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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.
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PAYROLL
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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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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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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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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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.
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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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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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The
amount the State of Oklahoma pays for employee retirement will remain at 16.5%
for FY 2015.
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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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The
amount the State of Oklahoma pays for employee retirement will remain at 11.0%
for FY 2015.
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There are no TRS rate changes for Fiscal Year 2015. For a complete list of rates, please see
their website.
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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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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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ACCOUNTING
These are the procedures for closing out the current fiscal year and then beginning the new fiscal year activity.
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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.
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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.
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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.
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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.
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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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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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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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ENTERPRISE BUSINESS SERVICES (EBS)
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:
- Provide your requisition creator(s) with a list of Department IDs and how to use them.
- Make use of PeopleSoft User Profile Defaults and have the appropriate Department ID assigned to the appropriate requisition creator.
- If, as a creator, you order for multiple departments, ask for the appropriate department code before you build the requisition.
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 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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