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1099 corrections for 2014 or for previous years need to be submitted to OMES
and we will report the corrections to the IRS.
If you should have any 1099s that are returned by the vendor requiring
changes, please issue a ‘corrected 1099’ to the vendor using the blank forms
provided with the original 1099s or you may call and make arrangements for OMES
to print one for you. Send copies of the
incorrect 1099 and the correct 1099 along with any documentation to support the
change to OMES. Please contact Beth Brox
with any questions at (405) 522-1099 or Beth.Brox@omes.ok.gov.
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PAYROLL
Agencies are reminded to review and ensure
employees have valid forms on file for 2015. The exempt Form W-4, Employee’s
Withholding Allowance Certificate, expires on Feb. 17, 2015, and employees must
submit a new form to continue the exemption for 2015. If you receive an exempt
W-4 after Feb. 17, 2015, do not process a tax refund to the employee or submit
one to OMES for processing. The W-4 will take effect on the next pay cycle; it
is not retroactive to the beginning of the year. The PeopleSoft HCM
query: GO_PY_TAX_EXEMPT_STATUS - Fed or State Tax Exemption can be run by
agencies to see who currently is claiming an exemption from income tax
withholding. The IRS has posted the 2015 W-4 form on the IRS website.
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Agencies are reminded to review and
ensure employees have a valid OTC Form OW-9-MSE on file for 2015. The form must
be completed annually to continue the exemption for 2015. If a new exemption
form has not been submitted for 2015, the employee’s withholding status must go
back to the last valid IRS Form W-4 on file with the employer. If you receive an exempt Form OW-9-MSE after
processing a payroll, do not process a tax refund to the employee or submit one
to OMES for processing. The new exemption form will take effect on the next pay
cycle; it is not retroactive to the beginning of the year.
As a reminder, a nonresident spouse
of a nonresident service member may be exempt from Oklahoma income tax on
income from services performed in Oklahoma. OTC Form OW-9-MSE must be completed
and returned to the employer with the required documentation. The instructions to the form list the
“Requirements of Employer” before allowing the withholding exemption. The form must be completed each year the
exemption is to be claimed.
The state PeopleSoft payroll system,
employee State Tax Data will require updating.
The Special Tax Status will be changed to: "Maintain Taxable Gross;
SWT zero unless specified in 'Additional Withholding' below." This does
not affect the Federal Tax Data. Federal
withholding will still be calculated based on the IRS Form W-4 in effect.
Agencies with internal payroll
systems must update the employee tax data as applicable to that payroll system.
Although exempt from state income
tax withholding, the income is still reportable on the W-2 as Oklahoma
wages. Employees with questions
regarding this should contact their tax accountants.
The Oklahoma Tax Commission has
additional information and a section of Frequently Asked Questions on its
website. The form may be found by clicking here.
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The following are terms frequently used for
different types of W-2s based on when the form is completed.
Original W-2: Form W-2 that was originally
issued to an employee by Jan. 31.
Reissued W-2: Original Form W-2 reissued to an
employee due to the original form being lost, misplaced, not received, etc.
Write ‘REISSUED STATEMENT” on the employee’s new copies. A reissued W-2 can be
produced at any time because the data is not being changed. The form can
include a “reissue date”.
Corrected W-2: Used to correct the original W-2
when an error has been discovered before OMES submits the file to the Social
Security Administration (SSA). “CORRECTED” must be written on the employee’s
new copies. The form can include a “corrected date”.
NOTE: 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.
W-2C: Used to adjust the original W-2 (or
corrected W-2) information when an error has been discovered after OMES has
submitted the file to the SSA.
NOTE: W-2Cs must be
submitted to OMES as soon as completed and will be filed with the SSA. Please
provide an explanation of the changes from the original W-2.
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The State Contribution Fund, Vendor ID # 0000000467, is set up to
process using the wire payment method. This vendor should be used for
tax payments due to OMES for backup withholding on vendors and other
withholding taxes due that were not processed through the payroll system (for
example 1042-S non-employee withholding, third party sick pay taxes).
Agencies that have vendors requiring backup withholding on
miscellaneous claims need to process and submit payment to OMES (Vendor ID #
0000000467) at the same time payment is made to the vendor. Agencies that have
taxes due on items not processed through the payroll system need to process and
submit payment to OMES (Vendor ID # 0000000467) immediately for timely deposits
to the IRS.
When payment has been
processed, please immediately forward the paperwork detailing the transaction,
vendor name, ID, gross payment amount and other information as needed to Lisa
Raihl or Jean Hayes so that the payment can be matched and the taxes can be
timely paid.
NOTE: Please do not use
vendor # 0000000090 for tax payments that must be submitted to OMES for payroll/vendor
related items. Payments made in error to OMES vendor # 0000000090 causes delays
in the taxes being provided for payment to federal and state entities. This
could cause the taxes to not be paid timely and the agency will be responsible
for any late penalties or interest.
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ACCOUNTING
In early January 2015, OMES
implemented a new system for voucher rejections. For scanned agencies, this
system utilizes the Notify function in PeopleSoft to electronically notify
users of a voucher rejection. It also enables the OMES auditors to upload a
copy of the rejection notice to the voucher attachments for all agencies,
regardless of scanning capabilities, to ensure a copy of the voucher rejection
notice will remain with the voucher record.
The system is designed to send
the electronic notification to the creator of the voucher for scanned agencies.
