CAR Newsletter - December 2021
Volume 32 | Number 6 | Fiscal Year 2022 | Dec. 10, 2021
In This Issue ...
- BrightPath Update
- 2021 – 1099 Report
- 1099 File Format – Outside Agencies
- 2021 – 1099 NEC and 1099 MISC Forms
- From the Treasurer’s Office – EFT Calendar
- Stat Canceled Warrants and Warrants Nearing 90 Days Outstanding
- GASB 87 Assistance
- PeopleSoft Code Freeze
- Deadlines for December Payrolls
- OMES Contact Information for Tax Year 2021 Reporting
- Agency Payroll Corrections – Year-End Review
- Employee Overpayments and OMES Form 94P Submission
- Taxable Fringe Benefits
- Employee Overpayments Collected After Year-End
- Agency Address Verification
- State HCM System Use of Addresses on W-2s
- State HCM System Use of Addresses on 1095-C, ACA Reporting Form
- PeopleSoft Mail Drop for Year-End Processing
- Pick Up W-2, 1095C and 1099 Instructions in January
- Payroll – End of Calendar Year 2021
- Backup Withholding
- Correcting W-2s
- Federal Income Tax Withholding
- 2022 Rates and Maximums for FICA and Unemployment
- Social Security Administration Notification of Name/SSN Errors
- IRS Information Reporting Penalties
- Employee Name and Social Security Number Entries in PeopleSoft
- ACA Reporting Reminders for 2021
- December Payroll Deadlines
- Transparency Reporting – Reminders
- Correcting Form 1095-C
- There are no trainings being offered at this time.
The Workday implementation involves several phases of testing, including end-to-end testing, user acceptance testing and a period of parallel testing. We are currently wrapping up the first cycle of end-to-end testing with more to follow. Thank you to all agencies that have offered individuals to be a part of the testing process.
A Pulse Assessment survey will be distributed to the entire state workforce through each agency’s appointed change agent on Jan. 4. We will also provide a link to the survey in our January newsletter. Participation in the assessment is critical to help us gauge statewide employee understanding of the BrightPath project. We will use this feedback to create communications and training to prepare employees for successful completion of essential Workday tasks like time entry
Check out the BrightPath project website for status updates and for resources to learn more about Workday and how it will affect your role.
2021 – 1099 Report
The year-end 1099 Report is now available for each agency to run in the PeopleSoft Financials system. The path for this report is Accounts Payable>Reports >Payments>Misc Tax Information Report. Make sure the dates include 01/01/2021-12/31/2021. This report will reflect the 1099 data from PeopleSoft vouchers.
Be advised that any vendor with a 1099 Flag of N on the report will not receive a 1099 unless they are paid using a medical or legal account code. If the vendor should be issued a 1099, please notify OMES so we can change the 1099 Flag to Y. You should process the final report no later than Jan. 4, but preferably by Dec. 31, 2021. All corrections must be emailed to email@example.com and firstname.lastname@example.org by Jan. 7.
1099 File Format – Outside Agencies
Any agency needing to submit an additional file for 1099M reporting should use these 1099 Detail File formats, along with the instructions and the reportable account codes, all located on the OMES CAR Forms webpage.
Due to the sensitive nature of the data, please submit your file by a password protected email to email@example.com and firstname.lastname@example.org. It is recommended that these agencies submit a test file by Dec. 15 to have a Name and TIN Match done with the IRS. Final information is due Jan. 7.
2021 – 1099 NEC and 1099 MISC Forms
Beginning with tax year 2020, the IRS has reintroduced Form 1099-NEC to report nonemployee compensation only in Box 1 (formerly Box 7 on 1099MISC). Reporting to the IRS is due by Jan. 31. The IRS has revised Form 1099-MISC for reporting all other types of income. All 1099 forms will be distributed with the W-2s Jan. 18-20.
Any corrections must be returned by Jan. 25 so they can be entered in the file, which is due to be filed with the IRS by Jan. 31, 2022. Any corrections after this date should still be sent to OMES to notify the IRS. This will ensure our reporting is as accurate and complete as possible.
