The Office of State Finance CORE HCM Forum October 19, 2011

1. The Office of State Finance CORE HCM Forum October 19, 2011

2. Agenda • SWIP Employees, FICA Audit, New Hire Addresses, Position vs. Job Data, Reports To, PMP Tracking Alan Binegar • VOBO & Longevity Payments, Address on Earnings Statements, Elected Officials Retirement Child Support Payments, Military Carol Barton • Oklahoma Child Support and DCAR Newsletter items Lisa Raihl

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

4. SWIP Employees • Regular/Temp field must be set to Projects, not Regular. • Regular to Regular Appointment Changes do not show as Hires on EEO/AA reports, but Temp or Projects to Regular does. • If appointment changes to regular position, remember to change the Unclassified Cite Code. • You can run “Empl for Sel Cite Code (0071)’ for U056 and “Employee by Job Code (0070)’ for 3999.

5. FICA Audit • There have been cases of agency transfers where FICA exemption has not been reset. • Run the query GO_HR_FICA_NOT_SUBJECT to see anyone who is exempt from FICA.

6. New Hire Address • Missing Home addresses and blank Zip codes that cause errors on the new hire reporting to OK Employment Security Commission. • The Address type of Home will be required to save personal data for a new hire, and Zip codes on the USPS website: http://zip4.usps.com/zip4/welcome.jsp

7. Position vs. Job Data • Positions which are maintained with correct information will ensure Job action entries are more efficient and accurate. • Fields which default from Position Data are: • Jobcode, Reg/Temp, Full/Part Time, Title, Department, Location, Reports To, Supervisor Level, Standard Hours, FTE, FLSA Status, and Unclassified Cite Coed You can verify using the query GO_HR_POSITION_VARIANCE

8. Reports To Data • Maintaining Reports To data is required for implementing Manager Self Service, and recommended for ELM. • Several agencies have taken advantage of the Reports To load process. However, the agency must remember to continue to maintain the correct data in the field. • We are working with Budget to design a report that Budget will accept in lieu of a Organization Chart, provided the agency has the Reports To information on all budgeted position records.

9. PMP Tracking • We are working with OPM and DOC to design functionality for tracking the Performance Management Process in PeopleSoft. • If you would like to participate on the Project Team, please open a Help Desk case to let us know. • We will provide updates on this project through the HCM Forum.

10. Last Minute Items! • DPS has employees who are exempt from FICA tax. If you hire an employee who worked at DPS you need to verify that the FICA Status on the Payroll Tab in Job Information says Subject. • There is also an audit query GO_HR_FICA_NOT_SUBJECT • You must include the County Number on Location address and Home addresses. This data is displayed on the OK Employment Security Commission Multiple Worksite report. • Next HCM training is November 14th – 18th, with the COR315 transaction class offered by OPM on November 10th .

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

12. Voluntary Buyout Payments • Mandatory Benefits: • Payment equal to health insurance premium (Employee ONLY) for 18 months use Time Reporting Code “VRBO” • Longevity payment employee would be paid at the next anniversary date. • This will be broken down into two (2) amounts. • The pro-rated amount that is earned from the last date the longevity was paid, use Time Reporting Code “LONGO” • The difference in the amount calculated to Retirement date subtracted from the total amount due on the next longevity date, use Time Reporting Code “LONGS” • The LONGO amount is used by the Retirement System in calculating the retirement benefits due the employee, the LONGS amount will NOT have any retirement calculations. • Optional Benefits: • Up to one (1) week of pay for each year of service, use the Time Reporting Code “SEVRN” • Maximum lump sum payment of $5,000.00, use the Time Reporting Code “SEVRN” • The total unused Annual Leave up to 480 Hours use Time Reporting Code “ANNLS” • If you have any questions, please contact the help desk for assistance.

13. Address on Earnings Statements • Home Address vs. Mailing Address on Earnings Statements • Employees wanting to have their mailing address shown on their Earnings Statement will require an update to the Paygroup table for your agency • Send helpdesk case stating you have employees wishing to designate a mailing address separate from their home address and HCM Team will update the Paygroup. You then will be able to enter the employee’s mailing address in the system under: Main Menu > Payroll for North America > Update Payroll Options > Payroll Option 1

14. Elected Officials Retirement • Effective November 1, 2011 we will have a new retirement code for all newly elected officials. • All Elected Officials that start on or after November 1, 2011 will need to be enrolled in the Plan Type 70 and Benefit Plan “SROPS” • The employee percentage will be 3.5% with employer contributions at 16.5%.

