PAYROLL
State agencies may receive
a ‘Final Notice’ from the Oklahoma Employment Security Commission (OESC)
regarding the submission of the Form OES-3, Oklahoma Employers Quarterly
Contribution Report. OMES submits the quarterly wage report for all state
agencies that are on the Oracle/PeopleSoft HCM system and are under the state’s
FEIN. The report is currently submitted using the Commission’s Internet 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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The Board of Trustees for OPERS has established an employer administrative
fee for the Pathfinder retirement plan for
reimbursement of administrative costs of the plan. The fee is effective
beginning with the first payroll of fiscal year 2018 (B01, C01, M01 payrolls).
The rate is $0.36 (thirty-six cents) per month for each participant. For
agencies on biweekly payroll, the equivalent amount is $0.16 (sixteen cents)
per pay period. Agencies should plan for this additional amount when funding
for FY18 payrolls. Please contact OPERS directly at 1-800-733-9008 or 405-858-6781 with any questions related to this new administrative fee.
The HCM system is being programmed to automatically add the admin
fee deduction when an employee is set up with a contribution amount and the
effective date is July 1, 2017, or later. For employees in the Pathfinder Plan
with an effective date prior to July 1, 2017, programming is being completed to
insert a row for each employee to have the admin fee effective July 1, 2017. No
manual updates will be required by agencies. HCM payroll reports will be
updated to include the admin fee amount and the COR104 Base Benefits Manual
will also be updated with the fee information.
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As a reminder to agencies,
certain types of earnings are eligible for deferral to SoonerSave while others
are not considered eligible compensation.
Annual leave payout is
generally eligible for SoonerSave deferral on termination of employment.
However, payments on severance from employment do not qualify as compensation
for SoonerSave deferrals. Therefore, payments under voluntary buyouts
(VOBO) and reductions in force (RIF) would be excluded from deferral
consideration.
Only compensation from an
agency that is attributable to services performed for the
agency may be considered as earnings from
which SoonerSave deferrals can be taken. This would
include regular pay, overtime, shift differential, and other similar payments
based on employment. If an amount would have been paid had the employment
continued, such as annual leave, then deferrals can be taken.
Please advise employees
that changes in deferral amounts must be submitted to the SoonerSave
Administrator and approved before processing through payroll. For
additional information, agency personnel should contact their SoonerSave
Coordinator or the SoonerSave Administrative office at 1-800-733-9008 or
405-858-6781.
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1099 INFORMATION
The first quarter of the 2017 tax year is now complete, and
it is time for ALL STATE AGENCIES to
run their Miscellaneous 1099 Tax Information Report, which should include all
transactions from January 1, 2017 through March 31, 2017. The path for this report in PeopleSoft
Financials is: Accounts Payable,
Reports, Payments, Misc Tax Information Report.
With this report please review the following:
-
1099
FLAGS: Please pay attention to the
1099 Flag where Y means the vendor should receive a 1099 and N means the vendor
should not receive a 1099. A 1099 will
not be printed if the 1099 Flag is N. A
vendor does not need a 1099 if they are registered as a corporation, non-profit
organization or government entity, (the exception to this is if the payment is
for a legal or medical payment, in which case the vendor will receive a 1099).
-
NAME
& TIN: Make sure that the Name
and Tax ID number (TIN) match the information on the vendor’s W-9. An additional name may need to be added so
that it will match IRS records. Only
Name 1 prints on this report, but if you have an additional name for Name 2 it
will be added in the vendor file and will print on the 1099.
-
ADDRESS: The designated address for 1099 reporting is
address 1 in the vendor file. If the
1099 Flag is N, then new addresses will be added but address 1 will not
change. Otherwise, if address 1 is not
the address that should be on the 1099, please have the vendor submit a
Vendor/Payee Form requesting that the 1099 address be changed.
-
TOTALS: Review all warrants processed with 1099
reportable account codes for each vendor and make sure all are accounted
for. (Any warrant corrections need to be
made at the agency level.)
Your corrections to this report should be sent to the Office
of Management and Enterprise Services (OMES) by April 28, 2017. You may send your corrections to the email
address listed below or you may print the report, write in the corrections and
send it in via interagency mail. If you
have questions, please contact Beth Brox at 405-522-1099, or by email at beth.brox@omes.ok.gov.
