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Volume 20, FY 2010

No. 3 - Nov. 2, 2009 (.doc, 10 pp,152 KB)
No. 3 - Nov. 2, 2009 (.pdf, 10 pp, 82 KB)

FY-2010 Revenue Collections
Lapse Date (Nov. 15) is Quickly Approaching
Lapsed Funds
Deadline for November Monthly Payrolls
Refunds of Taxes for Overpayments to Employees (Form 94(P))
Reduction of Annual Leave Hours for Overpayments
Taxable Fringe Benefits
Higher Education Deduction/Trailer Codes
PeopleSoft Deduction/Trailer Codes
Fillable OSF Form PWC now available
New PeopleSoft Queries
Accounts Payable Voucher Close
Voucher Message on 1099 Vendors
Review 1099 Reportable Transactions Report
New Expenditure Account Code – 537150 - Shop Supplies-Non-Production
Trip Optimizer Required for Out-of-State Vehicular Travel
Clarification of the Federal Per Diem Rate Changes
New Deposit Screens
Agency Address Verification
OSF Form 90 Revision

No. 2 - Sept. 15, 2009 (.doc, 9 pp, 279 KB)
No. 2 - Sept. 15, 2009 (.pdf, 9 pp, 212 KB)

Federal Per Diem Rate (Meals and Lodging) Changes
Direct Deposit of Travel – Setting up New Employee Vendor Records
OSF Form 20R – Replacement of Statutory Canceled Warrants
Reminder – Purchase Order Vouchers Quantities
International ACH Transactions (IAT)
Employee Overpayments Collected after Year End
Taxability of Gift Cards, Certificates and Coupons
Definition Clarification – Motor Vehicles vs Non-Motor Vehicles
Revised Electronic Warrant Cancellation Form
Updated Payroll Warrant Cancellation Form and Instructions
Payroll Warrant Cancellation Procedures for Paper Warrants
Payroll Warrant Cancellation Procedures for Direct Deposits
Upcoming Local Training/CPE

No. 1 - July 1, 2009 (.doc, 4 pp, 87 KB)
No. 1 - July 1, 2009 (.pdf, 4 pp, 36 KB)

Late Payment to Vendors – New Interest Rate – FY-2010
Transfers in FY10 for FY09 Collections
Intragency Transfers and Deposits
340 Fund Disbursements
July 8, 2009 Audio Conference – Financial Reporting
July 16, 2009 Audio Conference – ARRA Administrative Costs

Volume 19, FY-2009

No. 9 - June 15, 2009 (.doc 9 pp, 243 KB)
No. 9 - June 15, 2009 (.pdf, 9 pp, 65 KB)

Fiscal Year End Payroll Processing - Legacy
Fiscal Year End Funding Changes on PS Payroll
Fiscal Year End Miscellaneous Claim Vouchers and Orders Processing
Changes is State Share of Oklahoma Public Employees Retirement
Changes in Employer Contribution Rate for Justices and Judges Retirement System
Changes in Fees for Deferred Plans
Federal Minimum Wage Changes
Creditor Garnishments
Schedule of FY-2010 Monthly Pay Periods
Schedule of FY-2010 Bi-Weekly Pay Periods - Non Higher Ed
Schedule of FY-2010 Bi-Weekly Pay Periods - Higher Ed
Combination Edit Rule for Account Code 400000
HB 2016 - DCS 'Trip Optimizer System' - Revised OSF Form 19
E-mailing Vendor Information
GAAP Financial Reporting Changes for Fiscal Year 2009

No. 8 - May 28, 2009 (.doc, 7 pp, 108 KB)
No. 8 - May 28, 2009 (.pdf, 7 pp, 57 KB)

