PAYROLL
When
entering a new employee’s name and social security number (SSN) or updating a
current employee’s name, please verify the name and social security number
being entered is exactly as it appears on the employee’s social security
card. This is critical in reporting not only the W-2 wages at year end but the
Affordable Care Act (ACA) required health offer/coverage information. If the
name and SSN does not match the Social Security Administration (SSA) records,
the employee’s wages may not be credited to their social security account.
Additionally, if the name and SSN do not match, the employee may not be
reported correctly for ACA purposes which could result in an IRS letter to the
employee for possible lack of health coverage or an IRS letter to the agency
for possibly not offering coverage.
Beginning
Sept. 8, 2007, the Social Security Administration updated the social
security card. The number holder’s name will always be printed on two
lines, with the last name printed directly below the first and middle names. If
you receive a prior version from an employee and are unsure, please ask the
employee to verify the first, middle, and last names.
Additionally,
compound names do not need to be hyphenated. If an employee provides a name
with an apparent compound or multiple last names, ask the employee which name
is the beginning of the last name and which (if any) is the middle name.
Please
update the employee’s name in the HCM system as instructed in the COR301 Part
II manual beginning on page 42 (Navigation: Workforce Administration >
Personal Information > Modify a Person). You can enter the name that
the employee currently uses as their paycheck name if desired so their paycheck
will continue to have the same name as in the past but their employee record
and W-2 information will match their social security card.
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The OMES
Form 94P has been updated and is available on our website. The
updated form, revised 7/15/2016, contains new fields for reporting the
Pathfinder retirement plan. The instructions have been updated as well. Please be sure to use the new form on all
overpayment refund requests submitted.
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The OMES Form PWC should only be used when an employee is not
entitled, in part or whole, to the funds. All PWC forms received by OMES
will begin the process to retrieve the funds, if direct deposit, and cancel the
warrant in the payroll system. It is imperative that agencies identify payroll
errors and process the Form PWC immediately upon discovery.
Paper Warrant Cancellations:
The original warrant must be marked “Void”, attached to the
completed PWC form, and then sent to OMES Transaction Processing. These
requests cannot be processed by fax.
Direct Deposit Cancellations:
Fax OMES Form PWC (revised 09/14) to 405-522-2186. Verify
the fax was successful. Requests for cancellation of direct deposits
must be made by completing the PWC form and faxing it to OMES to initiate the
cancellation procedures. To ensure that direct deposit funds are returned, the
PWC request must be received by 12 noon three business days prior to the
effective pay date.
Any faxed request for cancellation of direct deposits after that
cutoff will be subject to recall or reversal procedures which are subject to
denial by the employee’s bank. An employee must be notified in writing of a
reversing entry and the reason for the reversing entry no later than the
effective date of the reversing entry. Please notify the employee no
later than the day the OMES Form PWC is submitted for processing.
The statement below can be modified by your agency and used to
inform your employee(s) of the pending reversal.
“A payroll item will be posted in error to your bank account on
MM/DD/YY. A reversal has been issued and will post to your account to
pull these funds back to the state. Please keep the full amount of this
deposit in your account. If the state cannot retrieve the full amount of the
deposit, action will be taken in accordance with applicable procedures to
retrieve the funds from you.”
Once the funds have been returned to the state, OMES will process
a cancellation in the payroll system which returns the funds to the agency. If
the funds cannot be recovered from the bank, the agency is responsible for
recovering the funds from the employee. Please refer to O.S. 74 Chapter 27A,
Section 940-2.19 D for proper procedures for recovering over payments if needed.
The agency should submit the OSF Form 94P for processing if the employee pays
back the funds through a miscellaneous payroll deduction or cash.
PWC forms received for direct deposit
items that are more than business five days past the effective date will not be
processed in accordance with NACHA rules. If agencies encounter
erroneous entries more than five business days past the effective date, please
contact OST for consultation on options for recovering the funds.
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Agencies are responsible for going to the timesheet and removing
the time that processed back through payroll when a replacement check was
processed before a reversal was completed.
When a payroll check that had time pulled in from Time and Labor
is reversed, the reversal creates offset payable time with status “Reversed”
and an additional row in payable time with “Estimated” status when the check
reversal is confirmed. The “Estimated” payable time will be pulled into payroll
again when payroll is processed if not removed which may cause an
overpayment.
It is recommended that a replacement check should not be issued
until the reversal has been processed. This allows reversed time to either be
processed through payroll again, or if needed, time can be corrected and then
processed again. If time entered was invalid or incorrect and should not be
pulled into payroll again, it should be corrected on the Timesheet and
processed through Time Administration.
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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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Giving gifts to employees is restricted and should only be given
as part of a formal employee recognition program. See 74 O.S. § 4121 and
4122. Furthermore, any gift cards, certificates or coupons given to employees
are to be included in the employee’s taxable income. These items are considered
by the Internal Revenue Service to be cash or a cash equivalent and do not meet
the requirements to be excludable as a de minimis fringe benefit.
Even when an employer provides gift cards, certificates or coupons
to purchase a turkey, ham or other nominal value property, these are considered
wages and are subject to income and employment taxes. This is true even when
the card restricts the items purchased, the time to use the coupon, and any
unused portion is forfeited. Cash equivalents do not meet the de minimis fringe
benefit requirements.
