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2Session Overview
FEIN change – how this affects business processes OpenBooks
Payroll File layout, example, submission
Accounts Payable
Direct Deposit Extract File layout, example, submission for load
OST Banking system Maintaining, adding, deleting employee data
Federal Tax Payment Processing ACES system entry General Ledger system entry Processing after entries completed
3
FEIN Change and Business Processes
Vendors Check stock 1099 processing Tax exemption Business Registration OMES OST IRS TIN Matching IRS FIRE System SSA
6OpenBooks – Payroll File Load
OK Custom Reports/Processes > Agency Processes > Legacy Alpha List (0235)
9Direct Deposit Extract- File Layout
Field # Start Length Data Type Field Description1 1 4 Num Corporation Number Right-justified with zeros on the left.
This value is assigned to each agency by OST.
For HiEd payroll - always '0007'
2 5 4 Num Application Number Right-justified with zeros on the left.Value is assigned to each agency by OST.
For HiEd payroll - always '0010'
3 9 3 Char Class Code Always three-characters long.
For HiEd payroll - use the agency's 3-digit Agency Number (with leading zeros if needed.)
4 12 15 Char Participant Id Left-justified with spaces on the right,no leading zeros for numeric values,use UPPER case for letters.
For HiEd payroll - use the agency's unique employee identifier for this particular employee.
5 27 22 Char Participant Name Left-justified with spaces on the right,use UPPER case letters.
For HiEd payroll - name of employee being paid.
6 49 8 Date Transaction Begin Date YYYYMMDD
For HiEd payroll - use beginning effective date of direct deposit.
7 57 8 Date Transaction End Date YYYYMMDD
For HiEd payroll - If stopped, use the date when the direct deposit stopped. If still active, use Jan 1, 2050 (e.g. 20500101)
8 65 2 Num Participant Stop Cycles Valid Values:00 - Active 99 - Stopped
For HiEd payroll - set to active or stopped as identified in the State's HCM payroll system.
10Direct Deposit Extract- File Layout
Field # Start Length Data Type Field Description9 67 2 Char Participant Stop Reason Valid Values:
Spaces - ActivePR - participant requested the stop AR - agency requested the stopEX - the end date expired
For HiEd payroll - If stopped, use "AR"'. If still active, use spaces.
10 69 9 Num Bank Routing Number Right-justified with zeros on the left.
11 78 17 Char Bank Account Number Left-justified with spaces on the right.Do not drop leading zeros, if any.
12 95 1 Char Savings Check Flag Valid Values:C - CheckingS - SavingsG - General LedgerL - Loan
For HiEd payroll - only Checking & Savings are valid.
13 96 1 Char Debit Credit Flag Valid Values:D - DebitC - Credit
For HiEd payroll - always Credit.
14 97 11 Num Amount Automatic debit amount0(9)V99 (11 digits, no commas, no decimal point)
For HiEd payroll - always 00000000000.
15 108 93 Char Filler Not used. Always fill with spaces.
20Federal Tax Payment Processing
http://www.irs.gov/pub/irs-pdf/p4990.pdf
21Federal Tax Payment Processing
http://www.ok.gov/treasurer/Banking/On-line_Access_and_Banking_Forms/index.html
22Federal Tax Payment Processing
PS General Ledger Entry In balance
Saved
Email notification agency number
journal ID
screen shot of the ACES payment screen
Email address: TBD and published later
23Federal Tax Payment Processing
OMES review: Proper accounts, class, fund, department, program
code, & bud ref
Matches dollar amount on ACES payment screen shot
Posted and Released to OST? Yes: if all info is correct and $ amounts agree
No: if anything is not correct, agency will be notified
OST Processing By 10:45 am daily notified of agencies & amounts
posted in GL
Verify ACES entry amounts match the notification to release payment
25Federal Tax Payment Processing
Journal Entry Training – date, time, location – TBD
projecting early November
27FEIN Change and Business Processes
Governmental information letter: 1-877-829-5500. http
://www.irs.gov/Government-Entities/Federal,-State-&-Local-Governments/Governmental-Information-Letter
Oklahoma Tax Commission Offices (800)522-8165
Oklahoma City (405) 521-3160
Tulsa (918) 581-2399
IRS TIN Matching: http://www.irs.gov/Tax-Professionals/e-services---Online-Tools-for-Tax-Professionals
Social Security Business Services Online: http://www.ssa.gov/bso/bsowelcome.htm
IRS FIRE System: https://fire.irs.gov/firev1r/
28Closing
https://public.govdelivery.com/accounts/OKOMES/subscriber/new?preferences=true
http://www.ok.gov/cio/Customer_Portal/Business_Application_Services_Essentials/Financials/Financials_News.html
Questions : [email protected] OR [email protected]
Next Session, September 3rd: 1. T- Accounts example for PFT, Journal, Voucher
postings
2. Interactive – open forum