CORE Oklahoma

1. CORE Oklahoma __________________________________________________ The Office of State Finance CORE HCM Forum June 14, 2011

2. CORE Oklahoma __________________________________________________ Agenda • EEO/Affirmative Action Process April Story • Employees Not Paid Since…, Drivers License Data, Department 0000000 Positions Alan Binegar • Workers Comp Reports, Fiscal Year End, Garnishments Carol Barton • DCAR Update Lisa Raihl

3. CORE Oklahoma __________________________________________________ April Story HR Director Oklahoma State & Education Employees Group Insurance Board

4. CORE Oklahoma __________________________________________________ EEO & Affirmative Action • Cleanup • Dates • Contacts

5. CORE Oklahoma __________________________________________________ Alan Binegar HRMS Administrator The Office of State Finance – ISD CORE

6. CORE Oklahoma __________________________________________________ Employees Not Paid Since… • Run the query: GO_PY_NOT_PAID_SINCE_PROMPT • Review results to determine if terminations should be entered, or if additional follow up is needed with employees.

7. CORE Oklahoma __________________________________________________ Employees Not Paid Since 2009

8. CORE Oklahoma __________________________________________________ Drivers License Data • Can provide an interface to load in existing data from legacy systems • Added a process to generate a file to send to DPS to validate Drivers Licenses.

9. CORE Oklahoma __________________________________________________

10. CORE Oklahoma __________________________________________________ Department 0000000 Pins – NOT Valid

11. CORE Oklahoma __________________________________________________ Agencies with Department 0000000 Pins

12. CORE Oklahoma __________________________________________________ Carol Barton HCM Coordinator & Production Support Lead The Office of State Finance – ISD CORE

13. CORE Oklahoma __________________________________________________ Workers Comp Reports

14. CORE Oklahoma __________________________________________________ Workers Comp Reports

15. CORE Oklahoma __________________________________________________ Workers Comp Reports

16. CORE Oklahoma __________________________________________________ Workers Comp Reports

17. CORE Oklahoma __________________________________________________ Workers Comp Reports

18. CORE Oklahoma __________________________________________________ Fiscal Year Changes • Evening of June 30, 2011 – Department of Human Services. This process must be run prior to running July 15, 2011 pay cycle. • Evening of July 6, 2011 – All Agencies having Bi-Weekly Payrolls. This process must be run prior to running ‘B01’ or ‘C26’ pay cycles which pay on the 15th of July 2011. • Evenings of July 18th and 19th 2011 – All Monthly Anticipatory Agencies. Do not begin processing M01 until July 20st. NOTE: As soon as all On and Off-Cycle payroll processes are completed for the June pay period, please notify CORE by creating a Help Desk Case asking for the case to be Assigned to the HCM Payroll group. This will enable the CORE team to try and schedule the agency’s FY Combo Code Conversion Process earlier. Once we have loaded your FY12 Combo Codes, you will be able to start processing your FY12 Payrolls.

19. CORE Oklahoma __________________________________________________ Garnishments • When setting up Garnishments on the “Garnishment Spec Data 1” Tab it is imperative that you uniquely identify each Garnishment ID number. • A good rule of thumb would be to start with your three digit agency number with two digits following. • An example would be: 09001; 09002; 09003

20. CORE Oklahoma __________________________________________________ Garnishments

21. CORE Oklahoma __________________________________________________ Lisa Raihl Accounting & Reporting Analyst The Office of State Finance – Division of Central Accounting and Reporting (DCAR)

22. CORE Oklahoma __________________________________________________ Top 3 Mistakes That Result in a Payroll Overpayment • HR/Payroll receives termination paperwork too late • HR/Payroll isn’t told about leaves of absence • The incorrect pay rate is used

23. CORE Oklahoma __________________________________________________ What do all three of these problems have in common? Lack of communication with other departments within the organization

24. CORE Oklahoma __________________________________________________ Options to help prevent these mistakes? Hound department heads to give HR/Payroll the information • May not be very effective or change much Send an email just before processing payroll for the period, asking if there were any changes that impact the checks • Be specific, list items that could result in an overpayment

25. CORE Oklahoma __________________________________________________ Options to help prevent these mistakes? Utilize self service options • Employee Self Service, Manager Self Service Streamline business processes • Decreases time it takes HR/Payroll to get the information

26. CORE Oklahoma __________________________________________________ DCAR Newsletter Items • Changes in Fees for SoonerSave Deferred Savings Plan • Change in State Share of Oklahoma Public Employees Retirement System • Change in Employer Contribution Rate for Justices and Judges Retirement System • Change in Federal Matching Contribution for Teachers Retirement System

27. CORE Oklahoma __________________________________________________ DCAR Newsletter Items • Schedule of FY-2012 Pay Periods • Employee Travel Checks and Direct Deposit • HB2177 - Voluntary Buyout Reimbursement Extension • HB1207 – Amended Biweekly Conversion Bank Hour Sources

28. CORE Oklahoma __________________________________________________ DCAR Newsletter Items • New PeopleSoft HCM Query for 633xxx account reconciliations • SoonerSave Contributions to Employee Accounts • Fiscal Year Funding Changes on PS Payroll • FY Combo Code Conversion Schedule

29. CORE Oklahoma __________________________________________________ DCAR Newsletter http://www.ok.gov/OSF/Comptroller/DCAR_Newsletters.html Questions?

30. CORE Oklahoma Next HCM Forum • Wednesday, July 20th, 2011 • Suggestions for Topics? • Please submit a Help Desk Case and the Team will address topic in the next HCM Forum

31. CORE Oklahoma __________________________________________________ Thank You!