FINANCE COORDINATOR TRAINING

1. FINANCE COORDINATOR TRAINING MARCH 8, 2007

2. FINANCE DIVISION • Byron Cate – Director • Maxine Davis – Finance Clerk • Ben Hanneman – Accounting Manager • Tammy Howard – Certified Procurement Officer • Marilyn Jackson – Ins/Retire Coordinator • Carla Root – Payroll Officer • Lisa Thompson – Human Resource Officer • Finance Clerk – Vacant • Carl Albert Intern - Vacant

3. District Attorneys Council’s Website www.ok.gov/dac Finance Division’s Website www.ok.gov/dac/Finance Division/index.html CHECK IT OUT There are links to other agencies, the finance manual, finance forms, the new longevity service form and many other helpful and useful tools.

4. THANK YOU FOR YOUR PATIENCE

5. OPM 07-08 • DATE: February 7, 2007 • TO: All Appointing Authorities • FROM: Oscar B. Jackson, Jr., IPMA-CP • Administrator and Cabinet Secretary for • Human Resources and Administration • RE: State Agency Hiring Freeze • Executive Order 2007-6 • Please be advised that Governor Brad Henry signed Executive Order 2007-6 on January 30, 2007, extending the state agency hiring freeze from January 1, 2007 to December 31, 2007. The Executive Order may be accessed on the Oklahoma Secretary of State web site at: • http://www.sos.state.ok.us/documents/Executive/546.pdf • Please note that Form OPM-92, Personnel Transaction Freeze Exception Request, must be submitted by an agency to the appropriate Cabinet Secretary to request approval of any exception to the hiring freeze. Form OPM-92 may be accessed on the OPM web site at Form OPM-92 Personnel Transaction Freeze Exception Request.

6. FREEZE FORMS • Should be submitted immediately upon notice of resignation or termination of incumbent employee • Do not wait until recruiting begins to send in a Freeze Form • Please allow 2 weeks for approval to be obtained by our Cabinet Secretary • New employees cannot be added to the payroll with out an approved Freeze Form (Approved by Cabinet Secretary) • If you are “thinking” about allocating a new position go ahead and send in the freeze form they are valid 1 year from date of issue if you don’t fill it the Freeze Form just expires • Please send the copy of your freeze form with New Hire packet and write the name and SS# of the new employee on the appropriate Freeze Forms • Expiration of Temporary Appointment

7. JOB TITLE AND JOB CODES • Assistant District Attorney 1686 • Director 4966 • District Attorney 1684 • Finance Coordinator 3754 • First Assistant District Attorney 1685 • Investigator 4251 • Law Clerk 1486 • Legal Intern 1695 • Support Staff 0082 • Victim Witness Coordinator 4959

8. POSITION IDENTIFICATION NUMBERS (PIN NUMBERS) • EACH POSITION HAS A UNIQUE NUMBER ASSIGNED TO IT BY OPM. • A NEW HIRE WILL BE ASSIGNED TO A POSITION NUMBER WHEN NEW HIRE IS DONE.

9. EMPLOYEE ID’S (EMPL ID) • EACH EMPLOYEE HAS A UNIQUE EMPL ID ASSIGNED TO THEM. PEOPLE SOFT ASSIGNS THIS NUMBER. • ONCE AN EMPLOYEE HAS AN EMPL ID IT WILL FOLLOW THEM THROUGHOUT THEIR STATE EMPLOYMENT • EMPL ID’S SHOULD BE ON ALL PERSONNEL FORMS • YOU CAN FIND EMPL ID’S ON FUNDING DISTRIBUTION REPORTS AND CHECK ADVICES.

10. NEW HIRES • New hires will not be processed without the following information: Approved Freeze Form Personnel Action Form New Hire Information Form (new version on the website) Loyalty Oath I-9 – Complete we can no longer accept incomplete I-9’s W-4 Direct Deposit Longevity Certification except on Temporary employees

11. NEW HIRES cont. • New hires with a start date after payroll deadline will not be included on that payroll. • Go ahead and send paperwork ahead of time, if possible, for insurance packets to be sent to them.

