PAYROLL
The Pathfinder enrollment
deduction code “SRDC” should only be used when setting up an employee in the
Pathfinder plan. If the code is entered to be used on a payroll directly, an amount
will be withheld but will not be included in the file or payment to OPERS. This
will result in OMES/CAR having to process a direct refund to the employee for
the “SRDC” amount. Please be mindful to only use the code when setting up an
employee in the Pathfinder Plan.
>> Back to Top
Agencies may, on occasion, receive
a report generated from the Office of the State Treasurer’s current ACH
application. OST’s current ACH application automatically updates bank routing
numbers based on the latest table of Federal Reserve Bank routing numbers. This
update allows the items to continue processing for payment. When an update is
made, the Participant Old/New Routing Number report is generated listing the
employee, the incorrect bank routing number and the correct bank routing
number. This report is distributed to agencies to update employee banking
information. These updates must be made so transactions will continue to process
without interruption. This report is sent out by OMES to the contact listed for
the Updated Banking Information report.
>> Back to Top
State agencies may receive a
notification from the Oklahoma Employment Security Commission regarding
electronic submission of the OES-3, Oklahoma Employers Quarterly Contribution
Report. Effective Jan. 1, 2017, this report must be filed electronically. OMES
is in compliance with this requirement.
OMES submits the quarterly
wage report for all state agencies that use the Oracle/PeopleSoft HCM system
and are under the state’s FEIN. The report is currently submitted
electronically using the 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.
>> Back to Top
Agencies must notify OMES
CAR of any items that will affect the Oklahoma centralized child support
payment. Items that could affect the amount to be paid include refunds to
employees for amounts withheld in error and reversals of payroll warrants. If
OMES is not notified and the centralized child support payment is processed,
the agency will be responsible for contacting the Department of Human Services
child support division to attempt 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 agencies is critical in these
situations.
CAR runs the HCM 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 7/01/2017 – 7/07/2017 were
processed to pay the child support withholdings on 7/10/2017. All payments
going to the OCSS must be set up to use Vendor ID 0000190715. Payments to
Vendor ID 0000000830 or Vendor ID 0000197419 for the OCSS are no longer allowed
and will not be processed for centralized payment if used in
error.
In PeopleSoft Financials, a
journal entry is created to remove the funds from the agency’s 994 fund. The agency will
see a debit to the 633190 account and a credit to 101000.
For questions, please
contact Beth Brox at 405-522-1099, beth.brox@omes.ok.gov or Jean
Hayes at 405-522-6300, jean.hayes@omes.ok.gov.
>> Back to Top
When an employee reimburses a payroll overpayment, please
complete and submit the OMES Form 94P as soon as the reimbursement is made. Timely submission helps ensure corrections are
reflected in the quarter in which they occurred for proper reporting and also
helps in the full recovery of OPERS retirement amounts. If the retirement
system is not aware of an overpayment and the pending overpayment refund
request, payouts to former employees may be incorrect, resulting in a loss to
the agency. In addition, retirement calculations may be incorrect if the
overpayment is not reported timely.
Please do not
provide copies of personal checks. The form allows the agency to enter
the amount reimbursed. Additional back up data is not
required.
The form
requires the State EmplID be entered. This has been changed for the
privacy and security of the employee. Please do not submit with the social
security number or any other number.
>> Back to Top
When an
employee chooses to reimburse an overpayment using annual leave, the amount of
annual leave reduced should equal the gross amount of overpayment. In the past
there have been instances where agencies have incorrectly reduced the annual
leave by the net amount of the overpayment.
If an
employee reimburses an overpayment using terminal leave, an OMES Form 94P must
be submitted to correct the retirement amounts reported on the check that included the overpayment. Terminal leave is not included in retirement wage
calculations; therefore, a payroll earnings adjustment is required.
>> Back to Top
HIGHER EDUCATION PAYROLL
Payroll
claims for hours worked in fiscal years 2017 and 2018 on one payroll fund
transfer (PFT) file will record payroll expenses to the institution’s operating
funds with Bud Refs 17 and 18. The claim number will begin with 18, which will
require that all class 78900 transactions on the PFT file be recorded with Bud Ref 18. The first two digits of the claim number determine which 78900 budget
is used for the net payroll vouchers, so all 78900 transactions on the PFT must
be recorded with Bud Ref 18 to ensure the same allotment budget is used.
Please ensure
the FY 2018 78900 allotment budget is sufficient for the FY 2017 expenses paid
in July and August 2018.
>> Back to Top
1099 MISC REPORTING
We have just completed the
first two quarters of the 2017 tax year. It is time for ALL agencies to run the
Miscellaneous 1099 Tax Information Report which will include all transactions
from Jan. 1, 2017 through June 30,
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:
-
The Name and Tax ID number (TIN) must match the information
on the vendor’s W-9, which designates the way the vendor reports their taxes to
the IRS and state Tax Commission.
-
Pay attention to the 1099 Flag: Y means the vendor
should receive a 1099, and N means the vendor should not receive a 1099. A vendor does not need a 1099 if it is registered as a
corporation, non-profit or government entity (the exception to this is when the
payment is for legal or medical services).
State employees in most cases should have an N 1099 flag. All other non-exempt vendors should have a Y
1099 flag. If there are any questions
about a vendor’s 1099 status please request an updated W-9 from the vendor and
forward a copy to OMES.
-
Please note that Address
1 in the vendor file is the designated address for 1099 reporting. If the vendor’s
1099 Flag is N, any new addresses provided will be added as a different location,
but Address 1 will not change. If Address 1 should be different please request
the change by submitting the request on OMES Form Vendor /Payee.
-
Review all warrants processed for each vendor to
ensure that the correct amount is listed for the proper vendor. (Any warrant corrections will need to be made
at the agency level.)
Please send any corrections on
this report to the OMES by Friday, July 28, 2017. If you have any
questions contact Beth Brox at 405- 522-1099 or by e-mail at Beth.Brox@omes.ok.gov.
NOTE: This does not apply to Higher Ed Institutions since they will be doing their own 1099
reporting for 2017.
>> Back to Top
In July, OMES will run a TIN Match process to compare names
and tax ID numbers with the IRS on all vendors who have received 1099
reportable payments for the first half of tax year 2017. By doing this we hope to provide more correct
information on the original 1099 that the vendor will receive since the time for
reporting is more limited for 2017. We
will notify individual agencies of vendors that don’t match with the IRS asking
for them to provide the necessary correcting information. Please be ready to respond promptly if/when
you are notified. Please contact Beth
Brox at 405-522-1099 or by email at Beth.Brox@omes.ok.gov if you have any questions.
NOTE: This does not apply to Higher Ed Institutions since they will be doing their own 1099
reporting for 2017.
>> Back to Top
ACCOUNTING
The FY 2018 interest rate
applicable to late payments to vendors has been set at .38% per annum, or
$0.001 per $100 per day, which will be in effect July 1, 2017 through June 30,
2018. This interest rate is provided by
the State Treasurer based on the average interest rate for thirty day time
deposits of state funds during the last calendar quarter of the last preceding
fiscal year. (O.S. 62 § 34.71
& 34.72 and O.S. 74 § 500.16A. and OMES Prompt Payment Rules/Regulations)
>> Back to Top
|
