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CAR Newsletter - June 2020

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Newsletter Archive | Statewide Accounting Manual | Forms | State Comptroller

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OMES Central Accounting and Reporting, Finance and Central Purchasing are relocating

Effective June 15, OMES CAR, Finance and CP will be located at the Will Rogers Building.

Please address any correspondence to:

OMES Central Accounting and Reporting (ABS, General Ledger, Transaction Processing)
Will Rogers Building
2401 N. Lincoln Blvd., Ste. 202
Oklahoma City, OK 73105

OMES Vendor Registration
Will Rogers Building
2401 N. Lincoln Blvd., Ste. 220
Oklahoma City, OK 73105

OMES Finance and OMES CAR Payroll
Will Rogers Building
2401 N. Lincoln Blvd., Ste. 212
Oklahoma City, OK 73105

OMES Central Purchasing
Will Rogers Building
2401 N. Lincoln Blvd., Ste. 116
Oklahoma City, OK 73105

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PAYROLL

FY Combo Code Conversion schedule

The schedule for running the FY Combo Code Conversion process is:

  • Evenings of June 29 and June 30 – Department of Human Services. This process must be run prior to running the July 15 payroll.
  • Evenings of July 1 and July 2 – all state agencies having biweekly payrolls. This process must be run prior to running B01 or C01 payrolls which pay on July 17.
    NOTE: This date includes agencies that run both monthly and biweekly payrolls. All supplemental and off-cycle payrolls must be completed and processed to GL by 3 p.m. on July 2. The EBS payroll team will monitor agencies to help ensure payrolls are completed before the conversion begins.
  • Evenings of July 13 and 14 – all monthly anticipatory agencies. Do not begin processing M01 until July 15.

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 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. Email questions to [email protected].

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New departments for use in PS HCM

If your agency will have any new departments for fiscal year 2021, please request a combo code for the funding string and request it be set up in the department budget table prior to June 19. The new department will then be rolled over with the FY 2021 funding.

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Changes in fees for SoonerSave Deferred Savings Plan

The rate certified for the administrative cost to be calculated in payrolls submitted for the fiscal year beginning July 1 has changed to $4.59 per month for any qualified participant. The equivalent amount for a biweekly pay period is $2.12. This change will be reflected in any payrolls submitted with a pay period code of M01, B01 or C01.

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Changes in fees for Pathfinder Retirement Plan

The rate certified for the administrative cost to be calculated in payrolls submitted for the fiscal year beginning July 1, 2020, has changed to $1.57 per month for any qualified participant. The equivalent amount for a bi-weekly pay period is $0.72. This change will be reflected in any payrolls submitted with a pay period code of M01, B01 or C01.

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No change in state share of Oklahoma Public Employees Retirement System

The amount the State of Oklahoma pays for employee retirement will remain at 16.5% for FY 2021.

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No change in employer contribution rate for Justices and Judges Retirement System

The amount the State of Oklahoma pays for employee retirement will remain at 22.0% for FY 2021.

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No change in state share of Oklahoma Law Enforcement Retirement System

The amount the State of Oklahoma pays for employee retirement will remain at 11% for FY 2021.

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No change in contribution rates for Teachers' Retirement System

The federal matching contribution rate for the Teachers Retirement System will remain at 7.7% for FY 2021. 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 2021.  For a complete list of rates, please see the TRS website.

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Schedule of FY-2021 pay periods

Please distribute the FY-2021 Pay Date schedules to Payroll and Human Resource directors. Email code-related questions on the codes may be directed to [email protected].

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Fraudulent unemployment insurance claims: Update

The Oklahoma Employment Security Commission (OESC) has a new electronic unemployment assistance fraud complaint form that can be used by both employees and employers to file a formal complaint regarding a potential fraudulent unemployment claim. If employees or agencies receive correspondence related to unemployment claims for which they did not file, they should complete this online form.

Perpetrators continue to file fraudulent unemployment claims using stolen identities and personal information. To assist in preventing fraudulent claim payments, agencies must 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 need further assistance, you can email the OESC at [email protected] or call them at 405-557-7164.

In addition, the fraud should be reported to the Attorney General’s Office, which has a web page with information for individuals or businesses that receive bogus claims. Complete the Oklahoma Unemployment Fraud Form and submit it to [email protected]. The claim will then be directed to law enforcement to be investigated.

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HIGHER EDUCATION PAYROLL

Higher education deferred payroll

Payroll claims for hours worked in fiscal years 2020 and 2021 on one payroll fund transfer file will record payroll expenses to the institution’s operating funds with bud refs 20 and 21. The claim number will begin with 21, which will require that all class 78900 transactions on the PFT file be recorded with bud ref 21. 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 21 to ensure the same allotment budget is used. Please ensure the FY 2021 78900 allotment budget is sufficient for the FY 2020 expenses paid in July and August 2020.

If a payroll contains only FY 2020 expenses, then the claim number will be 20aaaxxxxx and the PFT bud ref will be 20.

If a payroll has FY 2020 and 2021 expenses, then the claim number will be 21aaaxxxxx and the PFT bud refs for the operating funds (290, 430, 700) will be as applicable and the 789 bud ref must be 21.

If a payroll contains only FY 2021 expenses, then the claim number will be 21aaaxxxxx and the PFT bud ref will be 21.

