PAYROLL
The Oklahoma Employment Security Commission has seen an upswing in fraudulent unemployment claims. The agency has been targeted by perpetrators filing fraudulent unemployment claims using stolen identities and personal information. OESC has implemented additional procedures to flag and investigate potential fraudulent claims and will require in-person ID verification for claimants.
To assist in preventing fraudulent claim payments, agencies are encouraged to respond as quickly as possible when a notice of unemployment insurance claim is received. This is especially true if you receive a claim on a person who is currently employed and on the job, or if the claimant was never an employee of your agency. Many times these are fraudulent claims and should be investigated immediately. If you suspect a fraudulent claim and would like to report it, please email OESC at [email protected] or call 405-557-7164.
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The schedule for running the FY Combo Code Conversion process is:
- Evenings of June 26 and June 27, 2019 – Department of Human Services. This process must be run prior to running the July 15, 2019, payroll.
- Evening of July 1 and July 2, 2019 – All state agencies having bi-weekly payrolls. This process must be run prior to running ‘B01’ or ‘C01’ payrolls which pay on July 19, 2019. 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, 2019. The EBS payroll team will monitor agencies to help ensure payrolls are completed before the conversion begins.
- Evenings of July 10 and 11, 2019 – All monthly anticipatory agencies. Do not begin processing M01 until July 15, 2019.
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 IS-HCM payroll group. This will enable the EBS team to try and schedule the agency’s FY Combo Code Conversion Process earlier. After funding has been processed, the pay calendars will be created and your agency will be notified. Questions may be directed to Carol Barton at 405-522-4371 or [email protected].
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If your agency will have any new departments for FY20, please request a combo code for the funding string and ask that it be set up in the department budget table prior to June 21, 2019. The new department will then be rolled over with the FY20 funding.
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Processing of the statutory pay raises included in HB 2771 will begin July 1 and should be completed by July 2. Agencies will need to refrain from entering any information in the job record that is dated July 1, 2019, or forward until after the pay raises have been added. The processing of the pay raises will begin with the Department of Human Services on June 26, followed by the agencies with bi-weekly payrolls and concluding with monthly payroll agencies. For questions related to the processing of pay raises, please create a service desk case asking for the case to be assigned to the IS-HCM payroll group.
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The rate certified for the administrative cost to be calculated in payrolls submitted for the fiscal year beginning July 1, 2019, has changed to $3.44 per month for any qualified participant. The equivalent amount for a bi-weekly pay period is $1.59. This change will be reflected in any payrolls submitted with a pay period code of M01, B01 or C01.
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The rate certified for the administrative cost to be calculated in payrolls submitted for the fiscal year beginning July 1, 2019, has changed to $1.45 per month for any qualified participant. The equivalent amount for a bi-weekly pay period is $0.67. This change will be reflected in any payrolls submitted with a pay period code of M01, B01 or C01.
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The amount the State of Oklahoma pays for employee retirement will remain at 16.5% for FY 2020.
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The amount the State of Oklahoma pays for employee retirement will remain at 22.0% for FY 2020.
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The amount the State of Oklahoma pays for employee retirement will remain at 11.0 percent for FY 2020.
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The federal matching contribution rate for the Teachers Retirement System will remain at 7.70 percent for FY 2020. 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 2020. For a complete list of rates, please see the TRS website.
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Please distribute the FY-2020 Pay Date schedules found at ScheduleofFY20PayPeriods to Payroll and Human Resource directors. Questions on the codes may be directed to Lisa Raihl at 405-521-3258, [email protected] or Jean Hayes at 405-522-6300, [email protected].
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HIGHER EDUCATION PAYROLL
Payroll claims for hours worked in fiscal years 2019 and 2020 on one payroll fund transfer file will record payroll expenses to the institution’s operating funds with bud refs 19 and 20. The claim number will begin with 20, which will require that all class 78900 transactions on the PFT file be recorded with bud ref 20. 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 20 to ensure the same allotment budget is used.
Please ensure the FY 2020 78900 allotment budget is sufficient for the FY 2019 expenses paid in July and August 2020.
If a payroll contains only FY19 expenses, then the claim number will be 19aaaxxxxx and the PFT bud ref will be 19.
If a payroll has FY19 and 20 expenses, then the claim number will be 20aaaxxxxx and the PFT bud refs for the operating funds (290, 430, 700) will be as applicable and the 789 bud ref must be 20.
If a payroll contains only FY20 expenses, then the claim number will be 20aaaxxxxx and the PFT bud ref will be 20.
