OFFICE OF STATE FINANCE

DCAR NEWSLETTER

The last issue of the DCAR Newsletter, Volume 11, Number 1, was issued on July 7, 2000. If you did not receive a copy of our last issue, consult your agency's finance officer or notify Susan Perry of OSF at 521-6175.

Questions or comments about information contained in this publication should be addressed to those noted in the article or the following Division of Central Accounting & Reporting (DCAR) staff members:

Transaction Processing: Steve Wilson	405-521-4679	steve.wilson@osf.state.ok.us
Accounting & Financial Reporting: Kathy McCraw	405-521-3258	kathy.mccraw@osf.state.ok.us
ICS or EDT Transmission: Kathy McCraw	405-521-3258	kathy.mccraw@osf.state.ok.us
ICS or EDT User IDs: Alyne McGehee	405-521-6183	alyne.mcgehee@osf.state.ok.us
ICS or EDT User IDs: Elsa Kunnel	405-521-6178	elsa.kunnel@osf.state.ok.us

TABLE OF CONTENTS

Payroll Conversion Schedule
Using the State's FEI Number - Update
Implementation - OSF Form 9B - Intra Agency Imprest Cash Form

This publication is printed and issued by the Office of State Finance as authorized by Section 41.5 of Title 62 of the Oklahoma Statutes. 440 copies have been prepared and distributed at a cost of $26.40. Copies have been deposited with the Publications Clearinghouse of Oklahoma Department of Libraries.

Payroll System Conversion Schedule
The Office of State Finance has established the following schedule for implementing the conversion to the new 750 byte record for payroll claims. During this time we will be expanding our data bases and reloading information into the new layout.

Tuesday, August 29th - OSF will process all payrolls received by 12:30PM. OSF will shut down

payroll at 1:00PM. Agency Payroll (OPM) on-line system will also shut down at 1:00PM.

Wednesday, August 30th - Agency Payroll (OPM) on-line system will be made available. Agency

Payroll batch processing will continue to be shut down.

Tuesday, September 5th - OSF will resume normal operations at 8:00AM. All payroll information submitted thereafter must be in the new 750 byte record format.

Agency payroll users who have a September 8th pay date should contact Linda Belinski at OPM 521-6321. Institutions of Higher Education please contact Carol Sims at 521-6160. We have made special plans to process payrolls which are effective on this date.

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Using the State's FEI Number - Update
As referenced in DCAR Newsletter Volume 10, Number 7, dated June 7, 2000, effective July 1, 2000, when a miscellaneous claim is submitted with the state's FEI number as the payee/vendor number (73-6017987) and is payable via a warrant, not a Form 15B, the system will require the claim to denote which state entity is the designated payee. (EDT users are receiving a warning message reminding them that effective September 1, 2000, this additional payee information will be required)

When ICS Direct users enter the three digit "payee" agency number, the ICS system edits for valid agency numbers and pre-fills the agency name associated with that agency number as the payee. The exception is when the claim is charged against a purchase order or contract, whereby the name from the order or contract is pre-filled as the payee and cannot be changed.

However, when the payee agency name is pre-filled for Authority for Purchase orders or non-encumbered claims, the ICS Direct user can overwrite the agency name if necessary. For example, the pre-filled name for agency number 090 is 'Office of State Finance.' The user may want to overwrite this and put 'OSF - Centrex' when paying for centrex services. Another example is the payment for 'Onenet' services to the Oklahoma State Regents (agency 605). If charged to an AFP order the pre-filled name may be overwritten with 'Onenet - State Regents.'

CAUTION: Before overwriting a name, please be sure that you are not changing the payee agency. That is, if the agency number 090 is entered and it shows the Office of State Finance, do not change it to DCS - Motor Pool. In such case, the wrong agency number may have been entered.

A number of questions have arisen regarding the implementation of this new claims processing procedure. Please make note of the following clarifications:

When making payments to the regional Vocational/Technical Schools, you should not use the State's FEI number (73-6017987). Although there is oversight by the State Department of Career & Technical Education, each school operates independently and has its own FEI number.

Many state agencies have acquired their own FEI numbers for purposes of administering separate income and employment tax matters with the IRS or Social Security Administration. These FEI numbers should not be used in connection with the processing of miscellaneous claims. All payments to any state agency having a three (3) digit agency number must be paid using the State's FEI number (73-6017987). This would be the case even if the invoice references a different tax number.

Questions or comments should be directed to Steve Wilson at 405-521-4679, or Lisa McKeithan at 405-521-3772.

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Implementation - OSF Form 9B - Intra Agency Imprest Cash Form
Previously we had stated that this new claim type would be available around August 1. We are in the final programming stages and expect to have it ready to implement effective September 1, 2000. As addressed in DCAR Newsletter Volume 10, Number 7, dated June 7, 2000, this is a new claim type and processing procedure to handle intra agency imprest (petty) cash payments without issuing a warrant. It is similar to the "15B" claim process for vendor payments, yet this is for replenishment payments to an agency's imprest cash fund and is restricted to only those payments where the imprest cash account is maintained as a 7XX fund. The new form and instructions were provided in DCAR Newsletter Volume 10, Number 7.

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