July 2025

Congratulations to the ODOT, OMES and Oracle teams for their successful collaboration in integrating the Department of Transportation into PeopleSoft Financials, effective July 1. A big thank you to the entire team for completing this project successfully.

With their migration, you may notice some new features available on the voucher and Project Costing pages.

• Optional Voucher Fields – You may now see additional fields within the Invoice Information tab of the voucher Regular Entry window. These are available for all agencies to use for additional reporting.
• Pending Close Project and Activity Statuses – This feature is available for our Project Costing agencies and will function similar to the ’T’ – Status. The status will be open to financials but closed to encumbrances, requisitions and purchasing.

The FY 2026 interest rate applicable to late payments to vendors has been set at 4.28% per annum, or $0.012 per $100 per day, and will be in effect July 1, 2025, through June 30, 2026.

This interest rate is provided by the State Treasurer based on the average interest rate for 30-day time deposits of state funds during the last calendar quarter of the preceding fiscal year (O.S. 62 § 34.71 & 34.72; O.S. 74 § 500.16A; and OMES Prompt Payment Rules/Regulations).

This is a system change that only pertains to agencies who are on the Billing Inter Unit (BIU) system in PeopleSoft Financials. Changes to the total voucher amount and supplier ID are no longer allowed. This ensures that payments made by your agency will correctly apply to the issued invoice.

If an invoice amount is inaccurate, you should receive a credit invoice. You should process the original and credit invoices simultaneously to apply the credit and reduce the payment amount. Ensure that both the invoice and the credit are paid to the same location and address, and that they are within the same pay group, to pair correctly in the pay cycle. The payment must result in a net positive voucher amount, and the credit and invoice must be of the same invoice type. 

After this change went into effect, we noticed the Total Amount on the voucher was being cleared to $0.00 in cases where a PO was pulled in and the original voucher line was deleted. Because agencies could no longer update the Total Amount field, the vouchers were placed in recycle status and agencies were required to reach out to CAR to have the total updated.

Upon further investigation, it was discovered that the Total Amount field was being updated to $0.00 when the original voucher line was deleted before the PO lines were pulled in. However, if the original voucher line was deleted after the PO lines were pulled in, the Total Amount field did not change to $0.00 and the agency was able to process the voucher normally.

To avoid any issues with the Total Amount field being cleared, please be sure to update your processing steps to pull in the PO lines before you delete the original voucher line. In the event that you do delete the voucher line first, please reach out to CAR using the ServiceNow Catalog to have the amount updated on the voucher.

Agencies submitting Form 10A to request a cash transfer must include the proper statutory authority for the fiscal year in which the transfer will take place. Please remember to review and, if necessary, update the citation on the form when submitting the request.

OMES is pleased to announce the Payroll Support team’s implementation of the service request platform within the state's work management system, ServiceNow.

About this transition: The Payroll Support team now offers a ServiceNow catalog item for your agency's use, enhancing our ability to efficiently direct requests to the team and manage requests submitted to our office.

Using ServiceNow to engage the Payroll Support team: 

You can use ServiceNow to request assistance with processing, validating and running payroll; large payroll data loads or changes; and agency-wide changes to time and absence or payroll practices. This support also includes Workday@OK, Payroll Accounting and PeopleSoft Financials support of institutions of higher education payroll processing. You can also use ServiceNow to request support with Workday@OK, payroll processing, accounting and PeopleSoft Financials for institutions of higher education.

For employees of most state agencies:

• Log in to ServiceNow using your employee ID number; no registration is needed.
• Navigate to the catalog and select Human Capital Management.
• Select the catalog item, Payroll Support.
• Enter the requested information and add attachments as needed.
• The ticket will be assigned directly to the team.

