CAR Newsletter - April 2016

Newsletter Archive | Statewide Accounting Manual | Forms | State Comptroller

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Statewide Cost Allocation Plan for FY16

Imaging paper files to electronic

The Statewide Cost Allocation Plan (SWCAP) for indirect services provided by central service agencies for the State of Oklahoma for fiscal year 2016 has been approved and is now posted to the OMES website at

The FY16 indirect cost allocation is based on actual data incurred during the fiscal year ended June 30, 2014.  The SWCAP was compiled and submitted for approval in March 2015 and the federal government approved the allocation on March 9, 2016.  Note that the SWCAP is used by agencies who receive federal funding and does not apply to other agencies.


SoonerSave Contributions and Eligible Compensation

As a reminder to agencies, certain types of earnings are eligible for deferral to SoonerSave while others are not considered eligible compensation.

Annual leave payout is generally eligible for SoonerSave deferral on termination of employment.  However, payments on severance from employment do not qualify as compensation for SoonerSave deferrals.  Therefore, payments under voluntary buyouts (VOBO) and reductions in force (RIF) would be excluded from deferral consideration.

Only compensation from an agency that is attributable to services performed for  the  agency  may  be  considered  as  earnings  from which SoonerSave deferrals  can  be  taken.  This would include regular pay, overtime, shift differential, and other similar payments based on employment.  If an amount would have been paid had the employment continued, such as annual leave, then deferrals can be taken.  

Please advise employees that changes in deferral amounts must be submitted to the SoonerSave Administrator and approved before processing through payroll.  For additional information, agency personnel should contact their SoonerSave Coordinator or the SoonerSave Administrative office at 1-800-733-9008 or 405-858-6781.

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Reporting Requirements for Repayments of Prior Year Wage Amounts

Repayments from employees made in the current year (2016) that are for overpayments of wages in a prior year (2015 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 (2016) 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, or Jean Hayes at 405-522-6300,

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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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1099 Tax Information Quarterly Report

The first quarter of the 2016 tax year is now complete, and it is time for ALL State Agencies to run their Miscellaneous 1099 Tax Information Report which will include all transactions from Jan. 1, 2016 through March 31, 2016.  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, (the exception to this is if the payment is for a legal or medical payment and they will receive a 1099). 
  • Make sure that the Name and Tax ID number (TIN) match the information on the vendor’s W-9.  Let me 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 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.)

You may send any corrections on this report to the Office of Management and Enterprise Services (OMES) by May 6, 2016.  If you have any questions contact Beth Brox at 405-522-1099, or by email at

Please Note:  This is not applicable for the Institutions of Higher Education due to the fact that they will be responsible for their own 1099 reporting after year end.

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Out-of-state Travel – Mode of Transportation

It has come to our attention that the Statewide Accounting Manual is not clear on this policy.  This will be remedied in the next version of the manual.  This article should be relied upon as clarification of that policy.  Note that this only refers to travel out-of-state.

When an employee is traveling out of state, the assumption and default means of transportation is to fly.  If flying, the travel must be in coach and by the most economic means available.  No comparison to the cost of driving is required.

If the employee chooses to drive, the mileage reimbursement must be compared to the price of coach airfare and the reimbursement is the lesser of the two.  For executive branch agencies if travel is more than 100 miles, Trip Optimizer must be used to get the reimbursement amount for driving and that amount is compared to coach airfare. 

If Trip Optimizer was required, it affects the reimbursement amount.  The employee may still drive his own vehicle if desired, but the reimbursement is limited to the lowest cost shown in Trip Optimizer or coach airfare, whichever is less.

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Electronic Payment Exemptions

As anticipated, the total paper warrant volume has declined by more than 75 percent over the last eight years.  62 O.S. § 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 2016 will expire June 30, 2016.  The FY 2017 Electronic Payment Exemption Request Form (Request) can be found by clicking here. This form should be used by state agencies to seek an exemption for cause from this requirement.  Only requests submitted using this document and to the email address noted below will be considered.  

State agencies must complete and submit the request electronically via email to 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 FY2017 exemptions will expire on June 30, 2017.  Agencies should submit their request(s) by May 30, 2016, 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.govAdditionally, 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 or 405-522-4256.

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Volume 26, Number 10
Fiscal Year-2016
April 06, 2016

In This Issue ...


OKFMA Next Quarterly Meeting

Have you registered for the next Oklahoma Financial Managers Association quarterly meeting that is this Thursday, April 7, 2016?  This seminars is provided free of charge.  To ensure an adequate number of training materials and refreshments are available, please register at:

Date:   April 7, 2016
Time:   1:30 - 4 p.m.
Place:   Business Conference Center Auditorium
MetroTech Springlake Campus
1900 Springlake Drive
Oklahoma City, OK

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AGA Luncheons for 2016

The Oklahoma City Chapter of the AGA holds CPE luncheons most months between September and April as well as two all-day CPE events.  The luncheons are held in the Burk Burnett Board Room at the Oklahoma Cowboy and Western Heritage Museum on NE 63rd Street between Kelly and Martin Luther King Boulevard.  The luncheons begin at 11:30 a.m. and end at 1 p.m.  Cost is $15 for AGA Oklahoma City Chapter members and $20 for non-members.  The luncheons are recommended for one hour of CPE.  Mark your calendar for these upcoming luncheons.

  • Apr. 27 - Speaker: Rebecca Goza
    Topic: Internal Audit

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State Comptroller:
Lynne Bajema, CPA

Deputy State Comptroller:
Steve Funck, CPA

Jennie Pratt, CPA, CGFM

General Ledger:
Dan Thomason, CPA

Lisa Raihl, CPA

Transaction Processing:
Steve Wilson

Payroll Processing:
Elsa Kunnel

AP Manager:
Patricia Garcia, CPA, CGFM

ISD Finance:
Cathy Menefee, CPA, CGFM

Vendor Maintenance:
Victoria Baker

OMES Service Desk:
(PeopleSoft questions)

Financial Reporting Unit:
Matt Clarkson, CPA

Steven Hawkins, CGFM

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