STATE COMPTROLLER
Statutes require that all monies be deposited into an
agency’s clearing account within
certain deadlines, most often on the same day as received. Depositing money into a bank does not
complete the process of depositing money into the agency’s clearing account; it
only starts the process. The act of
posting the deposit into PeopleSoft is how the funds are credited to the
agency’s clearing account. All deposits
should be posted to PeopleSoft within 24 hours of receipt. The Treasurer’s office sweeps money to a
state interest bearing account based on the information in PeopleSoft. OST also calculates interest on any agency
interest-bearing accounts based on the amount shown in PeopleSoft. It is statewide accounting policy that
deposits be posted to PeopleSoft without delay.
All state funds including special accounts should be operating with a positive cash balance. OMES announced in the March 2016 DCAR newsletter that cash controls would be turned on for 700 funds. This was delayed, but is planned for this summer. There are very few agencies who currently have a negative balance in a 700 fund. All agencies should take immediate measures to ensure 700 accounts maintain a positive balance.
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PAYROLL
The schedule for running the
FY Combo Code Conversion process is:
- Evening of July 3, 2017 – Department of
Human Services. This process must be run prior to running the July 14, 2017,
payroll.
-
Evening of July 5, 2017 – All State
Agencies having bi-weekly payrolls. This process must be run prior to
running ‘B01’ or ‘C01’ payrolls which pay on July 21, 2017.
(NOTE: This date includes agencies that run both monthly and
bi-weekly payrolls. All supplemental and off-cycle payrolls must be
completed and processed to GL by 3 p.m. on July 05.)
- Evenings of July 13 and 14, 2017 – All monthly anticipatory agencies. Do not begin processing M01 until July 17.
NOTE: As soon as all on- and off-cycle payroll processes are
completed for the June pay period, please notify Enterprise Business Services
by creating a service desk case asking for the case to be assigned to the HCM
payroll group. This will enable the EBS team to try and schedule the
agency’s FY Combo Code Conversion Process earlier.
Questions may be directed to
Carol Barton at 405-522-4371 or carol.barton@omes.ok.gov.
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The rate certified for the
administrative cost which will be calculated in payrolls submitted for the
fiscal year beginning July 1, 2017, has changed to $1.49 per month for any
qualified participant. The equivalent amount for a bi-weekly pay period is $0.69.
This change will be reflected in any payrolls submitted with a pay period code
of M01 or B01.
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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 or 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.
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.
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The amount the State of
Oklahoma pays for employee retirement will remain at 16.5% for FY 2018.
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The employer contribution
rate for the Uniform Retirement System for Justices and Judges will increase
effective July 1, 2017, from 19.0% to 20.5% beginning with any payrolls
submitted with a pay period code on M01 or B01.
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The amount the State of
Oklahoma pays for employee retirement will remain at 11.0% for FY 2018.
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The Federal matching
contribution rate for the Teachers Retirement System will increase effective
July 1, 2018, from 7.70% to 7.80% beginning with any payrolls submitted with a
pay period code on M01 or B01. The federal matching contribution rate
must be paid when salaries are paid by federal funds or externally sponsored
agreements such as grants, contracts and cooperative agreements. Other TRS
contribution rates remain the same for FY 2018. For a complete list of
rates, please see the TRS website.
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Please distribute the FY-2018 pay date schedules found ScheduleOfFY18PayPeriods
to payroll and human resource
directors. Questions on the codes may be directed to Lisa Raihl at
405-521-3258, lisa.raihl@omes.ok.gov
or Beth Brox at 405-522-1099, beth.brox@omes.ok.gov.
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Military differential wage
payments are payments made to an employee during the period the individual is serving on active duty for a period
of more than 30 days and represents all or a portion of the wages an employee
would have received from the employer if the individual was performing services
for the employer.
Military differential pay is
includible as wages for income tax purposes on Form W-2, but is excludable from Social Security and Medicare taxes (FICA). To correctly report military
differential wage payments, Time Reporting Code ‘MILDF’ (earnings code ‘MLD’)
must be used.