15. Child Support Payments • All child support payments that are to be paid to ‘Oklahoma Centralized Support Registry’ vendor ID # 0000190715 must have the correct 12 digit Case Identifier set up on the Garnishment Spec Data 1 Tab, in the first box under Court Document ID’s.

16. Child Support Payments • This 12 digit number is on the form 0970-0154 as the Case Identifier: 000222333444. • All the Case Identifiers have been updated in the PeopleSoft System based on the information supplied by DHS. For all new Child Support payments being paid to DHS the agency needs to ensure that you enter the 12 digit number and not the Order Identifier. This 12 digit number is passed on the file to DHS to ensure that they are sending the money to the proper recipient.

17. Child Support Payments • All payrolls with an issue date each week Monday through Friday will be pulled on the following Monday morning and the process of the transfer to DHS will be started. • Payments will no longer be made through the AP process. • Once the payment is sent to DHS you will not be able to do a refund to the employee.

18. Military Comp Plan Resets • It is time for all Military and National Guard Time off plans to be reset to zero. • The HCM Team has run the process as of 9-30-2011 which is the end of the Federal Fiscal Year. • If you have an employee plan that failed to get reset to zero, please contact the Help Desk and request assistance.

19. W-4 Changes • Do NOT make any updates to the “Update Employee Tax Data” screen after you have processed the Main and Supplemental payrolls until ALL Off cycle payrolls for the same payroll cycle has been completed. • Making changes after the main or supplemental payroll process can result in over/under payment of tax withholding for the payroll period.

20. Last Minute Items! • The Longevity process is run based on the Payrunid. • Only the employees that are in the paygroups attached to the payrunid will be processed and the Longevity payment put out in the Time sheet to be pulled into payroll. • If you change an employee’s Paygroup from Supplemental to regular payroll and have already run the longevity process, you will have to manually enter the Longevity into the time sheet.

21. FLMA & Workers Comp Leave • Employees out on FMLA or Workers Comp when we have to pay the employee’s benefits to EBC and the Benefit Allowance is not enough to cover all the premiums. • You should deduct the CORE Basic Four (4) which are: Employee Health, Employee Dental, Employee Disability and Employee Life. Take these amounts out first and any remainder should go toward the Dependents Health Insurance. EBC will bill the employee for amounts not paid through payroll deduction. If the employee fails to pay the balance due, their dependents coverage will be cancelled and any payments made by the agency on behalf of the employee’s dependents will be refunded to the Agency. • You will need to make these adjustments on the One Time Deduction Tab on the payline. • When processing payroll you should always runt eh Deductions Not Taken Report. This report helps you to identify employees who do not have enough earnings to cover all their deductions. We should always send all the Benefit Allowance to EBC for employee and dependent coverage. When you have an employee that is only receiving their Benefit Allowance, their pay advise should always net to zero. DO NOT give the employee money that should have been applied to their benefits.

22. Lisa Raihl Accounting & Reporting Analyst The Office of State Finance – Division of Central Accounting and Reporting (DCAR)

23. Centralized Child Support Processing • Agency Responsibilities: • Enter correct order information in HCM • Use correct vendor – 0000190715 • Contact OSF for any warrant reversals or corrections that contain OK Child Support • Lisa Raihl: lisaraihl@osf.ok.gov, 405 521-3258 • Jean Hayes: jean.hayes@osf.ok.gov, 405 522-6300

24. Centralized Child Support Processing • OSF Responsibilities: • Process payments weekly • Pay Dates Saturday through Friday paid Monday • Example 10/15/2011 – 10/21/2011 will be process on 10/24/2011 for payment to DHS • Payments creates file detail to DHS • Journal entry moves funds from agency 633190 account to OSF account for payment • Notify DHS of payment processed

25. DCAR Newsletter Items – August 8, 2011 • Taxability of Gift Cards, Certificates, and Coupons • Outstanding Wages Beneficiary Designation Option • Quarterly Unemployment Tax Statements

26. DCAR Newsletter Items – September 16, 2011 • Centralized Oklahoma Child Support Payments • Employee Moving Expenses • Using State Vehicles to Commute • Reissuance of Prior Year W-2s

27. DCAR Newsletter Items – October 12, 2011 • Deadlines for November Payrolls • Taxable Fringe Benefits • Faxing Payroll Warrant Direct Deposits Cancellation Requests • Employee Overpayments Collected After Year End • Reduction of Annual Leave Hours for Overpayments • Upcoming Local Training/CPE

28. DCAR Newsletter http://www.ok.gov/OSF/Comptroller/DCAR Newsletters.html Questions?

29. Next HCM Forum • Wednesday, December 7th, 2011 • Suggestions for Topics? • Please submit a Help Desk Case and the Team will address the topic in the next HCM Forum

30. Thank You!