PAYROLL
State agencies may receive a notification from the Oklahoma
Employment Security Commission (OESC) regarding the submission of the quarterly
contribution report. OMES submits the quarterly wage report for all state
agencies which use the Oracle/PeopleSoft HCM system and are under the state’s FEIN.
The report is currently submitted using the EZ Tax Express website. If you
receive this notification and have any questions, please 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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Upon employment termination, agencies must
terminate employee general deductions and benefits. This will prevent
errors if the employee is rehired as these items process automatically if not
terminated.
Upon rehire of an employee, agencies must verify
all employee data, including general deductions and benefits to ensure that the data is set up correctly for the new position.
Failure to complete these steps could result in
items processing through payroll that may not be correct. Items processed
incorrectly cause reporting errors and undue burden on others outside the
payroll arena.
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Agencies must notify OMES CAR of any items that
will affect the Oklahoma centralized child support payment. Items that could
affect the amount to be paid include refunds to employees for amounts withheld
in error and reversals of payroll warrants. If OMES is not notified and the centralized child support payment
is processed, the agency will be responsible for contacting the Department of
Human Services child support division to attempt to get a refund. If the
funds have already been disbursed to the recipient, the money might not be
refunded back to the agency. Timely communication from agencies is critical
in these situations.
CAR runs the HCM process to report and make
payment to the OCSS/Oklahoma Centralized Support Registry, PS vendor ID
0000190715, every Monday. The process is run for payments with dates from
the second previous Saturday through the previous Friday. For example:
paychecks with an issue date between 7/02/2016 – 7/08/2016 were processed to
pay the child support withholdings on 7/11/2016. All payments going to the OCSS
must be set up to use Vendor ID 0000190715. Payments to Vendor ID
0000000830 or Vendor ID 0000197419 for the OCSS are no longer allowed and will
not get processed for centralized payment if used in error.
In PeopleSoft Financials, a journal entry is
created to remove the funds from the agency’s 994 fund. The agency will
see a debit to the 633190 account and a credit to 101000.
For questions, please contact Beth Brox at 405-522-1099, beth.brox@omes.ok.gov or Jean
Hayes at 405-522-6300, jean.hayes@omes.ok.gov.
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Please complete and submit the OMES Form 94P as
soon as the employee has paid back the overpayment to the agency. Timely
submission helps ensure corrections are reflected in the quarter in which they
occurred for proper reporting and also helps in the full recovery of OPERS
retirement amounts. If the retirement system is not aware of an
overpayment and the pending overpayment refund request, payouts to former
employees may be incorrect and result in a loss to the agency. In addition,
retirement calculations may be incorrect if the overpayment is not reported
timely.
Please do not provide copies of personal
checks. The form allows the agency to enter the amount reimbursed. Additional
back up data is not required.
The form requires the State EmplID be
entered. This has been changed for the privacy and security of the
employee. Please do not submit with the social security number or any other
number.
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When an employee chooses to reimburse an
overpayment using annual leave, the amount of annual leave reduced should equal
the gross amount of overpayment. In the past there have been instances where
agencies have incorrectly reduced the annual leave by the net amount of the
overpayment.
If an employee reimburses an overpayment using
terminal leave, an OMES Form 94P must be submitted to correct the retirement
amounts reported on the check which included the overpayment. Terminal leave is
not included in retirement wage calculations; therefore, a payroll earnings
adjustment is required.
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HIGHER EDUCATION PAYROLL
Payroll claims for hours worked in fiscal years 2016 and
2017 on one payroll fund transfer (PFT) file will record payroll expenses to
the institution’s operating funds with bud refs 16 and 17. The claim number
will begin with 17, which will require that all class 78900 transactions on the
PFT file be recorded with bud ref 17. The first two digits of the claim number
determine which 78900 budget is used for the net payroll vouchers, so all 78900
transactions on the PFT must be recorded with bud ref 17 to ensure the same
allotment budget is used.
Please ensure the FY 2017 78900 allotment budget is
sufficient for the FY 2016 expenses paid in July and August 2017.
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1099 MISC REPORTING
We have just completed the
first two quarters of the 2016 tax year; it is time for ALL agencies to
run the Miscellaneous 1099 Tax Information Report which will include all
transactions from Jan. 1, 2016,
through June 30, 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:
- The Name and Tax ID number
(TIN) must match the information on the vendor’s W-9, which designates the way
the vendor reports their taxes to the state and IRS.
- Pay attention to the 1099
Flag: Y means the vendor should receive a 1099, and N means the vendor should
not receive a 1099. A vendor does not need a 1099 if it is registered as a
corporation, non-profit or government entity (the exception to this is when the
payment is for legal or medical services).
State employees in most cases should have an N 1099 flag. All other vendors should have a Y 1099
flag. If there are any questions about a
vendor’s 1099 status please request an updated W-9 from the vendor and forward
a copy to OMES.
- Please note that Address 1 in the vendor file is the
designated address for 1099 reporting. If the vendor’s 1099 Flag is N, any new
addresses provided will be added as a different location, but Address 1 will
not change.
-
Review all warrants processed
for each vendor to ensure that the correct amount is listed for the proper
vendor. (Any warrant corrections will need
to be made at the agency level.)
Please send any corrections on
this report to the Office of Management & Enterprise Services (OMES) by Friday, July 29, 2016. If you have any
questions contact Beth Brox at 405-522-1099 or by e-mail at Beth.Brox@omes.ok.gov.
NOTE: This does not apply to Higher Ed Institutions since they will be doing their own 1099
reporting for 2016 and forward.