In the HCM system, process the gift card amount using the TRC Code
of “GIFT,” which will show as earnings code “GFT.” The amount will be included
as taxable income and will be taxed on the paycheck.
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ACCOUNTING
For corresponding with the OMES
Central Accounting and Reporting, Transaction Processing Department, please use
the following three email addresses as appropriate. These are effective Aug.
9, 2016, or immediately after receipt of this newsletter. If you have questions
concerning these email addresses and uses, please contact Steve Wilson at
405/521-4679 or steve.wilson@omes.ok.gov.
Stat Cancel and Lost Warrant Replacements Processes and New Group
Email Address
In an effort to streamline the statutory cancellation and lost
warrant replacements, Transaction Processing has set up a new group email. Please
begin emailing documents and inquires to OMESTPReplacement.Warrants@omes.ok.gov,
unless otherwise specified in the following actions to be taken.
1.
Stat Cancel Replacement Forms
a.
Email a scanned copy of the Form 20R Canceled by
Statute Warrant Replacement Request when there is no warrant to OMESTPReplacement.Warrants@omes.ok.gov. Use Stat Cancel Replacement Form without Warrant in the subject line.
b.
Include a scanned copy of the VEND Form or the
Additions/Changes for Employees Form in the same email if a supplier (vendor)
should be set up in the SETID 00000 suppler file.
> State agencies may need to have an employee set
up to replace a statutory canceled payroll warrant.
> Higher Education institutions using the HECLM
vendor file will need to have suppliers/employees added in the in the SETID
0000 supplier file if they are not already set up.
c.
Form 20R Stat Cancel Replacement Form with Warrant
should be mailed to 5005 N Lincoln, OKC, OK, 73105, since the hard copy of the warrant
must be received. Include the VEND Form or the Additions/Changes for Employees
Form with the Stat Cancel Replacement Form if the supplier/employee should be
added to the SETID 00000 supplier file.
2.
Lost Replacements
a. The OST Stop Pay and Hard Cancel Form will continue to be
faxed to OST.
b.
If state agencies need an employee to be set up in the
supplier file, email a scanned copy of the Additions/Changes for Employees Form
to OMESTPReplacement.Warrants@omes.ok.gov at the time the OST Stop Pay Form is faxed to OST. Use Additions/Changes for Employees Form for Lost Replacement in the subject line.
c.
Higher Education institutions should transmit employees
(vendors) to the supplier file at the time the OST Stop Pay Form is emailed to
OST. There is no need to submit an Additions/Changes for Employees Form to OMES
if the lost warrant has not stat canceled.
3.
Email all Stat Cancel or Lost Warrant inquiries to OMESTPReplacement.Warrants@omes.ok.gov.
Use Stat Cancel/Lost Warrant Inquiry
in the subject line. Please note that the OMESTPReplacement.Warrants@omes.ok.gov
group email address does not include the Hard Cancel replacements since the
warrant must be included. Questions about hard cancel warrants/replacements can
be directed to jeannette.pascher@omes.ok.gov.
New Group Email
Address for Transaction Processing Accounts Payable
The group email address OMESTPAccountsPayable@omes.ok.gov
has been set up to receive emails related to the PeopleSoft Accounts Payable
system. Please begin emailing inquiries regarding the PeopleSoft issues, unprocessed
vouchers, and rush payments that are routinely answered by Patricia Garcia,
Courtney Walker, Jeannette Pascher, Joana Stenulson, and Steve Wilson to this
address. This will help us serve you better by being able to respond more quickly
to your inquiries. This group email does not include questions about
travel or travel vouchers.
New Group Email
Address for Transaction Processing Vouchers
The group email address OMESTPVouchers@omes.ok.gov has
been set up to receive batch slips and emails related to travel vouchers and
inquiries. Agencies scanning their vouchers should begin emailing the batch
slips to this email address. Additionally, travel vouchers and other inquiries
routinely answered by Cathrine Edge, Sharon Johnson, Pam Lomo, Jeannette
Pascher, and Steve Wilson should be directed to this email address.
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P-CARD
Procurement Information Memorandum (PIM) 2002-01, revised in
January 2009 states that the only charge accounts allowed for state business
are the State P-Card (SW200) and the fleet management system card
(SW101). All other charge accounts (i.e. Synchrony Bank, Sam’s Club,
local business charge accounts, etc.) shall be immediately terminated and all
cards destroyed. New accounts shall not be established without the
written approval of the State Purchasing Director. To read this PIM in
its entirety, go to https://www.ok.gov/dcs/searchdocs/app/manage_documents.php?id=435.
For questions, contact the P-Card team at pcard@omes.ok.gov.
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FINANCIAL REPORTING
Due to changes in the Uniform
Guidance for federal grant reporting, the GAAP conversion package that is used
for tracking expenditures of federal awards has been amended for fiscal year
2016. GAAP package Z is now being used to compile information about funds
passed on to subrecipients. Further, it also splits the passed through funds
between entities of the state, and non-state entities (including institutions
of higher education).
If you need further
clarification, first consult the updated instructions for package Z, or contact
your financial reporting analyst.
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