For affiliate agencies and Higher Ed entities:

• Create an account in the ServiceNow government portal. Follow these step-by-step instructions on that process.
  • Note: A recent system change has taken place. If you experience login issues, try clearing your browser cache. If issues persist, call 405-521-2444.
• Log in to ServiceNow.
• Navigate to the catalog and select Human Capital Management.
• Select the catalog item, Payroll Support.
• Enter the requested information and add attachments as needed.
• The ticket will be assigned directly to the team.

The Payroll Support team appreciates your understanding and looks forward to continuing our partnership with you!

Agencies are responsible for sending vendors the backup documentation for payments processed to ensure proper crediting to employees’ accounts. This will be one of the deduction reports from Workday@OK (RPT00234 or RPT00095) or the garnishment letter.

When contacted by vendors or the central payroll team to provide this information, a prompt response is required, especially due to the time sensitivity of some payments. Without this information, the vendor may not timely credit an employee’s account, and if for garnishments or liens, penalties or interest may be added to the employee’s account in error.

When mailing payments, please ensure all documentation related to the payments is included. When payment is processed as an electronic funds transfer (EFT) or Interagency WIR, please be sure to fax, scan and email, or mail the proper documentation. Vendors may have a specific method for receiving the payment information; if so, their instructions should be followed.

An employee’s legal name and Social Security number must be verified against their Social Security card. If the name or number on the Social Security card does not match what is entered in Workday@OK, the change should not be approved. Name changes should only be made based on an employee's Social Security card, not based on a driver's license, marriage certificate or other documentation. Request the employee provide an updated (new) Social Security card before any change is made in the system. Employees must apply for a replacement card with their correct legal name and SSN combination.

This is critical in reporting not only W-2 wages at year-end, but also the health offer/coverage information required by the Affordable Care Act. If the name and SSN do not match the Social Security Administration's (SSA) records, the employee’s wages may not be credited to their Social Security account. Additionally, if the name and SSN do not match, the employee may not be reported correctly for ACA purposes, which could result in an IRS letter being sent to the employee for possible lack of health coverage or an IRS letter being sent to the agency for not offering coverage.

To help prevent mismatches, OMES verifies employee name and SSN combinations several times throughout the year through the SSA website. Agencies with mismatched results are notified and are required to provide the necessary changes to ensure year-end reporting is correct. This process helps to ensure accurate reporting and reduces the risk of information reporting penalties.

The employee may enter the name that they currently use in Workday@OK as their “Preferred" name if desired, but the employee record and W-2 information must match the Social Security card for the legal name.

Agencies are reminded to review RPT00234 – Deductions Register for employee contribution amounts. The combined contribution amount for the SoonerSave pre-tax and Roth plans must equal the minimum required contribution for the period (biweekly = $11.54; monthly = $25.00). If the combined amount for any employee is less than the required minimum amount for the period, OPERS should not receive any contributions. The employee amount must be removed from the payroll along with the employer share and match. If an agency fails to catch this, they will be notified by OPERS to reverse the contributions in a future payroll so that both the employee and agency can be reimbursed.

Please distribute the FY 2026 pay schedules found at Pay Schedules to Payroll and Human Resources directors. Questions may be directed to payrollreporting@omes.ok.gov.

Employee deferrals and employer contributions must be remitted to OPERS in a timely manner to ensure participant amounts are posted and transferred to the selected investment options within 10 business days of payday, the end of the payroll period or the process date, whichever is later.

OMES processes payments for SoonerSave amounts on completed payrolls on a weekly basis. This payment schedule far exceeds the requirements set forth in the plan and IRS rules. On many occasions, contributions are posted to employee accounts on or before the actual pay date. Occasionally, due to an agency's payroll processing schedule, payments may post after the actual pay date.

Please remind employees that if payments are not showing on a quarterly statement, it may be due to the timing of payroll processing, and that the payments should show on the next quarterly statement. Employees are also encouraged to use the SoonerSave website to review and receive up-to-date information on their account.

