several days after the pay date. A replacement
warrant cannot be reissued until the money is returned to the state. Please
check and double check when entering employee direct deposit information into the
HCM system.
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The Statewide Employee View functionality can be used to find any
person in PeopleSoft HCM. When trying to determine if an individual
already exists in the system, please search by “National ID” (social security
number). Searching with criteria other than National ID can cause an agency to
identify a person that isn’t truly the one they want. Please review the search
results carefully to ensure the correct individual is found. The navigation
is: Home > Workforce Administration > Personal Information >
Statewide Employee View (0491).
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AGENCY BUSINESS SERVICES (ABS)
Each year OMES is required
to evaluate agencies for the cost effectiveness of their accounting
transactions and contract with certain agencies. OMES’ Agency Business Services (ABS)
currently contracts with 56 state agencies to provide services in the areas of
- Procurement
-
Accounts Payable
-
Clearing Account Reconciliations
-
Budget Work Programs
-
Direct Journal Deposits
- Accts Receivable & Billing (through PeopleSoft)
Forty-four of these
agencies contracted with ABS voluntarily because it met a specific need
determined by the agency. Other
contracts have been a result of the legislative mandate. OMES would much prefer to contract with your
agency at your request in a time of need, rather than due to the mandate.
In this period of tight
agency budgets, shared services are a savings opportunity for agencies. When an accounting employee retires or moves
to another position, the timing may be right to save by using shared
services. The monthly rate for shared
accounting services is typically much less than the salary and benefits for a
full-time FTE.
ABS processes transactions
at the agency’s direction. They do not
make management decisions for you. The
management of the agency is still in control.
For more information on
shared services or to set up a meeting to discuss specific services for your
agency, contact Steven Hawkins at 405-521-4249 or steven.hawkins@omes.ok.gov.
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ACCOUNTING
Over the next few months, OMES will be reviewing activity in
7xx funds and ASA accounts to ensure that the funds are being used for the
specified purposes for which the accounts were established. In addition, cash controls preventing
negative balances in 7xx funds will be phased in agency by agency. This means that you will not be able to post
a voucher that would cause the cash balance to decrease below zero. Agencies may want to review the Summary of
Receipts and Disbursements to see if they have been overspending the cash in
their 7xx funds historically. If your
agency has concerns or issues regarding the cash controls, you need to contact
Central Accounting and Reporting immediately.
E-mails concerning this topic may be sent to jennie.pratt@omes.ok.gov.
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