The Office of State Finance CORE Oklahoma __________________________________________________ The Office of State Finance CORE HCM Forum July 20, 2011

Agenda CORE Oklahoma EEO/Affirmative Action Update __________________________________________________ Agenda EEO/Affirmative Action Update April Story State Agency Minimum Wage, Rejected Job Actions, Action Reason Code Changes Alan Binegar Dual Employment Overtime, SoonerSave Contributions, Part-time Employees Annual Rate, Bi-weekly Payroll Conversion Reminder Carol Barton W4 Changes Lisa Raihl

Oklahoma State & Education Employees CORE Oklahoma __________________________________________________ April Story HR Director Oklahoma State & Education Employees Group Insurance Board

EEO & Affirmative Action CORE Oklahoma __________________________________________________ EEO & Affirmative Action Employee Population on July 1st Ethnicity – One must be marked Primary Corrections after July 1st to Agency Data DHS or Bi-Weekly Agencies Current Email/Contact Information Excel Workbook from Brenda Thornton Office of Personnel Management will run a statewide report, however, the agencies must ensure the data is accurate and complete. Affirmative Action training will be provided by Brenda Thornton, phone 405 521-3082 or brenda.thornton@opm.ok.gov. Please ensure that Brenda Thornton has correct AA/EEO Officer contact information on file for your agency.  Brenda Thornton can be contacted at OPM (405) 521-3082 or Brenda.Thornton@opm.ok.gov. The EEO information was sent directly to the AA/EEO – Civil Right Administrators in July. All agency AA/EEO contacts should have received your employee population data pulled by CORE last week – either on July 11th or 12th. Included with the spreadsheet was a detailed email that included all the tools available in PeopleSoft to assist agencies in completing their affirmative action plan.   At the bottom of the spreadsheet was a list of OPM Bridges if your agency had any employees who went to work for another state agency moving their record to the receiving agency. Unfortunately, after the information was sent out, an error was discovered in the hard coding of the bridge query. We apologize for not catching it prior to the original email. Good news though – it has been corrected and the 76 agencies that have bridge information will be receiving the updated list this week. If you run the missing ethnic group query and have to go back and make corrections to the HR record – make sure you select a Primary race – otherwise the system won’t pick up the change when you rerun the query. Speaking of corrections to your agency data after July 1st; The employee population was run on 7/1 – therefore any changes will not be reflected on that spreadsheet. If you have an employee missing gender or ethnicity when the query was run – that field will be blank on your spreadsheet. If you’ve made any corrections – send in a help desk case and ask to have your employee population as of June 30th to be rerun. If you are DHS or one of the bi-weekly agencies and entered anything in the system after July 1st for your last payrolls of the fiscal year – follow the same procedure I just mentioned to request an updated employee population to capture those changes. While sending out emails last week, I encountered a few email addresses that bounced back. The majority of those were from agencies going from the state.ok.us syntax to the ok.gov or a change in format. Please ensure that Brenda Thornton at OPM has your correct and current email and contact information. She will then pass any changes to CORE so we can make sure you get any AA/EEO information to your agency. I’ve received a couple of calls about the Excel Workbook from Brenda regarding the Job Group Analysis Tab and unhiding the rows. The workbook was created in Microsoft Word 2003-2007 and the instructions on the form are for that version. If your agency is currently using Word 2007 or 2010 – you will have to unhide the rows by going to the Review tab at the top of your screen and then click on Unprotect Sheet – put in the password listed on the form – then highlight the rows you want to unhide – right click and they will expand. If you have any questions or need assistance with the reports in PeopleSoft – send in a help desk case via email or phone. The information is on the OSF website at osf.ok.gov.

The Office of State Finance – ISD CORE CORE Oklahoma __________________________________________________ Alan Binegar HRMS Administrator The Office of State Finance – ISD CORE

New State Agency Minimum Wage CORE Oklahoma __________________________________________________ New State Agency Minimum Wage $8.908654 per hour or $18,530.00 annually Don’t forget to include the fractional amount! Does not apply to Temporary Employees If you truncate the rate at 8.90/hr, the employee will be shorted at least $18.00 over the year. Temporary employees must be paid at or above the federal minimum wage of $7.25/hr.

Rejected Job Actions CORE Oklahoma __________________________________________________ Rejected Job Actions Requires your URGENT attention so errors can be resolved. Rejections can be found by: Clicking the OPM-14 Link on the Work Location page Navigating to Workforce Administration > Job Information > OPM-14 Summary (0206B) Running the query GO_HR_REJECTED_TRANSACTIONS Rejected Job Actions Important to look at transactions that have been rejected by OPM Click on OPM -14 link on the work Location page to review Talk to OPM if you do not understand the transaction rejection.

