DCAR Newsletter - April 2015

DCAR Newsletter Office of Management and Enterprise Services

Newsletter Archive | Procedures Manual | Forms | State Comptroller

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DCAR/ABS New Address


Please note an address change for DCAR including ABS.  Please find us at 5005 N. Lincoln Blvd, Suite 100, Oklahoma City, OK 73105. Please send any and all correspondence to our new location effective immediately.

Effective April 13, 2015, the main number for DCAR is 405-522-5577.

The Division of Central Accounting and Reporting (DCAR) includes:

  • State Comptroller
  • Agency Business Services (ABS) (Suite 200)
  • Transaction Processing
  • CAFR
  • OMES Finance (Suite 200)
  • ISD Finance (Suite 200)
  • OCIA
  • Statewide Accounting and Reporting
  • Vendor Maintenance


1099 Tax Information Quarterly Report

The first quarter of the 2014 tax year is now complete, and it is time for ALL agencies to run their Miscellaneous 1099 Tax Information Report which will include all transactions from Jan. 1, 2015, through March 31, 2015.  The path for this report in PeopleSoft Financials is:  Accounts Payable/Reports/Payments/ Misc Tax Information Report. 

With this report please review the following:

  • Please pay attention to the 1099 Flag where Y means the vendor should receive a 1099 and N means the vendor should not receive a 1099, and submit any changes.  A 1099 will not be printed if the 1099 Flag is N.  A vendor does not need a 1099 if they are registered as a corporation, non-profit organization or government entity, unless the vendor is a provider of legal or medical services.
  • Make sure that the Name and Tax ID number (TIN) match the information on the vendor’s W-9.  Let us know if we need to add an additional name that will match with the IRS.  Only Name 1 prints on this report, but if you have an additional name for Name 2 it will be added to the vendor information and will print on the 1099.
  • Address 1 in the vendor file is the designated address for 1099 reporting.  If the 1099 Flag is N, only new addresses will be added but address 1 will not change. 
  • Review all warrants processed for each vendor and make sure all are accounted for.  (Any warrant corrections need to be made at the agency level.) 

Please send any corrections on this report to the Office of Management and Enterprise Services (OMES) by May 2, 2014.  If you have any questions contact Beth Brox at 405-522-1099, or by email at Beth.Brox@omes.ok.gov.

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Reporting Requirements for Repayments of Prior Year Wage Amounts

Repayments from employees made in the current year (2015) that are for overpayments of wages in a prior year (2014 or before) must be repaid at the gross overpayment amount in accordance with Internal Revenue Service regulations. A W-2C is required to be completed and sent to OMES. Only Social Security and Medicare wages and taxes are corrected on the W-2C. The employee must sign an IRS Form 843 in order for us to request a refund of employee FICA taxes.  If the employee will be seeking the refund themselves, the Form 843 is not required. DO NOT adjust Federal or State taxable wages or income taxes. The employee received and had use of the funds during the year of overpayment and, 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 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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Searching for Individuals using the Statewide Employee View

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 individual found is who you need. The navigation is:  Home > Workforce Administration > Personal Information > Statewide Employee View (0491).

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Social Security Number Changes

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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There are no accounting updates this month.

Volume 25, Number 10
Fiscal Year-2015
April 9, 2015

In This Issue ...


AGA CPE Luncheon

The Oklahoma City Chapter of the Association of Government Accountants offers one-hour CPE luncheons almost every month throughout the year.  Luncheons are held in the Burk Burnett Board Room at the National Cowboy and Western Heritage Museum, 1700 NE 63.  The cost is $15 for members and $20 for non-members.  Mark your calendars for the following CPE event:

April 22:
11:30 a.m. – 1 p.m.
Speaker: Colleen Flory, OMES Performance Division
Topic: Performance Measurement

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2015 Spring Nonresident Alien Tax Compliance Training Workshops

Offered by Arctic International LLC

Tropicana Hotel in Las Vegas, NV

April 27-30, 2015 

The workshops are geared towards developing solid skills and learning how to manage nonresident alien tax compliance. The workshop class schedule and all of the details are available on their website.

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Payroll 101: Foundations of Payroll Certificate Program

Offered by the American Payroll Association

San Antonio, TX, or Las Vegas, NV

Classes are held several times throughout the year at both locations.

The class is designed to help employees understand the procedures and processes in all aspects of payroll to include new employee forms, calculating pay, withholding and paying taxes and preparing tax returns. The classes can be found on the APA website.

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Payroll 201: Payroll Administration Certificate Program

Offered by the American Payroll Association

San Antonio, TX, or Las Vegas, NV

Classes are held several times throughout the year at both locations.

The class is designed for employees who have the fundamentals of payroll and wish to improve job performance and gain more knowledge. The class gets more in-depth in all aspects of payroll to FLSA, taxable fringe benefits, paying non-resident and resident aliens, corrections to Form W-2 and 941. The classes can be found on the APA website.

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Jennie Pratt, CPA, CGFM
(405) 521-6160 jennie.pratt@omes.ok.gov

General Ledger:
Dan Thomason, CPA
(405) 522-4992 dan.thomason@omes.ok.gov 

Lisa Raihl, CPA
(405) 521-3258 lisa.raihl@omes.ok.gov 

Transaction Processing:
Steve Wilson
(405) 521-4679

Payroll Processing:
Elsa Kunnel
(405) 521-6178

AP Manager:
Patricia Garcia, CPA, CGFM
(405) 522-6855

ISD Finance:
Cathy Menefee, CPA, CGFM
(405) 521-6584

Vendor Maintenance:
Victoria Baker
(405) 522-3093

OMES Service Desk:
(PeopleSoft questions)
(405) 521-2444

Financial Reporting Unit:
Matt Clarkson, CPA
(405) 521-2759

Steven Hawkins, CGFM
(405) 521-4249