2009 IRS Form W-4, Employee’s Withholding Allowance Certificate
W-2 Forms
Final Pay for Terminated Employees
Clearing Account and Agency Special Account Reconciliation
OSF Form VEND
Regular Supplier Vendors – TIN and Name Errors
Adding State Employee Vendor Records
After Employee Record is Converted to Direct Deposit
Accounts Payable Year-End Preparations
Voucher Invoice IDs
Correction – Credit Invoices
Change to the Accounts Payable Voucher
Purchase Order Vouchers Quantities
REVISED Electronic Warrant Cancellation Form
Upcoming Local Training/CPE

No. 7 - April 22, 2009 (.doc, 4 pp, 83 KB)

PO Receiving Selection – Removal of ‘Do Not Receive” Option
Voucher Batches
Correction – Credit Invoices
1099 Tax Information Quarterly Report
Off-Cycle Processing
OFMA Meeting – May 7, 2009
Archiving

No. 6 - March 12, 2009 (.doc, 8 pp, 103 KB)
No. 6 - March 12, 2009 (.pdf, 8 pp, 56 KB)

Revised Form I-9, Employment Eligibility Verification
IRS Tax Tables
2008 W-2 Corrections
Vouchers from Remote Agencies – Funding Record File Edit Implementation
Purchase Orders and Receiving
Document Tolerance Exception Report
Accounts Payable Periods
State Employees – Direct Deposit of Travel Payments
Post Audit Program – Common Audit Findings
HECLM Vendor Interface Changes (Nightly Vendor Interface/PS Job OCP243AP)

No. 5 - Jan. 21, 2009 (.pdf, 6 pp, 59 KB)

Employee Tax Refunds
Correcting W-2’s
Reporting Requirements for Repayments of Prior Year Wage Amounts
Employee IRS Forms W-4 and W-5
OSF Form 94P, Request for Overpayment of Funds
Limit Use of Authority Orders
Travel Direct Deposits and Payroll System Bank Account Information
Announcing eSupplier
New Segregation of Duties Statement on OSF Security Forms
New “Cash Basis Financial Statement” Available in PeopleSoft
Completion of the Comprehensive Annual Financial Report for FY-2008
OFMA Meeting – Feb. 5, 200

No. 4 - Dec. 9, 2008 (.doc, 12 pp, 176 KB)

Tax Reporting Information for 2008
W-2 and small99 Pick Up Instructions
Parking and Security Issues
Envelopes
2008 – small99 Report
small99-MISC Reporting for ASA Accounts and P-Cards
small99 File Format – Outside Agencies
OSF Contact Information
Payroll – End of Calendar Year 2008
Payroll – Calendar Year 2009
Agency Address Verification
Refunds of Taxes for Overpayments to Employees (Form 94)
Backup Withholding
Correcting W-2’s
2009 Payroll Warrant Cancellations
2009 Rates and Maximums
PeopleSoft MailDrop for Year End W-2 Processing
Employee’s Withholding Allowance Certificate (W-4)
Earned Income Credit Advance Payment Certificate (W-5)
Reduction of Annual Leave Hours for Overpayments
Federal Income Tax Withholding
Higher Education Deduction/Trailer Codes
PeopleSoft Deduction/Trailer Codes
Outstanding Wages Beneficiary Designation Option
Faxing Payroll Warrant Direct Deposits Cancellation Requests
New Passport Card Acceptable for Employment Eligibility Verification Form (I-9)
Mileage Reimbursement Rate for 2009
Vouchers Must Be Listed on Batch Slip
Revised Form MWC – Miscellaneous Warrant Cancellation
P-Card Scheduled Pay Cycle
Reminder – OSF Form 77 Must Be Completed Properly
Audio Conference – Jan. 16, 2009

No. 3 - Oct. 17, 2008 (.doc, 9 pp, 109 KB)

Faxing Payroll Warrant Direct Deposits Cancellation Requests
OSF Form 94P, Request for Overpayment Refunds
Employee Overpayments Collected After Year End
PeopleSoft Payroll System Update and Cut-off Dates in November
Deadlines for November Payrolls
Taxable Fringe Benefits
Taxability of Gift Cards, Certificates, and Coupons
E-filing Seminars
PeopleSoft Payroll Funding Correction Form
Lapse Date (Nov. 15) is Fast Approaching
Lapsed Funds
Notice of Reinstatement of Document Tolerance
Vouchers Without Encumbrance
Review small99 Reportable Transactions Report
Combined Audio Conference and OFMA Meeting – Nov. 6, 2008

