0 Higher Education Payroll Processing & Reporting Jan 2016 Q & A SESSION OCTOBER 28, 2015

Session Overview  Project Update  Important Dates  Vendor File Interface  Open Books Reporting – Additional information  OTC Annual Employee Reporting  Checklist 1

Project Update 2  User Acceptance Testing  10/26-11/25/2015  Notification sent 10/26  URL  Processing Instructions  Contact for issues  Users contacted with User IDs and password  PFT and 500 Misc Files  2 Completed  2 In Progress

Project Update 3  Security  UAT testers from survey  A 301Form & Testing is required for access into PeopleSoft Financials Production  Next Steps  11/6 -11/25/2015 OST Validation  User Acceptance Testing Signoff Survey  Due by 11/30 

Important Dates Reminder  November 3  Training for Financials and OST  November 16  ACES and Participant Maintenance OST security forms  301 security form  November 30  301JE security forms  December 10  GO LIVE  4

Important Dates Reminder  December 1  ACA test files for testing formats  December 7  File with employees requiring a 1095-C is due from institutions  December 11  File with multiple agency/institution employees due to institutions  December 18  File due from institutions on multiple agency/institution employees that OMES will print combined 1095-C form  File due from institutions on other employees if institution wants OMES to print 1095-C forms (same file) 5

Important Dates Reminder  January 11 – 18, 2016  OMES to print 1095-C forms for state agencies, multiple agency/institution employees, and other institution employees as requested  February 19, 2016  IRS file for 1095-C reporting due from institutions  Employee counts for authoritative 1094-C due from institutions 6

Vendor File Interface  Submit employee banking information in the vendor file interface for travel reimbursements.  This is separate from the file that is submitted to OST for payroll warrant banking information 7

Vendor File Interface  If the agency has converted to the ‘00000’ vendor file, banking updates will not be allowed if the employee is a state employee also. In this case, banking information will come from HCM. 8

Vendor File Interface  Employee Name Formatting  LASTNAME,FIRSTNAME MIDDLENAME  Uppercase;  No space between LASTNAME,FIRSTNAME  ‘-’ is the only valid special character  Address Information  Recommendation: Use agency’s address in the vendor file for employees (privacy)  Should provide a good address for employees upon termination or the check will be addressed to the institution 9

Vendor File Interface  File Layout 10 Field #StartLengthTypeFieldComments 111CharTransaction TypeSend: A = Add New Vendor U = Update Vendor T = Terminate Employee Banking Information 225CharBusiness UnitAgency number + ‘00’ 375CharSetIDValues: ‘HECLM’ - higher ed agencies 41210CharVendor IDSend Blank for Add Transaction Send CORE Vendor ID for Update 52240CharVendor Name 66210CharVendor LocationSend Blank for Add Transaction Send CORE Vendor Location for Update Transactions

Vendor File Interface  New Transaction Type ‘T’ (Termination)  Notify OMES that the employee has terminated  A new effective dated row will be created for that employee with no banking information  Insert a new banking row with a blank account type, bank routing number and account code.  Must provide the TIN, vendor id, vendor location and banking information for the ‘T’ transaction type  If the employee terminates from the institution but is still being paid i.e. as a contractor, then the vendor file should be updated to designate the vendor as a ‘supplier’ Vendor Type = ‘TIN’ (column 296). 11

Vendor File Interface  Transparency Implications  In our ALLTRANS file, the city/state/zip fields are defaulted to the agency’s address when a vendor if flagged as an ‘Employee’  Impact on Future Payments to Employees  Once the termination is submitted to OMES, any future checks will be paper and the address printed on the warrant will be whatever is associated with the vendor at that time.  Institutions needs to assess the impact of ‘settlements’ that must be paid to an employee. Once an employee has been terminated, those will be paper warrants unless the information in the vendor file is updated. (May depend on whether the payment is made through AP or Payroll) 12

Vendor File Interface  Higher Ed institutions will begin using the secure file transfer process to submit vendor file updates. For agencies using the sftp, files will be copied to a unix location on the IBM mainframe. Agencies that have existing userids to load vendor file and/or miscellaneous claim information will be able to use those to access the appropriate file folders. 13

Vendor File Interface  Each institution must verify the following setup  If you don't already have one, you will need an IBM userid. You may request one by filling out Form 90 from our website. The link to OMES forms is and_Reporting_Forms/. When you login, you will be directed to the folder with your files and you may download the information. and_Reporting_Forms/   All institution should already have access to the secure server.  If you have a problem connecting, we will need to know the IP address(es) that you are trying to connect from. Again, everything should be OK, but contact the OMES Service Desk if you have any problems connecting.   Please make sure that port 22 is open on your firewall (IP ) 14

Vendor File - Secure FTP  File folders:   TESTING   All HiEd BU’s can ‘get’ and ‘put’ test files into folder   /OSFSSH/Coretest/HiEd/ALL/   NOTE: All higher ed institutions will have access to this folder during testing. Due to the potential sensitive information in the files, please remove your agency’s files when you are finished. 15

