1

Higher Education Payroll Processing

& ReportingJan 2016

Q & A SESSION

AUGUST 19, 2015

2Session Overview

FEIN change – how this affects business processes OpenBooks

Payroll File layout, example, submission

Accounts Payable

Direct Deposit Extract File layout, example, submission for load

OST Banking system Maintaining, adding, deleting employee data

Federal Tax Payment Processing ACES system entry General Ledger system entry Processing after entries completed

3

FEIN Change and Business Processes

Vendors Check stock 1099 processing Tax exemption Business Registration OMES OST IRS TIN Matching IRS FIRE System SSA

4OpenBooks – Payroll File Layout

5OpenBooks – Payroll Example

6OpenBooks – Payroll File Load

OK Custom Reports/Processes > Agency Processes > Legacy Alpha List (0235)

7OpenBooks – Accounts Payable

8OpenBooks

Questions???

9Direct Deposit Extract- File Layout

Field # Start Length Data Type Field Description1 1 4 Num Corporation Number Right-justified with zeros on the left.

This value is assigned to each agency by OST.

For HiEd payroll - always '0007'

2 5 4 Num Application Number Right-justified with zeros on the left.Value is assigned to each agency by OST.

For HiEd payroll - always '0010'

3 9 3 Char Class Code Always three-characters long.

For HiEd payroll - use the agency's 3-digit Agency Number (with leading zeros if needed.)

4 12 15 Char Participant Id Left-justified with spaces on the right,no leading zeros for numeric values,use UPPER case for letters.

For HiEd payroll - use the agency's unique employee identifier for this particular employee.

5 27 22 Char Participant Name Left-justified with spaces on the right,use UPPER case letters.

For HiEd payroll - name of employee being paid.

6 49 8 Date Transaction Begin Date YYYYMMDD

For HiEd payroll - use beginning effective date of direct deposit.

7 57 8 Date Transaction End Date YYYYMMDD

For HiEd payroll - If stopped, use the date when the direct deposit stopped. If still active, use Jan 1, 2050 (e.g. 20500101)

8 65 2 Num Participant Stop Cycles Valid Values:00 - Active 99 - Stopped

For HiEd payroll - set to active or stopped as identified in the State's HCM payroll system.

10Direct Deposit Extract- File Layout

Field # Start Length Data Type Field Description9 67 2 Char Participant Stop Reason Valid Values:

Spaces - ActivePR - participant requested the stop AR - agency requested the stopEX - the end date expired

For HiEd payroll - If stopped, use "AR"'. If still active, use spaces.

10 69 9 Num Bank Routing Number Right-justified with zeros on the left.

11 78 17 Char Bank Account Number Left-justified with spaces on the right.Do not drop leading zeros, if any.

12 95 1 Char Savings Check Flag Valid Values:C - CheckingS - SavingsG - General LedgerL - Loan

For HiEd payroll - only Checking & Savings are valid.

13 96 1 Char Debit Credit Flag Valid Values:D - DebitC - Credit

For HiEd payroll - always Credit.

14 97 11 Num Amount Automatic debit amount0(9)V99 (11 digits, no commas, no decimal point)

For HiEd payroll - always 00000000000.

15 108 93 Char Filler Not used. Always fill with spaces.

11Direct Deposit Extract- File

12Direct Deposit Extract – Example File

13Direct Deposit Extract

Questions???

14Banking Maintenance - OST

15Banking Maintenance -OST

16Banking Maintenance -OST

17OST Access Forms

http://www.ok.gov/treasurer/Banking/On-line_Access_and_Banking_Forms/index.html

18

Questions???

OST Banking Data

19Federal Tax Payment Processing

20Federal Tax Payment Processing

http://www.irs.gov/pub/irs-pdf/p4990.pdf

21Federal Tax Payment Processing

http://www.ok.gov/treasurer/Banking/On-line_Access_and_Banking_Forms/index.html

22Federal Tax Payment Processing

PS General Ledger Entry In balance

Saved

Email notification agency number

journal ID

screen shot of the ACES payment screen

Email address: TBD and published later

23Federal Tax Payment Processing

OMES review: Proper accounts, class, fund, department, program

code, & bud ref

Matches dollar amount on ACES payment screen shot

Posted and Released to OST? Yes: if all info is correct and $ amounts agree

No: if anything is not correct, agency will be notified

OST Processing By 10:45 am daily notified of agencies & amounts

posted in GL

Verify ACES entry amounts match the notification to release payment

24Federal Tax Payment Processing

25Federal Tax Payment Processing

Journal Entry Training – date, time, location – TBD

projecting early November

26Federal Tax Payment Processing

Questions???

27FEIN Change and Business Processes

Governmental information letter: 1-877-829-5500. http

://www.irs.gov/Government-Entities/Federal,-State-&-Local-Governments/Governmental-Information-Letter

Oklahoma Tax Commission Offices (800)522-8165

Oklahoma City (405) 521-3160

Tulsa (918) 581-2399

IRS TIN Matching: http://www.irs.gov/Tax-Professionals/e-services---Online-Tools-for-Tax-Professionals

Social Security Business Services Online: http://www.ssa.gov/bso/bsowelcome.htm

IRS FIRE System: https://fire.irs.gov/firev1r/

28Closing

https://public.govdelivery.com/accounts/OKOMES/subscriber/new?preferences=true

http://www.ok.gov/cio/Customer_Portal/Business_Application_Services_Essentials/Financials/Financials_News.html

Questions : Melody.Wright@core.state.ok.us OR Linda.Bove@core.state.ok.us

Next Session, September 3rd: 1. T- Accounts example for PFT, Journal, Voucher

postings

2. Interactive – open forum