1

Higher Education Payroll Processing

& ReportingJan 2016

Q & A SESSION

OCTOBER 28, 2015

2Session Overview

Project Update Important Dates Vendor File Interface Open Books Reporting – Additional

information OTC Annual Employee Reporting Checklist

3Project Update

User Acceptance Testing 10/26-11/25/2015 Notification sent 10/26

URL Processing Instructions Contact for issues

Users contacted with User IDs and password PFT and 500 Misc Files

2 Completed 2 In Progress

4Project Update Security

UAT testers from survey A 301Form & Testing is required for access into

PeopleSoft Financials Production

Next Steps 11/6 -11/25/2015 OST Validation User Acceptance Testing Signoff Survey

Due by 11/30

Ayana.Wilkins@omes.ok.gov

5Important Dates Reminder

November 3 Training for Financials and OST

November 16 ACES and Participant Maintenance OST security

forms 301 security form

November 30 301JE security forms

December 10 GO LIVE

Ayana.Wilkins@omes.ok.gov

6Important Dates Reminder

December 1 ACA test files for testing formats

December 7 File with employees requiring a 1095-C is due from

institutions

December 11 File with multiple agency/institution employees due to

institutions

December 18 File due from institutions on multiple agency/institution

employees that OMES will print combined 1095-C form File due from institutions on other employees if

institution wants OMES to print 1095-C forms (same file)

7Important Dates Reminder

January 11 – 18, 2016 OMES to print 1095-C forms for state

agencies, multiple agency/institution employees, and other institution employees as requested

February 19, 2016 IRS file for 1095-C reporting due from

institutions Employee counts for authoritative 1094-C

due from institutions

8Vendor File Interface

Submit employee banking information in the vendor file interface for travel reimbursements. This is separate from the file that is

submitted to OST for payroll warrant banking information

9Vendor File Interface

If the agency has converted to the ‘00000’ vendor file, banking updates will not be allowed if the employee is a state employee also. In this case, banking information will come from HCM.

10Vendor File Interface

Employee Name Formatting LASTNAME,FIRSTNAME MIDDLENAME

Uppercase;

No space between LASTNAME,FIRSTNAME

‘-’ is the only valid special character

Address Information Recommendation: Use agency’s address in

the vendor file for employees (privacy) Should provide a good address for

employees upon termination or the check will be addressed to the institution

11Vendor File Interface

File Layout

Field #

Start Length Type Field Comments

1 1 1 Char Transaction Type Send:A = Add New VendorU = Update VendorT = Terminate Employee Banking Information 

2 2 5 Char Business Unit Agency number + ‘00’3 7 5 Char SetID Values:

‘HECLM’ - higher ed agencies4 12 10 Char Vendor ID Send Blank for Add Transaction

 Send CORE Vendor ID for Update

5 22 40 Char Vendor Name  6 62 10 Char Vendor Location Send Blank for Add Transaction

 Send CORE Vendor Location for Update Transactions

12Vendor File Interface

New Transaction Type ‘T’ (Termination) Notify OMES that the employee has terminated

A new effective dated row will be created for that employee with no banking information Insert a new banking row with a blank account type, bank routing

number and account code.

Must provide the TIN, vendor id, vendor location and banking information for the ‘T’ transaction type

If the employee terminates from the institution but is still being paid i.e. as a contractor, then the vendor file should be updated to designate the vendor as a ‘supplier’ Vendor Type = ‘TIN’ (column 296).

13Vendor File Interface

Transparency Implications In our ALLTRANS file, the city/state/zip fields are

defaulted to the agency’s address when a vendor if flagged as an ‘Employee’

Impact on Future Payments to Employees Once the termination is submitted to OMES, any

future checks will be paper and the address printed on the warrant will be whatever is associated with the vendor at that time.

Institutions needs to assess the impact of ‘settlements’ that must be paid to an employee. Once an employee has been terminated, those will be paper warrants unless the information in the vendor file is updated. (May depend on whether the payment is made through AP or Payroll)

14Vendor File Interface

Higher Ed institutions will begin using the secure file transfer process to submit vendor file updates. For agencies using the sftp, files will be copied to a unix location on the IBM mainframe. Agencies that have existing userids to load vendor file and/or miscellaneous claim information will be able to use those to access the appropriate file folders.

15Vendor File Interface

Each institution must verify the following setup

If you don't already have one, you will need an IBM userid. You may request one by filling out Form 90 from our website. The link to OMES forms is http://www.ok.gov/OSF/Forms/Division_of_Central_Accounting_and_Reporting_Forms/. When you login, you will be directed to the folder with your files and you may download the information.

  All institution should already have access to the secure server.

If you have a problem connecting, we will need to know the IP address(es) that you are trying to connect from. Again, everything should be OK, but contact the OMES Service Desk if you have any problems connecting.

  Please make sure that port 22 is open on your firewall (IP

199.190.128.12)

16Vendor File - Secure FTP

File folders:   TESTING   All HiEd BU’s can ‘get’ and ‘put’ test files into

folder   /OSFSSH/Coretest/HiEd/ALL/   NOTE: All higher ed institutions will have access to this

folder during testing. Due to the potential sensitive information in the files, please remove your agency’s files when you are finished.

