CAR Newsletter ~ March 2017

Newsletter Archive | Statewide Accounting Manual | Forms | State Comptroller


Employee Name and Social Security Number Entries in BAS

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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Reporting Requirements for Repayments of Prior Year Wage Amounts

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, or Jean Hayes at 405-522-6300,

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PeopleSoft HCM Query for 633xxx Account Reconciliations

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 or Lisa Raihl at 405-521-3258 or

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Payroll Processed Before a Reversal is Completed

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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Employee Direct Deposit Verification of Bank Routing Number

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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Employee Direct Deposit Verification of Account Number

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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Searching for Individuals using the Statewide Employee View

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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Social Security Number Changes

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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OMES Form MWC for 789 Fund Cancels

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 Policy

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

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Purchase Card Transaction Limit Reminder

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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700 Funds

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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OMES Vendor File Maintenance Contact Information

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 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

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OMES Vendor Forms Update

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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Updates to Employee and Board Member Request Procedures

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

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Volume 27, Number 9
Fiscal Year-2017
March 8, 2017

In This Issue ...


OKC American Payroll Association Monthly Lunch & Learn Chapter Meetings

Overtime Revisited
Presented by: Dept. of Labor
Friday, March 17, 2017
11:30 a.m. - 1 p.m.

Tackling Garnishments Head On
Friday, April 20, 2017
11:30 a.m. - 1 p.m.

For more information on both, please visit their website.

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Monthly AGA CPE Luncheon

The Oklahoma City Chapter of the AGA holds CPE luncheons most months between September and April as well as two all-day CPE events.The upcoming luncheon is on April 19, and will be held at The Tasting Room, Will Rogers Theater, 4322 N. Western Ave., Oklahoma City.  Luncheons begin at 11:30 a.m. and end at 1 p.m.  Cost is $15 for AGA Oklahoma City Chapter members and $20 for non-members.  The luncheons are recommended for one hour of CPE.  Mark your calendar for the upcoming luncheon.

April 19:
Speaker - Robyn Burk, Director of ESC @ Federal Aviation Administration

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Payroll Law 2017

April 24, 2017 - Tulsa
April 25, 2017 – Oklahoma City

Presented by Fred Pryor Seminars

1-day seminar cost - $149
For groups of 5 or more - $139 each

For more information, please visit their website.

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OKFMA Quarterly Meeting

Mark your calendars for the next Oklahoma Financial Managers Association quarterly meeting on Thursday, April 27.   In efforts to cut down costs and continue providing these seminars free of charge we are asking all participants to print their own copies of the Power Point presentations from the website.  To ensure that an adequate number of refreshments are available, please register at:

Date:   April 27, 2017
Time:   1:30 - 4 p.m.
Place:   Business Conference Center Auditorium
MetroTech Springlake Campus
1900 Springlake Drive
Oklahoma City, OK

Click here for the meeting agenda.

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2017 Governmental Accounting & Auditing Conference

May 4-5, 2017 - Norman
Presented by the OSCPA

For more information, please visit their website.

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State Comptroller:
Lynne Bajema, CPA

Deputy State Comptroller:
Steve Funck, CPA, CGFM

Jennie Pratt, CPA, CGFM

Lisa Raihl, CPA

Transaction Processing:
Steve Wilson

Payroll Processing:
Elsa Kunnel

ISD Finance:
Cathy Menefee, CPA, CGFM

Vendor Maintenance:
Victoria Baker

OMES Service Desk:
(PeopleSoft questions)

Financial Reporting Unit:
Matt Clarkson, CPA

Agency Business Services:
Steven Hawkins, CGFM

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