NOTE: This does not apply to institutions of higher education since they do their own 1099 reporting.
From the Treasurer’s Office – EFT Calendar
The 2022 Valid EFT Date Calendar is ready for your agency to utilize in preparation for submission of your EFT transactions. Please use the calendar to ensure that your EFT items process with the effective dates intended. The letter H identifies holidays on the calendar. The state’s 2022 holidays correspond with the federal institution/bank holidays, with these four exceptions:
- Juneteenth on June 20, 2022.
- Columbus Day on Oct. 10, 2022.
- Additional Thanksgiving holiday observed Nov. 25, 2022.
- Additional Christmas holiday observed Dec. 27, 2022.
If your agency sends EFT items effective for these dates, the Treasurer’s Office will change the date to the next valid EFT date. If you have any questions about the calendar, contact Deidra Salim at email@example.com or 405-522-6860.
Note: The 2021 EFT calendar does not show Dec. 31, 2021, as a state holiday though it is, and no EFTs will be effective on that date.
Stat Canceled Warrants and Warrants Nearing 90 Days Outstanding
We published information in July regarding the required review of outstanding warrants and the potential for the loss of funds for stat cancelled warrants but continue to receive requests for the return of stat canceled funds. When a warrant does not clear within 90 days, it is canceled by statute and those funds are no longer available to the agency. This applies to all warrants regardless of the funding source. Agencies must have a business process in place to review their outstanding warrants every month and take the appropriate action prior to the stat cancel date or risk losing the funds. That action may be to follow up with the vendor on the status of the warrant or decide that the warrant should not have been issued. Once the warrant has stat canceled (also referred to as escheated), the funds are not returned to the agency and may only be used to reissue the warrant to the original recipient for a limited time. The exception is for warrants generated from Agency 700 funds using the Payment Option Account of 7REG with a 7F Pay Group.
Do not issue a duplicate payment using a voucher or P-card. This duplicates the expenditure, and the agency will not receive the original funds back.
The Month End Outstanding Warrants report can be run monthly or more frequently to review all outstanding warrants well before the scheduled stat cancel date. Warrants generally stat cancel after 90 days if they are not cashed. Warrants that have already escheated can be reviewed using the 36 Month Statutory Cancellations report. There are several options to be considered when reviewing the outstanding warrant list.
Warrants issued in error
Warrants that have not stat canceled but are no longer needed or are incorrect must be submitted to Transaction Processing using a Misc Warrant Cancellation form along with a copy of the warrant, with sufficient time to process the request. If the warrant is not in hand, an OST Stop Pay must be submitted with the MWC form. These requests should be submitted when they are discovered to avoid the risk of the warrant escheating before the request can be processed. Remember, this is only if the warrant is not for a valid payment.
Valid warrants that are lost or destroyed
If an outstanding warrant is lost or destroyed and needs to be replaced, an OST Stop Pay is required to be submitted with OMES form 20R.
Replacement warrant for stat canceled warrant
If a warrant has stat canceled and needs to be replaced, a form 20R is required. If the warrant is in hand, please submit the warrant with the form 20R. If the warrant is not in hand, a notary is required. Warrants may be reissued to the original vendor in an equal or lesser amount as an EFT, if available, or a paper warrant. Warrants may also be reissued to OST to create a bank wire to the original vendor in an equal or lesser amount.
Caution: The submission of an OST Stop Pay alone does not cancel a warrant, nor does it stop the warrant from escheating. When providing an OST Stop Pay form, the submission should be the form that reflects OST’s approval.
In PeopleSoft, navigate to the reports mentioned in this article under Accounts Payable>Reports> Payments. The forms are on the OMES CAR Forms web page. The cancellation forms should be emailed to OMES Transaction Processing Accounts Payable.
