DCAR Newsletter - June 2014

Newsletter Archive | Procedures Manual | Forms | State Comptroller

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Certified Government Financial Manager (CGFM) Course

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Due to high demand, the Certified Government Financial Manager course is coming to Oklahoma City again next spring. The courses will be offered March 4-11, 2015.  This intense six-day training course on government financial management offers 48 hours of CPE and costs $1,150 before the early-bird deadline of Jan. 15th.  For more information contact Riley Shaull at riley.shaull@trs.ok.gov.


PeopleSoft HCM System FICA Status Selection

When setting up newly hired employees in the HCM system on Job Data, please be very careful with the FICA status selected. Most employees will be ‘Subject’ to FICA taxes. There are few exceptions to this rule. For rehired employees, the FICA status and all other employee information must be thoroughly reviewed by the agency to ensure the setup is correct as well.

If an incorrect status is selected, the employee will not have the required taxes withheld on each paycheck. When the error is discovered, the employee may be required to pay a significant amount for the taxes that should have been withheld. The agency also will be responsible for the employer’s share of FICA taxes and any resulting penalties and interest.

In the HCM system, agencies can run the query: GO_HR_FICA_NOT_SUBJECT. This will show those employees in the agency that are not subject to FICA and further review of the status can be completed. For questions regarding the FICA status of employees, please contact Lisa Raihl at (405) 521-3258, lisa.raihl@omes.ok.gov or Jean Hayes at (405) 522-6300 or jean.hayes@omes.ok.gov.

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Employee Terminations and Rehires - Reminder

Upon employment termination, agencies must terminate employee general deductions and benefits.  This will prevent errors if the employee is rehired as these items process automatically if not terminated.

Upon rehire of an employee, agencies must verify all data, including general deductions and benefits.  All data must be verified that it is set up correctly for the new position.

Failure to complete these steps could result in items processing through payroll that may not be correct. Items processed incorrectly causes reporting errors and undue burden on others outside the payroll arena. 

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Adjustments to Oklahoma Child Support Payments

Agencies must notify OMES/DCAR 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 5/24/2014 – 5/30/2014 were processed to pay the child support withholdings on 6/02/2014. 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, lisa.raihl@omes.ok.gov or Jean Hayes at (405) 522-6300, jean.hayes@omes.ok.gov.

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Fiscal Year Funding Changes on PS Payroll

Each fiscal year, funding attached to individuals in the payroll system has to be updated for the new year funding codes. This avoids voluminous manual changes. OMES will process new effective dated rows in the PeopleSoft HCM ACCT_CD table. This process will be run in June and will include an effective date of July 1, 2014. Payroll processed after the update will look to the pay period dates to determine which funding will apply. No new ’15 funding lines will be created until this update has been put into production. 

The changes are for Budget Reference from “14” to “15”, and for the General Revenue Fund from 194 to 195. For example, class-funding ‘19401’ would be revised to be ‘19501’. However, class-funding 193xx and prior years will not be “rolled forward” to 194xx or 195xx.  Additionally, any ’13 and prior bud refs will not be updated and the HR account code containing those bud refs will be inactivated. In the case of capital projects, if your agency funds payroll from a ’13 or prior bud ref, please contact Jennie Pratt now at jennie.pratt@omes.ok.gov.

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FY Combo Code Conversion Schedule

The schedule for running the FY Combo Code Conversion process is:

  • Evening of July 1, 2014 – Department of Human Services & Higher Ed. This process must be run prior to running the July 15, 2014 payroll.
  • Evening of July 2, 2014 – Higher Ed Agencies with Bi-Weekly “A01”.  This process must be run prior to running the July 18, 2014 payroll.
  • Evening of July 07, 2014 – All Agencies Having Bi-Weekly Payrolls. This process must be run prior to running ‘B01’ or ‘C01’ payrolls which pay on July 25, 2014.
    (NOTE: This date includes agencies running both Monthly and Bi-Weekly payrolls. All supplemental and off-cycle payrolls must be completed and processed to GL by 5 p.m. on July 03.)  
  • Evenings of July 17 and 18, 2014 – All Monthly Anticipatory Agencies. Do not begin processing M01 until July 21.

NOTE: As soon as all On- and Off-Cycle payroll processes are completed for the June pay period, please notify Enterprise Business Services (formerly known as CORE) by creating a Help Desk case asking for the case to be assigned to the HCM Payroll group.  This will enable the Enterprise Business Services (EBS) team to try and schedule the agency’s FY Combo Code Conversion Process earlier.  

