Workday@OK deduction recipients (aka PS vendors/suppliers)
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When a deduction recipient is needed on withholding orders:
- Open a new Workday@OK tab and search: View Deduction Recipient.
- Type in all or part of the deduction recipient’s name, then hit Enter on your keyboard (this may pull up several results).
- Only view those results that have the Alternate Deduction Recipient Name field formatted correctly, including the PS supplier ID/location/address. Example: ABC Company – 0000123456-0001-1.
- Select one result and review the full name and mailing address. Those results that are formatted correctly will also have an external entity ID. Continue with this process until finding the appropriate recipient, then enter the relevant details on the withholding order. If the recipient is not found, try another variation of the name and search again. If you know the vendor ID, that too (all 10 digits) can be entered to view the deduction recipient.
Note: Be certain the current status is Active. Inactive deduction recipients will not build vouchers in PS Financials.
- If the needed deduction recipient is not found or the address found does not match the order, a Garnishment Request service ticket will be required.
- After the vendor has been set up in PeopleSoft Financials, please submit a service ticket for the deduction recipient to be set up in Workday@OK. Request the ticket be assigned to the Human Capital Management-PATT group.
- Once set up in Workday@OK, the deduction recipient can be used on the withholding order.
Do not make any changes to or create deduction recipients in Workday@OK as they are set up in a specific way to integrate with PeopleSoft Financials. The Alternate Deduction Recipient Name field includes the PS supplier ID/location/address so agencies can easily identify the correct one to select. Any deduction recipients listed without this information or with DO NOT USE, DNU or Inactive in the name are not to be used. Deduction recipients used in the PY-to-AP process must include additional information, be correctly formatted and be included in the integration logic to process to PS Financials.
Use of an invalid or inactive deduction recipient will cause no payment to the vendor/supplier, may cause the amount to be included in payment to an incorrect vendor/supplier and may delay payment processing, which can harm the employee in additional interest due or penalties applied. Additionally, this may contribute to reconciliation issues in the 994 class fund.
Teachers' Retirement System – monthly file changes
The Teachers’ Retirement System (TRS) is working on changes to the monthly report. Beginning July 1, 2025, each employee’s email, date of hire and date of termination will be required. We are working with TRS on these new requirements and will be updating the monthly report in Workday@OK to meet the new requirements. Additional information will be distributed to agencies that have TRS-reportable employees after Workday@OK updates have been made and tested.
Reminder: Oklahoma 529 College Savings Plan payroll contributions
The plan administrator has continued the extension for the State of Oklahoma to process employee payroll withholding 529 plan contributions by paper check instead of electronic funds transfer. Therefore, they are re-emphasizing the need to include the deduction register with the check. Each employee’s account number must be included on the register. To do this, agencies must manually add each employee’s account number to the Deduction Register 529 Plan page prior to sending it with the warrant.
Because they have been receiving warrants without the deduction details, the 529 plan has been calling agencies before rejecting checks, but this is a time-intensive process for them. Agency payroll and finance personnel should be communicating about these details so that when the warrant is received, it can be sent with the required documentation. Failure to do so may result in rejected warrants being returned to agencies, resulting in employee contributions not posting timely to their accounts.
SoonerSave contributions and eligible compensation
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 and reductions in force 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 includes 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 toll-free 800-733-9008 or 405-858-6781.
Adjustments to Oklahoma child support payments
Agencies must notify HCM Central Payroll 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 Services 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.
Each Monday, HCM Central Payroll runs the HCM process to report and make payment to the OCSS/Oklahoma Centralized Support Registry, PS Vendor ID 0000190715. 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 March 8 and March 14, 2025, were processed to pay the child support withholdings on March 17, 2025. 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. When balancing the 994 fund, we recommend running the Summary of Receipts and Disbursements report, the Tuesday after the week which included the pay date. This will allow time for our processing and removal of the amount from the agency’s 994 fund to aid in the reconciliation process.
For questions, please email payrollreporting@omes.ok.gov and a team member will assist you.
Submission of OMES Form 94P
When an employee reimburses a payroll overpayment, please complete and submit the OMES Form 94P as soon possible after the reimbursement is made. Timely submission helps ensure corrections are reflected in the quarter in which they occurred for proper reporting and 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 or copies of the pay slip. The form allows the agency to enter the amount reimbursed. Additional backup data is not required.
The form requires that the state employee ID (EmplID) be entered. For the privacy and security of the employee, do not submit with the SSN or any other number.
HCM system-calculated taxes
The HCM system correctly calculates taxes based on the current tax rates and an employee’s withholding certificates. Agencies should not override the taxes calculated. If the taxes appear to be incorrect, the employee's paycheck should be reviewed before continuing the payroll process. If the taxes prevent after-tax deductions from being withheld, the employee should be notified. Payment of items not withheld through payroll due to lack of net pay must be settled between the employee and the entity.
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