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 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.
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PAYROLL
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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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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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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ACCOUNTING
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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BUDGET
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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CENTRAL PURCHASING
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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VENDOR MAINTENANCE
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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