DCAR Newsletter - February 2014

Office of Management and Enterprise Services DCAR Newsletter, Lynne Bajema, State Comptroller; Steve Funck, Deputy State Comptroller; Raymond C. Hanki

Newsletter Archive | Procedures Manual | Forms | State Comptroller

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Don't Forget

1099 M Corrections

All 1099 corrections for 2013 or for previous years need to be submitted to OMES and we will forward the information to the IRS.  If you should have any 1099s that are returned by the vendor with corrections, please issue a new 1099 to the vendor using the blank forms provided with the original 1099s or you may call and make arrangements for OMES to print one for you.  Be sure to send a copy of the incorrect 1099 and the correct 1099 with any documentation to support the change to OMES.  Please contact Beth Brox with any questions at 405-522-1099 or Beth.Brox@omes.ok.gov.


Employee IRS Form W-4

Agencies are reminded to review and ensure employees have valid forms on file for 2014. The exempt Form W-4, Employee’s Withholding Allowance Certificate, expired on Feb. 17, 2014, and employees must submit a new form to continue the exemption for 2014. If you receive an exempt W-4 after Feb. 17, 2014, do not process a tax refund to the employee or submit one to OMES for processing. The W-4 will take effect on the next pay cycle; it is not retroactive to the beginning of the year.  The PeopleSoft HCM query: GO_PY_TAX_EXEMPT_STATUS - Fed or State Tax Exemption can be run by agencies to see who currently is claiming an exemption from income tax withholding. The IRS has posted the 2014 W-4 form on the IRS website.

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Forms W-2 & W-2C.

The following are terms frequently used for different types of W-2s based on when the form is completed. 

Original W-2: Form W-2 that was originally issued to an employee by Jan. 31. 

Reissued W-2: Original Form W-2 reissued to an employee due to the original form being lost, misplaced, not received, etc. Write ‘REISSUED STATEMENT” on the employee’s new copies. A reissued W-2 can be produced at any time because the data is not being changed. The form can include a “reissue date”.

Corrected W-2: Used to correct the original W-2 when an error has been discovered before OMES submits the file to the Social Security Administration (SSA). “CORRECTED” must be written on the employee’s new copies. The form can include a “corrected date”.

The file has been submitted to the IRS so this method should no longer be used for 2013.  Instead, use Form W-2C.

W-2C: Used to adjust the original W-2 (or corrected W-2) information when an error has been discovered after OMES has submitted the file to the SSA.

NOTE: W-2Cs must be submitted to OMES as soon as completed and will be filed with the SSA. Please provide an explanation of the changes from the original W-2.

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State Contribution Fund Interagency Payments

Please do not use vendor # 0000000090 for tax payments that must be submitted to OMES for payroll related items. Payments made in error to OMES vendor # 0000000090 causes delays in the taxes being provided for payment to federal and state entities.  

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 backup withholding on vendors and other withholding taxes due that were not processed through the payroll system (for example 1042-S non-employee withholding, third party sickpay taxes). 

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. 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. 

When payment has been processed, please immediately forward the paperwork detailing the transaction, vendor name, ID, gross payment amount, and other information as needed to Lisa Raihl or Jean Hayes so that the payment can be matched and the taxes can be timely paid. NOTE: Please do not use Vendor # 0000000090; we will not get the money, the taxes will be late, and the agency will be responsible for any late penalties or interest.

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Accounts Payable Reports

The Accounts Payable Reports are being converted from Crystal to XML Publisher. The Budget Checking Error (OCP0224AP) and Document Tolerance Error (OCPAP0422) reports are the first two that will be moved to PeopleSoft Financials during the week of Feb. 10, 2014. The Voucher Form 15A, OCP229AT, will also be converted in February 2014. The navigation to run the PDF reports will remain the same; however, the Process Type on the Process Monitor will be BI Publisher and the reports will have slight variations from the formats used in the Crystal reports.

The Budget Checking Error report has been changed to include not only the vouchers that have budget checking exceptions, but also the vouchers that have a budget checked status of Not Checked. This will allow the vouchers that are no longer in an open AP period to continue to report. The query, OCP_0224_AP_XML_HQ1, can be used to obtain a listing of the vouchers with the amount and statuses of Exception (E) or Not Checked (N) in an Excel format, but it does not provide the budget checking error messages. The original query, OCP_0224_AP, will remain and does report the budget checking errors, but it does not include the vouchers with a Not Checked status. OMES encourages all agencies to run the Budget Checking Error report routinely and make the corrections necessary to process the vouchers timely. Any questions about the report or queries can be directed to patricia.garcia@omes.ok.gov.

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Encore Budgeting Project

The State of Oklahoma (State) acquired the Oracle Hyperion software in May 2012 to replace its aging systems. These systems include: Budget Request System, PeopleSoft EPM (Budget Module), Governor’s Budget Book, Capital Budget, Strategic Planning and Performance Metrics. The goal of the ENCORE project is to implement the Hyperion Software in order to streamline the current budget, strategic planning, and performance management processes, as well as production of the Comprehensive Annual Financial Report (CAFR).

The State has partnered with Deloitte Consulting to implement the software, and are having design meetings with agencies with complex budgeting needs to ensure the software meets their needs for both budget and reporting detail functionality.  All agencies will be shown a prototype and offered extensive training on the system as benchmarks are met.

