CAR Newsletter - June 2021

Volume 31, Number 12 | Fiscal Year 2021 | June 10, 2021

• Bi-Weekly Payroll for Period Ending July 3
• FY Combo Code Conversion Schedule
• New Departments for Use in PS HCM
• Changes in Fees for SoonerSave Deferred Savings Plan
• Changes in Fees for Pathfinder Retirement Plan
• No Change in State Share of Oklahoma Public Employees Retirement System
• No Change in Employer Contribution Rate for Justices and Judges Retirement System
• No Change in State Share of Oklahoma Law Enforcement Retirement System
• No Change in Contribution Rates for Teachers Retirement System
• Schedule of FY-2022 Pay Periods
• Form EWC – PFT Reversals
• Higher Ed Deferred Payroll
• FY 2021 Year-End Miscellaneous Claim Vouchers and Orders Processing
• Mid-Year 1099 IRS TIN Match
• Submitting Publications to Dept of Libraries
• New Statewide 1025 Contract Process Pilot
• AGA Webinars
• Payroll Law
• Form W-4 and Other Payroll Updates

Any agency on bi-weekly payroll that does not have an FY2022 budget approved and posted before the July 9 payroll deadline must have a temporary allotment in place to cover the payroll.

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

Evening of July 1 and July 2, 2021 – All state agencies having bi-weekly payrolls. This process must be run prior to running ‘B01’ or ‘C01’ payrolls which pay on July 16, 2021. 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 02, 2021. The EBS payroll team will monitor agencies to help ensure payrolls are completed before the conversion begins.

Evenings of July 12 and 13, 2021 – All monthly anticipatory agencies. Do not begin processing M01 until July 14, 2021.

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 App Support-EA-ERP Support 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 HRMSPeopleSoftSupport@omes.ok.gov.

If your agency will have any new departments for FY22, please request a combo code for the funding string and ask that it be set up in the department budget table prior to June 17, 2021. The new department will then be rolled over with the FY22 funding.

The rate certified for the administrative cost to be calculated in payrolls submitted for the fiscal year beginning July 1, 2021, has changed to $4.26 per month for any qualified participant. The equivalent amount for a bi-weekly pay period is $1.97. This change will be reflected in any payrolls submitted with a pay period code of M01, B01 or C01.

The rate certified for the administrative cost to be calculated in payrolls submitted for the fiscal year beginning July 1, 2021, has changed to $1.91 per month for any qualified participant. The equivalent amount for a bi-weekly pay period is $0.88. This change will be reflected in any payrolls submitted with a pay period code of M01, B01 or C01.

The amount the State of Oklahoma pays for employee retirement will remain at 16.5% for FY 2022.

The amount the State of Oklahoma pays for employee retirement will remain at 22.0% for FY 2022.

The amount the State of Oklahoma pays for employee retirement will remain at 11.0% for FY 2022.

The federal matching contribution rate for the Teachers Retirement System will increase to 7.9% for FY 2022. 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 2022.  For a complete list of rates, please see the TRS website.

Please distribute the FY-2022 Pay Date schedules found at ScheduleofFY22PayPeriods to Payroll and Human Resource directors.  Questions on the codes may be directed to payrollreporting@omes.ok.gov.

All Electronic Warrant Cancellation forms that are associated with payroll warrants must have PFT Reversal files processed before the warrants are canceled in the PS Financial system. Agencies are notified when funds have come back from the bank and are instructed to process the PFT Reversal file(s). A PFT Reversal file must be submitted timely in order for the agency to move the money from the 789 class fund and return the amounts to the funds that were used for the payroll. When this process isn’t completed, the net pay and associated withholdings remain in the 789 class fund and are not available for the agency to use as needed.

NOTE: Institutions are required to reconcile the 789 class funding no less than monthly. All balances remaining in the 789 class funding must be documented and identifiable. The only balance left in a 789 class funding after a payroll should be related to timing differences. A manual documenting the reconciliation process is available on our website.

Payroll claims for hours worked in fiscal years 2021 and 2022 on one payroll fund transfer file will record payroll expenses to the institution’s operating funds with bud refs 21 and 22. The claim number will begin with 22, which will require that all class 78900 transactions on the PFT file be recorded with bud ref 22. 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 22 to ensure the same allotment budget is used. Please ensure the FY 2022 78900 allotment budget is sufficient for the FY 2021 expenses paid in July and August 2021.

If a payroll contains only FY21 expenses, then the claim number will be 21aaaxxxxx and the PFT bud ref will be 21.

If a payroll has FY21 and 22 expenses, then the claim number will be 22aaaxxxxx and the PFT bud refs for the operating funds (290, 430, 700) will be as applicable and the 789 bud ref must be 22.

If a payroll contains only FY22 expenses, then the claim number will be 22aaaxxxxx and the PFT bud ref will be 22.