ACCOUNTING
OMES/CAR
centrally pays Oklahoma child support for all state agencies on the
Oracle/PeopleSoft HCM system. The timing of this process may result in a
balance in the 994 class funding at the end of a month.
CAR
runs the 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 3/25/2017 – 3/31/2017 were processed to
pay child support withholdings on 4/3/2017.
In
PeopleSoft Financials, a journal entry is created to remove the funds from the
agency’s 994 fund. Journal entries
created by CAR will be Allocation Journals (ALO) and begin with ‘000’. The
agency will see a debit to the 633190 account and a credit to 101000. The
timing of these payments may affect an agency’s reconciliation to the Summary
of Receipts and Disbursements (SRD) report ending cash balance and the Allotment
Budget and Available Cash (ABC) report available cash. Agencies may have
amounts withheld in one month that are not paid until the next month. Please
keep this in mind when reconciling with the SRD and ABC reports. Agencies can
run the following queries to assist with the reconciliation:
- Query
OCP_PR_WH_ACCT_BAL_DETAIL
- Query
OCP_PR_WH_ACCT_DETL_BY_PERIOD
Agency
payroll personnel are to notify CAR of any items that will affect the amount to
be paid. Items that could affect the
amount to be paid include refunds to employees for amounts withheld in error
and reversals of payroll warrants. If CAR is not notified and payment is
processed, the agency’s 994 fund will be out of balance. The agency will be responsible
for contacting the Department of Human Services child support division and
attempting 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 the agencies is critical in these
situations.
For
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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In light of the early pay discount program, to be
implemented soon, OMES will be making changes to the following system generated
forms: OMES Form 15A - Claim Jacket Voucher Form and the OMES Form 25B –
Voucher Register Batch Slip Notice. The Form 15A changes will include new
fields for a Discount Date, Discount Amount, and a Net Due Date field. The
before mentioned fields may not yet be applicable to your agency. The change
made to the Batch Slip will only allow vouchers with a current or previous scheduled due date to appear on the batch slip. Any future dated vouchers will
not appear on the batch slip.
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TRAVEL
A contractor
or supplier is defined as any person who provides any type of service or goods to
the state or state agency and receives monetary compensation of any type for
those services or goods.
Agency-direct
payment of lodging and airfare is restricted to only employees, officials
(commission or board members), and volunteers.
Contractors, free-lance speakers, etc., receiving payment for services or
goods provided in any amount and in any form must pay their own travel
expenses. If travel costs are required
to be paid, they must be negotiated and paid as part of the contract or
agreement. A PO issued to an individual
or their company is considered a contract and should include any travel costs. No travel expenses of any type
may be paid outside of the contract or agreement as stated in Title 74 O.S. §
85.40. Travel costs written into a contract or agreement should be a reasonable
amount and we suggest the contract amount does not exceed the amounts authorized
in the State Travel Reimbursement Act.
In addition,
a written statement indicating services were provided free-of-charge must be
included with any direct travel payment or travel claim reimbursement submitted
to OMES Transaction Processing for payments involving non-state employee
volunteers.
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P-CARD
When cardholders receive a new p-card for any reason, it must
be activated prior to use. Using a p-card that has not been activated
will result in declined transactions regardless of the spend profile that has
been assigned to the p-card. Once activated, the p-card must also be
registered here
in order to later retrieve the assigned PIN if cardholder forgets the
PIN.
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STATE TREASURER'S OFFICE
O.S. § 62 Section 34.64 requires that funds disbursed from
the State Treasury must be sent electronically.
State agencies are able to request an exemption from this requirement
with cause. All exemptions granted by the Office of the State Treasurer (OST) for
FY2017 will expire June 30, 2017.
State agencies can obtain the FY2018 Request for Exemption by clicking here
beginning Monday, April 17. State
agencies must complete and submit the FY 2018 Request electronically via email
to OST at Electronic.Payment.Exemption@treasurer.ok.gov.
Only
FY 2018 requests submitted using this document and to the web address noted
above will be considered. Agencies should submit their FY2018 request by
May 15, 2017, to ensure their exemption(s) can be processed before July 1. If you
have questions about how your agency can send electronic payments, please
contact Kiran Nallayahgari, banking and treasury services director, Kiranmaye.Nallayahgari@treasurer.ok.gov and at 405-522-6860.
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