GASB 87 Assistance
The OMES Financial Reporting unit has been holding biweekly Teams meetings regarding lease reporting required with the implementation of GASB Statement 87. Agency personnel involved with the preparation of the GASB 87 template are encouraged to attend and share questions or concerns that arise during the process. The last session is Dec. 15 at 2 p.m. If you have not received a link to the meeting and would like to attend, please contact your financial reporting analyst.
PeopleSoft Code Freeze
PeopleSoft is going through a PUM upgrade. The new release will be available to users on Jan. 17. Until then, OMES has placed a code freeze in the PeopleSoft system on any modification that requires application development and any design changes. This stabilizes the system to reduce risk and avoids disruption of the application in preparation for the cutover. T
he freeze went into effect Nov. 29. Those who submit requests via Cherwell will receive notice of the freeze in place. If deemed an emergency with a justification provided by OMES CAR, FCOE or OMES Central Purchasing, it will be addressed appropriately.
If you have any questions about the freeze, contact Ayana Wilkins at firstname.lastname@example.org.
Deadlines for December Payrolls
In planning your work for December, remember this year’s state holidays for Christmas are Thursday and Friday, Dec. 23-24, and the New Year’s holiday is the following Friday, Dec 31. Agencies should have the last payrolls processed and paperwork forwarded to OMES by 3 p.m. on Tuesday, Dec. 21. With these dates in mind, adjust your payroll processing schedules accordingly:
B and C biweekly: The last biweekly payroll for B and C biweekly schedule agencies will be Thursday, Dec. 30.
Monthly: Monthly payrolls will be set to pay on Thursday, Dec. 30.
OMES Contact Information for Tax Year 2021 Reporting
This is the contact information for OMES personnel working on the IRS reporting project for tax year 2021. Their fax number is 405-522-2186.
- Jean Hayes, Payroll Compliance Officer: 405-522-6300; email@example.com.
- Alicia Reel, Payroll Specialist: 405-522-9479 or 405-522-1099; firstname.lastname@example.org.
- Lisa Raihl, State Payroll Manager: 405-521-3258; email@example.com.
- Beth Brox, Senior Vendor Registration Specialist: 405-401-5792; firstname.lastname@example.org.
- Jennie Pratt, Director of Statewide Accounting: 405-521-6160; email@example.com.
- LaCree Austin, Classification & Compensation Analyst: 405-521-6337; firstname.lastname@example.org.
Agency Payroll Corrections – Year-End Review
Agencies should review all employee corrections for the year to ensure they have been processed by OMES CAR as requested. This includes cancellation of payroll warrants, overpayment refund requests, Social Security number changes and any other requests that affect W-2 reporting. For any requests identified as not yet processed, please contact Jean Hayes or Alicia Reel for a status update.
Agencies should review all outstanding employee overpayments and collect required amounts from employees. After collection, please submit OMES Form 94P as applicable. Agencies will be entitled to receive refunds for all forms submitted by Friday, Dec. 17, 2021. After this date, refunds cannot be returned to the agencies; however, agencies are still required to submit the form after this date for employee wage corrections.
Corrections due to overpayments will be posted to the employee’s 2021 W-2 for requests submitted through Friday, Jan. 7. Any corrections submitted after Jan. 7 will require a corrected W-2 or W-2C as applicable.
Employee Overpayments and OMES Form 94P Submission
State agencies are encouraged to review employee overpayments as soon as possible. Overpayments may be due to incorrect hours paid, wage amounts or benefit allowance payments. Timely calculation and recovery of overpayments allows for the OMES Form 94P to be submitted for adjustments to be reported in the quarter in which the overpayment occurred.
In addition, overpayments not reported to the retirement systems in a timely manner may result in less than a full recovery of funds for the agency due to employee payouts being processed prior to notification of the overpaid amount. Delays in notifying the retirement systems may also cause employee retirement calculations to be incorrect.
When submitting the Form 94P, do not provide copies of personal checks. The form allows the agency to enter the amount recovered. Additional backup data is not required. Please do not submit the form with the Social Security number; the employee ID (EmplID) should be entered.