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TREASURER'S OFFICE
Due to ongoing renovation of the State Capitol, the Office of the State Treasurer (OST) will be relocating to an alternate location on July 1, 2019. Our new address is:
9520 N May Ave.
(Lower Level)
The Village OK 73120
We are scheduled to be at our new location for approximately eight months to a year. OST will adopt the following procedures for the cashier window during this transition.
July 1, 2019
OST Cashier window will be open for business on July 1, 2019 from 8 a.m. to noon.
- State agency personnel can pick up warrants, bring deposits and cash checks between these hours.
- State agencies should not drop deposits in the night depository box (located to the right of the cashier window) after noon. Deposits that cannot be brought to the Capitol before noon on July 1 may be taken to the BancFirst location below or held until July 2, 2019.
BancFirst
1111 N Lincoln Blvd.
Oklahoma City OK 73104
July 2, 2019
The cashier window will open at 10 a.m. at the new location for regular operations. There will be no changes to the current procedures, which are available at www.treasurer.ok.gov.
July 3, 2019
The cashier window will resume regular hours (8 a.m to 5 p.m.) beginning July 3, 2019.
Additional Information:
- Night deposit: night deposit services will not be available at the new location. Please contact Deidra Salim ([email protected]) for additional details.
- Deposits: in addition to the cashier window, deposits may be made at any of the banks with which OST has established accounts. Please contact Marcus Brown ([email protected]) or Michael Clark ([email protected]) to determine the bank location that works best for you.
The bank locations closest to the Capitol are:
BancFirst (7569, 7626, 7627, 7628)
1111 N Lincoln Blvd.
Oklahoma City, OK 73104
Arvest Bank (7605)
3900 N Lincoln Blvd.
Oklahoma City OK 73105
First Fidelity Bank (7522)
722 N Broadway Ave.
Oklahoma City OK 73102
Chase (2030)
2200 N Western Ave.
Oklahoma City OK 73106
- Warrant pickup: warrants and payroll registers will be available for messenger pick up at the new location beginning on July 2. If an agency wishes to change/update their delivery method, please contact Serena Dailey ([email protected]) by June 20, 2019. Delivery options available are:
- Messenger pick up
- Interagency mail
- US Mail
- Change orders: Change order service will be available at the new location. Please contact Deidra Salim ([email protected]) for additional details.
Please check the State Treasurer’s website at www.treasurer.ok.gov for updates on the relocation.
Please direct any questions/concerns to:
Deidra Salim, 405-522-6860, [email protected]
Kiranmaye Nallayahgari, 405-522-4214, [email protected]
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Please refer to the Treasurer’s website for updates to correct duplicate participant bank records entered into the OST Agency System - EFT Participant Maintenance.
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ACCOUNTING
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 27, 2019, will be processed for payment by the close of business June 28. Vouchers received at OMES after 1 p.m. may be held and processed for payment in FY 2020. Vouchers may be created through 5 p.m. on Thursday, June 27, 2019 to accrue for 2019 expenditures in FY 2020. New vouchers should not be created on Friday, June 28, 2019, since that day is reserved for fiscal year closing activities. Agencies should resolve all voucher exceptions by the close of business on June 28, 2019. New vouchers may be created beginning on Monday, July 1, 2019.
- 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 27, 2019 deadline. Alternate system agency vouchers transmitted after 12 p.m. on June 27, 2019, will be paid on Friday, June 28, 2019. EDT transmissions should not be submitted on Friday, June 28, 2019. EDT agencies should resolve all voucher exceptions by the close of business on June 28, 2019. New EDT transmissions may be submitted beginning on Monday, July 1, 2019.
- Manual Warrants The cutoff for issuing manual warrants is noon on Thursday, June 27, 2019, 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 27, 2019. Manual warrants should not be issued to payees after these deadlines since vouchers are not to be created June 28, 2019. Manual warrants may be issued and the associated voucher created beginning on Monday, July 1, 2019.
- 340 Fund Expenditures Expenditure entries for 340 funds for June 27, 2019 and prior must be received by 9 a.m. on June 28, 2019 to be processed in FY 2019. Expenditure entries for 340 funds for June 28, 2019 must be received by 2 p.m. on June 28, 2019 to be processed in FY 2019.
WARNING! 2020 Expenses Due Early in July 2019
Payments for 2020 expenses may not be paid with 2019 budget. An example is July rent. These payments may not be paid until the agency receives its 2020 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 that have not posted by June 28, 2019, because of matching, document tolerance, budget checking or recycle exceptions will be deleted that day. To identify and correct vouchers prior to June 28, 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 during 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 [email protected] 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 28, 2019. 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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