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In July, OMES will TIN match
with the IRS all vendors who have received 1099 reportable payments for the
first half of tax year 2016. By doing
this we hope to provide more correct information on the original 1099 that the
vendor will receive since the time for reporting is more limited for 2016. We will notify individual agencies of vendors
that don’t match with the IRS asking for them to provide the necessary
correcting information. Please be ready
to respond promptly if/when you are notified.
Please contact Beth Brox at 405-522-1099 or by e-mail at Beth.Brox@omes.ok.gov if you have any questions.
NOTE: This does not apply to Higher Ed Institutions since they will be doing their own 1099
reporting for 2016 and forward.
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ACCOUNTING
The FY 2017 interest rate applicable to late payments to vendors
has been set at 0.11% per annum, or $0.0003 per $100 per day, which will be in
effect July 1, 2016, through June 30, 2017. This interest rate is provided by
the State Treasurer based on the average interest rate for thirty day time
deposits of state funds during the last calendar quarter of the last preceding
fiscal year. (62 O.S. § 34.71 & 34.72 and 74 O.S. § 500.16A
and OMES Prompt Payment Rules/Regulations)
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VENDOR REGISTRATION
Please update
contact and form submission information for PeopleSoft vendor file maintenance
requests. For faster processing, please submit all vendor file requests via
email to vendor.form@omes.ok.gov.
Forms may also be faxed to the updated number, 405-521-3663 Attn: Vendor File
Maintenance. Please ensure all requests include the agency instructions and
vendor authorization.
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Please ensure you are
utilizing the most recent versions of OMES vendor forms. Newest forms provide
additional fields supporting EFT payment processes and new IRS W-9
requirements. Forms may be access at the Central Accounting and Reporting forms
website.
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Vendors
submitting notifications of business changes including business name and or tax
identification number changes should process changes by contacting the OMES
Service Desk Attn: Vendor Registration at 405-521-2444 or servicedesk@omes.ok.gov. State
agencies with open purchase orders, contracts and recent payment activity will
be notified by Vendor Registration via email of pending changes and
instructions. Please
contact Victoria Baker, Vendor Registration Manager at Victoria.Baker@omes.ok.gov for
additional assistance.
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Reactivation
requests should only be submitted for suppliers with existing or new business
with a state agency. The agency should first review vendor name field notes
annotated on the PeopleSoft Supplier ID “Identifying Information” tab. To
reactivate, please have payee complete relevant registration requirements and
complete a new OMES Vendor Payee Form or W-9 prior to submission of a
reactivation request. All reactivation requests should be submitted to OMES
Vendor Registration via email to vendor.form@omes.ok.gov
or via Fax to 405-521-3996. Please contact Victoria Baker, Vendor Registration
Manager at Victoria.Baker@omes.ok.gov
for additional assistance.
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State agencies
may provide the following instructions for EFT registration to their vendors
detailing the steps needed for direct deposit enrollment. Agencies will
initiate the process with the vendor by having them complete the OMES Vendor
Payee Form to include the financial registration contact information for the authorized individual who may provide financial information used for ACH
Electronic Funds Transfer payment processes. An email will be sent to this
contact providing instructions for accessing the State of Oklahoma online
registration system.
Vendors needing
to register only for direct deposit payment should complete the following
steps:
- Contact
your paying state agency to supply the authorized representative contact
information for EFT registration access. Agency personnel will have you
complete an OMES Vendor Payee form or agency authorized enrollment form.
- Once
you have received your PIN number and PeopleSoft Vendor ID via email, complete
the online financial registration process.
- Download
Vendor OMES EFT Bank Change Request Form via the online registration portal
within the Banking Information Step. Ensure form is completed correctly using
instructions provided on page 1 of form.
- FAX
completed OMES EFT Bank Change Request Form or authorized bank letter direct to
Office of State Treasurer at 405-521-4994.
-
Please
allow 7-10 days for processing after the EFT Bank Change Request Form is
submitted. Automated approval emails are sent via our online registration
system.
Questions for EFT Processing may be
directed to vendor.eft@omes.ok.gov
or to the OMES Service Desk Attn: Vendor Registration at 405-521-2444.
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P-CARD
The OMES Audit Group provides 24/7 continuous monitoring on
all P-Card transactions. In the course of their reviews, they may request
receipts, invoices, or other additional information from agency P-Card administrators. You may receive two emails, one with the password
information and another requesting specific information. The emails will
be identified as from VISA IntelliLink. Please be sure and respond to the
auditor listed in the email with the requested information within the timeframe
indicated in the emails.
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FINANCIAL REPORTING
In January 2016, the
Government Accounting Standards Board issued Statement number 80, Blending
Requirements for Certain Component Units—An Amendment of GASB Statement No. 14.
The statement redefines the criteria of what constitutes a component unit of
government to include organizations that may have previously been excluded from
financial reports.
Beginning in fiscal year 2017,
government reports using GAAP accounting will need to include the financial
information of organizations incorporated as not-for-profit corporations of
which the primary government is the sole corporate member as component units.
Currently, OMES is unaware of any organization that meets this criteria.
However, if your agency is aware of anything that may need to be evaluated,
please contact the Financial Reporting Supervisor, Matt Clarkson at 405-521-2759.
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GENERAL LEDGER
Unless otherwise
provided by law, all self-sustaining boards created by statute to regulate and
prescribe standards, practices, and procedures in any profession, occupation or
vocation shall pay into the General Revenue Fund of the state ten percent (10%)
of the gross fees charged, collected and received by such board. 62 O.S. § 211
When transferring receipts
to State General Revenue, Agency 00000, please use class fund 19X00. X will be the last digit of the fiscal year to which the
transfers apply. Example: 19700 for FY17 receipts. Please contact Dan Thomason at 405-522-4992 with
questions.
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