If an agency has questions, needs assistance or would like the form reviewed prior to requesting the overpayment from the employee, please email email@example.com. Please sign the completed form acknowledging receipt of employee repayment and accuracy of the form. Submit the final form to us only after the agency has recovered the overpaid amount.
Taxable Fringe Benefits
Any taxable fringe benefits not yet recorded and reported this year must be included in the December payroll. The payroll system has been structured to accommodate the reporting of noncash, taxable fringe benefits. Of specific concern to state employees, the following benefits should be reviewed to determine if W-2 wage adjustments are necessary:
- Employee use of state vehicles.
- Maintenance, car and housing allowances.
- Additional noncash benefits.
Reporting of these benefits is required by state and federal law, and compliance is the responsibility of the individual agency. If the item is not run through the payroll system in the current year, the employer may deduct the taxes associated with the wage item on a following paycheck in the next year as a miscellaneous deduction. The state is responsible for depositing the taxes. Any taxes associated with items not run through the payroll system must be sent to OMES in a timely manner so the tax deposits can be made and the items posted to the employee’s earnings record.
Please refer to the W-2 instructions and IRS Publication 15-A (Employer’s Supplemental Tax Guide) for additional information. Also, refer to OMES HCM rules to determine whether these payments are a valid pay plan for a particular agency.
Employee Overpayments Collected After Year-End
The collection of any outstanding overpayments is especially important at year-end. Employees who owe any monies back to the agency must reimburse the agency by Dec. 31 if they want to repay only the net amount. Employee overpayments collected in the next calendar year are to be repaid at the gross overpayment amount in accordance with the IRS.
In addition, employees who do not reimburse the overpayment in the current year are subject to taxes on the overpaid amount, and later, in the year the overpayment is reimbursed, the employee may be entitled to take a deduction or credit on their current year tax form and should discuss with their tax advisor.
For example, John Deere was overpaid in September 2021 by $1,000 regular wages. This was discovered in October, and the agency calculated what the correct payroll should have been. The net check difference is $743.50. If John reimburses the overpayment before the end of the year (by personal check or miscellaneous deduction), he would pay $743.50 and his W-2 will correctly reflect his pay reduced by the reimbursement. If he reimburses the agency after year-end, he must pay $1,000, and his 2021 W-2 would include the $1,000 overpayment in taxable wages.
In accordance with 74 O.S. § 840-2.19, the agency must send a notice to the employee within 10 days of identifying an overpayment. The employee then has 30 days to respond to this notification. Employees have several options for repaying overpaid payroll amounts:
- Reduction of annual leave (for the gross overpaid).
- Reduction of current gross salary (for the gross overpaid during the same calendar year) in a lump sum or installments over a term not to exceed the term in which the overpayment(s) occurred.
- Lump-sum cash repayment.
- Miscellaneous payroll deduction (for the net overpaid during the same calendar year) in a lump sum or installments over a term not to exceed the term in which the overpayment(s) occurred.
- Any combination of the above options.
For amounts reimbursed in subsequent years, the applicable W-2, corrected W-2, or W-2C for the year of the overpayment will only reflect a change in Social Security and Medicare wages and taxes. Since the employee received and had use of the funds during the year of overpayment, the amount is taxable for federal and state purposes. Federal and state taxable wages or income taxes withheld will not be changed.
Agency Address Verification
Please verify the correct agency address is being used on the PeopleSoft HCM system. The agency address can be found on the Employee’s Earnings Statement. If the address is not correct, it must be updated before year-end processing of tax forms. Please contact the OMES Service Desk at 405-521-2444 or firstname.lastname@example.org to have the agency’s address updated in the HCM system.
State HCM System Use of Addresses on W-2s
As a reminder, in the PeopleSoft HCM system, the W-2 process loads the employee’s mailing address for IRS Form W-2 reporting. If there is no value in the mailing address field, the employee’s home address will be used on the W-2. If there is a value in the mailing address field that is not to be used on the W-2, it must be updated or inactivated.
