STATE COMPTROLLER
The configuration of PeopleSoft to handle early payment
discounts is ongoing. While there will
be an established go-live date at
which time discounts will be calculated by PeopleSoft, agencies should be using
the new contract language immediately.
The new language is in the solicitation package (A.18) on the Central
Purchasing website, and states that payment will be at 45 days unless a
discount is offered. Until the go-live
date agencies should calculate the discount and send vouchers at the net
amount. After the go-live date, vouchers
will be sent to OMES at the gross amount.
A second set of town hall meetings and another webinar with detailed
instructions will be held in August. The
estimated go-live for this project is sometime in October. An updated FAQ document, which will answer
many of your questions, will be e-mailed within the next ten days to anyone who
subscribed for this project.
PAYROLL
As a reminder, agencies must submit payroll information to OMES by
the established deadlines. The deadlines are set for your
protection. Agencies failing to meet deadlines are putting their
employees at risk of not being paid on payday. The responsibility for
late payroll is on the agency if deadlines are not met by the agency.
OMES will notify agency directors when payroll is not submitted by 3
p.m. five business days prior to payday.
Agencies will submit the following payroll documents to OMES Transaction
Processing:
-
The final Budget Check Report
-
The final Claim Document – signed
-
The CA GL Interface Trace File
Institutions of higher education will submit the following payroll
documents to OMES Transaction Processing:
-
The Validate PFT Funding Report
-
The Claim Document – signed
All documents must be received five business (5) days prior to the
actual pay date to ensure adequate time for audit and processing. Once
OMES receives the documents, the reports will be reviewed and the payroll will
be released to be picked up by a process that sends the checks and direct
deposits to the Office of State Treasurer (OST) for further processing.
Payroll documents must be received by 3 p.m. in order for payroll
to be released to the OST file on that day. If the paperwork is not
received by 3 p.m., the payroll will be held until the paperwork is
received.
The following email address should be used for submitting payroll
documents to Transaction Processing for payment of payrolls. This should
also be used for general correspondence on issues involving the submission of
payrolls. This is a group email that allows several Transaction Processing
staff to receive the email notice: payrolltransprocess@omes.ok.gov
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The OMES Form PWC has been updated and is available on our website. The updated
form has a revision date of 4/2017. The instructions have been updated as
well. Please be sure to use the new form on all payroll warrant
cancellation requests submitted.
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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 DER, Deceased Employee Reporting, must be
completed by agencies when an employee dies and payments are made after the
date of death. The form is on the OMES website under DCAR Forms. Once
completed, please send the form to OMES/DCAR payroll, attention Beth Brox or
Jean Hayes. Please complete and submit the form after the employee
payments have processed so that year-end reporting will be correct.
For procedures on processing payroll after the death of employee,
the HCM how-to document titled ‘Payroll Processing for Death of an Employee’ is
on the Business Application Services (formerly EBS/CORE) website under HCM’s
Module News for ‘How-to Documents’.
NOTE: Please remember to update the date of death on the HR Personal
Data Record, update Job Data for a termination with the reason code ‘SO4’
(deceased), and terminate the employee’s direct deposit (banks will return
direct deposits for deceased customers). A return of an item will cause a
delay to the individual receiving the payment.
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40 O.S. § 165.3a, allows employers to provide employees the option
of designating a beneficiary for wages and benefits payable upon an employee’s
death. There is no requirement for an employer to allow employees to select
beneficiaries, but agencies may want to consider adopting a policy which allows
employees to designate a beneficiary. Providing the option to employees
relieves stress and anxiety on family members after the death of the
employee. Also, agencies would have clear guidance on who is to receive final
wage payments and avoid any potential difficulties.
This statute does not include any longevity payment that may be
due as of the date of death of an employee. 74, O.S. § 840-2.18, subsection
H.2, authorizes any longevity payment to be paid to the decedent’s surviving
spouse, or if there is no surviving spouse, to the decedent’s estate.
The Human Capital Management Division of OMES has developed a
standardized Outstanding Wage Beneficiary form for agency use. OMES –
FORM HCM 016 (Revised 04/20/15) is available on the HCM
website.
Although it is not mandatory to use the OMES – FORM HCM 016,
agencies are advised to include all the data elements found in the standardized
form in any internally developed form.
For more information or sample forms and instructions, 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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Agencies need to review the PS Financials Payroll 36 Month
Statutory Cancellation Report on a regular basis. If there is a payroll warrant
listed and the employee is entitled to the funds, please complete the OMES Form
20R and send to Transaction Processing. This will allow a replacement
warrant to be issued to provide employees their due pay.
If a payroll warrant is listed and the employee is not entitled to
the funds, the issuing agency must notify OMES (62 O.S. § 34.80). Notification
should include the employee name, warrant number, warrant date, and
amount. The notification must be signed by an agency approving authority.
Please send notification to Transaction Processing stating that the warrant
should not be reissued. In addition, the amounts must be removed from the
employee’s earning record. 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 to have
this completed.
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ACCOUNTING
-
Lost or
destroyed warrants – Sections A, C, and D must be completed. When vendors/payees
request a lost or destroyed warrant reissuance (not statutory cancelled), it is
their responsibility to complete the information in Section C and to sign and
have notarized Section D of the Form 20R.
-
Statutory canceled warrants (with warrant) – Section A must be completed. Then
attached the warrant to the request.
-
Statutory canceled warrants (without warrant) – Sections A, B, and D must be
completed. When vendors/payees request a lost statutory cancelled warrant
reissuance, it is their responsibility to place their name in Section B and to
sign and have notarized Section D of the Form 20R.
In cases 1 and 3, Section D is mandatory for the completion of a Stat Canceled or Lost/ Destroyed
reissuance. The purpose of the notary is to witness the vendor/payee’s
signature where he or she is swearing by law the original warrant was lost, and
swearing by law that he or she will not attempt to cash the warrant if found. Without
the vendor/payee’s signature, the notary is invalid.
Prior to submitting a 20R, please insure all necessary
sections are completed, including all required signatures.
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P-CARD
Cardholders encountering issues with Staples transactions
should email the State Use Office directly at staplesportal@omes.ok.gov
rather than contacting Staples. The State Use Office employees will
assist with a quick resolution for unauthorized charges to the
p-card.
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