Top Story
 Beginning in FY16 the use of
the Program Code will be required on all transactions that are processed in the
PeopleSoft system. This includes transactions for the new year as well as
transactions processed in the new year for FY15. We have been receiving
several questions regarding when the chartfield will be required. The new
field will be required on vouchers, payroll, purchasing and deposits.
If you have not had the
opportunity to attend any of the town hall meetings, make sure you catch the
next presentation. You may also view information about the programs on
the website.
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PAYROLL
The schedule for running the FY Combo Code Conversion
process is:
- Evening of July 1, 2015 – Department of Human Services
& Higher Ed. This process must be run prior to running the July 15,
2015, payroll.
- Evening of July 2, 2015 – Higher Ed Agencies with
Bi-Weekly “A01”. This process must be run prior to running the July
17, 2015, payroll.
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Evening of July 06, 2015 – All Agencies Having Bi-Weekly Payrolls. This process must
be run prior to running ‘B01’ or ‘C01’ payrolls which pay on July 24, 2015.
(NOTE: This date includes agencies running both monthly and bi-weekly
payrolls. All supplemental and off-cycle payrolls must be completed and
processed to GL by 5 p.m. on July 02.)
- Evenings of July 16 and 17, 2015 – All
Monthly Anticipatory Agencies. Do not begin processing M01 until July 20.
NOTE: As soon as all on- and off-cycle payroll
processes are completed for the June pay period, please notify Enterprise
Business Services by creating a Service desk case asking for the case to be
assigned to the HCM payroll group. This will enable the EBS team to try and schedule the agency’s FY Combo Code
Conversion Process earlier.
Questions may be directed to Carol Barton at 405-522-4371
or carol.barton@omes.ok.gov.
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The rate certified for the administrative cost which will be
calculated in payrolls submitted for the fiscal year beginning July 1, 2015,
has changed to $1.70 per month for any qualified participant. The equivalent
amount for a bi-weekly pay period is $0.78. This change will be reflected in
any payrolls submitted with a pay period code of M01 or B01.
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The amount the State of Oklahoma pays for employee
retirement will remain at 16.5% for FY 2016.
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The employer contribution rate for the Uniform Retirement
System for Justices and Judges will increase effective July 1, 2015, from 16.0%
to 17.5% beginning with any payrolls submitted with a pay period code on M01 or
B01.
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The amount the State of Oklahoma pays for employee
retirement will remain at 11.0% for FY 2016.
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There are no TRS rate changes for Fiscal Year 2016.
For a complete list of rates, please see the TRS website.
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Please distribute the FY-2016 Pay Date schedules found FY-2016 Pay Date schedules to Payroll
and Human Resource directors. Questions on the codes 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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Beginning with payrolls effective January
2016, the PFT will require detailed information to record the expenditures in
the state’s financial system. In addition, new account codes have been set up
for use by higher education in the PFT and for payments of withholdings.
The following documents have been created
to assist institutions with these changes:
New HE PFT account codes.xlsx: This document
contains two tabs.
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The
tab ‘Final New PFT Acct Codes’ includes accounts to be used for the PFT and for
payments. Please note the differences: PFT withholding/liability accounts begin
with “485” while payment accounts begin with “585”. Salary and employer expense
accounts remain as currently published; common accounts used are included for
reference.
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The
tab ‘Common Account Codes Used’ includes the common accounts descriptions.
485xxx accounts for SW Acctg Manual
Appendix3.xlsx:
This document includes the 485xxx accounts that will be published in the Statewide
Accounting Manual.
585xxx accounts for SW Acctg Manual
Appendix4.xlsx:
This document includes the 585xxx accounts that will be published in the
Statewide Accounting Manual.
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ACCOUNTING
For those who utilize speed types in the PeopleSoft
Financial system, please be aware that effective July 1, 2015, the program
chartfield is required on all PeopleSoft transactions to align with the governor’s statewide goals. Established
speed types in PeopleSoft will need to be modified to include the
program chartfield. If they are not modified, users will have to add
the program chartfield on the transactions independently. We recommend
that
you review all of your speed types and insert a value for the program
chartfield. This can be completed prior to July 1, 2015. Navigation
to speed types maintenance in PeopleSoft is Set Up Financials/Supply
Chain> Common Definitions> Design Chartfields> Define Values> Speed
Types. Please contact your budget office to identify specific
program values related to your agency. For more information on the Statewide Goal
Initiative please visit the governor's website.
If you have any further
questions, please contact Stefani Hovarter Stefani.hovarter@omes.ok.gov or
Jun Ma-Roberts Jun.Ma-Roberts@omes.ok.gov.