Questions may be directed to Carol Barton at (405) 522-4371 or carol.barton@omes.ok.gov or Ed Bejarano at (405) 522-1729 ed.bejarano@omes.ok.gov.

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Changes in Fees for SoonerSave Deferred Savings Plan

The rate certified for the administrative cost which will be calculated in payrolls submitted for the fiscal year beginning July 1, 2014, has changed to $1.55 per month for any qualified participant. The equivalent amount for a bi-weekly pay period is $0.72. This change will be reflected in any payrolls submitted with a pay period code of M01 or B01.

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No Change in State Share of Oklahoma Public Employees Retirement System

The amount the State of Oklahoma pays for employee retirement will remain at 16.5% for FY 2015.

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Change in Employer Contribution Rate for Justices and Judges Retirement System

The employer contribution rate for the Uniform Retirement System for Justices and Judges will increase effective July 1, 2014 from 14.5% to 16.0% beginning with any payrolls submitted with a pay period code on M01 or B01.

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No Change in State Share of Oklahoma Law Enforcement Retirement System

The amount the State of Oklahoma pays for employee retirement will remain at 11.0% for FY 2015.

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No Changes in Teachers Retirement System (TRS) Contribution Rates

There are no TRS rate changes for Fiscal Year 2015.  For a complete list of rates, please see their website.

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Schedule of FY-2015 Pay Periods

Please distribute the FY-2015 Pay Date schedules to Payroll and Human Resource Directors. 

FY-2015 Pay Date Schedules

Questions on the codes may be directed to Lisa Raihl at (405) 521-3258, lisa.raihl@omes.ok.gov or Jean Hayes at (405) 522-6300, jean.hayes@omes.ok.gov.

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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.  This has been changed for the privacy and security of the employee. Please do not submit with 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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Fiscal 2014 Year End Miscellaneous Claim Vouchers and Orders Processing

These are the procedures for closing out the current fiscal year and then beginning the new fiscal year activity.

  • Miscellaneous Claim Voucher Processing
    Voucher batches received by 1 p.m. on Friday, June 27, 2014, will be processed for payment by the close of business June 30. Vouchers received at OMES after 1 p.m. will be held and processed for payment in FY 2015. Vouchers can be created through 5 p.m. on Friday, June 27, 2014, to accrue for 2014 expenditures in FY 2014. New vouchers should not be created on Monday, June 30, 2014; since it is reserved for fiscal year closing activities and agencies should resolve all voucher exceptions. New vouchers may be created beginning on Tuesday., July 1, 2014.
  • EDT Vouchers Submission
    Agencies uploading voucher data via ‘EDT’ transmissions should provide for sufficient internal lead time so that paper vouchers arrive at OMES by the 1 p.m. Friday, June 27, 2014, deadline.  Alternate System Agency vouchers transmitted after 12 p.m. on June 27, 2014, will be paid on Monday, June 30, 2014. ‘EDT’ transmissions should not be submitted on Monday, June 30, 2014; ‘EDT’ agencies should resolve all voucher exceptions. New ‘EDT’ transmissions may be submitted beginning on Tuesday, July 1, 2014.
  • Manual Warrants
    The cutoff for issuing manual warrants is noon on Friday, June 27, 2014, for non-alternate system agencies and 5 pm for Alternate System Agencies. Agencies whose warrants are entered into the system by OMES must have the supporting paperwork to OMES by 5 p.m. on Friday, June 27, 2014. Manual warrants should not be issued on Monday, June 30, 2014, since vouchers are not to be created on this day. Manual warrants may be issued and the associated voucher created beginning on Tuesday, July 1, 2014.
  • 340 Fund Expenditures
    Expenditure entries for 340 funds for June 27, 2014, and prior days must be received by 9 a.m. on June 30, 2014, to be processed in FY 2014. Expenditure entries for 340 funds for June 30, 2014, must be received by 3 p.m. on June 30, 2014, to be processed in FY 2014.
  • WARNING! Payments Due (Effective) July 1, 2014 Because of the 'expenditure by fiscal year' accounting requirement, payments due or effective on July 1, 2014, and after may not be processed as FY 2014 business (i.e., pre-FY 2015). This may involve such payments as rental agreements, post office box services, contractual maintenance agreements, subscription renewals, etc. Agencies are advised to forewarn their vendors and contractors of this end-of-year processing dilemma, which could delay payment beyond the due date.

