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Due to the timing of the upgrade
processes, the PeopleSoft financial system will be shutting down to agency
financial users at 10 a.m. on Wednesday, Nov. 26. All
transactions that must be processed prior to Dec. 1 in the
financial system need to be completed prior to the shutdown. Included in
this newsletter are specific instructions related to Accounts Payable, Payroll
and Deposits.
Please plan ahead and get your
transactions in as early as possible. Barring unforeseen
circumstances, the system is expected to be operating again by noon on Dec.
1.
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PAYROLL
The
OMES Form PWC has been updated with a new fax number, (405) 522-2186. Please note
this change and begin sending PWC requests to the new number. The updated form and instructions can be
found on the OMES Website.
Faxes
sent to the old number may not be processed in a timely manner which could
cause amounts not to be returned to the state. Agencies are responsible for
collecting any amounts that cannot be retrieved through the PWC process in
accordance with 74 O.S. § 840 - 2.19, Subsection D.
If
you should have questions concerning this change, please contact Lisa Raihl at
(405) 521-3258 or lisa.raihl@omes.ok.gov, Jean Hayes at
(405) 522-6300 or jean.hayes@omes.ok.gov, or Beth Brox
at (405) 522-1099 or beth.brox@omes.ok.gov.
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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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Giving gifts to
employees is restricted and should only be given as part of a formal employee
recognition program. See 74 O.S. § 4121 and 4122. Furthermore, any gift cards,
certificates or coupons given to employees are to be included in the
employee’s taxable income.
These items are
considered by the Internal Revenue Service to be cash or a cash equivalent and
do not meet the requirements to be excludable as a de minimis fringe benefit.
Even when an employer
provides gift cards, certificates, or coupons to purchase a turkey, ham or
other nominal value property, these are considered wages and are subject to
income and employment taxes. This is true even when the card restricts the
items purchased, the time to use the coupon and any unused portion is forfeited.
Cash equivalents do not meet the de minimis fringe benefit requirements.
Process the taxable
amount through payroll using the gift card amount using the TRC Code of “GIFT,”
which will show as earnings code “GFT.” The amount will be included as taxable
income and will be taxed on the paycheck.
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Beginning in 2012, the
IRS mandated Box 12 reporting for the cost of employer-provided health
coverage. The W-2 must show the amount in Box 12 with Code DD.
To correctly report the
cost of health coverage, all payments made for health insurance must
process through the payroll system. Failure to process through payroll
will result in incorrect reporting on the W-2. For help establishing the
appropriate deduction codes, state agencies should contact the OMES
HelpDesk. Assistance will be provided by the EBD HCM Payroll team. For
institutions of education, please ensure payroll file information contains the
total cost of health insurance (employer and employee share).
As a reminder, this
reporting to employees is for their information only. The amount reported is
not taxable and is only intended to inform them of the cost of their health
care coverage.
For questions or more
information, please contact Lisa Raihl at (405) 521-3258 or lisa.raihl@omes.ok.gov,
or Jean Hayes at (405) 522-6300 or jean.hayes@omes.ok.gov.
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Agencies need to review
all outstanding employee overpayments and collect required amounts from
employees. After collection, please submit OMES Form 94P as applicable.
Agencies will be entitled to receive refunds for all forms submitted by Friday,
Dec. 19, 2014. After this date, refunds cannot be returned to the agencies;
however, agencies are still required to submit the form after this date for
employee wage corrections. Corrections due to overpayments will still be posted
to the employee’s 2014 W-2 for requests submitted through Wednesday, Jan. 7,
2015.
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The OMES Form DER,
Deceased Employee Reporting, is required to be completed by agencies when an
employee dies and payments are made after the date of death. The form is on the
OMES website under DCAR Forms. Once completed, please send the form to
OMES/DCAR payroll, attention Lisa Raihl or Jean Hayes. Please have all forms
completed and submitted no later than Wednesday Jan. 7, 2015, so that 2014
year-end reporting will be correct.