State HCM System Use of Addresses on 1095-C, ACA Reporting Form
The 1095-C form process in the PeopleSoft HCM system has been set to load the employee’s mailing address just as the W-2 process does. If there is no value in the mailing address field, the employee’s home address will be used on the 1095-C. If there is a value in the mailing address field that is not to be used on the 1095-C form, it must be updated or inactivated.
PeopleSoft Mail Drop for Year-End Processing
PeopleSoft HCM system employee W-2s and 1095-C forms are processed and printed in mail drop order. Please ensure this field is properly used for employees. The forms will print in the same order as checks and advices sort, which is based on each agency’s needs.
State agency W-2 forms: These will be printed from the PeopleSoft HCM system. The format is the same as last year. Envelopes that fit the 2020 PeopleSoft W-2 forms should fit the 2021 W-2 forms.
1099 MISC forms: The format is the same as last year. They will have three sections with the top third and the middle third of the page containing the two copies of the form. The bottom third of the page will contain the mailing addresses. Instructions will print on the back of the form. Standard No. 9 or No. 10 envelopes with left windows should work.
Sample printed forms of the PeopleSoft W-2 and 1099 MISC can be provided if requested. Please contact Jean Hayes at 405-522-6300 or email@example.com or Alicia Reel at 405-522-9479 or 405-522-1099 or firstname.lastname@example.org.
Pick Up W-2, 1095C and 1099 Instructions in January
OMES will have W-2s, 1099s and 1095 files ready for release on Tuesday, Jan. 18, beginning at 10 a.m., through Thursday, Jan. 20, at 3 p.m. Agencies will pick up the forms from our location in Room 104 of the Will Rogers Building at 2401 N. Lincoln Blvd. Signs will be posted inside directing you where to go.
Payroll – End of Calendar Year 2021
Dec. 17 – Last day a refund of taxes due to overpayments can be returned to agencies (refer to Agency Payroll Corrections – Year-End Review).
Dec. 30 – Last day OMES will process payrolls for calendar year 2021. PeopleSoft payrolls must be delivered to OMES by 3 p.m. on this date. Any payrolls received after this deadline may not process to pay timely.
Dec. 30 – Backup withholding payments from agencies must be received by OMES (refer to Backup Withholding).
Jan. 7 – Payroll warrant cancelations, OMES Form 94Ps and earning adjustments for calendar year 2021 must be received by OMES no later than 5 p.m. Any 2021 payroll information received after this date will require a corrected W-2 from the agency.
Jan. 7 – Last day for state agency updates to employees' ACA Eligibility Page for the 1095-C forms to be correct. Changes to 2021 data after this date must be communicated to LaCree Austin at email@example.com or 405-521-6337 for accurate 2021 reporting.
Jan. 18-20 – All forms are to be picked up on Jan. 18 beginning at 10 a.m. through Jan. 20 at 3 p.m. (refer to Pick Up W-2, 1095C and 1099 Instructions in January)
Jan. 25 – Last date to submit corrected W-2 and 1099 forms for file submission (refer to Correcting W-2s and 2021 - 1099 NEC and 1099 MISC Forms).
Jan. 31 – Deadline for delivering forms to employees/vendors.
Feb. 15 – Form W-4 with exemption expires (refer to Federal Income Tax Withholding).
Feb. 18 – Last date to submit corrected 1095-C forms for file submission (refer to ACA Reporting Reminders for 2021).
Agencies that have collected backup withholding on miscellaneous claims must submit payment to be received by OMES prior to Dec. 30. Make interagency wires payable to the State Contribution Fund (Vendor 0000000467, ADDR # 002, LOC # 0002). After processing the payment, please send details of the payment to Jean Hayes or Alicia Reel at firstname.lastname@example.org or email@example.com.
Corrected W-2 forms must be delivered to OMES by Jan. 25, for the corrections to be in the submission file. The IRS has accelerated the requirements for reporting certain year-end information. The due date for submission of form W-2 information to the IRS is Jan. 31, 2022.
