CORE Oklahoma

1. CORE Oklahoma __________________________________________________ The Office of State Finance CORE HCM Forum December 12, 2011

2. CORE Oklahoma __________________________________________________ Agenda • Drivers License Status, Future-Dated Hires, Indented Position Report, DOC Project Update Alan Binegar • Retirement Issues Linda Webb - OPERS • Insurance Changes, Enforced & Org Leave, Leave Resets Carol Barton • Preparing for Year End, Repayments of Prior Year Amounts, Overpayment Refunds,DCAR newsletter items Lisa Raihl

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

4. CORE Oklahoma __________________________________________________ Drivers License Status • All Drivers Licenses in PeopleSoft are sent to DPS each Friday, then DPS reports their Status back before Monday. • To see results for your Agency, you can run the query: GO_HR_DRIVERS_LIC_STATUS • Note: License numbers must be all numeric to be sent to DPS, so ignore the leading character during input. • A conversion template is available if you are tracking drivers licenses in another system.

5. CORE Oklahoma __________________________________________________ Future-Dated Hires • To facilitate new employee setup, you can enter hires before their first day. • When performing the hire, remember that Personal Data can not be future-dated, but when you click on ‘Add the Relationship’ and are taken to the Job Information section you will future-date the Hire action effective date. • In the case of a No-Show, you will need to enter a same date resignation.

6. CORE Oklahoma __________________________________________________ Indented Position Report

7. CORE Oklahoma __________________________________________________ Indented Position Report • Found at: Main Menu > OK Custom Reports/Processes > OK Reports > HR > Indented Position Rpt (0565) • Run Control requires starting position number and will show all positions reporting up to that PIN. • Budget has indicated they will accept this report instead of an Org Chart with your agency’s budget request.

8. CORE Oklahoma __________________________________________________ DOC Project Update • The Department of Corrections will retire their legacy HR system during Spring 2012. • CORE is working to add additional functionality to the PeopleSoft system meet their current requirements • Many new features will be available to all state agencies, such as: PMP Tracking, Workers Compensation data, and agency specific job code information. • CORE will provide a demonstration of the new features when they become available.

9. CORE Oklahoma __________________________________________________ Linda Webb Director of Member Services Oklahoma Public Employees Retirement System

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

11. CORE Oklahoma __________________________________________________ Insurance Changes • DHS – Current Insurance deductions end on 12/15/2011 (including supplemental payroll that pays on 12/23/2011). Notify the HelpDesk when the 2011 payrolls are complete so the 2012 Insurance information can be loaded for the 1/15/2012 pay period. • Bi-Weekly Payrolls on Schedule B (090, 290, 292, 305, 307, 340, 452, 548, 566, 568, 650, 753) – final 2011 deductions will be on the Period 13 payroll, issued 12/30/2011. Notify the HelpDesk when the 2011 payrolls are complete so the 2012 Insurance information can be loaded for the 1/13/2012 payroll. • If you have any questions, please contact the helpdesk for assistance at: 521-2444

12. CORE Oklahoma __________________________________________________ Enforced/Org Leave & Resets • When finished running Leave Accruals for December, 2011, you need to contact the HelpDesk. • Once notified, CORE will reset your Leave Balances with a 1/1/2012 date. • CORE will also need to reset Enforced and Org Leave back to zero for the new year.

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

14. CORE Oklahoma __________________________________________________ Preparing for Year End and 2012 Important Dates • December 16, 2011 – Last day to submit OSF Form 94P AND receive refund of taxes due to the overpayment. After this day, refunds cannot be returned to the agencies; however, agencies are still required to submit the form as needed for employee wage corrections. • January 6, 2012 – All payroll warrant cancellations, Form 94Ps, and adjustments must be submitted to be reported correctly on the employee’s W-2. • January 31, 2012 – Deadline for delivering W-2 forms to employees. • February 24, 2012 – Last day to submit corrected W-2 forms. Send a copy of the original W-2, a copy of the corrected W-2, and a brief note explaining why the correction is needed.

