0 Higher Education Payroll Processing & Reporting Jan 2016 Q & A SESSION AUGUST 19, 2015

Session 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 1

FEIN Change and Business Processes  Vendors  Check stock  1099 processing  Tax exemption  Business Registration  OMES  OST  IRS TIN Matching  IRS FIRE System  SSA 2

3 OpenBooks – Payroll File Layout

4 OpenBooks – Payroll Example

5 OpenBooks – Payroll File Load  OK Custom Reports/Processes > Agency Processes > Legacy Alpha List (0235)

6 OpenBooks – Accounts Payable

7 OpenBooks Questions???

8 Direct Deposit Extract- File Layout Field #StartLengthData TypeFieldDescription 114NumCorporation NumberRight-justified with zeros on the left. This value is assigned to each agency by OST. For HiEd payroll - always '0007' 254NumApplication NumberRight-justified with zeros on the left. Value is assigned to each agency by OST. For HiEd payroll - always '0010' 393CharClass CodeAlways three-characters long. For HiEd payroll - use the agency's 3-digit Agency Number (with leading zeros if needed.) 41215CharParticipant IdLeft-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 CharParticipant NameLeft-justified with spaces on the right, use UPPER case letters. For HiEd payroll - name of employee being paid. 6498DateTransaction Begin DateYYYYMMDD For HiEd payroll - use beginning effective date of direct deposit. 7578DateTransaction End DateYYYYMMDD For HiEd payroll - If stopped, use the date when the direct deposit stopped. If still active, use Jan 1, 2050 (e.g ) 8652NumParticipant Stop CyclesValid Values: 00 - Active 99 - Stopped For HiEd payroll - set to active or stopped as identified in the State's HCM payroll system.

9 Direct Deposit Extract- File Layout Field #StartLengthData TypeFieldDescription 9672CharParticipant Stop ReasonValid Values: Spaces - Active PR - participant requested the stop AR - agency requested the stop EX - the end date expired For HiEd payroll - If stopped, use "AR"'. If still active, use spaces NumBank Routing NumberRight-justified with zeros on the left CharBank Account NumberLeft-justified with spaces on the right. Do not drop leading zeros, if any CharSavings Check FlagValid Values: C - Checking S - Savings G - General Ledger L - Loan For HiEd payroll - only Checking & Savings are valid CharDebit Credit FlagValid Values: D - Debit C - Credit For HiEd payroll - always Credit NumAmountAutomatic debit amount 0(9)V99 (11 digits, no commas, no decimal point) For HiEd payroll - always CharFillerNot used. Always fill with spaces.

10 Direct Deposit Extract- File

11 Direct Deposit Extract – Example File

12 Direct Deposit Extract Questions???

13 Banking Maintenance - OST

14 Banking Maintenance -OST

15 Banking Maintenance -OST

16 OST Access Forms

17 Questions??? OST Banking Data

18 Federal Tax Payment Processing

19 Federal Tax Payment Processing

20 Federal Tax Payment Processing

21 Federal Tax Payment Processing  PS General Ledger Entry  In balance  Saved  notification  agency number  journal ID  screen shot of the ACES payment screen  address: TBD and published later

22 Federal 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

23 Federal Tax Payment Processing

24 Federal Tax Payment Processing  Journal Entry Training –  date, time, location – TBD  projecting early November

25 Federal Tax Payment Processing  Questions???

26 FEIN Change and Business Processes  Governmental information letter:  State-&-Local-Governments/Governmental- Information-Letter State-&-Local-Governments/Governmental- Information-Letter  Oklahoma Tax Commission Offices  (800)  Oklahoma City (405)  Tulsa (918)  IRS TIN Matching: Professionals/e-services---Online-Tools-for-Tax- Professionalshttp:// Professionals/e-services---Online-Tools-for-Tax- Professionals  Social Security Business Services Online:  IRS FIRE System:

Closing 27  MES/subscriber/new?preferences=true MES/subscriber/new?preferences=true  s_Application_Services_Essentials/Financials/Fina ncials_News.html s_Application_Services_Essentials/Financials/Fina ncials_News.html  Questions : OR  Next Session, September 3 rd :  1.T- Accounts example for PFT, Journal, Voucher postings  2.Interactive – open forum