However, after implementation of the new system, one major issue was
discovered. For some agencies, the creator of the voucher record is only
responsible for loading the voucher into PeopleSoft and does not perform any
voucher corrections.
One solution to this problem
relies on communication within the agency. If the voucher creator is not
responsible for correcting the voucher, the creator should forward any
rejection emails to the appropriate person for correction.
The second solution involves a
group email notification. The scanning agency can choose to create a group
Accounts Payable email. OMES will send the rejection notice to the group email,
which will alert every member of the group that a voucher has been rejected.
This will reduce or eliminate the risk of having a rejected voucher lingering
in PeopleSoft because the agency is unaware of the rejection, as it may go
untouched when someone is out of the office. It also allows the agency to
update the members of the group email for such things as when employees leave
or join the agency, without having to notify OMES. Please note that we do not
want a list of multiple contacts, but rather a single group email.
If your agency is one in which
the voucher creator does not perform voucher corrections, and you choose to
create a group email for voucher rejections, please send the email address to
Jeannette Pascher at jeannette.pascher@omes.ok.gov
or to Cathrine Edge at cathrine.edge@omes.ok.gov.
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VENDOR MAINTENANCE
It is important that suppliers complete and sign all documentation
required for financial and procurement purposes. It is unlawful to complete
financial documentation on behalf of suppliers without proper authority
granted.
The OMES Vendor Payee form and other applicable IRS W-9
documents act as a legal financial document and should be completed and signed
by the vendor only. Agency personnel are not authorized to complete the vendor
portion of the document. The signature requirement is governed under Oklahoma
Statute Title 21 and is a requirement for vendor verification of the accuracy
of the information per Federal IRS guidelines. Under this guideline, the signature
received must match the authorized agent capable of verifying accuracy of Name,
Business Type, IRS Certifications and Tax ID number provided on form.
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As a reminder, please do not disseminate EFT enrollment
forms or accept EFT information from payees. Supplier should complete and sign an
OMES Vendor Payee Form. Please ensure payee includes email(s) to be used for
EFT registration notification and future remittance advices. Please use the
most current Vendor Payee document located on the OMES DCAR Forms Page.
Agency will complete Agency section of form and submit to
OMES Vendor Management for processing via email to vendor.form@omes.ok.gov.
Please advise supplier they will receive email within 48
hours providing instructions for online EFT registration. Supplier must have
the PIN number and PS Vendor ID included in the email in order to register for
EFT Financial Registration. Supplier should follow instruction provided to
complete online enrollment. Supplier will receive a verification email of
pending approval with attached EFT Enrollment Request form. Form is also
available within registration portal under banking step as PDF download. Supplier
should complete sections I and section II of the form and have their financial
institution complete and sign section III. Form should be submitted direct to
the Office of State Treasurer for processing via fax or mail using provided
instructions. Please advise vendor not to email form.
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All vendors intended for use on a State Contract or Purchase
Order should register via the State of Oklahoma Vendor Registration Portal
prior to award. The registration process allows suppliers a central location to
verify compliance with all state procurement requirements. This information
needs to be verified for all vendors regardless of payment amount to ensure
compliance with other state laws governing individuals and businesses providing
goods or services to the State of Oklahoma.
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Agencies granted exemptions under the Central Purchasing Act
should note the exemptions provided encompass agency requirements for
information verification and do not exempt suppliers from all requirements.
Suppliers must still register their individual or business information with the
Oklahoma Secretary of State, Oklahoma Tax Commission and have active Worker’s
Compensation Insurance. Additionally all payees must agree to be paid via
Electronic Funds Transfer (EFT) unless an exemption is submitted to the
Oklahoma Office of State Treasurer and approved.
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In order to maintain an accurate payment and procurement
system, annual supplier inactivation will occur on March 9, 2015. All vendors
with no payment or procurement activity since 01/01/2013 will be inactivated in
the PeopleSoft supplier record. Inactivation will not affect suppliers with
current contracts, purchase orders, payment history or active registration.
Reactivation requests should only be submitted for suppliers
having new business with a state agency. To reactivate, please have payees
complete all registration requirements and complete a new OMES Vendor Payee
form or W-9 prior to submission of reactivation request.
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Suppliers will soon have access to a revised State of
Oklahoma ESupplier Registration system. The system will allow new Bidders to
enroll in EBid services in which they enroll to receive a temporary Bidder ID.
The Bidder ID will allow potential suppliers not in PeopleSoft to receive
automated bid notifications for solicitations matching the UNSPSC codes
matching their registered product or service.
Prior to award, the Bidder would then be assigned a
PeopleSoft Supplier ID and their online EBIDDER account converted to the ESupplier
Account. All Supplier Registration requirements will be entered within the
ESupplier Account. Once approved, all information including Workman’s
Compensation, Secretary of State, and Oklahoma Tax Permit information will be
accessible in the PeopleSoft Supplier file for state procurement use. Existing registered vendors will receive
notification soon of the new changes to their registration and existing
ESupplier login accounts as well.
As part of the change initiatives, new tools are being
developed within PeopleSoft to create an improved vendor review and selection
process. Instructions and training will be provided to State procurement
personnel in the upcoming months. Current registered suppliers should also be
on the lookout for additional communications and updates which will be issued
via the DCAR Newsletter and Central Purchasing email communication systems.
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