CORE Oklahoma __________________________________________________ This page shows rejected actions, (with an R), and pending actions which have not been reviewed yet. You can click on the Rejected Action column header to sort the list so that all the rejections are grouped together.

Action Reason Code Changes CORE Oklahoma __________________________________________________ Action Reason Code Changes OPM is revising some of the Action Reason codes A new training class will be offered in conjunction with the quarterly HCM training. Contact your Nominating Official to enroll. Monday, August 22nd, 9:00 – 1:00 Wednesday, August 31st, 8:00 – 12:00 or 1:00 – 4:00 Wednesday, September 14th, 8:00 – 12:00 or 1:00 – 4:00 Discussions with OPM are continuing primarily around Pay Rate change Actions/Reasons. They should be finalized before the training is offered.

Employees Not Paid Since… CORE Oklahoma __________________________________________________ Employees Not Paid Since… Run the query: GO_PY_NOT_PAID_SINCE_PROMPT Review results to determine if terminations should be entered, or if additional follow up is needed with employees. Only Payroll Users can run this report. HR users should request this report from the HR user.

Employees Not Paid Since 2009 CORE Oklahoma __________________________________________________ Employees Not Paid Since 2009 Agency Count   039 2 516 1 040 548 11 199 566 219 18 585 220 610 270 35 620 5 290 650 3 306 677 33 340 678 353 10 740 369 755 390 830 15 410 880 4 452 This screen shot of Employees Not Paid Since 2009 reflects current counts. Each agency needs to check the employees that have not been paid since January 1, 2011.

Production Support Lead CORE Oklahoma __________________________________________________ Carol Barton HCM Coordinator & Production Support Lead The Office of State Finance – ISD CORE Notice: The CORE Team is building a FICA Status query for both HR and Payroll users that will show every employee that are not subject to FICA within the agency. At this time there is not a Public Query that identifies those employees that have been employed with another agency.

Dual Employment Overtime CORE Oklahoma __________________________________________________ Dual Employment Overtime For those employees that are working in more than one State Agency. The Agencies must coordinate with each other to ensure the employees are being paid properly for all hours worked over 40 hours in a weekly period. To arrive at the overtime rate for dual employed personnel you must use the blended rate to calculate the correct overtime rate. The BLENDED rate is arrived at by taking what the employee earned at Agency A (hours worked x rate of pay 40.00 X $20.00=$800.00) plus Agency B (hours worked 20 X $10.50 = $210.00) add these two rate together $1010.00 divide by total hours of 60 = $16.83 per hour. If working for two agencies, employees must be paid properly for all hours worked over 40 With a multiple agency employment., OPM has ruled the Temporary position agency pays the overtime The two agencies must come up with a blended rate of pay NOTE: The blended rate could make what an employee receives go up and could affect the agency’s budget. Send help desk case for guidance with arriving at the correct blended rate. Caution: It an employee with a blended rate is docked… be careful that all the screens have been completed. Only doc pay for employee with blended rate on a Main or Supplemental Payroll, NEVER on an Off-cycle payroll.

SoonerSave Contributions CORE Oklahoma __________________________________________________ SoonerSave Contributions Employee deferrals and employer contributions must be remitted to OPERS in a timely manner to ensure participant amounts are posted and transferred to the selected investment options within ten (10) business days of the payday, end of payroll period, or process date, whichever is later. OSF processes payments to SoonerSave on confirmed payrolls on a weekly basis. This payment schedule far exceeds the requirements set forth in the plan and IRS rules. On many occasions contributions are posted to employee accounts on or before the actual pay date. Occasionally, and due to the payroll processing schedule of agencies, payments may post after the actual pay date. Please remind employees that payments not showing on a quarterly statement may be due to the later processing of payroll and will show on the next quarterly statement. Employees are also encouraged to use the SoonerSave website (http://www.opers.ok.gov/soonersave) or they can go directly to the SoonerSave website: http://www.soonersave.com. On all new garnishments make the first three digits of the garnishment ID your agency number.

Part Time Employees Annual Rate CORE Oklahoma __________________________________________________ Part Time Employees Annual Rate Make sure that you enter the correct “Limit Amount” on Garnishment Spec Data 3 before you save the record.

Part Time Employees Annual Rate CORE Oklahoma __________________________________________________ Part Time Employees Annual Rate Make sure that you enter the correct “Limit Amount” on Garnishment Spec Data 3 before you save the record.

