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 Travel arrangers: Remember to use any airline tickets
credited to your agency because of a flight change or cancellation. The name on the ticket may be changed and the
ticket used for another employee of the agency and should be used as quickly as
possible. The tickets expire after one
year. In order to ensure that the state
gets the benefit of the credit, any tickets unused by your agency after 11
months will be opened up and will be made available to other agencies.
Remember that all unused ticket travel arrangements must be
made by calling FCM. Contact Richard
Williams at richard.williams@omes.ok.gov
or 405-522-4812 with any questions.
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PAYROLL
The Deductions Register (PAY001) will now be available with
social security numbers masked to show only the last four digits for any
payroll withholding vendor that does not require the full social security
number. We highly recommend using the
masked report whenever possible.
Additional information will follow once the modification is complete and
available in the HCM system.
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The schedule for running the FY Combo Code Conversion process is:
- Evening of July 5, 2016 – Department of Human Services.
This process must be run prior to running the July 15, 2016, payroll.
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Evening of July 6, 2016 – All State Agencies Having
Bi-Weekly Payrolls. This process must be run prior to running ‘B01’ or
‘C01’ payrolls which pay on July 22, 2016.
(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 3 p.m. on July 05.)
- Evenings of July 14 and 15, 2016 – All Monthly
Anticipatory Agencies. Do not begin processing M01 until July 18.
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, 2016,
has changed to $2.23 per month for any qualified participant. The equivalent
amount for a bi-weekly pay period is $1.03. 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 2017.
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The employer contribution rate for the Uniform Retirement System
for Justices and Judges will increase effective July 1, 2016, from 17.5% to 19.0%
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 2017.
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The Federal matching
contribution rate for the Teachers Retirement System will decrease effective
July 1, 2017, from 8.25% to 7.70% beginning with any payrolls submitted
with a pay period code on M01 or B01.
The federal matching contribution rate must be paid when salaries are
paid by federal funds or externally sponsored agreements such as grants,
contracts and cooperative agreements. Other TRS contribution rates remain the
same for FY 2017. For a complete list of
rates, please see the TRS
website.
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Please distribute the FY-2017 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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Higher
Education Entities
When an
employee overpayment has been identified after the individual received the net
payment, a PFT reversal should only be completed after the employee repays the
agency. The amount of the PFT reversal
should only be for the amount of withholdings and state shares which are still
in the 789 fund.
If the
employee has cashed the check, and subsequently reimburses the university for
the net pay, a PFT reversal would not be done for the net pay portion since the
money is no longer in the 789 fund and the repayment cannot be deposited into
the 789 fund.
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ACCOUNTING
Following 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
Wednesday, June 29, 2016, 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 2017. Vouchers can be created through 5 p.m.
on Wednesday, June 29, 2016, to accrue for 2016 expenditures in FY 2017.
New vouchers should not be created on Thursday, June 30, 2016, since it is
reserved for fiscal year closing activities. Agencies should resolve all voucher
exceptions by the close of business on June 30, 2016. New vouchers may be
created beginning on Friday, July 1, 2016.
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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.
Wednesday, June 29, 2016, deadline. Alternate System Agency vouchers
transmitted after 12 p.m. on June 29, 2016, will be paid on Thursday, June
30, 2016. ‘EDT’ transmissions should not be submitted on Thursday, June
30, 2016, ‘EDT’ agencies should resolve all voucher exceptions by the
close of business on June 30, 2016. New ‘EDT’ transmissions may be
submitted beginning on Friday, July 1, 2016.
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Manual
Warrants
The cutoff for issuing manual warrants is noon
on Wednesday, June 29, 2016, 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
Wednesday, June 29, 2016. Manual warrants should not be issued to payees
after these deadlines since vouchers are not to be created June 30, 2016.
Manual warrants may be issued and the associated voucher created beginning
on Friday, July 1, 2016.
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340
Fund Expenditures
Expenditure entries for 340 funds for June 29,
2016, and prior days must be received by 9 a.m. on June 30, 2016, to be
processed in FY 2016. Expenditure entries for 340 funds for June 30, 2016,
must be received by 2 p.m. on June 30, 2016, to be processed in FY 2016.
WARNING! 2017 Expenses Due
Early in July 2016
Payments for 2017 expenses may not be paid with 2016
budget. An example is July rent. These payments may not be paid until
the agency receives its 2017 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, 2016, 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, 2016.
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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P-CARD
The Works end-of-cycle deadline posted on the P-Card information
website is
the final deadline by which all transactions must be closed by the Works
accountants at each agency. The agency
P-card administrator should determine an additional deadline for cardholder and
approver sign offs in Works between the cycle deadline and the posted date to
provide the Works accountants adequate time to finalize all transactions. For example: The June cycle ends Thursday,
June 30, with the final transactions available for editing Friday morning, July
1. The deadline posted on the P-card website is Wednesday, July 6, at 5 p.m.,
so the deadline for the cardholders and approvers for this cycle might be 5 p.m. on Tuesday, July 5, or even noon on that day. You should consult both the
calendar and the posted deadline date when determining your internal deadline
schedule. Most Works accountants will
need at least one full day to finalize all transactions.
Remember for all new P-card AOs, the Supplier ID is
0000001101 and the Location is 0002. You must also set the matching to NO
MATCH in the header and the matching controls in the schedule detail must also
be set to NO MATCH.
For questions related to internal deadlines or P-card
AOs, contact the P-card team at pcard@omes.ok.gov.
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