Top Story
 The AGA CPE Luncheon on
Jan. 21, 2015, will feature a representative from Maximus Consulting who
will present the effect of OMB's new 'super-circular' on the state.
Two hours CPE is $20, and
lunch is included. The luncheon is limited to the first 50 people who
enroll. To reserve your spot, email your name, phone number and email
address to agaokc@cox.net,
and state that you plan to attend the Jan. 21 luncheon.
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PAYROLL
Employee payroll tax withholdings are not authorized to be
refunded to an employee once withheld from their payroll. Refunds will not be
given for those employees who did not submit a W-4 in time for payroll
processing. All agencies should have a deadline for employees to submit W-4
changes. The effective date of the new W-4 will be the beginning of the next
pay cycle for the employee. This is in compliance with IRS regulations. When
the effective date entered is before the beginning of the next pay cycle, the
system will recalculate the taxes already withheld for a closed period and this
is not authorized by the IRS.
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Corrected W-2 forms must be delivered to OMES by Feb. 20,
2015. Please send the original W-2, a copy of the corrected form and a letter
explaining why the correction is needed. If the correction is due to a
statutory canceled warrant which is not to be replaced, please also send a
letter asking that the warrant not be replaced. Note: Because a warrant
has been canceled by statute is not a reason for such a W-2 correction. If it
was a valid payroll payment, the employee is still entitled to a replacement
warrant; therefore, the original W-2 is correct.
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If an incorrect social security number (SSN) has been
entered into the HCM system, please contact the OMES HelpDesk to have the
number corrected. DO NOT create another employee in the system; this will
only compound the issue. Employees with multiple EmplIDs must have data
combined onto the one correct record and requires many corrections and changes
in the HCM system.
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Repayments from employees made in the current year (2015)
that are for overpayments of wages in a prior year (2014 or earlier) must be
repaid at the gross overpayment amount in accordance with Internal Revenue
Service regulations. A Corrected W-2 or a W-2C, as applicable, is required to
be completed and sent to OMES. Only Social Security and Medicare wages and
taxes are corrected on the Form W-2 or W-2C.
DO NOT correct Federal or State taxable wages or income
taxes. The employee received and had use of the funds during the year of
overpayment and as such, the amounts are taxable for federal and state
purposes. The employee may be entitled to either a deduction or credit on their
current year (2015) Form 1040. Please advise them to speak to their tax
accountant. Additional instructions for Form W-2 and Form W2-C are available on
the IRS
Web site. For assistance, 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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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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As a reminder, agencies must submit payroll information to
OMES by the established deadlines. The deadlines are set for your
protection. Agencies failing to meet deadlines are putting their
employees at risk of not being paid on payday. The responsibility for
late payroll is on the agency if deadlines are not met by the agency.
OMES will notify agency directors when payroll is not submitted by 3
p.m. five business days prior to payday.
Agencies will submit the following payroll documents to OMES
Transaction Processing:
-
The
final Budget Check Report
-
The
final Claim Document – signed
-
The
CA GL Interface Trace File
Agencies that interface payroll (higher education) will
submit the Validate PFT Funding Report if there is a Budget Deficit on the Final
Budget Check Report.
All documents must be received five business (5) days prior
to the actual pay date to ensure adequate time for audit and processing.
Once OMES receives the documents, the reports will be reviewed and the payroll
will be released to be picked up by a process that sends the checks and direct
deposits to the Office of State Treasurer (OST) for further processing.
Payroll documents must be received by 3 p.m. in order for
payroll to be released to the OST file on that day. If the paperwork is
not received by 3 p.m., the payroll will be held until the paperwork is
received.
The following email address should be used for submitting
payroll documents to Transaction Processing for payment of payrolls. This
should also be used for general correspondence on issues involving the
submission of payrolls. This is a group email that allows several Transaction
Processing staff to receive the email notice: payrolltransprocess@omes.ok.gov
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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 12/27/2014 – 01/02/2015 were processed to pay the child
support withholdings on 01/05/2015. 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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1099 INFORMATION
Please review the 1099's you receive and advise OMES
of any changes which you determine necessary. A few blank 1099M forms will be
included for you to make any necessary corrections and you may make more copies
of the blank form if necessary. If you
have several corrections please contact me and we will be able to create new
1099s with your corrections and forward them to you. Please
return any changes to OMES prior to Feb. 20, 2015.