The military differential
pay is also included in for OPERS, OLERS, and URSJJ retirement contributions
and must be correctly coded in order for the information to be sent to the
retirement systems correctly.
Please refer to Title 72 O.S. §48
and OAC 260:25-15-44,
for additional information related to leave of absence due to military service.
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When earnings are payable
after the death of an employee, the Payroll
Processing for Death of an Employee Manual must be followed to ensure
proper processing. The manual is available on the CIO website
under the header HCM How to Documents. For payments to a spouse,
dependents, guardians, or beneficiaries of a deceased employee that are made
through AP, the recipient(s) must be set up in the vendor file. Processing Step
1 in the manual states the agency can request a Vendor ID using the ‘Vendor
File Additions/Changes for Employees/Board Members’ form. This form has been
modified and is no longer valid for this type of vendor setup. Please submit a
completed IRS Form W-9
to Vendor Maintenance for payments to be made to a spouse, dependents,
guardians, or beneficiaries of a deceased employee. Requests to add or update
an employee Vendor ID made payable to the “Estate of …” an employee, may
continue to be submitted using the Form Adding Employees CORE Vendor Database. All forms should be submitted to Vendor Maintenance via
email to vendor.form@omes.ok.gov.
Forms may also be faxed to the updated number 405-521-3663 Attn: Vendor File
Maintenance.
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Beginning in 2012, the IRS mandated
Box 12 reporting or the cost of employer-provided health coverage. The W-2 must
show the amount in Box 12 with Code DD. To
correctly report the cost of health coverage, all payments (both employee and
employer) made for health insurance must process through the payroll system. Failure
to process through payroll will result in incorrect reporting on the W-2.
This reporting to employees
is for their information only. The
amount reported is not taxable and is only intended to inform them of the cost
of their health care coverage.
For questions or more information,
please contact Lisa Raihl at 405-521-3258 or lisa.raihl@omes.ok.gov, or Jean Hayes
at 405-522-6300 or jean.hayes@omes.ok.gov.
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ACCOUNTING
Please be sure to use the OMES Form MWC Form for canceling
miscellaneous warrants issued through OMES as warrants. DO NOT use the OST Stop
Payment and Hard Cancel Form for this. Also, the OMES Form MWC should be sent
directly to OMES and not be sent to the State Treasurer’s office.
In the CAR Newsletter, Volume 27, Number 4, dated Oct. 13, 2016;
we announced the reactivation of the OMES Form MWC used to cancel miscellaneous
warrants. However, we are still seeing cancelation requests on the OST Stop
Payment and Hard Cancel Form (NOTE: The
Hard Cancel form should only be used for ASA checks, manual checks, and others
not issued on vouchers through OMES).
We have started rejecting warrant cancellations on the OST Hard
Cancel form since requests must be submitted using the OMES Form MWC (Revised
9/16). Please be sure all appropriate staff in your agency are aware of this.
Using the incorrect form is the basis for rejection of the request causing
delays and even loss of funds if the warrant cancels by statute prior to being
processed as a miscellaneous warrant cancellation. For warrants already
statutorily canceled and where we subsequently receive a cancellation request,
the state-canceled warrant would be flagged for no replacement.
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Following are the procedures for
closing out the current fiscal year and then beginning the new fiscal year
activity.
-
Miscellaneous Claim Voucher
Processing
Voucher
batches received by 1 p.m. on Thursday, June 29, 2017, will be processed
for payment by the close of business June 30. Vouchers received at OMES
after 1 p.m. may be held and processed for payment in FY 2018. Vouchers
can be created through 5 p.m. on Thursday, June 29, 2017, to accrue for
2017 expenditures in FY 2018. New vouchers should not be created on Friday,
June 30, 2017, since it is reserved for fiscal year closing
activities. Agencies should resolve all voucher exceptions by the
close of business on June 30, 2017. New vouchers may be created beginning
on Monday, July 3, 2017.