17Vendor File - Secure FTP

PRODUCTION   Each agency will have a read and write folder    Agencies will write its files to the following folders where XXX

= 3 digit agency number: /OSFSSH/HiEd/AXXX/FS/w/BUXXX00.VNDR.RECEIVD   Return files will go to the read folder…. /OSFSSH/HiEd/AXXX/FS/r/BUXXX00.VNDR.DATA   When you login, you will be directed to the

/OSFSSH/HiEd/AXXX/FS/ folder and will need to change directories to either the read or write folder as needed.

18Vendor File - Secure FTP

Vendor File Interface   Navigation: Suppliers > Supplier Information

> Add/Update > Nightly Vendor Interface   The default for the vendor upload process is to

pull the file from the mainframe. You must select the ‘Use OSFSSH FTP (Secure FTP)’ checkbox to pull the file from the secure FTP site.

19Vendor File - Secure FTP

20OpenBooks Reporting

This file will be used to calculate FTE for reporting Hours (column 119) Pay Frequency (Column 185) Object Code (Column 151)

21OpenBooks Reporting

The hours recorded against the following earnings codes/object code will be excluded from FTE reporting

ALO Annual Lve Payout (Non PS) 511310ALP Annual Leave Payout 511310ANO Annual LeaveLost/Paid Non-PS 511310ANP Annual Leave Lost/Paid 511310

DALDeceased Annual Non PeopleSoft 511310

DSE Death Severance Current Yr 511310DSV Death Severance Current Yr 511310

DVCDeath Annual Lv PayOut Cur Yr 511310

SEV Severance 511310TAN Deceased Annual Non PS FY 511310TVC Death Annual Lv PayOut Fol Yr 511310

22OpenBooks Reporting

Calculation is different for bi-weekly vs. monthly payrolls so it is important to submit the correct designation of “M” (monthly) or “B” (bi-weekly)

23OTC Annual Employee

Reporting

24OTC Annual Employee

Reporting

Full-time employees >$12,000 annually No part-time employees No student employees

25OTC Annual Employee

Reporting

26OTC Update

Primary contact: Jerry Leonard, Deputy Director of the Taxpayer

Services Division 405-521-3242 jleonard@tax.ok.gov

Informational packet To all institutions Send out October 30

FAQs Regents ListServe OMES website

27Higher Ed Checklist

We have prepared a checklist that might assist institutions to ensure that all changes have been made.

We have tried to make the list as complete as possible, but the list may change as we identify additional tasks.

28Higher Ed Checklist

Security

  File Transfer - 500 Misc (Net Pay) SFTPNo change; Use existing process to transfer files to SFTP;

  File Transfer - PFT SFTPNo change; Use existing process to transfer files to SFTP;

  File Transfer - Vendor File (0243) SFTPMove vendor file to Secure FTP; existing userid should work

  File Transfer - Misc Withholding ClaimsMainfram

eNo Change; use existing process to transfer files

  PeopleSoft - Load 500 Misc (Net Pay) FSNew security role in PeopleSoft FS;

  PeopleSoft - Load PFT FSNew security role in PeopleSoft FS;

  PeopleSoft - Vendor File Load (0243) FS

No Change - may want to grant access to higher ed role for testing or will have to make sure existing role has access;

  PeopleSoft - Misc Withholding Claims FS

No Change - may want to grant access to higher ed role for testing or will have to make sure existing role has access;

  PeopleSoft - OpenBooks Load HCMNew security role in PeopleSoft HCM;

  OST - ACES OST  

  OST - Banking System OST  

29Higher Ed Checklist

Processing

  Load 500 Misc (Net Pay) FS Ready to test by 10/23

  Load PFT FS Ready to test by 10/23

  Run Budget Checking Report FS Ready to test by 10/23

 Submit Claim Document and Budget Checking Report to OMES Manual  

  OpenBooks Load HCM Ready to test by 10/23

  AP Withholding Vouchers FS  

  Load Banking - OST OST  

  Process Fed Tax Payments in ACES OST  

  Process Fed Tax Payments in GL FS  

30Higher Ed Checklist

Other  Payroll Tax Payments   Federal/State due as applicable

  Unemployment Reporting - Qtrly OESCDue Apr, July, Oct, Jan for prior quarter

  Form 941 Reporting IRSDue Apr, July, Oct, Jan for prior quarter

  State Withholding Reporting   Due as applicable  W2 File- Forms & File SSA Annually

 1099 Reporting (Misc, R, Others) - Forms & File IRS Annually

 1099 Reporting (Misc, R, Others) - Forms & File OTC Annually

  OTC Annual Employee List OTC Due in August  1042-S Reporting - Forms & File IRS Annually  1095-C Reporting - Forms & File IRS Annually  TRS Calendar Year Reporting - W2 TRS Annually  TRS Calendar Year Reporting - 1099 TRS Annually  OPERS OPERS Monthly  OLERS OLERS Monthly  SoonerSave OPERS TBD with OPERS, currently weekly  Tip Reporting - Form or File IRS Annually  Corrections to any filed forms   Due as applicable

31Direct Deposit Extract

Email: Ayana.Wilkins@omes.ok.gov File name Date transferred 500 Misc file ‘E’ Pay Type entries (Field 216)

Chat question: Will you be sending in a direct deposit file to be loaded into the OST banking system? AAA - DD Yes AAA - DD No

32Questions?

Ayana.Wilkins@omes.ok.gov

33Next Sessions

November 3 from 8:30 am – noon Federal Tax Payments

ACES Tax Payment

General Ledger Journal Entry

Full process review

Accounts Payable

November 10 from 2:30 – 4 pm November 23 from 2 – 5 pm

34Closing

Roll call Chat question