Please note the following procedures pursuant to such
changes in the 1099 documents:
- For missing
addresses or address changes, send us a copy of the 1099 which includes the
address you added or changed and include a notation as to the type of change.
- For name or
FEI/SSN changes, send us a copy of the original and the amended document so
that we have appropriate reference to the changes.
- For all
transaction changes, please send us appropriate documentation which explains
the nature of the amount changes.
- Any changes
that need to be made after Feb. 20, 2015, still need to be sent to OMES and we
will forward the information to the IRS.
In all instances, please make sure that your
documentation includes enough information for us to understand your changes,
the reasons for them and a contact person in case we still have questions.
Questions or comments should be directed as follows:
Beth Brox at (405) 522-1099 or Beth.Brox@omes.ok.gov.
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ACCOUNTING
Do not run the on-demand
budget checking for your vouchers unless absolutely necessary. The normal procedure should be to allow the
budget checking to occur during the overnight processes. Our nightly batch processing will match,
budget check and run doc tolerance on all vouchers, so there is no need for you
to run these for each of your vouchers.
We are aware there is a problem with the amount of time it has been
taking to run such jobs since the upgrade, and we are researching it. Besides the delays with your job running
slow, it also slows down many other critical jobs (i.e., daily pay cycle,
agencies trying to print their batch slips, etc.). And under no circumstances should you submit
the job multiple times when not getting results as fast as you would like,
since this just adds to the problem with all jobs running slow. Therefore, until we can get the run time down
on this job we ask that you avoid running budget checking unless absolutely
necessary.
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We are receiving help desk cases concerning the
formatting of several reports changed by the upgrade. This issue is being reviewed with technical staff. Most, if not all, of the issues have been reported, but if you
believe there is a new finding and a report is not providing correct data, thus
creating operational problems for you, please submit a help desk case to
report it. Even if it is just a spacing issue we welcome your
request. We will continue to work on making improvements to the reports.
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As announced in last
month’s newsletter, a new voucher rejection process is being implemented. You should be seeing the changes any day now
if not already. This process
uses the “attachment” feature available in Oracle 9.2 that links rejection
notices to the voucher records. This allows users to view vouchers and see the
corresponding rejection notices.
Agencies under the
Voucher Imaging Program will be sent an email notification to the agency when
there is a voucher rejection. There is a hyperlink to access the voucher so you
can see the rejection reason. The rejection is an attachment to the
voucher (listed on the top right corner of the Invoice Information tab of the
voucher).
For agencies still submitting the actual voucher
documents, the rejection notice is being attached to the voucher record in the
system and a copy is included with the voucher when returned to your agency as
usual. Agencies interested in the Voucher Imaging Program for
scanning voucher documents and submitting only a file containing the scans
along with the Voucher Batch Slip Notice will need to contact Steve Wilson at
(405) 521-4679 or steve.wilson@omes.ok.gov.
To facilitate the e-mail notification, DCAR must have the proper contact information for the voucher preparer. All voucher contacts should update their PeopleSoft System profile by following these instructions:
- Go to Main Menu → My System Profile (located at the
bottom of the Main Menu).
- Under the section labeled Workflow Attributes, make sure the
“Email User” and “Worklist User” boxes are checked.
- Under the section labeled Email, verify if the email address
listed is correct. If there is no email address, check the box for
“Primary Email Account” and enter your email address.
- Click ‘Save’ at the bottom of the screen.
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OMES posts current notice of bankruptcies on the state comptroller’s website under ‘Related Topics’ - Bankruptcy Notices Received. They
are notices of bankruptcies received by
the attorney general’s office on companies and individuals possibly doing business within the state. There could be possible concerns if your
agency is currently contracting with said company or individual or attempts to
contract with them. Bankruptcy notices are generally time sensitive and require immediate (or near immediate)
attention, therefore, agencies should review this webpage often.
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