12. 4 CATEGORIES OF PERSONNEL ACTIONS • Appointments • Separations • Changes • Special Pay/Leave Conditions

13. PERSONNEL ACTION FORMS Vital for correct employee information • Special Pay/Leave Conditions • Additional Information/Remarks • Finance Coordinators need to review and double check what is being submitted Please call if you have any questions.

14. CANNOT EMPHASIZE ENOUGH THE IMPORTANCE OF PROPERLY MARKING PERSONNEL ACTION FORMS

15. NEW HIRE INFORMATION • The following information has been added to the form. • FLSA Status – Exempt/Non-exempt based on the job and duties. • Ethnicity – Required

16. EMPLOYEE NAMES Please do not use employee nicknames on any personnel forms. Use the name on their original hire paperwork, unless they have submitted a name change.

17. NEW HIRE BENEFITS PACKETS • New hire information should be received at DAC no later than the date of hire • The deadline for employees to return insurance and benefit enrollment forms is 14 days from hire date

18. LONGEVITY • Longevity Service Form • Updated form is found on DAC Website under Finance/Forms. PLEASE USE THE UPDATED FORM THROW AWAY YOUR OLD FORMS. • Please make sure the employee has filled out the form correctly before you send it in. • Link to Longevity Calculator http://www.ok.gov/opm/documents/Longevity%20Calculator.xls • The Longevity Calculator is what I will use to double check the years of service when the forms are received • To everyone’s chagrin, Longevity is now included with your regular paycheck. This has resulted in increased taxes during that month.

19. 2 TYPES OF EMPLOYEES • PERMANENT • TEMPORARY

20. 2 TYPES OF EMPLOYEES PERMANENT • SALARIED/FULL TIME OR PART TIME • MAIN PAYROLL • <50% NO BENEFITS • >50% ENTITLED TO BENEFITS • ANY SALARY OR FUNDING CHANGES DUE BY 18TH OF EACH MONTH

21. 2 TYPES OF EMPLOYEES PERMANENT (Optional) • HOURLY • SUPPLEMENTAL PAYROLL • <50% NO BENEFITS • >50% ENTITLED TO BENEFITS • ANY SALARY OR FUNDING CHANGES DUE BY 2nd OF EACH MONTH

22. 2 TYPES OF EMPLOYEES TEMPORARY • PART TIME/HOURLY EMPLOYEES • SUPPLEMENTAL PAYROLL • NOT ENTITLED TO BENEFITS • LIMITED TO 999 HOURS IN ANY ONE YEAR PERIOD • CAN RENEW APPOINTMENT AFTER ONE YEAR • HOURS SUBMITTED MONTHLY BY 2ND OF FOLLOWING MONTH

23. TYPES OF LEAVE WITHOUT PAY • Leave without Pay • Sick Leave without Pay • Military Leave without Pay • LWOP Extension Disability • Furlough LWOP • Workers Comp LWOP • Supplemented Workers Comp Leave (LWOP) • Supplemented LWOP (Not Workers Comp) i.e. Shared Leave • Educational Leave without Pay Please be specific on the PAF.

24. PAYROLL SCHEDULE • Deadline 2nd: Supplemental and Off-Cycle Payroll • Annual leave for terminations. Hours for overtime and temporary/hourly employees. Personnel Action Forms received after this date will be processed on the next applicable payroll cycle. • Deadline 18th:Main Payroll • Funding, salary, new hires, terminations, plus any other changes affecting the regular monthly payroll. Personnel Action Forms received after the deadline will be processed on the next applicable payroll cycle. • Please send forms earlier, if possible.

25. REMINDERS • EFFECTIVE JULY 1, 2007 ALL EMPLOYEES WILL BE REQUIRED TO BE ON DIRECT DEPOSIT • DAC DEADLINE FOR DIRECT DEPOSIT OR ENROLLMENT IN THE PAY CARD IS MAY 31, 2007 • TAXES ON LONGEVITY ARE HIGHER DUE TO CALCULATIONS ON AGGREGATE INCOME.