Please send the original W-2, a copy of the corrected form and a memo explaining why the correction is needed. If the correction is due to a statutory canceled warrant that is not to be replaced, please also send a letter asking that the warrant not be replaced. Note: A warrant canceled by statute is not a reason for such a W-2 correction. If it was a valid payroll payment, the employee is still entitled to a replacement warrant; therefore, the W-2 reporting is proper.
Federal Income Tax Withholding
Exempt from withholding: An employee who certified to their employer on the 2021 Form W-4 that they had no income tax liability for 2020 and anticipated no income tax liability for 2021 is entitled to an exemption from withholding for 2021. This exemption expires on Feb. 15, 2022, and must be renewed if conditions remain the same. To claim exempt status, the employee must complete only Steps 1 and 5. If an exempt W-4 has any information in Steps 2 through 4, the form is invalid. If you receive an exempt W-4 after Feb. 15, do not process a tax refund to the employee or submit a request to OMES. They will not be processed. If you receive an exempt W-4 after Feb. 15, the W-4 will take effect on the next pay cycle; per IRS regulations it is not retroactive to the beginning of the year.
Lock-in letter: The IRS has started issuing Letter 2800C, WHC Lock-in Letter to Employer, with the permitted filing status and withholding instructions based on the new W-4, which no longer uses withholding allowances. Follow all instructions in the letter to provide the employee their copy and begin withholding based on the date specified in the notice. If an employee has a lock-in letter in effect and submits a new W-4, you must ensure the new W-4 does not result in less being withheld than required by the IRS. If so, you cannot enter the W-4 and you must let the employee know it will not be entered in the system.
2022 Rates and Maximums for FICA and Unemployment
|FICA (Social Security) Gross Maximum||$147,000.00||$142,800.00|
|ER FICA(Social Security) Withholding Rate||
ER FICA Annual Maximum Withholding
EE FICA (Social Security) Withholding Rate
EE FICA Annual Maximum Withholding
|MQFE (Medicare) Gross Maximum||
No $ Max
No $ Max
ER MQFE (Medicare) Withholding Rate
EE MQFE (Medicare) Withholding Rate for wages not exceeding $200,000.00
EE MQFE (Medicare) Withholding Rate for wages in excess of $200,000.00
MQFE Annual Maximum Withholding
No $ Max
No $ Max
Oklahoma Unemployment Taxable Gross Maximum
Oklahoma Unemployment Rate
Oklahoma Unemployment Annual Tax Maximum
Year 2021 rates are provided for comparison purposes.
Social Security Administration Notification of Name/SSN Errors
The Social Security Administration has started mailing educational correspondence to employers that submit W-2s containing employee names and Social Security numbers that do not match SSA records. This letter provides employers with resources to help ensure accurate year-end reporting. Employers may also receive letters if there are any name/SSN errors on W-2 reporting. The letters come directly to OMES. Agencies will be notified of any name/SSN errors on the report that applies to the agency.
IRS Information Reporting Penalties
Along with the SSA letters discussed in the article above, IRS information reporting penalties may apply for failure to file and failure to furnish correct information returns. Penalties for failure to file correct information returns can be up to $280 per form, indexed annually. A penalty for failure to furnish a correct information return could also apply to the same error if an employer furnished an incorrect form to an employee and failed to file a correct Form W-2.
If both penalties are assessed, the amount could be as much as $560 per W-2. In addition, the penalty applies to the ACA reporting Form 1095-C. For one employee with an incorrect name/SSN combination who receives both a W-2 and a 1095-C, the total penalty could be as much as $1,120. IRS enforcement of accuracy-related penalties is evolving and penalty assessment may be increasing.
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.
Employee Name and Social Security Number Entries in PeopleSoft
When entering a new employee’s name and Social Security number or updating a current employee’s name, please verify the name and SSN being entered is exactly as it appears on the employee’s Social Security card. This is critical in reporting not only the W-2 wages at year-end but the ACA required health offer/coverage information as well. If the name and SSN do not match 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 to the employee for possible lack of health coverage or an IRS letter to the agency for not offering coverage.