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Per 62 O.S. § 34.68, agencies are limited to a maximum
of 5 “agency approving officers” for approving expenditures. An OMES Form 13
Signature Card, must be submitted to establish a new agency approving officer.
To remove a person as an approving officer, submit a notice to OMES Transaction
Processing, attention Jeannette Pascher. To confirm the cards we show as active
for your agency, please contact Jeannette Pascher at 405-521-6187 or jeannette.pascher@omes.ok.gov.
NOTE:
We
still have “active” cards on approving officers that we know are no longer with
an agency. Please be sure to submit new cards or deletion requests when changes
are made.
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The
fax number for sending in vendor maintenance forms is 405-522-3663. This is a
change from the number used in the past. This new fax
number is directly to the Vendor Maintenance Unit and will avoid possible
delays in routing forms still received at the olf number.
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These are the procedures for
closing out the current fiscal year and then beginning the new fiscal year
activity.
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Miscellaneous Claim Voucher Processing
Voucher batches received by 1 p.m. on Monday,
June 29, 2015 will be processed for payment by the close of business June
30. Vouchers received at OMES after 1 p.m. will be held and processed for
payment in FY 2016. Vouchers can be created through 5 p.m. on Monday, June
29, 2015, to accrue for 2015 expenditures in FY 2015. New vouchers should
not be created on Tuesday, June 30, 2015; since it is reserved for fiscal
year closing activities and agencies should resolve all voucher
exceptions. New vouchers may be created beginning on Wednesday, July 1,
2015.
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EDT Vouchers Submission
Agencies uploading voucher data via ‘EDT’
transmissions (vouchers from remote) should provide for sufficient
internal lead time so that paper vouchers arrive at OMES by the 1 p.m. Monday,
June 29, 2015, deadline. Alternate System Agency vouchers
transmitted after 12 p.m. on June 29, 2015, will be paid on Tuesday, June
30, 2015. ‘EDT’ transmissions should not be submitted on Tuesday, June 30,
2015; ‘EDT’ agencies should resolve all voucher exceptions. New ‘EDT’
transmissions may be submitted beginning on Wednesday, July 1, 2015.
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Manual Warrants
The cutoff for issuing manual warrants is noon
on Monday, June 29, 2015, for non-alternate system agencies and 5 p.m. for
Alternate System Agencies. Agencies whose warrants are entered into the
system by OMES must have the supporting paperwork to OMES by 5 p.m. on Monday,
June 29, 2015. Manual warrants should not be issued on Tuesday, June 30,
2015, since vouchers are not to be created on this day. Manual warrants
may be issued and the associated voucher created beginning on Wednesday,
July 1, 2015.
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340 Fund Expenditures
Expenditure entries for 340 funds for June 29,
2015, and prior days must be received by 9 a.m. on June 30, 2015, to be
processed in FY 2015. Expenditure entries for 340 funds for June 30, 2015,
must be received by 3 p.m. on June 30, 2015 to be processed in FY 2015.
WARNING! 2016 Expenses Due Early in July 2015
Payments for 2016 expenses may not be paid with 2015 budget. For example July rent. These payments may not be paid until the agency receives its 2016 budget. Agencies should notify vendors and contractors of this end-of-year processing dilemma, which could
delay payment beyond the due date.
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Vouchers other than inter-unit
billings and payroll withholding vouchers older than 30 days on June 30, 2015,
that have not posted because of matching, document tolerance, budget checking
or recycle exceptions will be deleted that day. To identify and correct
vouchers prior to that date, please run the following reports beginning now:
Match Exception, Document Tolerance Exception, Budget Checking Error and the
Vouchers in Recycle Status. If a voucher is not corrected while it is an open
accounts payable period, the accounting date on the voucher must be changed to
the current date so it will budget check. Contact the OMES Service Desk at
405-521-2444 if assistance is needed to resolve the errors identified on
these reports.
All payroll withholding
vouchers in the staging tables should be built as of June 30, 2015.
Additionally, to ensure expenditures and liabilities are reported properly and
to facilitate the reconciliation processes, run the OCP_AP_UNPAID_VOUCHERS
query to monitor unpaid vouchers. If vouchers have been created but will not
be paid, please delete vouchers that have never posted and close vouchers
that have posted.
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Effective July 1, 2015, the program code is required on the
voucher. Fiscal year 2015 purchase orders will not include the program code.
Therefore, PO and direct vouchers created after June 30, 2015, for expenditures prior
to fiscal year 2016 will require the payer to enter the program code of NP000.
