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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 https://www.ok.gov/OSF/Comptroller/
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.
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PAYROLL
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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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, lisa.raihl@omes.ok.gov or Jean
Hayes at 405-522-6300, jean.hayes@omes.ok.gov.
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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 individual found is who you need. The navigation
is: Home > Workforce Administration > Personal Information >
Statewide Employee View (0491).
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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 INFORMATION
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:
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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.
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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 Beth.Brox@omes.ok.gov.
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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ACCOUNTING
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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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 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 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.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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