DCAR Newsletter - March 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

Top Story

Yes, it’s true! OMES ISD has begun the huge task of upgrading to PeopleSoft Financials 9.2.

Unlike the upgrades you perform at home – this will take months of preparation and careful development. But once it is complete, it will benefit you as individual users in numerous wonderful ways.

If you want to keep up with the “Buzz” surrounding the upgrade, its benefits and its progress, subscribe to OMES Alerts (Notifications) at www.ok.gov/cio.  Just click the link under Online Tools/Services and select as many of the subscriber groups as you like and then watch your e-mail.

OMES ISD will be sending news, tools, tips and inside scoop on the progress of the project – including the Go-Live date.

Subscribe Now!


Biweekly Payroll Conversion Procedure Reminder

Pursuant to HB 1111, of the 1st session of the 52nd Legislature, 2009, the Office of Management and Enterprise Services (OMES) has established procedures for agencies converting to the biweekly payroll schedule.  As part of the pre-conversion process, interested agencies must first present a financial plan to the Director of OMES and certify that sufficient funds are available within the agency’s existing budget to make the conversion.  Interested agencies should contact the OMES HelpDesk to request information on the correct procedures for the conversion. The HelpDesk can be contacted at (405) 521-2444 or HelpDesk@omes.ok.gov.

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PeopleSoft HCM Query for 633xxx Account Reconciliations

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 James Eyadiel at (405) 522-4064 or james.eyadiel@omes.ok.gov, or Lisa Raihl at (405) 521-3258 or lisa.raihl@omes.ok.gov.

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Higher Ed Reminder: Class-Funding 994 and use of 633xxx accounts

As a reminder to institutions of higher education, upon conversion to the PeopleSoft HCM system, changes were implemented to include the total payroll cost in payroll claims. Amounts withheld are held in the 994 fund until payment is submitted to the appropriate vendor. 

The 633xxx accounts are used in the 994 class funding for amounts to be paid from money withheld on the payroll claim.  This withholding could be either employee withholding or state share.  The primary purpose of this fund is to pool money due to providers/vendors that the agency is responsible to submit.  It should not be used for other agency expenses.  Funds that are disbursed from the 994 class funding should use the same 633xxx account that was used when the money was put into the 994 class fund.  The 633xxx accounts are structured similarly to a tax withholding account or a ‘due to’ type of account. 

For example, the retirement expense related to the payroll is recorded in the operating class funding when the payroll is processed using a 5xxxxx account code and is also recorded in the 994 class funding appropriate 633xxx account. Using the 5xxxxx code again when making the payment from the 994 class fund would duplicate the expenditure at the agency. The correct 633xxx account should be used to make payment to the vendor.

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Employee Direct Deposit Verification of Bank Routing Number

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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Employee Direct Deposit Verification of Account Number

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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Searching for Individuals using the Statewide Employee View

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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No Changes to Vouchers after Submission

Do not make changes to vouchers once you have submitted the vouchers and batch slip (batch slip only for agencies using imaging) to OMES since this can cause them not to pay.  OMES continues to see cases where vouchers listed in a batch are not processed in the pay cycle. When we research why this has happened, it’s most often that the voucher has been moved to a different pay group that usually occurs when vouchers are changed. Since OMES selects vouchers to process by the pay group identified on the batch slip, if a voucher’s pay group is changed, the voucher is not selected to process. This will delay processing of the voucher since OMES must attempt to determine why it was not selected in the batch where it was listed. 

If there is a problem with a voucher that is already included on a batch slip and submitted, please call OMES (Ruben – (405) 522-3995, Sharon – (405) 522-4183, or Jeannette – (405) 521-6187) to see if it can be returned to your agency. This will avoid the chance of a voucher being delayed while we research why it was not selected for payment.  Also, if a voucher is listed on a batch slip and you decide not to submit the voucher, be sure to remove the pay group from the voucher and re-run the batch slip so it is not included on the batch.

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Volume 24, Number 9
Fiscal Year-2014
March 11, 2014

In This Issue ...


AGA CPE Luncheons

The Oklahoma City Chapter of the Association of Government 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:  Dr. Beth Stetson, Associate Professor of Accounting, Oklahoma City University
Topic:  'Know Thyself Accountant' - Avoiding Mental Pitfalls!

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

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OFMA Meeting - April 10, 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
Bo Reese- State CIO - Update on IT Consolidation
Lynne Bajema & OMES Panel - Updated Accounting Policies & Procedures

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Payroll Law 2014

Tulsa – April 16, 2014

Oklahoma City – April 17, 2014

Presented by National Seminars Training

For more information, please visit the National Seminar website. 

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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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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