PFT Reversal files should be submitted timely after receiving notification from Transaction Processing that funds have been successfully retrieved from an employee’s bank or when submitting a paper warrant for cancellation on the MWC form. Failure to submit a file timely will result in the warrant not being canceled and the agency not receiving the funds back in the 789 class fund until a file is received.

When submitting the Validate PFT Funding report for a PFT Reversal file, please include a brief description of the reason for the PFT Reversal. For example, "PFT Reversal file for EWC Warrant 200000099" or "PFT Reversal file for year-end adjustments." This will assist us in identifying the PFT Reversal and notifying others if any EWC/MWC forms are being held waiting on a file.

When OMES processes an institution’s payrolls, the warrants are listed on the AP Check Register the following day. Payroll personnel should verify with Finance personnel that the payroll is listed on the report. This is a good verification that the payroll has been processed. If an expected payroll is not listed on the register, please contact us at payrolltransprocess@omes.ok.gov.

The first two quarters of the 2025 tax year are now complete. It is time for agencies to run the Miscellaneous 1099 Tax Information Report, which will include all transactions from Jan. 1, 2025, through June 30, 2025. This report can be found in PeopleSoft Financials at Accounts Payable > Reports > Payments > Misc Tax Information Report. Please review the following items in this report:

• The name and Taxpayer Identification Number (TIN) must match the information on the W-9 that the supplier provided. If the information does not match, please request an updated W-9 from the vendor/supplier.
• Pay attention to the 1099 Flag: Y means the supplier should receive a 1099, and N means the supplier should not receive a 1099. A supplier does not need a 1099 if it is registered as a corporation, nonprofit or government entity (the exception to this is when the payment is for legal or medical services). In most cases, state employees should have an N 1099 flag. If there are any questions about a supplier's 1099 status, please request an updated W-9 from the supplier.
• Please note that Address 1 in the supplier file is the supplier’s official address reported to the IRS and the designated address for 1099 reporting. If the supplier’s 1099 Flag is N, any new addresses provided will be added as a different location. Address 1 will not change.
• Review all vouchers that were processed for each supplier to ensure that the correct amount and the correct account code were processed for the payments to the supplier. All voucher corrections must be made at the agency level.

Agencies can run this report at any time during the reporting year. At a minimum, agencies should be reviewing this report on a quarterly basis.

Any changes to the Supplier Profile (address changes, name changes, 1099 Flag corrections, etc.) should be submitted to Central Purchasing – Support using the Central Purchasing Agency Registration Resources ServiceNow Catalog. An updated W9 must be included with Supplier Profile changes. If you have any questions, please contact Alicia Reel at 405-522-1099 or alicia.reel@omes.ok.gov.

In July, OMES will perform TIN Matching on names and Taxpayer Identification Numbers with the IRS on all suppliers who have received 1099-reportable payments for the first half of tax year 2025. Doing this will allow us to provide more accurate information on the 1099 that suppliers will receive at year-end. We will notify agencies individually if the supplier information listed in PeopleSoft does not match IRS records.

Please be ready to respond promptly if/when you are notified. Any changes to the Supplier Profile must be submitted to Central Purchasing – Support using the Central Purchasing Agency Registration Resources ServiceNow Catalog. An updated W9 must be included with Supplier Profile changes. If you have any questions, please contact Alicia Reel at 405-522-1099 or alicia.reel@omes.ok.gov.

NOTE: This does not apply to Higher Ed institutions; these institutions will do their own 1099 reporting for 2025.

The recent payroll partner training for deceased employee processing is available in Workday@OK Learning. Payroll partners can enroll here to watch the recorded session.

July 2025 Webinar: Long Term Care: Pay Now, or Pay Later 
Presented by Mike Richardson

Friday, July 18
Noon to 1 p.m.

Webinar information may be accessed on their website.

2025 Annual Statewide Conference

Thursday, Aug. 28
7:45 a.m. to 5 p.m.

Embassy Suites Hotel and Conference Center
2501 Conference Drive
Norman, OK 73069

Conference information may be accessed on their website.