It is that time of year again, and the Financial Reporting Unit needs your assistance to accomplish our goal of issuing the State of Oklahoma FY26 ACFR in a timely manner.

Our work depends heavily on your support and timely responses. Because many reporting requirements are time-sensitive, we will be implementing firm deadlines to ensure we stay on track and meet our reporting targets.

We appreciate your continued cooperation, responsiveness, and commitment throughout this process. Your efforts play a critical role in the successful and timely completion of the State’s financial reporting responsibilities.

Please be on the lookout for email correspondence from your agency’s designated analyst. The Financial Reporting Unit has added some new analysts so you may be seeing some new names in your inbox.

If you have any questions or need assistance, please do not hesitate to reach out to your designated analyst. We look forward to working together to ensure timely and successful financial reporting.

Agency deposits in general revenue funds should continue to be processed in class fund 19600 through July 13.

Effective July 14, agencies should begin to deposit into class fund 19700. Agencies must prioritize resolution of any deposit corrections affecting general revenue this month to ensure that these funds' balances are accurate so that they are accurately reported for certification by the Board of Equalization.

Deadlines for submitting updated costing allocation spreadsheets to OMES for processing into Workday@OK are:

• Biweekly payroll agencies: July 2.
• Monthly payroll agencies: July 10.

For instructions on creating the costing allocation spreadsheet update, please consult this user guide. When the costing allocation updates are complete, submit the spreadsheet to Payroll Support in ServiceNow.

The following procedures are used when closing out the current fiscal year (FY 2026) and beginning the new fiscal year (FY 2027):

• Miscellaneous claim voucher processing: Voucher batches received by 1 p.m. on Monday, June 29, will be processed for payment by the close of business on Tuesday, June 30. Vouchers received by OMES after 1 p.m. may be held and processed for payment in FY 2027. Vouchers may be created through 5 p.m. on June 29 to accrue for 2026 expenditures in FY 2027. New vouchers should not be created on June 30, since that day is reserved for fiscal year closing activities. Agencies should resolve all voucher exceptions by the close of business on June 30. New vouchers may be created beginning on Wednesday, July 1.
• EDT voucher submission: Agencies uploading voucher data via EDT transmissions (remote vouchers) should provide for sufficient internal lead time so that vouchers arrive at OMES by the 1 p.m. deadline on June 29. Alternate system agency vouchers transmitted after noon on June 29 will be paid on Tuesday, June 30. Do not submit EDT transmissions on 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 1.
• Manual warrants: The cutoff for issuing manual warrants is noon on Monday, June 29, for nonalternate-system agencies and 5 p.m. on Monday, June 29, for alternate-system agencies. Agencies whose warrants are entered in 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 and prior must be received by 9 a.m. on June 30 to be processed in FY 2026. Expenditure entries for 340 funds for June 30 must be received by 2 p.m. on June 30 to be processed in FY 2026.

Payments for 2027 expenses (e.g., July rent) may not be paid from the 2026 budget. These payments may not be paid until the agency receives its 2027 budget. Agencies should notify vendors and contractors of this end-of-year processing requirement, which could delay payment beyond the due date.

As a reminder, payment of expenses is restricted to amounts applicable to the fiscal year in which the travel occurred (Statewide Accounting Manual, Chapter 10.5.2). Additionally, payment shall be subject to the availability of the amounts in the agency’s budget.

Vouchers for reimbursement of travel expenses shall not cover more than one fiscal year (74 O.S. § 500.3). In cases where the travel period (the set of days claimed) extends beyond the end of the fiscal year, the travel voucher must be closed and a subsequent voucher submitted for the remainder of the trip in the next fiscal year. In addition, the first travel voucher must be annotated to show the travel period is continuous, and a copy must be submitted with the second voucher for verification of the payment history of expenses claimed. If submitted together, a copy of the second voucher must be included with the first voucher.

Agencies must split the travel expenses at midnight: One voucher will end travel status at 11:59 p.m. on June 30, and the second voucher will begin travel status at midnight on July 1. Lodging incurred the night of June 30 and morning of July 1 should be included on the June 30 voucher. Be sure to cross-reference each voucher for audit purposes.

For additional questions regarding this procedure, please submit a ServiceNow ticket to OMES Central Accounting and Reporting.

The Treasury Offset Program is a system where the U.S. Treasury collects funds due to an entity when the entity has a past-due debt to the federal government. Because all Oklahoma state agencies share a single tax ID, if any agency has a past-due debt to the federal government, a payment to another agency may be withheld. OMES CAR assists agencies in coordinating funds when a withheld deposit occurs; the agency that owes the past-due debt will repay the state agency that had funds withheld.

In the past year, there have been two federal payments not identified. Please review your records to determine if you were expecting a payment in May 2025 for $148,097 or in March 2026 for $30. If you were expecting either of these payments, please contact Bethany Patterson for the next steps for your agency.

Note: Higher education entities each have a unique tax ID separate from state agencies, and should only be offset for their own debts. If any state agency receives a notification of offset, or a warning letter of impending offset, please send OMES CAR a copy for review. This assists our interagency coordination efforts significantly.

Agencies submitting Form 10A to request a cash transfer from OMES must remember to update the form to reference the proper statutory authority for the fiscal year in which the transfer will take place. Please review each class fund’s statutory authority and, if necessary, update the citation on the form before submitting the request.

OMES Central Accounting and Reporting (CAR) hosts an ongoing series of 30-minute virtual training sessions for state finance personnel. There will be no trainings in June or July to accommodate fiscal year end. Sessions will resume in August.

