PAYROLL
When entering a new employee or dependent's name and Social Security number (SSN) or updating an individual's name, please verify the name and Social Security number being entered is exactly as it appears on the employee's Social Security card. Benefit coordinators
should ensure employees are aware of this when providing dependent information.
The health insurance plans offered by the OMES Employees Group Insurance Division must also submit reporting to the IRS for the Affordable Care Act. Incorrect information
will cause the insurance plans to receive errors when submitting health
coverage information and could result in an IRS letter to the employee for
possible lack of health coverage on an individual.
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Repayments from employees made in the current year (2017)
that are for overpayments of wages in a prior year (2016 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 by the agency and Copy A sent
to OMES. The employee should be sent their copies and the agency maintains Copy
D for their records. 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 atate taxable wages or income taxes. The
employee received and had use of the funds during the year of over payment, 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 (2017) Form
1040. Please advise the employee to speak to a tax accountant. Additional
instructions for Form W2-C are available on the IRS website. 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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Public
query ‘GO_PY_DED_RUNID_BY_CONFIRM_DT’ is available to assist with the
reconciliation of agency 633xxx accounts. The query contains useful information
such as deduction codes and descriptions for payee identification, the number
of employees with a specific deduction, the total amount deducted for those
employees and the general ledger 633xxx accounts to which the deductions were
posted. The query is driven by payroll confirm dates, and system prompts allow
the user to select a time frame for payrolls processed. Access to the query is
included in the payroll processor role. Agency finance personnel will need to
coordinate with payroll personnel to have this query run for them. For
questions or more information, please contact Courtney Cowart at 405-522-4179 or
courtney.cowart@omes.ok.gov or
Lisa Raihl at 405-521-3258 or lisa.raihl@omes.ok.gov.
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The recommended best practice is that a replacement
payroll warrant should not be processed until the incorrect warrant has been
reversed. Processing another payroll before the desired reversal is complete
may cause balance issues for Social Security, Medicare and unemployment wages
and taxes. Additionally, completing the reversal first 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
time sheet and processed through Time Administration.
If an agency chooses to run a payroll before the reversal
is complete, the agency is responsible for verifying the Social Security,
Medicare and unemployment wages and taxes are correct on the replacement
payroll warrant. The amounts should be manually calculated as if the
reversal had been completed and verified to the system-calculated amounts.
If different, please contact the OMES Service Desk and an EBS team member
will assist you.
The agency is also responsible for correcting the time sheet by 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.
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Agencies are reminded that employee bank deposit slips
should NOT be used to get the bank routing/transit number for setting up direct
deposit information. A voided check from the employee is the most reliable
method. If the employee does not have a voided check or wants to deposit into
another type of account, have the employee call the bank directly to get the
routing/transit number. A bank routing/transit number should never start with
the digit “5”. This indicates a branch of the bank and will cause the direct
deposit to fail and not leave the state. A direct deposit that fails will
not leave OST to be paid and additional processing by the agency will be
required to pay the employee.
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In addition to bank routing number errors, an incorrect bank
account number could cause significant delays in the employee’s receipt of his
or her paycheck. Many banks do not reject bad account number deposits until
after the pay date. This means the deposit for the rejected deposit may not be
returned to the state for several days after the pay date. A replacement
warrant cannot be reissued until the money is returned to the state. Please
check and double check when entering employee direct deposit information into
the HCM system.
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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 correct individual is found. The
navigation is: Home > Workforce Administration > Personal
Information > Statewide Employee View (0491).
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If an incorrect Social Security number has been
entered into the HCM system, please contact the OMES Service Desk 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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HIGHER EDUCATION
When completing OMES Form MWC to
cancel a warrant from the 789 Fund, please be sure to complete Part C of the
form. The overall objective of Part C is to assist the institutions in keeping
the 789 fund balanced. If Part C is not completed, the form and warrant will be
returned to the institution for completion which will delay the cancellation of
the warrant.
Part C lets us know if the
warrant was reissued or not. The information related to the reissuance allows us
to verify the reissuance totaled the original warrant. If the warrant was not
reissued, the information related to the PFT Reversal that was processed helps to
identify and process the PFT Reversal file.
If the warrant was not reissued and a PFT Reversal file was not
processed, please include a statement explaining how the funds are being
removed from the 789 fund.
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P-CARD
An updated Policy
& Procedures for Purchase Card and Online Booking Tool has been
published online.
The new policy replaces both the Statewide P-Card Policy and the Statewide Travel Policy, combining the information in the former
documents into one document. An upcoming
webinar is being planned to go over the changes and will be announced
soon. If you have any questions, please
contact the OMES State P-Card and Travel Office at p-card@omes.gov.
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O.S. 74 § 85.5 L authorizes p-card use without dollar limitations for the
following:
- Purchases from statewide contracts issued by the state purchasing director;
- Utilities;
- Interagency payments; and
- Certain professional services as defined in Section 803 of
Title 18 of the Oklahoma Statutes.
This does not include agency-awarded contracts or
bids, even if they are considered lowest and best.
All statewide contracts are listed on the Central Purchasing
website and are available by using the drop down list provided in Works in the category
column.
No other single transaction may exceed $5000.
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ACCOUNTING
It is very important that all agencies reconcile the
balances of their 700 funds to the balance at OST on at least a monthly basis. While agencies are not required to submit a
Form 11 for 700 funds, OMES is looking at differences between PeopleSoft and
OST and finding some differences that agencies should have seen and have not
resolved in a timely manner. Do not
wait for OMES to find these differences for you. All accounts should be reconciled monthly.
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VENDOR REGISTRATION
Please
update contact and form submission information for OMES PeopleSoft Vendor
Registration or Maintenance requests. For faster processing, state agency
personnel should 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.
Vendors
requiring assistance should first contact the agency with whom they are doing
business to complete the necessary documentation. Vendors requiring
registration, EFT or technical assistance should contact the OMES Service Desk
at 405-521-2444 or servicedesk@omes.ok.gov.
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Recent
updates to the OMES Vendor Payee Form, Garnishment Vendor Form and Employee
Vendor Request Form have been published. Please ensure you are
utilizing the most recent versions of OMES vendor forms. Please note, URL links
to prior versions may no longer be available per OMES communication standards. Forms
may be accessed via the Central Accounting and Reporting forms website.
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A
new version of the OMES Employee Vendor Request Form is available for agency use.
The form is used to add the agency’s employees to the vendor payment system for
travel or other miscellaneous reimbursements. Employee vendor records are then
connected to the employee’s payroll information to facilitate direct deposit
payment.
New
form requirements include verifying the payment type anticipated, as well as
the PeopleSoft SETID being updated. Please ensure a valid employee email is
provided for payment notification. Emails within the employee’s PeopleSoft HCM
self-service may also be utilized to maintain the employee email.
Agencies
requesting vendor reimbursements or other payments to board members should now
utilize the OMES Vendor Payee Form when requesting board member additions
or updates to the PeopleSoft vendor system. For additional assistance, please
contact Victoria Baker, OMES vendor registration manager at Victoria.Baker@omes.ok.gov.
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