No. 2 - Sept. 2, 2008 (.doc, 5 pp, 84 KB)

New Federal CONUS Per Diem Rates – Effective Oct. 1, 2008
New Electronic Warrant Cancellation Form
News from OST – Stop Payment Fees on Electronic Warrant Cancellations
Training Class for Agencies Processing Payroll through PeopleSoft
Change in Treatment of Military Differential Wage Payments
Recurring Part-Year Compensation
Reminder – Contracts for Imaging/Scanning Systems – Restricted
OMB Proposed New Federal Financial Report (FFR)
CORE Project – Financials Phase II Kick-Off Meeting

No. 1 - Aug. 8, 2008 (.doc, 7 pp, 95 KB)

Agency Clearing and ASA Reports
Journal Entries on Clearing and ASA Accounts
Required Transfers – Agency Clearing Accounts
Improper Use of Revenue Account 400000
Mileage Reimbursement Rate for 2008
Late Payment to Vendors – New Interest Rate for FY-2009
P-Card Issues for FY-2009 …….
Voucher Batch Slips Submitted with Vouchers
Alternate and 700 Fund Agency Voucher Batch Slips
Updated Warrant Cancellation Instructions
Payments to OK Capitol Improvement Authority (OCIA)
The Oklahoma Benchmark for Finance
Pollution Remediation Obligations to be Reported for FY-2009/CY-2008
Federal Funding and Accountability and Transparency Act (FFATA)

Volume 18, FY-2008

No. 7, June 9, 2008 (.pdf, 11 pp, 83 KB)

Fiscal Year End Payroll Processing – Legacy Payroll
Fiscal Year Funding Changes on PS Payroll
Fiscal Year End Miscellaneous Claim Vouchers and Orders Processing
Changes in State Share of Oklahoma Public Employees Retirement
Changes in Employer Contribution Rate for Justices and Judges Retirement System
Change in Fees for Deferred Plans
PeopleSoft Workers Comp Reports
Federal Minimum Wage Changes
Creditor Garnishments
W-2 and W-4 Forms
Agency Contact Information
P-Card Bank Allocation Codes
Schedule of FY-2008 Pay Periods
Payroll Warrant Cancellation Procedures for Direct Deposits and Paper Warrants
Open Accounts Payable Periods
Airline Baggage Fee
P-Card Purchase Orders for FY-2009
New Audit and Controls Manager

No. 6, May 8, 2008 (.pdf, 7 pp, 68 KB)

New Combination Edit Rules
Checks on Clearing and Agency Special Accounts
Revenue Account 400000
PeopleSoft Payroll Funding Corrections
Payroll Withholding Account Reconciliation
Attorney Garnishment Vendors
Garnishment Vendor Form (.doc, 1 pp, 41 KB)
Miscellaneous Vendor Items
Higher Education Vendor File
Enhanced Search Feature in Vendor 8.9
Correction – Sole Source/Brand Contracts Reporting
Revised OSF Form MWC – Request for Miscellaneous Warrant Cancellation
Revised OSF Form 20R – Warrant Replacement Request
7XX Funds – OST Warrant Exceptions Report
Accounts Payable Year-End Preparations

No. 5, March 7, 2008 (.pdf, 6 pp, 31 KB)

OK Financial Managers Association Quarterly Meeting
Miscellaneous Warrant Date – Reverse Previous Change
Revised Print Voucher Report
Reminder – Proper Invoice Numbers and One Invoice per Voucher
Clearing Account and Agency Special Account Reconciliation
Revised OSF Form 1933 – Sole Source/Brand Contracts
Reporting Requirements for Repayments of Prior Year Wage Amounts
Processing IRS Form W-4 in the Payroll System
PeopleSoft Retirement and Final Payroll Payments
HRMS Brown Bag Session
Family and Medical Leave Act Update