15. CORE Oklahoma __________________________________________________ Preparing for Year End and 2012 OSF Form 94P Request for Overpayment Refunds • All information in the Issued Payroll column must match the original check detail. Instructions are available on the OSF website under DCAR Forms. Agencies with questions on how to complete the form are encouraged to call for assistance. This is the starting point for completing the rest of the form and correctly calculating the taxes, etc.

16. CORE Oklahoma __________________________________________________ Preparing for Year End and 2012 Overpayment Payback Methods for Current Employees • -Lump Sum Cash Repayment: -If within the same calendar year, this would be the net amount (plus any after tax personal deductions if applicable). -If in the year after overpayment, this would be the gross amount. • -Reduction of the corrected current salary (gross amt) or miscellaneous payroll deduction (net amount). • -Reduction in accrued annual leave by an amount of time at the then current correct salary (gross amt). • -Or any combination of the above. For terminated employees of the agency, there are additional provisions. O.S. Title 74, Chapter 27A, Section 840-2.19 Paragraph D

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19. CORE Oklahoma __________________________________________________ Preparing for Year End and 2012 Reporting Requirements for Repayments of Prior Year Amounts • Repayments from employees made in 2012 that are for overpayments of wages in a prior year must be repaid at the gross overpayment amount in accordance with Internal Revenue Service regulations. Contact OSF if you have questions or need assistance. • A Corrected W-2 or a W-2C, as applicable, is required to be completed and sent to OSF. IRS Form 843 is required from the employee authorizing the employee’s refund of taxes from the IRS. • ONLY Social Security and Medicare wages and taxes are corrected on the Corrected W-2 or W-2C. • DO NOT correct Federal or State taxable wages or taxes. Employee received and had use of the funds during the year of overpayment Employee may be entitled to either a deduction or credit on their current year Form 1040 • Additional instructions for form W-2 are available on the IRS website, www.irs.gov.

20. CORE Oklahoma __________________________________________________ Preparing for Year End and 2012 IRS Form W-4 Employee’s Withholding Allowance Certificate • Exemption from Withholding • Expires February 16, 2012 • Employees must submit new Form W-4 • If new form not submitted withhold at single and zero allowances or withhold based on the last valid W-4 • Form is used going forward – do not adjust prior withholdings • Invalid W-4 Forms • Incomplete or unsigned • Unauthorized changes or additions to the form • Employee indicates in any way that it is false • Do not use – ask for a new valid form • If new form not submitted withhold at single and zero allowances or withhold based on the last valid W-4 • Lock-in letters still in effect until the agency is notified otherwise by the IRS

21. CORE Oklahoma __________________________________________________ Preparing for Year End and 2012 Tax Changes • Social Security wage base has increased to $110,100.00 • Social Security tax rate is currently set at 6.2% for a maximum amount of $6,826.20 • Oklahoma unemployment wage base has increased to $19,100.00 • Oklahoma unemployment tax rate remains at 1% for contributing agencies for a maximum amount of $191.00

22. CORE Oklahoma __________________________________________________ Upcoming DCAR Newsletter Items for December • W-2 and 1099 pick up instructions • Envelopes • MailDrop for W-2 Processing • End of Calendar Year 2011 important dates • Agency address changes • Form 94P submissions • Correcting W-2s • 2012 Wage and Tax Rates • IRS Form W-4 • Federal income tax withholding • Employee overpays collected after year end • Taxable fringe benefits

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

24. CORE Oklahoma Next HCM Forum • Tuesday, January 10th, 2012 • In the OSF ISD Building at 30th & Lincoln Blvd • Suggestions for Topics? • Please submit a Help Desk Case and the Team will address topic in the next HCM Forum

25. CORE Oklahoma __________________________________________________ Thank You!