Part Time Employees Annual Rate CORE Oklahoma __________________________________________________ Part Time Employees Annual Rate Make sure that you enter the correct “Limit Amount” on Garnishment Spec Data 3 before you save the record.

Part Time Employees Annual Rate CORE Oklahoma __________________________________________________ Part Time Employees Annual Rate Part Time employees that are being paid by percentage instead of an hourly rate for the time they work. If on the Job Record, Job Information Screen, you have your employee set up for less than 40 hours and the FTE is less than 1.00 and the employee did not work their full schedule you must: Put in an override hourly rate for the pay period on the Timesheet. (Main Menu > Manager Self Service > Time Management > Timesheet) Failure to put in an override hourly rate will result in the employee being docked at the full time rate. Do Not dock pay on Off Cycle payrolls where no earnings are being paid to an employee. On all new garnishments make the first three digits of the garnishment ID your agency number.

Biweekly Payroll Conversion Procedure CORE Oklahoma __________________________________________________ Biweekly Payroll Conversion Procedure Pursuant to HB 1111, in the 1st session of the 52nd Legislature, 2009, the Office of State Finance in coordination with the Office of Personnel Management has established procedures for converting to a biweekly payroll schedule. As part of the pre-conversion process, interested agencies must first present a financial plan to the Director of State Finance and certify that sufficient funds are available within the agency’s existing budget to make the conversion. Interested agencies should contact the OSF Service Desk requesting information on the correct procedures for the conversion. The Service Desk can be contacted at: (405) 521-2444 (local) or HelpDesk@osf.ok.gov. Many agencies going on Manager Self Service, (employees enter time in Time and Labor and Supervisors approve) want to go to bi weekly payroll. If your agency would like to go on bi-weekly, by law, the agency must give a 6 month notice to the employees. Contact the helpdesk to set up a meeting with the Capitol group.

Accounting & Reporting Analyst CORE Oklahoma __________________________________________________ Lisa Raihl Accounting & Reporting Analyst The Office of State Finance – Division of Central Accounting and Reporting (DCAR) Even more important reasons to ensure the email addresses on employee records are correct. -Direct Deposit Travel claims are sent and system sends email to employee. -New Financial applications use employee email for approval processes. When entering the email within the HCM system, Type – Business Check the Preferred box. If email is changed, notify helpdesk and let them know the vendor file emails need to be updated.

Employee's Withholding Allowance Certificate CORE Oklahoma __________________________________________________ IRS Form W-4 Employee's Withholding Allowance Certificate Rules Employers Must Follow IRS Publications Form W-4 Data Entry Exemption from Withholding Invalid W-4 Forms Lock-in letters Nonresident alien employee’s Form W-4 Oklahoma Income Tax Withholding Other Information

Rules Employers Must Follow CORE Oklahoma __________________________________________________ Rules Employers Must Follow Provide new employees with a Form W-4 to fill out. If an employer does not receive a completed Form W-4, withholding must be at the highest rate. As if single and claiming no withholding allowances. If later a Form W-4 is completed, it can be put into effect as soon as possible. The deadline for putting it into effect is the start of the first payroll period ending 30 or more days after submission. If an employee is having too much tax withheld , they can submit a new Form W-4. Employers cannot repay any of the tax previously withheld.

IRS Publications CORE Oklahoma __________________________________________________ IRS Publications Publication 15, (Circular E) Employer’s Tax Guide Publication 505, Tax Withholding and Estimated Tax Publication 519, US Tax Guide for Aliens Publication 919, How Do I Adjust My Tax Withholding? Notice 1392 – Supp. Form W-4 Inst. For Nonresident Aliens IRS Withholding Calculator: www.irs.gov and click on “Estimate Your Withholding” under “Online Services.” paycheckcity.com is another tax withholding calculator source.

Form W-4 Data Entry Line 1: Name CORE Oklahoma __________________________________________________ Form W-4 Data Entry Line 1: Name Line 2: Address - Home address (can submit mailing address on agency information form not on W-4) Line 3: Filing Status – must specify a status Line 4: Name different than social security card? If so, enter into the payroll system the name on the SS card. Only change after receiving a new SS card from the employee.