Need a refresher? Select the links below to review past sessions.

• May 11: GAAP Package Overview
• April 16: Encumbrance Corrections
• March 11: Payroll Funding Corrections
• Jan. 15: Warrant Replacements
• Nov. 6: Accounts Receivable Regular Deposits

There is now a streamlined integration, INT114, for creating and updating PeopleSoft supplier information for employees directly from Workday@OK! This process expedites the process and empowers agencies with direct control over their employee supplier files. Agencies who use this process can complete the task themselves instead of submitting ServiceNow requests to the Central Purchasing Supplier Registration team. 

An employee needs a PeopleSoft Employee Supplier ID if they need reimbursement from their agency for travel expenses, mileage reimbursement, education reimbursement or non-travel employee reimbursements. These are nontaxable payments to an employee. If an employee owns a business and provides goods and services to a state agency, they should have a nonemployee supplier ID for that activity, which would be taxable vendor payments. The employee’s state-issued Employee ID and work email should not be connected to that supplier ID.

An agency Finance Partner may run the INT114 in Workday@OK. The process can create a new ID or update an existing one if an employee has moved to a new agency or has updated their banking information in Workday@OK. INT114 can be run for a single employee or multiple employees at once. Please do not create Employee Supplier IDs for all employees at your agency, as this would cause unnecessary data logs in our system.

Note: Some employees or situations cannot be processed through this integration:

• The employee has transferred to a new state agency from a higher education entity. The agency must submit a Payee Information Update Request in ServiceNow.
• The employee is a board member, commission, temporary employee or contractor who is not full-time equivalent (FTE). The employee must self-register through the Oklahoma Supplier Portal. 

The Oklahoma State Treasurer’s Office (OST) is nearing completion of its long-term effort to modernize our legacy Treasury and Cash Management systems. This upgrade will significantly improve performance, security and user experience, while adding new capabilities such as account validation and enhanced fraud detection.

To stay informed about the project, please select the button below to update your contact preferences, and share the link with others in your agency who are interested. 

Thank you for your continued partnership as we modernize our financial systems for the State of Oklahoma.

The State of Oklahoma, as an employer, does not process wage assignments. We must be ordered by the courts or required by federal or state law to withhold a debt amount from an employee’s wages.

Garnishments/withholding orders include creditor garnishments, tax levies, administrative wage garnishments, support orders, bankruptcy orders and student loans, to name a few.

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, end-of-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.

The amount the State of Oklahoma pays for employee retirement will increase to 12.5% for FY 2027. The employee contribution amount will increase to 9% for FY 2027.

The rate certified for the administrative cost to be calculated in payrolls submitted for the fiscal year beginning July 1, 2026, has changed to $8.95 per month for any qualified participant. The equivalent amount for a biweekly pay period is $4.13. This change will be reflected in any payrolls submitted with a pay period code of M01 or B01.

The rate certified for the administrative cost to be calculated in payrolls submitted for the fiscal year beginning July 1, 2026, will remain at $0.00 per month for any qualified participant. The equivalent amount for a biweekly pay period is $0.00. The continuation of no administrative fee is due to prior forfeitures being approved by the Board of Trustees for OPERS to pay administrative costs of the plan. 

The amount the State of Oklahoma pays for employee retirement will remain at 22.0% for FY 2027.

The federal matching contribution rate for the Teachers’ Retirement System will remain at 8.0% for FY 2027. 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 will remain the same for FY 2027. For a complete list of rates, please refer to Section 4, Page 16 of the TRS Employer Manual.

Please distribute the FY 2027 Pay Date schedules available on the Pay Schedules webpage to Payroll and Human Resource directors.

Questions may be directed to payrollreporting@omes.ok.gov.

Payroll claims for hours worked in fiscal years 2026 and 2027 on one payroll fund transfer file will record payroll expenses to the institution’s operating funds with bud refs 26 and 27. The claim number will begin with 27, which will require that all class 78900 transactions on the PFT file be recorded with bud ref 27.

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 27 to ensure the same allotment budget is used. Please ensure the FY 2027 78900 allotment budget is sufficient for the FY 2026 expenses paid in July and August 2026.

If a payroll contains only FY 2026 expenses: The claim number will be 26aaaxxxxx and the PFT bud ref will be 26.

If a payroll has FY 2026 and FY 2027 expenses: The claim number will be 27aaaxxxxx and the PFT bud refs for the operating funds (290, 430, 700) will be as applicable and the 789 bud ref must be 27.

If a payroll contains only FY 2027 expenses: The claim number will be 27aaaxxxxx and the PFT bud ref will be 27.

State employee discounts have been removed from the OMES website and placed in the state’s Workday@OK platform. Institutions that promote the use of the state’s employee discounts should submit a service request to obtain the information from the OMES Central Benefits team. When submitting a request, please use the email assigned by the institution and not a personal email.

June 2026 webinar: Payroll Isn’t What It Used to Be…Now What?

• June 12: Noon to 1:15 p.m.
• Live webinar.
• Learn more.

July 2026 webinar: The Psychology of Accountability, Communication and Team Effectiveness in Payroll

• July 17: Noon to 1:15 p.m.
• Live webinar.
• Learn more.

2026 Annual Statewide Conference

• Aug. 28: 7:45 a.m. to 5 p.m.
• Grand Casino Hotel and Resort: 777 Grand Casino Blvd., Shawnee, OK 74804
• Learn more.

Employer services webinars:

• June 17
• Aug. 19
• Oct. 21

Learn more.