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The Oklahoma Financial Managers Association
has planned its next quarterly meeting for Thursday, April 9, 2015. The option
to register for the meeting on the OKFMA website is currently unavailable for
use. While maintenance is being performed on the website we invite you to attend the seminar
without pre-registering. As always, the seminar is
provided free of charge.
DATE: Thursday, April 9, 2015
TIME: 1:30
- 4 p.m.
PLACE:
Business Conference Center Auditorium
MetroTech Springlake Campus
1900 Springlake Drive, Oklahoma City,
OK
Below is a link to the agenda.
April 2015 Agenda
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PAYROLL
Pursuant to HB 1111, of the 1st session of the 52nd Legislature,
2009, the Office of Management and Enterprise Services (OMES) has established
procedures for agencies converting to the biweekly payroll schedule. As
part of the pre-conversion process, interested agencies must first present a
financial plan to the director of OMES and certify that sufficient funds are
available within the agency’s existing budget to make the conversion.
Interested agencies should contact the OMES Service Desk to request information on
the correct procedures for the conversion. The Service Desk can be contacted at 405-521-2444 or ServiceDesk@omes.ok.gov.
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Public query ‘GO_PY_DED_RUNID_BY_CONFIRM_DT’ is available to
assist with the reconciliation of agency 633xxx accounts. The query contains
useful information such as deduction codes and descriptions for payee identification,
the number of employees with a specific deduction, the total amount deducted
for those employees, and the general ledger 633xxx accounts to which the
deductions were posted. The query is driven by payroll confirm dates, and
system prompts allow the user to select a time frame for payrolls processed.
Access to the query is included in the payroll processor role. Agency finance
personnel will need to coordinate with payroll personnel to have this query run
for them. For questions or more information, please contact James Eyadiel at
(405) 522-4064 or james.eyadiel@omes.ok.gov, or Lisa Raihl at 405-521-3258 or lisa.raihl@omes.ok.gov.
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As a reminder to institutions
of higher education, upon conversion to the PeopleSoft HCM system, changes were
implemented to include the total payroll cost in payroll claims. Amounts
withheld are held in the 994 fund until payment is submitted to the appropriate
vendor.
The 633xxx accounts are used in
the 994 class funding for amounts to be paid from money withheld on the payroll
claim. This withholding could be either employee withholding or state
share. The primary purpose of this fund is to pool money due to
providers/vendors that the agency is responsible to submit. It should not
be used for other agency expenses. Funds that are disbursed from the 994
class funding should use the same 633xxx account that was used when the money
was put into the 994 class fund. The 633xxx accounts are structured similarly
to a tax withholding account or a ‘due to’ type of account.
For example, the retirement
expense related to the payroll is recorded in the operating class funding when
the payroll is processed using a 5xxxxx account code and is also recorded in
the 994 class funding appropriate 633xxx account. Using the 5xxxxx code again
when making the payment from the 994 class fund would duplicate the expenditure
at the agency. The correct 633xxx account should be used to make payment to the
vendor.
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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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In addition to bank routing number errors, an incorrect bank
account number could cause significant delays in the employee’s receipt of his
or her paycheck. Many banks do not reject bad account number deposits until
after the pay date. This means the deposit for the rejected deposit may not be
returned to the state for several days after the pay date. A replacement
warrant cannot be reissued until the money is returned to the state. Please
check and double check when entering employee direct deposit information into
the HCM system.
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The Statewide Employee View functionality can be used to find any
person in PeopleSoft HCM. When trying to determine if an individual
already exists in the system, please search by “National ID” (social security
number). Searching with criteria other than National ID can cause an agency to
identify a person that isn’t truly the one they want. Please review the search
results carefully to ensure the correct individual is found. The navigation
is: Home > Workforce Administration > Personal Information >
Statewide Employee View (0491).
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The Oklahoma Child Support
Employer Services website is a useful tool to be used by agencies regarding income
withholding orders, medical support, reporting terminations, and other related
transactions. The Employer Handbook, Training Videos and Webinars can also be
found on the website.
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Agencies that receive the
Office of the State Treasurer’s (OST) Participant Old/New Routing Number Report
must update the banking information for the employee(s) listed. OST’s current
ACH application automatically updates bank routing numbers based on the latest
table of Federal Reserve Bank routing numbers. This update allows the
items to continue processing for payment.
When an update is made, a
report is generated listing the employee, the incorrect bank routing number
and the correct bank routing number. This report is distributed to agencies to
update employee banking information. This report is sent out by OMES to the
contact listed for the Updated Banking Information. These updates must be made
so transactions will continue to process without interruption after migration
to the new application.
If banking information is not
updated before OST goes live with the new application, items with invalid
routing numbers will be rejected and not processed to pay. The new application
will validate the submitted information against the latest Federal Reserve Bank
routing numbers table and will reject the transaction if the bank routing
number is determined to be invalid. If an item is rejected, it will not leave
OST to be paid and additional processing by the agency will be required to pay
the employee(s). Again, it is imperative that these updates be made so
transactions will continue to process without interruption after migration to
the new application.
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ACCOUNTING
As anticipated the total volume
of paper warrants issued for FY2014 fell below 1.5 million. FY2015 volume
is expected to decrease to 1.2 million paper warrants. Paper warrant
volume has declined by 73 percent over the last seven years. Title 62 § 34.64H
requires that funds disbursed from the State Treasury be sent electronically.
State agencies are able to request an exemption from this requirement
with cause. All exemptions that were requested and approved for FY 2015
will expire June 30, 2015. The FY 2016 Electronic Payment Exemption
Request Form (Request) can be found by clicking here, and should be used by state agencies to
seek an exemption for cause from this requirement. Only requests submitted using this
document and to the web address noted below will be considered.
State agencies must complete
and submit the Request electronically via email to Electronic.Payment.Exemption@treasurer.ok.gov.
Each Request will be evaluated based on the information provided. Each
agency will receive a confirmation of the receipt of their Request.
Subsequently agencies will receive a notification of whether the exemption(s)
sought has been approved. All FY2016 exemptions will expire on June 30,
2016. Agencies should submit their Request(s) by May 15, 2015, to ensure
the exemption(s) can be processed before July 1.
Payments can be processed
electronically and remain confidential, consequently, exemptions will generally
not be granted for this reason alone. If you have any questions
about the requirement or the exemption process, please submit them to Electronic.Payment.Exemption@treasurer.ok.gov.
Additionally, the State Treasurer has statewide contracts available to
state agencies for sending electronic payments via ach or via a debit card.
If you are interested, please contact Diedra O’Neil at diedra.oneil@treasurer.ok.gov
or 405-522-4256.
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