Beginning Sept. 8, 2007, the SSA updated the Social Security card. The number holder’s name will always be printed on two lines with the last name printed directly below the first and middle names. If you receive a prior version from an employee and are unsure, please ask the employee to verify their first, middle and last names.
Additionally, compound names do not need to be hyphenated. If an employee provides a name with an apparent compound or multiple last names, ask the employee which name is the beginning of the last name and which (if any) is the middle name.
Please update the employee’s name in the PeopleSoft HCM system as instructed in the COR301 Part II manual beginning on page 42 (Navigation: Workforce Administration>Personal Information>Modify a Person). You may enter the name that the employee currently uses as their paycheck name if desired so that their paycheck continues to reflect the same name, but the employee record and W-2 information should match the Social Security card.
ACA Reporting Reminders for 2021
Pursuant to Internal Revenue Code Section 6056 of the Affordable Care Act, as a large employer we are required to file an informational return with the IRS related to the offer of health coverage to employees. Additionally, we must provide employees with a statement that includes the information we will be providing in our IRS filing. This Employee Statement is the IRS Form 1095-C, which includes information about health insurance coverage offered to state employees, their spouse and dependent(s).
For employees who have worked in multiple agencies during the year, only one 1095-C form will be produced. This combined 1095-C form includes information related to the employee across multiple agencies. The agency on record as the primary agency as of Dec. 31 received the 1095-C to distribute.
Note: The information to complete the 1095-C form is extracted from the ACA Employee Eligibility Page in the PeopleSoft HCM system. Please ensure the data on this page correctly reflects an employee’s status for the entire calendar year. Not all employees will receive a 1095-C form. Only employees eligible for an offer of health coverage or those in a stability period with an offer of coverage will receive a 1095-C form for 2021.
The 1095-C forms will be provided to agencies via a secure file. It is important that agencies print these documents and provide a copy to eligible employees. The IRS mandates this document be provided to employees by the end of January of the following year.
December Payroll Deadlines
In planning your work for December, remember this year’s state holidays for Christmas are Thursday and Friday, Dec. 23-24, and the New Year’s holiday is the following Friday, Dec. 31. With these dates in mind, please adjust your payroll processing schedules as needed. All payroll documents must be received by 3 p.m. five business days prior to the actual pay date to ensure adequate time for audit and processing.
Transparency Reporting – Reminders
Transparency (OpenBooks) files are due no later than the fifth business day of the following month. You must send files timely to comply with monthly FTE reporting as well as statutory requirements for posting the data to the website. These are specific field data reminders:
- Jobcode – Must be a valid OMES job code. Contact OMES HCM Classification and Compensation at 405-521-2177 for assistance with job codes.
- Hours – Must be an employee’s accurate hours. The hours reported will also be used for FTE reporting, along with the pay frequency entered in the file.
- Warrant Number – Must contain the required leading 2. This is the actual warrant number processed through the state’s financial system and paid through the Treasurer’s Office.
- Pay Date – This is the actual pay date of the payroll and should not be changed to any other date.
In addition to the 1095-C form, state agency employees enrolled in health coverage will receive a 1095-B form from their insurance carrier. The 1095-B form provides information about who was covered and the periods of coverage.
Visit the OMES ACA page for additional ACA resources and helpful information. In addition, OMES HCM provides updates and information throughout the year to assist agencies with ACA compliance. To subscribe, please go to your Subscriber Preferences page and add their notices to your list of subscription preferences. For questions related to ACA reporting, please contact LaCree Austin, Classification and Compensation analyst, at firstname.lastname@example.org or 405-521-6337.
Correcting Form 1095-C
Corrections for Form 1095-C must be submitted to OMES HCM by Feb. 18, 2022. Please include the original form, a copy of the corrected form and a memo explaining why the correction is needed. Send corrections to LaCree Austin at email@example.com or 405-521-6337.
No trainings are offered at this time.