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ACCOUNTING

FY 2020 year-end miscellaneous claim vouchers and orders processing

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 Monday, June 29, 2020, 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 2021. Vouchers may be created through 5 p.m. on Monday, June 29, 2020 to accrue for 2020 expenditures in FY 2021. New vouchers should not be created on Tuesday, June 30, 2020, since that day is reserved for fiscal year closing activities.  Agencies should resolve all voucher exceptions by the close of business on June 30, 2020. New vouchers may be created beginning on Wednesday, July 1, 2020.
  • 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. Monday, June 29 deadline. Alternate system agency vouchers transmitted after noon on June 29 will be paid on Tuesday, June 30, 2020. Do not submit EDT transmissions on Tuesday, June 30. EDT agencies should resolve all voucher exceptions by the close of business on June 30. New EDT transmissions may be submitted beginning on Wednesday, July.
  • Manual warrants
    The cutoff for issuing manual warrants is noon on Monday, June 29, 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 Monday, June 29. Manual warrants should not be issued to payees after these deadlines since vouchers should not be created on June 30. Beginning Wednesday, July 1, manual warrants may be issued and the associated voucher created.
  • 340 fund expenditures
    Expenditure entries for 340 funds for June 29, 2020 and prior must be received by 9 a.m. on June 30, 2020 to be processed in FY 2020. Expenditure entries for 340 funds for June 30, 2020 must be received by 2 p.m. on June 30, 2020 to be processed in FY 2020.

WARNING! 2021 Expenses Due Early in July 2020

Payments for 2021 expenses (e.g., July rent) may not be paid with 2020 budget. These payments may not be paid until the agency receives its 2021 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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P-CARD

Authority orders

All purchase card authority orders must be set up prior to the last day of the current fiscal year. Agencies without P-card AOs on July 1 will not be able to use their P-cards for any types of payments. P-card AO’s must be dated June 30, 2020 or before to use the P-card for FY 2021 payments and purchases.

Direct questions to [email protected].

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AGENCY NEWS

PeopleSoft upgrade status

The upgrade to the PeopleSoft accounting system is moving along but the expected go-live date has been moved to the weekend of November 6-8. PeopleSoft will be shut down during that weekend.  The upgrade puts us in a position to roll out new functionality and additional modules that have not been available to us in the past. Work on implementing new modules will be completed after the upgrade is finalized. Watch for training announcements and further updates in the weeks to come.

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COVID-19 reimbursement requests

The use of the state’s allotment of money from the Coronavirus Relief Fund will be audited. Uses that are found to be ineligible must be repaid. The project management team is carefully reviewing requests for reimbursement for purchases related to COVID-19. Documentation supporting the purchase should be attached to the claim within PeopleSoft if possible. The team will reach out to agencies for more information as needed. Anything considered inappropriate will be denied. To avoid making purchases for which you may not receive reimbursement, agencies may e-mail [email protected] for advice regarding whether the reviewers may deem an intended purchase appropriate.

Requests for reimbursement for COVID19-related purchases through May 31 may now be submitted. The due date for consideration in the next review process is June 15. Requests should not include anything previously requested or anything that is being reimbursed from another source.

For payroll costs, agencies may use the 'Employer Share of Retirement' column on the template to benefit allowance for insurance.

Higher education entities - the project management team is working with regents for documentation of the institutions’ uses of other relief funds available.  Once the other sources and the use of those sources is determined, additional guidance will be provided to higher education.

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COVID-19 funds: Use of 490 fund

For direct grants or COVID-19 relief that is coming directly to the agency (as opposed to reimbursements from the Coronavirus Relief Fund transferred by the state),use their 490 funds. CRF funds that are being transferred from BU00000 to state agencies will be transferred to the fund listed in the agency’s reimbursement request.  View the CRF reimbursement instructions for more information.

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PCI reminder

Payment Card Industry Data Security Standards assessments should be completed by July 31.  OST has contracted with True Digital, a PCI Qualified Security Assessor, to provide state agencies assistance in completing their PCI-DSS assessments and is providing one hour of consultation with True Digital at no cost to the agency.  Please email Victor Castillo at OST Treasury Services [email protected] for more information.

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ACH fraud alerts

The Office of the State Treasurer (OST) will notify state agencies when notification is received from JP Morgan Chase regarding the legitimacy of an ACH transaction.  OST will contact the agency’s authorized personnel to confirm the legitimacy of the flagged transaction. It is imperative that agencies respond to these inquiries in a timely manner. Late responses could result in the transaction not being released into the ACH network, delaying the payment.

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Budget revisions

Agency request officers may submit allotment requests to revise the agency’s budget with an email signature. Please include the standard revision allotment language in the body of the email.

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Volume 30, Number 12
Fiscal Year 2020
June 4, 2020


In This Issue ...



TRAINING

There are no trainings scheduled at this time.

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Contacts


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[email protected]


State Comptroller:
Lynne Bajema, CPA
405-522-5577
[email protected]

OMES Services CAR Accounting:
Jennie Pratt, CPA, CGFM
[email protected]

Agency Business Services/Deputy State Comptroller:
Steve Funck, CPA, CGFM
[email protected] 

Financial Reporting Unit:
Matt Clarkson, CPA
[email protected]

Transaction Processing Manager:
Steve Wilson
405-521-4679
[email protected]

Statewide Accounts Payable:
Courtney Cowart
[email protected]

Replacement Warrants:
[email protected]

Voucher Processing:
[email protected]

Payroll Transaction Processing:
Elsa Kunnel
[email protected]

Payroll Reporting:
Lisa Raihl, CPA
405-521-3258
[email protected]

Purchase Cards Assistance:
Linda Powell
[email protected]

Travel Office (and online booking tool):
[email protected]

Vendor Registration:
Victoria Baker
405-522-3093
[email protected]

Vendor File Maintenance:
[email protected]

Vendor Remittance Updates:
Updates to remittance contact for vendor payment notification.
[email protected]

OMES Service Desk:
405-521-2444 or toll-free 866-521-2444
[email protected]