No. 4, Jan. 23, 2008 (.pdf, 8 pp, 46 KB)

OSF Announces OpenBooks Web site
Pilot on the Federal Funding and Accountability Act Underway
Annualized Pay as Nonqualified Deferred Compensation (NQDC)
Taxability of Gift Cards, Certificates, and Coupons
Deposit Entry – The “T” Status
Deposit Entries not Edited
Deposit Entry Tips
Voucher Imaging Program
Quantities Paid on PO Vouchers
Vouchers with Scheduled Due Date Greater than 90 Days
Receiving Required
Accuracy of Invoice Information on Claim Voucher
Contact Information on Forms
OSF Vendor Form Updated & Reminders
New Vendor Features in Version 8.9
small99M Reminder
Using Internal Controls to Improve Operations – Free Training

No. 3, Dec. 18, 2007 (.pdf, 10 pp, 58 KB)

Tax Reporting Information for 2007
W-2 and small99 Pick-up Instructions
Parking and Security Issues
Envelopes
2007 - small99 Reporting
small99-MISC Reporting for ASA Accounts and P-Cards
New small99 File Format - Outside Agencies
OSF Contact Information
Payroll - End of Calendar Year 2007/Payroll - Calendar Year 2008
Agency Address Verification
Refunds of Taxes for Overpayments to Employees (Form 94)
Backup Withholding - Correcting W-2s
2008 Payroll Warrant Cancellations
Updated Form I-9 and Employer Handbook - Effective Dec. 27, 2007
2008 Rates and Maximums
Employee's Withholding Allowance Certificate (W-4)
Earned Income Credit Advance Payment Certificate (W-5)
Reduction of Annual Leave Hours for Overpayments
P-Card Scheduled Pay Cycle
Mileage Reimbursement Rate Increases for 2008/Miscellaneous Warrant Data Change
Reason for Miscellaneous Warrant Cancellations - Reminder
EDT (VFRA) Agency Invoices and Claim Numbers
Reissued Miscellaneous Warrants - Reminder/Revised OSF Form 77 - Reminder
Agency Contact Information - Please Respond ASAP - Third Request

No 2, Sept. 24, 2007 (.pdf, 14 pp, 58 KB)

CORE Financial System Update
Early Deadlines for November Transactions
Correction Vouchers Submission
Authorized Pay Groups
Federal IRS Notice of Levy
Federal Lodging Rate Increases
Vendor Procedures
WIRE Payments Only
Instructions for Summary of Receipts and Disbursements
Review small99 Reportable Transactions
OSF Form 90 Revision
HB 1804 Oklahoma Taxpayer and Citizen Protection Act of 2007
New Payroll Account Code for Education Loan Reimbursement Incentives
PeopleSoft Deduction/Trailer Codes
Higher Education Deduction/Trailer Codes
Correction to Schedule of FY 2008 Biweekly Pay Periods for Higher Education
Employee Health Savings Account Information
Benchmarking Data Collections Period Ending
Oklahoma Employer Advisory Council - Tulsa Division Created
Oklahoma Child Support Enforcement Employer Handbook
Payroll Procedures for the Financial Reimbursement for Educational Expenses Act of 2007, HB 1114 (.pdf, 4 pp, 101 KB - Added Sept. 18, 2007)
Forms for the Financial Reimbursement for Educational Expenses Act of 2007, HB 1114 (.doc, 2 pp, 36.5 KB - Added Sept. 18, 2007)

No. 1, Aug. 10, 2007 (.pdf, 8 pp, 42 KB)