For procedures on
processing payroll after the death of employee, the HCM how-to document titled "Payroll Processing for Death of an Employee" is on the EBS website under HCM’s
Module News for "How-to Documents."
NOTE:
Please remember to update the date of death on the HR Personal Data Record,
update Job Data for a termination with the reason code ‘SO4’ (deceased), and
terminate the employee’s direct deposit (Banks will return direct deposits for
deceased customers. A return of an item
will cause a delay to the individual receiving the payment).
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40 O.S. § 165.3a, allows employers to provide employees the option of designating
a beneficiary for wages and benefits payable upon an employee’s death.
There is no requirement for an employer to allow employees to select
beneficiaries, but agencies may want to consider adopting a policy which allows
employees to designate a beneficiary. Providing the option to employees would
relieve stress and anxiety after the death of the employee on the family
members, etc. Also, agencies would have clear guidance on who is to
receive final wage payments and avoid any potential difficulties in determining
who gets the payment(s).
This statute does not
include any longevity payment that may be due as of the date of death of an
employee. 74 O.S. § 840-2.18, subsection H.2, authorizes
any longevity payment to be paid to the decedent’s surviving spouse, or if
there is no surviving spouse, to the decedent’s estate.
For more information or
sample forms and instructions, 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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Please verify the
correct agency address is being used in the HCM payroll system. The agency
address can be found on the Employee’s Earnings Statement. If the address is
not correct for the agency, this will need to be corrected before year end processing
of tax forms. Please contact the OMES Help Desk to have the agency’s address
updated in the payroll system.
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Please instruct
employees to update their address if there has been a change during 2014. As a reminder, in the PeopleSoft HCM system,
the W-2 process loads the employee’s mailing address for IRS Form W-2
reporting. If there is no value in the mailing
address field, then the employee’s home address will be used on the W-2. If there is a value in the mailing address
field that is not to be used on the Form W-2, it will need to be updated or
inactivated.
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For state EBD insurance
purposes in calendar year 2015, please distribute this
listing to Payroll and Human Resource Directors
(to view the table click the link). Questions 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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The PeopleSoft HCM system is not
being upgraded at this time and will be available throughout the holiday
weekend. However, the payroll processes that must connect with the
PeopleSoft financial system will not function, and the processes will run to
“No Success” when the database links are disconnected for the upgrade.
These processes include the budget checking report and the Run GL Process
(PAYGL02). All payroll claim submission documents, including payroll
fund transfers (P9) for Higher Education agencies, must be received by OMES
Transaction Processing by 11:30 a.m. on Wednesday, Nov. 26, to be
processed prior to the shutdown of the financial system.
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ACCOUNTING
State law requires OMES to evaluate the cost for each state
agency’s financial services including but not limited to procurement, payroll,
accounts receivable and accounts payable. Agencies are scored and then
ranked, and it is OMES’ responsibility to evaluate the 10 agencies with the
lowest rankings and contract with those agencies to provide financial services
on a shared-service basis. The information from agencies to perform this
evaluation was due on Oct. 17. A few agencies have not yet provided
this information. Please make this a priority and get this information to
your OMES budget representative immediately. Any agency who has not
submitted the proper information by Nov. 12, 2014, will receive a score of
zero and will automatically be considered to be one of the ten agencies with
the lowest rankings.
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The 9.2 Upgrade is scheduled for
Thanksgiving weekend. In order to experience a seamless transition in accounts
payable, OMES requests accounts payable users diligently review vouchers with exceptions
throughout November and make the necessary corrections timely to process all
payables so that vouchers post as of Nov. 26, 2014.
Vouchers with Exceptions
Vouchers, other than OMES
inter-unit vouchers, must be posted at the time of the conversion. Run the
Matching, Document Tolerance, Budget Checking and Vouchers in Recycle Status
reports to monitor and correct purchase order and/or vouchers so that
all vouchers will process. Vouchers remaining in an unposted status as of the
conversion date will be deleted.