-
EDT Vouchers Submission
Agencies
uploading voucher data via ‘EDT’ transmissions (vouchers from remote)
should provide for sufficient internal lead time so that vouchers arrive
at OMES by the 1 p.m. Thursday, June 29, 2017, deadline. Alternate
System Agency vouchers transmitted after 12 p.m. on June 29, 2017, will be
paid on Friday, June 30, 2017. ‘EDT’ transmissions should not be submitted
on Friday, June 30, 2017, ‘EDT’ agencies should resolve all voucher
exceptions by the close of business on June 30, 2017. New ‘EDT’
transmissions may be submitted beginning on Monday, July 3, 2017.
-
Manual Warrants
The
cutoff for issuing manual warrants is noon on Thursday, June 29, 2017, for
non-alternate system agencies, and 5 p.m. for Alternate System Agencies.
Agencies whose warrants are entered into the system by OMES must have the
supporting paperwork to OMES by 5 p.m. on Thursday, June 29, 2017. Manual
warrants should not be issued to payees after these deadlines since
vouchers are not to be created June 30, 2017. Manual warrants may be
issued and the associated voucher created beginning on Monday, July 3, 2017.
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340 Fund Expenditures
Expenditure
entries for 340 funds for June 29, 2017, and prior must be received
by 9 a.m. on June 30, 2017, to be processed in FY 2017. Expenditure
entries for 340 funds for June 30, 2017, must be received by 2 p.m. on
June 30, 2017, to be processed in FY 2017.
WARNING! 2018 Expenses Due Early
in July 2017
Payments for 2018 expenses may
not be paid with 2017 budget. An example is July rent. These payments
may not be paid until the agency receives its 2018 budget. Agencies should
notify vendors and contractors of this end-of-year processing dilemma, which
could delay payment beyond the due date.
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Vouchers other than inter-unit
billings and payroll withholding vouchers older than 30 days on June 30, 2017,
that have not posted because of matching, document tolerance, budget checking
or recycle exceptions will be deleted that day. To identify and correct
vouchers prior to that date, please run the following reports beginning now:
Match Exception, Document Tolerance Exception, Budget Checking Error and the
Vouchers in Recycle Status. If a voucher is not corrected while it is an open
accounts payable period, the accounting date on the voucher must be changed to
the current date so it will budget check. Contact the OMESTPAccountsPayable@omes.ok.gov
if assistance is needed to resolve the errors identified on these
reports.
All payroll withholding vouchers
in the staging tables should be built as of June 30, 2017. Additionally, to
ensure expenditures and liabilities are reported properly and to facilitate the
reconciliation processes, run the OCP_AP_UNPAID_VOUCHERS query to monitor
unpaid vouchers. If vouchers have been created but will not be paid,
please delete vouchers that have never posted and close vouchers that have
posted.
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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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The Works end-of-cycle deadline
posted on the P-Card
information website is the final deadline by which all transactions must be
closed by the Works accountants at each agency. The agency P-card
administrator should determine an additional deadline for cardholder and
approver sign offs in Works between the cycle deadline and the posted date to
provide the Works accountants adequate time to finalize all transactions.
For example: The June cycle ends Friday, June 30,
the final transactions available for editing Monday morning, July 3. The
deadline posted on the P-card website is Thursday,
July 6, at 5 p.m., so the deadline for the cardholders and approvers for this
cycle might be 5 p.m. on Wednesday, July 5, or
even noon on that day. You should consult both the calendar and the posted
deadline date when determining your internal deadline schedule. Most
Works accountants will need at least one full day to finalize all transactions.
Remember for all new P-card AOs,
the Supplier ID is 0000001101 and the Location is 0002, Type is PCAO only,
Origin is EXC or PCD only. You must also set
the matching to NO MATCH in the header and the matching controls in the
schedule detail must also be set to NO MATCH.
Amount only must be selected and Receiving Required should be set to
Optional.
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