Travel Act Change
Travel Vouchers Forms (OSF Form 19)
Lodging Limited to Authorized Rates
New Expenditure Account Code 554230
Misc. Warrant Cancellations and Reissues
P-Card – Travel Account Codes Restricted
Contracts for Imaging/Scanning Systems - Restricted
Wire Payments Only
Payroll Claims – Submission of Original Copies – Update
Post Payment – July 19, 2007
Payroll Withholding Accounts
Agency Contact Information – Please Respond ASAP
Payroll Warrant Cancellation Procedural Changes
Benchmark Project Workshop Comments

Volume 17, FY-2007

No. 6, June 7, 2007 (.pdf, 15 pp, 58 KB)

Fiscal Year End Payroll Processing/Fiscal Year Funding Changes on PS Payroll
Fiscal Year End Miscellaneous Claim Vouchers & Orders Processing
CORE Update
New Combination Edit Rules
Payroll Claims - Submission of Original Copies
Proper Voucher Submission - Rejection When Failure to Comply
Voucher - Single Invoice
Change in Fees for Deferred Plans
Change in Employer Contribution Rate for Justices and Judges Retirement System
Changes in State Share of Oklahoma Public Employees Retirement
PeopleSoft Workers Comp Reports
Agency Contact Information
Schedule of FY-2008 Monthly, Bi-weekly Higher Ed, Bi-weekly Non Higher Ed, Pay Periods
Federal Minimum Wage Changes/Creditor Garnishments/W-2 and W-4 Forms
Reminder -- TBD Accounts/Compliance for POs/Annual Contracts/Authority orders/TBD Update
Budget Dates on REQs and POs
Internal Controls Corner - Some General Reminders
Benchmarking Kickoff Meeting

No. 5, May 14, 2007 (.pdf, 8 pp, 44 KB)

* small99 Reports
Forms small98T and small98E Data for Higher Education Institutions
Wire Payments Only
7XX Fund Transactions - Direct Entry
Miscellaneous Warrant Cancellations
P-Card Voucher Processing
P-Card Scheduled Pay Cycle Revised
Revised OSF Form 77
Accounts Payable Housekeeping for Year-End
New Merchant Credit Card Services
VAX System Cut-off July 1

No. 4, Feb. 27, 2007 (.pdf, 9 pp, 54 KB)

Income Tax Filing Date: April 17, 2007
FY-2007 Audits and Engagement Letters
Clearing Account and Agency Special
Account Reconciliation
Lost Warrant Replacements
Vendor Lookup
New Travel Links on Comptroller's Web page
Per Diem Rates
Oklahoma Mileage Table
Per Diem Calculation Tables
Telecommunications Refunds
Vouchers in Recycle Status Report - Recommended Use
6-Digit Expenditure Detail Reports -- Revised
Common Audit Findings
Stat Cancelled Warrants Not Eligible for Reissue
Advance (Pre-) Payments
Internal Controls Corner - Some General Reminders
Direct Deposit/Paycard
Legacy Payroll System - Pay Period Usage
Upcoming Audio Conference
OFMA Meeting

No. 3, Dec. 11, 2006 (.pdf, 11 pp, 52 KB)

Voucher Batch Slip Revision
Oklahoma GSA Lodging Rate
Finalizing Vouchers ONLY when POs are in Valid Budget Checking Status -- Report to Run
Internal Controls Corner - Some General Reminders
Vendor Information On-Line
Mileage Reimbursement Rate Increases for 2007
Higher Education - Independent Audit Reports - New Due Dates
Revised Payroll Warrant Cancellation (PWC Form)
Internet Explorer Version 7
Payroll -End of Calendar Year 2006 and Payroll - Calendar Year 2007
Payroll Warrant Cancellations
Tax Reporting Information for 2006
Important Dates for IRS Reporting Deadlines
Parking and Security Issues/ Correcting W-2s
OSF Contact Information and Envelopes
Agency Address Verification
Backup Withholding
Refunds of Taxes for Overpayments to Employees (Form 94)
Employee's Withholding Allowance Certificate (W-4)
Earned Income Credit Advance Payment Certificate (W-5)
Reduction of Annual Leave Hours for Overpayments
W-2 and small99 Information