CORE Oklahoma __________________________________________________ Form W-4 Data Entry Line 5: # of Allowances Claimed – enter # of allowances being claimed (unless claiming exempt) Line 6: Additional amount to withhold each paycheck – enter additional withholding amount (unless claiming exempt) Line 7: Exemption from withholding – Enter only if claiming exempt from withholding

Exemption from Withholding CORE Oklahoma __________________________________________________ Exemption from Withholding Only exempt from federal income tax withholding – not social security & medicare tax. Only claim exempt if: For prior year (2010) had a right to a refund of all federal income tax withheld because no tax liability and for the current year (2011) expect a refund of all federal income tax withheld because expect no tax liability. Employee must submit a new Form W-4 to claim exempt. Lines 5 and 6 should not have any entries. Line 7 should have “Exempt” entered.

Exemption from Withholding CORE Oklahoma __________________________________________________ Exemption from Withholding Exemption is good for only 1 year, employee must submit a new Form W-4 by February 15 each year to continue exemption. If a new form is not submitted, withhold at single and zero allowances or withhold based on the last valid W-4 Form is used going forward – do not adjust prior withholdings

CORE Oklahoma __________________________________________________ This step-by-step process could be used to help an employee determine whether or not they are eligible to claim exempt from income tax withholding on the Form W-4. The flowchart can be found on Page 11 of IRS Publication 505, Tax Withholding and Estimated Tax. This screen shot reflects the Figure 1-B. Exemption From Withholding on Form W-4 explanation. For 2010, did you have a right to a refund of ALL federal income tax withheld because you had NO tax liability? No You CANNOT claim exemption from withholding. For 2010, did you have a right to a refund of ALL federal income tax withheld because you had NO tax liability? Yes For 2011, will someone (such as your parent) be able to claim you as a dependent? No Will your 2011 total income be more than the amount shown below for filing status? Single - $9,500 Head of household $12,200 Married filing separately for BOTH 2010 and 2011 $9,500 Other married status include BOTH spouses‘ income whether filing separately or jointly) $19,000 Qualifying widow(er) $15,300 Yes You CANNOT claim exemption from withholding. No You CAN claim exemption from withholding. For 2011, will someone (such as your parent) be able to claim you as a dependent? Yes Will your 2011 income be more than $950? No Will your 2011 income be more than $950? Yes Will your 2011 income include more than $300 of unearned income (interest, dividends, etc.)? Yes Will your 2011 income include more than $300 of unearned income (interest, dividends, etc.)? No Will your 2011 total income be $5,900 or less? No Will your 2011 total income be $5,900 or less? Yes

Invalid W-4 Forms CORE Oklahoma Incomplete or unsigned __________________________________________________ Invalid W-4 Forms Incomplete or unsigned Unauthorized changes or additions to the form  An employee indicates in any way it is false (verbally or written) The employer may treat a Form W-4 as invalid if the employee wrote “exempt” on line 7 and also entered a number on line 5 or an amount on line 6. Do not use - ask for a new valid form, if not received then: withhold at single and zero allowances, or withhold based on last valid W-4 An employee who submits a false Form W-4 may be subject to a $500 penalty.

Lock-in letters CORE Oklahoma __________________________________________________ Lock-in letters If the IRS determines that an employee cannot claim more than a specified number of withholding allowances or claim exempt from withholding, they will issue a notice of the maximum number of withholding allowances permitted. A period of time is provided for the employee to dispute the determination before the lock-in letter takes effect and until the IRS advises differently. Those employers who do not follow the IRS lock-in letter instructions will be liable for paying the additional amount of tax that should have been withheld.  Lock-in letters are in effect until the agency is notified otherwise by the IRS. When you receive a lock-in letter from the IRS and enter the information into the Tax Data, make sure to select the Lock-in Letter Box.

CORE Oklahoma __________________________________________________ Dear STATE OF OKLAHOMA WHY ARE WE WRITING TO YOU? Our records indicate that your employee, named above, may not be entitled to claim exempt status or more than a specified number of withholding allowances on Form W-4, Employee's Withholding Allowance Certificate. In most instances, we reviewed Forms W-2, Wage and Tax Statement. WHAT ACTIONS DO YOU NEED TO TAKE? Begin withholding income tax from wages paid to your employee based on the following withholding rate (marital status) and withholding allowances: EFFECTIVE: first pay period after Sep. 05, 2011 Withholding Rate (Marital Status); single Withholding Allowances: 0000 Do not honor any new Form W-4 from your employee that results in les s income tax withholding than at the withholding rate (marital status) and withholdil1g allowances shown above. However, YOU must h o no r any Form W-4 which results in MORE income tax withheld than at the withholding rate and allowances shown above. DO NOT ADJUST WITHHOLDING PRIOR TO THE FIRST PAY PERIOD AFTER Sep. 05, 2011 This time period will provide your employee with an opportunity to dispute our determination before you adjust the withholding. On pages 5-7 of this document, is the letter to give to the employee.