Fiscal year 2016 expenditures require the appropriate program code. The link to
program codes and descriptions are on the Project ENCORE website, Town Hall
Meeting | March 9, 2015.
If you create vouchers with SpeedCharts, you may want to add
the applicable program codes to the SpeedCharts. See page 19 in the COR113 AP
Regular Vouchers manual to correct the history of an existing SpeedChart.
For agencies using the Vouchers From Remote Agency
interface, the program code of NP000 or C0103 will populate the voucher without
intervention from the agencies and will occur prior to July 1, 2015.
OMES will populate the program code NP000 for the P-Card
vouchers built in July. The program code will be available in Works in July to
include on the transactions posting to the bank’s site after June 30, 2015.
If you have personalized the voucher to hide unused
chartfields, then the program field may not be visible. Reconfigure the
setup to use the new chartfield.
Direct all questions about the program code to the OMES Service
Desk at 405-521-2444.
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Aging OMES inter-unit vouchers that are not posted should be reviewed and processed to record the liability in fiscal year 2015. This includes inter-unit credit vouchers. If a voucher amount is disputed, please contact the OMES Service Desk at 405-521-2444 to report the dispute.
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There have been several inquiries
about running the Misc Inter/Intra Agency report to Excel. It can be run to
Excel using the following steps.
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Run the report as a pdf first using
the menu navigation, Accounts Payable > Reports > Payments > Misc
Inter/Intra Agency
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Navigate to Reporting Tools >
Query > Query Viewer and run the public query, OCP_AP0072_AGENCY_TRANSFERS,
to Excel
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Populate the user ID and run control
ID used to run the pdf
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Filter the Excel spreadsheet on
column Y for the plus sign to identify the payments from agencies that are able
to pay more than one invoice on a voucher and remove the duplicate amounts in
column P.
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Sum the total in Excel and compare
the total to the pdf
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Some errors
received while processing transactions after June 30, 2015, may be due to a
blank value in the program chartfield. The error is not limited to a
blank program chartfield, but any chartfield. Other chartfields include
ACCOUNT/FUND_CODE/DEPTID/CLASS_FLD. To resolve the error, please first
insert a value into the program chartfield. If the error persists, check
other chartfields. Examples of error messages are attached below.
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Higher Education Payroll Processing and Reporting
OMES has created a new
subscription topic for Higher Education agencies. Information will be sent out
to assist in the upcoming employer change. Beginning Jan. 1, 2016, Higher
Education institutions will be required to process payroll and perform reporting
for their employees as individual employers. OMES has started a project
to assist Higher Education institutions in meeting this requirement.
Updates will be available and can be received by subscribing to the topic
‘Higher Education Payroll Processing & Reporting’ by clicking here
Once on the subscription
page, select Subscription Type "Email", enter your email address
and click the "Submit" button. At the top of the subscription
page, select the "Higher Education Payroll Processing and Reporting"
topic. Other topics are available and can be subscribed to as desired. When
finished, select “Submit” at the bottom of the page and your preferences will
be saved.
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OMES has created new file
layouts for Higher Education Payroll Processing & Reporting. Beginning with
payrolls effective January, 2016, Higher Education institutions will be
required to use these file layouts to process payroll. The 500 Misc file layout
is detailed information of employees that will be sent to the State Treasury
for payroll processing. The Payroll Fund Transfer(PFT) file layout is
accounting detailed information needed by OMES. The layouts were published
through the ‘Higher Education Payroll Processing & Reporting’ subscription
topic on June 5, 2015. Layouts will also be published on the OMES website no later than Tuesday, June 16.
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MISCELLANEOUS
Attention: Agencies Utilizing the State Credit Card
Processing (acceptance) Contract
Payment Card Industry (PCI) Data Security Standards (DSS)
require merchants to protect sensitive cardholder information. PCI DSS
compliance requirements mandate that each state agency accepting credit card
payments complete an annual assessment of their card processing environment.
The Office of the State Treasurer (OST) is again working with CoalFire Systems
and will provide access to the same online tool utilized in years past to aid
in agency completion of PCI-DSS Self-Assessment Questionnaire (SAQ). In an
effort to further reduce unnecessary efforts by agency staff during SAQ
completion and scoping, individual consults between your agency representative
and a CoalFire Qualified Security Assessor (QSA) will occur to determine
exposure levels and direct agencies to the appropriate questionnaire for
completion. Additional information regarding the process will be forthcoming.
Please provide the name, email address and telephone number of the
individual in your agency who will coordinate communications from OST for this
process to Monica Rubio at monica.rubio@treasurer.ok.gov
before June 19, 2015.
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