Vendor File - Secure FTP  PRODUCTION   Each agency will have a read and write folder   Agencies will write its files to the following folders where XXX = 3 digit agency number:   /OSFSSH/HiEd/A XXX /FS/ w /BU XXX 00.VNDR.RECEIVD   Return files will go to the read folder….  /OSFSSH/HiEd/A XXX /FS/ r /BU XXX 00.VNDR.DATA   When you login, you will be directed to the /OSFSSH/HiEd/A XXX /FS/ folder and will need to change directories to either the read or write folder as needed. 16

Vendor File - Secure FTP  Vendor File Interface   Navigation: Suppliers > Supplier Information > Add/Update > Nightly Vendor Interface   The default for the vendor upload process is to pull the file from the mainframe. You must select the ‘Use OSFSSH FTP (Secure FTP)’ checkbox to pull the file from the secure FTP site. 17

Vendor File - Secure FTP 18

OpenBooks Reporting  This file will be used to calculate FTE for reporting  Hours (column 119)  Pay Frequency (Column 185)  Object Code (Column 151) 19

OpenBooks Reporting  The hours recorded against the following earnings codes/object code will be excluded from FTE reporting 20 ALOAnnual Lve Payout (Non PS) ALPAnnual Leave Payout ANOAnnual LeaveLost/Paid Non-PS ANPAnnual Leave Lost/Paid DAL Deceased Annual Non PeopleSoft DSEDeath Severance Current Yr DSVDeath Severance Current Yr DVCDeath Annual Lv PayOut Cur Yr SEVSeverance TANDeceased Annual Non PS FY TVCDeath Annual Lv PayOut Fol Yr511310

OpenBooks Reporting  Calculation is different for bi-weekly vs. monthly payrolls so it is important to submit the correct designation of “M” (monthly) or “B” (bi-weekly) 21

OTC Annual Employee Reporting 22

OTC Annual Employee Reporting  Full-time employees  >$12,000 annually  No part-time employees  No student employees 23

OTC Annual Employee Reporting 24

OTC Update  Primary contact:  Jerry Leonard, Deputy Director of the Taxpayer Services Division    Informational packet  To all institutions  Send out October 30  FAQs  Regents ListServe  OMES website 25

Higher Ed Checklist 26  We have prepared a checklist that might assist institutions to ensure that all changes have been made.  We have tried to make the list as complete as possible, but the list may change as we identify additional tasks.

Higher Ed Checklist 27 Security File Transfer Misc (Net Pay)SFTP No change; Use existing process to transfer files to SFTP; File Transfer - PFTSFTP No change; Use existing process to transfer files to SFTP; File Transfer - Vendor File (0243)SFTP Move vendor file to Secure FTP; existing userid should work File Transfer - Misc Withholding Claims Mainfram e No Change; use existing process to transfer files PeopleSoft - Load 500 Misc (Net Pay)FSNew security role in PeopleSoft FS; PeopleSoft - Load PFTFSNew security role in PeopleSoft FS; PeopleSoft - Vendor File Load (0243)FS No Change - may want to grant access to higher ed role for testing or will have to make sure existing role has access; PeopleSoft - Misc Withholding ClaimsFS No Change - may want to grant access to higher ed role for testing or will have to make sure existing role has access; PeopleSoft - OpenBooks LoadHCM New security role in PeopleSoft HCM; OST - ACESOST OST - Banking SystemOST

Higher Ed Checklist 28 Processing Load 500 Misc (Net Pay)FSReady to test by 10/23 Load PFTFSReady to test by 10/23 Run Budget Checking ReportFSReady to test by 10/23 Submit Claim Document and Budget Checking Report to OMESManual OpenBooks LoadHCMReady to test by 10/23 AP Withholding VouchersFS Load Banking - OSTOST Process Fed Tax Payments in ACESOST Process Fed Tax Payments in GLFS

Higher Ed Checklist 29 Other Payroll Tax Payments Federal/State due as applicable Unemployment Reporting - QtrlyOESC Due Apr, July, Oct, Jan for prior quarter Form 941 ReportingIRS Due Apr, July, Oct, Jan for prior quarter State Withholding Reporting Due as applicable W2 File- Forms & FileSSAAnnually 1099 Reporting (Misc, R, Others) - Forms & FileIRSAnnually 1099 Reporting (Misc, R, Others) - Forms & FileOTCAnnually OTC Annual Employee ListOTCDue in August 1042-S Reporting - Forms & FileIRSAnnually 1095-C Reporting - Forms & FileIRSAnnually TRS Calendar Year Reporting - W2TRSAnnually TRS Calendar Year Reporting TRSAnnually OPERS Monthly OLERS Monthly SoonerSaveOPERSTBD with OPERS, currently weekly Tip Reporting - Form or FileIRSAnnually Corrections to any filed forms Due as applicable

Direct Deposit Extract   File name  Date transferred  500 Misc file ‘E’ Pay Type entries (Field 216)  Chat question: Will you be sending in a direct deposit file to be loaded into the OST banking system?  AAA - DD Yes  AAA - DD No 30

Questions? 31

Next Sessions  November 3 from 8:30 am – noon  Federal Tax Payments  ACES Tax Payment  General Ledger Journal Entry  Full process review  Accounts Payable  November 10 from 2:30 – 4 pm  November 23 from 2 – 5 pm 32

Closing  Roll call  Chat question 33