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 Tuesday, June 29, 2021, will be processed for payment by close of business June 30. Vouchers received at OMES after 1 p.m. may be held and processed for payment in FY 2022. Vouchers may be created through 5 p.m. on Tuesday, June 29, 2021, to accrue for 2021 expenditures in FY 2022. New vouchers should not be created on Wednesday, June 30, 2021, since that day is reserved for fiscal year closing activities.  Agencies must resolve all voucher exceptions by the close of business on June 30, 2021. New vouchers may be created beginning on Thursday, July 1, 2021.
  
• 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. Tuesday, June 29, deadline. Alternate system agency vouchers transmitted after noon on June 29 will be paid on Wednesday, June 30, 2021. Do not submit EDT transmissions on Wednesday, June 30. EDT agencies must resolve all voucher exceptions by the close of business on June 30. New EDT transmissions may be submitted beginning on Thursday, July 1.
• Manual warrants 
  The cutoff for issuing manual warrants is noon on Tuesday, 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 Tuesday, June 29. Manual warrants will not be issued to payees after these deadlines since vouchers should not be created on June 30. Beginning Thursday, July 1, manual warrants may be issued and the associated voucher created.
• 340 fund expenditures
  Expenditure entries for 340 funds for June 29, 2021 and prior must be received by 9 a.m. on June 30, 2021, in order to be processed in FY 2021. Expenditure entries for 340 funds for June 30, 2021, must be received by 2 p.m. on June 30, 2021, in order to be processed in FY 2021.

WARNING! 2021 Expenses Due Early in July 2021

Payments for 2022 expenses (e.g., July rent) may not be paid with 2021 budget. These payments may not be paid until the agency receives its 2022 budget. Agencies should notify vendors and contractors of this end-of-year processing dilemma, which could delay payment beyond the due date.

In June, OMES will TIN Match names and Tax ID numbers with the IRS on all vendors who have received 1099 reportable payments for the first half of tax year 2021.  By doing this, we will be able to provide the most accurate information on the 1099 that vendors receive at year end.  We will notify individual agencies of vendors that do not match with the IRS, and ask them to provide the correct information.  A prompt reply is required if/when you are notified.  If you have any questions please contact Alicia Reel at 405-522-9479 or by e-mail at Alicia.Reel@omes.ok.gov or Beth Brox at 405-522-1099 or by e-mail at Beth.Brox@omes.ok.gov.

NOTE:  This does not apply to Higher Ed Institutions since they will be doing their own 1099 reporting for 2021.

Since 1913, state government agencies have been required by law to deposit copies of their publications with Oklahoma's State Library. However, it was not until 1978, with the creation of the Oklahoma Publications Clearinghouse (OPC) as a unit of the Oklahoma Department of Libraries, that a formal effort [65 O.S. § 3-113.3] was begun to gather and preserve these materials. 

In a sign of changing times, OPC is encouraging agencies to send their publications electronically in PDF format to the Department of Libraries' Documents.OK.Gov site. Sending publications electronically not only saves the state agencies money in postage and printing costs, but more importantly, it allows people all over the State of Oklahoma access to agency publications. 

For more information about how to send publications and use Documents.OK.Gov, contact Sam Johnson at 405-522-3189 or email at samuel.johnson@libraries.ok.gov.

OMES Central Purchasing and OMES Information Services have teamed together to pilot a new process for suppliers to be awarded a statewide 1025 (Information Technology Staff Augmentation services) contract. This pilot program also includes a new process for agencies to request a release against the statewide contract. 

Suppliers will be directed to a webpage for the submission of required information to be considered in the award process of a contract.  Minimum information required includes PeopleSoft registration information, insurance documentation, selection of service category(s) the supplier is requesting to be on contract, level of expertise, IT security information, etc.  Information provided and reviewed for each supplier added to the statewide contract will be utilized by OMES IS and the agency for each agency engagement.  OMES Central Purchasing will work with the suppliers through the process and in obtaining the required information for OMES IS review.

Once an agency identifies a need for services provided under the statewide 1025 contract, an agency will request an engagement via the webpage by entering the agency's required information. Once the information is submitted and received, OMES IS will review the request and contact the agency to follow up with assistance on the process.

A webinar is scheduled for Thursday, June 10, 2021, at 11 a.m. to detail the new pilot process.  If you are interested in attending the webinar, contact OMES Procurement Training at procurement.training@omes.ok.gov to request the registration link.  A CPO announcement was sent to all CPOs on June 3, 2021, with the webinar and registration information.

Looking for convenient and affordable training? AGA webinars make earning CPE hours easy.

All webinars, unless denoted with a members-only icon, are open to anyone. They feature experts speaking on emergent issues to keep you in the loop on hot topics in auditing, ethics, governmental accounting, internal controls, performance and more.  Group registration options are available to those who would like to attend together in one location. Otherwise, individuals may register and attend from their own devices. 

Upcoming webinars:

June Members Only Webinar - Free for AGA Members
June 23, 2021.
1 to 2:15 p.m. 
Check out the website for more information.

Live online seminars
Presented by Fred Pryor Seminars
For more information, please visit their website.

Live online webinar
Presented by myCPE.
For more information, please visit their website.