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Accounts Payable Year-End Preparations

Vouchers other than inter-unit billings and payroll withholding vouchers older than 30 days on June 30, 2014 that have not posted because of matching, document tolerance, budget checking or recycle exceptions will be deleted that day. To identify and correct vouchers prior to that date, please run the following reports beginning now: Match Exception, Document Tolerance Exception, Budget Checking Error and the Vouchers in Recycle Status. If a voucher is not corrected while it is an open accounts payable period, the accounting date on the voucher must be changed to the current date so it will budget check. Contact the OMES Service Desk at (405) 521-2444 if assistance is needed to resolve the errors identified on these reports. 

All payroll withholding vouchers in the staging tables should be built as of June 30, 2014. Additionally, to ensure expenditures and liabilities are reported properly and to facilitate the reconciliation processes, run the OCP_AP_UNPAID_VOUCHERS query to monitor unpaid vouchers. If vouchers have been created but will not be paid, please delete vouchers that have never posted and close vouchers that have posted.

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OMES Inter-Unit Vouchers

Aging OMES inter-unit vouchers that are not posted should be reviewed and processed to record the liability in fiscal year 2014. If a voucher amount is disputed, please contact the OMES Service Desk at (405) 521-2444 to report the dispute.

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Department IDs Required for Successful E-Pro Routing

Department ID is a required field on e-Pro requisitions. It is used to determine where and how your requisition will be routed for approvals. 

What happens if there is no Department ID?

Your agency workflow path will show several skipped steps ending in error.

Your agency workflow path can be viewed at any point in the approval process or just after submission.   

When should the Department ID be entered?

Department ID should be entered when the requisition is created, however, the first approver in your agency approval workflow can also enter it. 

What happens if it is entered or corrected at that point or later?

If the Department ID is entered or changed AFTER it is submitted – the requisition approval will reinitiate. This means it will go back to the first person in your agency approval workflow and have to be approved again. 

What if the requisition creators do not know the Department ID?

There are several options:

  1. Provide your requisition creator(s) with a list of Department IDs and how to use them.
  2. Make use of PeopleSoft User Profile Defaults and have the appropriate Department ID assigned to the appropriate requisition creator.
  3. If, as a creator, you order for multiple departments, ask for the appropriate department code before you build the requisition.

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Financials Upgrade to Provide User Help

Upgrade robot

Nothing puts a kink in your work rhythm like forgetting a step in a process. Not being able to find the answer quickly and on your own only compounds the problem. PeopleSoft Financials 9.2 offers a way for you, as users, to find answers to some questions more efficiently and quickly than you can now.

Scattered throughout all of the modules are question mark (?) buttons. These question marks can be customized with Oklahoma-specific help information that you, as the user, can access right from your work screen.

In the coming weeks and months, EBS Training will be working with the Subject Matter Experts (SMEs) and agency users to make these as accurate, relevant, and useful as possible. We will even have the ability to add links to training videos and other resources you can access with the click of a button!

This in no way means we are not still going to be here to offer assistance to our users -- but sometimes, you don't need extensive help -- you just need a quick answer.

This is also one of the tasks from the upgrade that will evolve over time. Making sure that training resources are ready and available for go-live is the priority, but these little helpers will become more and more robust in 2015.

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Volume 24, Number 12
Fiscal Year-2014
June 17, 2014

In This Issue ...


OFMA Meeting - August 7, 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:   Aug. 7, 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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Payroll Law 2014

Oklahoma City – Aug. 26, 2014

Tulsa – Aug. 27, 2014

Presented by Fred Pryor Seminars

1-Day Seminar cost - $199.00
For groups of 5 or more, $189.00

For more information, please visit the website.

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Upcoming Local Training/CPE 14th Annual Oklahoma Payroll Conference

Friday, Sept. 19, 2014
Presented by the Oklahoma City and Northeastern Oklahoma Chapters of the American Payroll Association 
Moore Norman Technology Center
South Pennsylvania Campus
13301 S Pennsylvania Oklahoma City, OK  73170

$90.00 Prior to July 1, 2014
$110.00 July 1 – Sept. 1, 2014
$150.00 Sept. 2 – Sept. 18, 2014
$200.00 Day of Training

For more information, please visit the website.

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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

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