CORE Oklahoma __________________________________________________ If tile employee is working for you as of the date of this letter, you must provide tile employee the enclosed "Employee's Copy" WITHIN 10 BUSINESS DAYS OF RECEIPT. You may follow any reasonable business practice to furnish the Employee's Copy to the employee. Determine whether the employee is employed as of the date of this letter based on all the facts and circumstances, including whether you have treated the employment relationship as terminated for other purposes. In all cases, if the employee named above is not currently performing services for YOU, you must still withhold based on this letter and give the attached Employee's Copy of this letter to the employee If: -You will be paying wages subject to income tax withholding on or after the first pay period ending Sep. 05, 20111 OR -You reasonably expect the employee to resume services for you within twelve (12) months from the date of this letter ,OR -The employee is on a bona fide leave of absence that doe s not exceed twelve (12) months; OR –The employee has a right to re employment by law or under contract. WHAT MUST YOU DO IF THE EMPLOYEE NO LONGER WORKS FOR YOU? You are required to notify us if employment has been terminated as of the date of this letter. Please complete the attached "No Longer Works Here Information Sheet" or provide the same information on company letterhead. Submit the information to the address shown below. If you prefer , YOU may fax the information to the Withholding Compliance Unit at 978-474-1326. Employer must complete and return page 4 if the employee is no longer working.

Nonresident alien employee’s Form W-4 CORE Oklahoma __________________________________________________ Nonresident alien employee’s Form W-4 When completing Forms W-4, nonresident aliens are required to: Not claim exemption from income tax withholding, Request withholding as if they are single, regardless of their actual marital status, Claim only one allowance (if the nonresident alien is a resident of Canada, Mexico, S. Korea, or student or business apprentice for India, he or she may claim more than one allowance), and Write “Nonresident Alien” or “NRA” above the dotted line on line 6 of Form W-4. Please contact Lisa Raihl, Jean Hayes, or the Core Team if there are questions regarding NRAs.

Oklahoma Income Tax Withholding CORE Oklahoma __________________________________________________ Oklahoma Income Tax Withholding Oklahoma Income Tax Withholding Tables The number of withholding allowances claimed on the Federal W-4 must be used for either method. (Percentage Formula Method or Wage Bracket Tables Method)

Other Information CORE Oklahoma __________________________________________________ Other Information Employees must specify a filing status and a number of withholding allowances on Form W-4; cannot specify only a dollar amount of withholding Don’t advise an employee on how many allowances the employee can or should claim. Instead, provide the employee with the IRS website and Publication 919, How Do I Adjust My Tax Withholding, to allow the employee to determine the appropriate number of allowances to claim.

Other Information CORE Oklahoma __________________________________________________ Other Information After receiving a Form W-4, suggest the employee verify the amount of tax withheld is correct for the payroll in which the new form is in effect. Employers must retain Form W-4 for at least four years after the date the last return was filed using the information on the Form W-4. Example: Jane turned in a new Form W-4 in June 2011 and will be effective for the July 2011 payroll. The previous W-4 must be retained until four years after the 2011 W-2 is filed. The W-2s are filed by March 31 of the following year. 2011 W-2 file is submitted on 03/31/2012. The previous Form W-4 must be retained until 03/31/2016.

CORE Oklahoma __________________________________________________ IRS FAQ What should I do if an employee submits a valid Form W-4 that appears to be claiming an incorrect withholding amount? Withhold federal income tax based on the allowances claimed on the Form W-4.  But, you should advise the employee that the IRS may review withholding to ensure it is adequate, and that the IRS may direct you, as the employer, to withhold income tax for the employee at a certain rate if the review indicates the employee’s withholding is inadequate. Once this occurs the employee will not be allowed to decrease their withholding unless approved by the IRS.

Questions? DCAR Newsletter CORE Oklahoma __________________________________________________ DCAR Newsletter http://www.ok.gov/OSF/Comptroller/DCAR_Newsletters.html Questions? Vol. 22, No. 1 - July 8, 2011 -State Agency minimum wage change -Employee FICA Status selection -Employee overpayments collected after year end -Invalid email addresses on employee records

Next HCM Forum CORE Oklahoma Wednesday, September14th, 2011 Suggestions for Topics? Please submit a Help Desk Case and the Team will address topic in the next HCM Forum Suggestions for Topics? None were received Please submit a Help Desk Case and the Team will address topic in the next HCM Forum

Thank You! CORE Oklahoma __________________________________________________ Thank You!