CORE Oklahoma The Office of State Finance CORE HCM Forum June 14, 2011 __________________________________________________ 1

CORE Oklahoma Agenda EEO/Affirmative Action Process April Story Employees Not Paid Since…, Drivers License Data, Department Positions Alan Binegar Workers Comp Reports, Fiscal Year End, Garnishments Carol Barton DCAR Update Lisa Raihl __________________________________________________ 2

CORE Oklahoma April Story HR Director Oklahoma State & Education Employees Group Insurance Board __________________________________________________ 3

CORE Oklahoma EEO & Affirmative Action Cleanup Dates Contacts __________________________________________________ 4

CORE Oklahoma Alan Binegar HRMS Administrator The Office of State Finance – ISD CORE __________________________________________________ 5

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. __________________________________________________ 6

CORE Oklahoma Employees Not Paid Since 2009 __________________________________________________ 7 AgencyCount AgencyCount

CORE Oklahoma Drivers License Data Can provide an interface to load in existing data from legacy systems Added a process to generate a file to send to DPS to validate Drivers Licenses. __________________________________________________ 8

CORE Oklahoma __________________________________________________ 9

CORE Oklahoma Department Pins – NOT Valid __________________________________________________ 10

CORE Oklahoma Agencies with Department Pins __________________________________________________ 11 AgencyDept PINs AgencyDept PINs

CORE Oklahoma Carol Barton HCM Coordinator & Production Support Lead The Office of State Finance – ISD CORE __________________________________________________ 12

CORE Oklahoma Workers Comp Reports __________________________________________________ 13

CORE Oklahoma Workers Comp Reports __________________________________________________ 14

CORE Oklahoma Workers Comp Reports __________________________________________________ 15

CORE Oklahoma Workers Comp Reports __________________________________________________ 16

CORE Oklahoma Workers Comp Reports __________________________________________________ 17

CORE Oklahoma Fiscal Year Changes Evening of June 30, 2011 – Department of Human Services. This process must be run prior to running July 15, 2011 pay cycle. Evening of July 6, 2011 – All Agencies having Bi-Weekly Payrolls. This process must be run prior to running ‘B01’ or ‘C26’ pay cycles which pay on the 15 th of July Evenings of July 18 th and 19 th 2011 – All Monthly Anticipatory Agencies. Do not begin processing M01 until July 20 st. NOTE: As soon as all On and Off-Cycle payroll processes are completed for the June pay period, please notify CORE by creating a Help Desk Case asking for the case to be Assigned to the HCM Payroll group. This will enable the CORE team to try and schedule the agency’s FY Combo Code Conversion Process earlier. Once we have loaded your FY12 Combo Codes, you will be able to start processing your FY12 Payrolls. __________________________________________________ 18

CORE Oklahoma Garnishments When setting up Garnishments on the “Garnishment Spec Data 1” Tab it is imperative that you uniquely identify each Garnishment ID number. A good rule of thumb would be to start with your three digit agency number with two digits following. An example would be: 09001; 09002; __________________________________________________ 19

CORE Oklahoma Garnishments __________________________________________________ 20

CORE Oklahoma Lisa Raihl Accounting & Reporting Analyst The Office of State Finance – Division of Central Accounting and Reporting (DCAR) __________________________________________________ 21

CORE Oklahoma Top 3 Mistakes That Result in a Payroll Overpayment 1.HR/Payroll receives termination paperwork too late 2.HR/Payroll isn’t told about leaves of absence 3.The incorrect pay rate is used __________________________________________________ 22

CORE Oklahoma What do all three of these problems have in common? Lack of communication with other departments within the organization __________________________________________________ 23

CORE Oklahoma Options to help prevent these mistakes? Hound department heads to give HR/Payroll the information May not be very effective or change much Send an just before processing payroll for the period, asking if there were any changes that impact the checks Be specific, list items that could result in an overpayment __________________________________________________ 24

CORE Oklahoma Options to help prevent these mistakes? Utilize self service options Employee Self Service, Manager Self Service Streamline business processes Decreases time it takes HR/Payroll to get the information __________________________________________________ 25

CORE Oklahoma DCAR Newsletter Items Changes in Fees for SoonerSave Deferred Savings Plan Change in State Share of Oklahoma Public Employees Retirement System Change in Employer Contribution Rate for Justices and Judges Retirement System Change in Federal Matching Contribution for Teachers Retirement System __________________________________________________ 26

CORE Oklahoma DCAR Newsletter Items Schedule of FY-2012 Pay Periods Employee Travel Checks and Direct Deposit HB Voluntary Buyout Reimbursement Extension HB1207 – Amended Biweekly Conversion Bank Hour Sources __________________________________________________ 27

CORE Oklahoma DCAR Newsletter Items New PeopleSoft HCM Query for 633xxx account reconciliations SoonerSave Contributions to Employee Accounts Fiscal Year Funding Changes on PS Payroll FY Combo Code Conversion Schedule __________________________________________________ 28

CORE Oklahoma DCAR Newsletter Questions? __________________________________________________ 29

Next HCM Forum Wednesday, July 20 th, 2011 Suggestions for Topics? –Please submit a Help Desk Case and the Team will address topic in the next HCM Forum CORE Oklahoma 30

CORE Oklahoma Thank You! __________________________________________________ 31