When the Hyperion tool is fully implemented, the State plans to retire PeopleSoft EPM and the Budget Request System. Hyperion will provide an integrated, end-to-end planning, budgeting, and performance management tool, substantially reducing or eliminating in many areas the need for offline budgeting tools and/or reducing duplicate data entry by allowing uploads from such offline tools as Microsoft Excel.  Further, Hyperion Strategy Management will serve as a tool for inductively engineering new statewide strategic planning and performance management processes. 

The OMES Budget Team will be contacting your agency soon to discuss the new system and try to answer any questions you may have.

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The travel solicitation has closed and the evaluation process is continuing. Due to the holidays, the original schedule was slightly delayed. The highest ranking respondent has been working on their portion of the final offering, scope of work, and details. A contract has not yet been awarded.  

Until a new contract is awarded you may continue to use a travel agent of your choice or choose not to use a travel agent.  Airfare may be purchased through a travel agent, online, or direct with an airline. Please remember that the state only pays for coach fares.

To put it simply the only requirement is that you show due diligence and get the best fare possible whether it is airline, hotel, rental car, etc.  

Please contact the State Travel Office agency.travel@omes.ok.gov

Tammy Howard at 405-522-1654 or Vickie Rivas 405-522-4970

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PeopleSoft Employee Self Service Updates

Payroll managers, please have employees at your agencies login to their HCM PeopleSoft Self Service accounts and update all of their contact information to include work phone numbers and e-mail addresses by Feb. 28, 2014.  This will help to ensure that all employee vendor accounts are updated automatically with their most current email addresses for EFT payment advice.  For any questions, please contact Victoria Baker at Victoria.Baker@omes.ok.gov or at 405-522-3093.

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Volume 24, Number 8
Fiscal Year-2014
February 24, 2014

In This Issue ...


AGA CPE Luncheons

The Oklahoma City Chapter of the Association of Governmental Accountants offers one-hour CPE luncheons almost every month throughout the year.  Luncheons are held in the Burk Burnett Board Room at the National Cowboy and Western Heritage Museum, 1700 NE 63rd.  The cost is $15 for members and $20 for non-members.  Mark your calendars for the following CPE events:

Mar. 12th:
11:30 – 1 p.m.
Speaker:  Don Bellcock, AGA Regional Vice President
Topic:  Setting up a Compliance Review Process

Apr. 16th:
11:30 - 1 p.m.
Citizen Centric and Performance Reporting; Speaker Mary Peterman, National AGA President

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HCM Courses for New Users

The CORE TEAM is offering the following series of HCM courses for new users Mar. 10 - 14:
To fully understand the process, it is recommended new users enroll in the entire series of 5 classes.

  • COR301 Position Management & Maintaining Employee Information Activity #11176: This class is 1-1/2 days.
  • COR104 Base Benefits Activity #11178: This class is 1/2 day (afternoon).
  • COR106 Time and Labor Activity #11179: This class is 1 day.
  • COR105 Maintaining Payroll Activity #11181: This class is 1/2 day (morning). Must also enroll in COR175.
  • COR175 Payroll Processing Activity #11182: This class is 1-1/2 days and begins IMMEDIATELY following COR105.

Employees must contact their agency Nominating Official or Learning Administrator to enroll. Training will be held at the OMES-ISD Data Center Training Room 2023, 3115 N. Lincoln Blvd., Oklahoma City, OK  73105. Classes start promptly at the times indicated. Please arrive 15 minutes early in order to obtain a security badge.

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Exciting News!! CGFM Intensive Review Course to be offered in Oklahoma City

AGA National has some exciting news!  For the first time, they are bringing the CGFM Intensive Review Course (IRC) to our backyard!  Pete Rose, one of the authors of study guide 2, will come to Oklahoma City and present the IRC over two days, where you’ll earn up to 18 CPE credits.  And each participant will also receive FREE exam vouchers (a $327 savings!) good thru May 31, 2014. Here’s what you need to know:

1.    Each participant must be a CGFM candidate to attend the IRC.  

2.    The IRC will take place Apr. 2-3, 2014.  

3.    All three CGFM courses will be reviewed, and the exam updates will be discussed. 

4.    The IRC works best for those who have already taken the CGFM courses, or who have studied on their own.  

Anyone who signs up for the IRC will get FREE access to the online study guides so that when all the editions are updated at the end of February/beginning of March,  those that have signed up will have the most current information.  The online books will be accessible from the time the new versions are released until May 31st.

Please visit AGA’s website for more information.

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OFMA Meeting - Jan. 23, 2014

The Oklahoma Financial Managers Association is planning its next quarterly meeting.  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:   April 10, 2014
TIME:    1:30 - 4 p.m.
PLACE:  Business Conference Center Auditorium MetroTech Springlake Campus
1900 Springlake Drive, Oklahoma City, OK

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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
(405) 521-4679

Payroll Processing:
Elsa Kunnel
(405) 521-6178

AP Manager:
Patricia Garcia, CPA
(405) 522-6855

Vendor Maintenance:
Victoria Baker
(405) 522-3093

OMES Service Desk
(PeopleSoft questions)
(405) 521-2444

Financial Reporting Unit:
Matt Clarkson, CPA
(405) 521-2759

Steve Funck, CPA, CGFM
(405) 521-3231

Chris Forster, MPA CGFM
ABS Director
(405) 521-4619