Staging Tables
All payroll withholding vouchers
need to be built as of the conversion date. Run the OCP_Payroll_Vchr_Stage_Validatio query now and just prior to
the conversion date to obtain a list of payroll withholding vouchers in the staging
tables. Run the voucher build process to clear the staging tables. OMES will
build any vouchers remaining in the tables on Nov. 26, 2014, prior to the
Accounts Payable cutoff time.
Accounts Payable Cutoff
Accounts Payable users will be
able to transmit or enter vouchers and make any final voucher corrections until
10 a.m. Wednesday, Nov. 26,
2014. System access will be removed at that time. OMES will complete
pay cycles after this cutoff and will also identify unposted vouchers and delete
them.
Accounts Payable Delta Training
OMES will conduct Accounts
Payable 9.2 Delta Training in the Concourse Theater on Tuesday, Nov. 18,
2014, from 1:30 to 4 p.m. and Wednesday, Nov. 19, 2014, from 9 to 11:30
a.m. In addition, Accounts Payable WorkCenters will be introduced. We encourage
users with AP Claim Entry, AP Reviewer and AP Report Requestor roles to attend
one of these sessions. There is no registration for the delta training.
A handout will be provided in an
OMES Alert announcement that will be sent prior to the training to users who
have subscribed to PeopleSoft Financials – Accounts Payable. In order to
receive the alert notifications, you must subscribe.
Here are the steps to subscribe:
-
Go to www.ok.gov/cio
- Under Online
Tools/Services, click OMES-Alerts (Notifications)
-
Enter the
information it requests – select e-mail in the dropdown.
-
When the list of
possible groups comes up – select anything that is marked PeopleSoft
financials.
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DEPOSITS
The
9.2 Upgrade is scheduled for Thanksgiving weekend. In order to experience a
seamless transition in accounts receivable (deposits), OMES requests accounts
receivable users review deposits not completed throughout November and make the
necessary corrections timely to process all deposits so that transactions will
complete posting by 10 a.m. Nov. 26, 2014. Specific instructions are
given below for different types of deposits.
Journal
Direct Deposits
Cleanup
of old deposits has been monitored this year and you should not see a
significant number of deposits which need attention. You can run the
query OCP_AR_RECONCILE_DEPOSITS using date parameters of 07/01/2014
through the current date to see the status of your deposits. Please
review any deposits that do not have a journal ID in column T. You will
need to access those deposits online to ensure that they have the complete box
checked and a valid budget status. Deposits without a journal ID
can be found in one of three places depending on the deposit’s status: 1)
Accounts Receivable>Payments>Online Payments> Regular Deposits, 2)
Accounts Receivable>Payments>Direct Journal Payments>Create Accounting
Entries, and 3) Accounts Receivable>Payments>Direct Journal Payments>
Modify Accounting Entries.
Searching
in either of the first two navigations should return no results. If
deposits appear under these two navigations, they need to be finalized or
deleted. Many of the deposits that need attention would show in the third
navigation.
Item
Deposits (for agencies that have implemented Accounts Receivable)
Item
deposits that are in Regular Deposits or Express Deposits screens need to be
completed. Deposit worksheets should be completed and put to batch
standard or deleted.
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The
19400 General Revenue Fund cash balance has been certified. Please use
class fund 19500 for agency deposits to General Revenue.
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Effective Dec. 31 OST will no longer
generate Notices of Deposit (NODs) for Higher Education direct deposit payments
sent through AP. Vendors can be set up to receive email remittance information
on direct deposit payments which eliminates the need for NOD creation. If the
discontinuation of NODs presents problems for your agency please contact Diedra
O’Neil at (405) 522-4256 or Diedra.oneil@treasurer.ok.gov
to discuss your concerns and potential solutions.
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