1. Higher Education Payroll Processing & Reporting Jan 2016
Q & A Session
December 9, 2015

2. Session Overview Project Update ACA Vendor Interface Open Books
Open Forum

3. User Acceptance Testing
Timeline
10/26-12/4/2015
PFT and 500 Misc Files Uploaded

4. Project Update Next Steps Ayana.Wilkins@omes.ok.gov
User Acceptance Testing Signoff Survey
Notification12/4
Due Noon
OMES Cutover 12/1-12/10/2015

5. Important Dates Reminder
December 4
Final direct deposit load files were due
December 10
GO LIVE
December 23
Employee mass termination

6. ACA Important Dates Reminder
December 7
File with employees requiring a 1095-C was due from institutions (Axxx00.HIED.ACALIST.E RECD)
December 11-ACAMULTI TEST
File with multiple agency/institution employees due to institutions(Axxx_ACAmult_xxxxxxx.txt )
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)
(Axxx00.HIED.ACAMULT.E RECD)

7. ACA 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

8. ACA - Reporting

9. ACA - Reporting

10. ACA - Reporting

11. ACA - Reporting

12. ACA Reporting Minimum Essential Coverage: Minimum Value:
Includes (among others) coverage under an employer- sponsored group health plan.
Minimum Value:
An employer-sponsored plan provides minimum value if it covers at least 60% of the total allowed cost of benefits that are expected to be incurred under the plan.
Individuals Offered Coverage:
Employee
Spouse
Dependents

13. ACA – Reporting: Box 14

14. ACA Reporting: Box 15
Only if codes 1B, 1C, 1D, or 1E entered in Box 14
Enter the amount of the employee share of the lowest-cost monthly premium for self-only minimum essential coverage providing minimum value that is offered to the employee.

15. ACA Reporting: Box 16
2A: The employee was not employed during the month
2B: The employee was not a full-time employee
2C: The employee enrolled in the minimum essential coverage offered
2D: The employee was in a Limited Non- Assessment Period or initial measurement period
2I: Non-calendar year transition relief applied to the employee; the employer met one of the section 4980H affordability safe harbors with respect to this employee

16. ACA - Reporting

17. ACA Reporting: Part III
This part must be completed by an employer offering self-insured health coverage for any individual who was an employee for one or more calendar months of the year, whether full-time or non-full-time, and who enrolled in the coverage.
All family members that are covered individuals through the employee’s enrollment must be included on the same form as the employee.

18. ACA Reporting: Part III
Coverage and Reporting of Non-Employees
Retirees, Cobra individuals, etc.
If not in the State’s HCM system, cannot produce C.
Institution will be required to produce 1095-B
Institution will be required to submit IRS file to OMES for filing

19. Vendor Interface
Submit employee banking information in the vendor file interface for travel, tuition, settlements, etc. reimbursements.
NOTE: This is separate from the file that is submitted to OST for payroll warrant banking information

20. Vendor Interface
New Manual: Higher Education Vendor File Data Transmission to State Vendor File Agency Instruction Manual
It is intended to assist with the description and implementation of the changes

21. Vendor Interface
It is recommended that agencies adopt secure data protection procedures to insure accuracy and mitigate the opportunity for fraudulent activity.
Agencies should register with IRS E-File for Tax Pros to support daily Bulk TIN Match requirements

22. Vendor Interface
IReview HiEd Agency vendor file for current employee payee activity.
Recommended to only submit employees paid non-payroll compensation payments (i.e. travel reimbursements) within the last months.

23. Vendor 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.
Changes to existing banking is not permitted unless termination occurs.
New bank submissions will create a new location for existing addresses.

24. Vendor Interface
Agencies must prepare their vendor files to determine if their employees, and other vendors if applicable, are already on file.
Vendor information must be compatible with the state vendor file, have the correct classification, have no existing duplication, include only active employees, and contain all necessary information for each vendor.
Changes to existing vendor classifications may be submitted to OMES Vendor Registration using proper OMES form

25. Vendor Interface LASTNAME,FIRSTNAME MIDDLENAME Uppercase;
Employee Name Formatting
LASTNAME,FIRSTNAME MIDDLENAME
Uppercase;
No space between LASTNAME,FIRSTNAME
‘-’ and ‘,’ are the only valid special characters
NOTE: FOR HECLM ONLY: This requirement has been delayed!!!
Please adhere to this formatting when adding new employees. However, we will not enforce this for updating existing employees.

26. Vendor Interface Address Formatting (No Change) Upper case
USPS Address Standards
Verify correct address formatting and zip+4
‘-’ is the only valid special character
Omit commas or periods

27. Vendor Interface Address Information (No Change)
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
Supplier payments to a state employee require a new location with vendor address
Submit OMES Vendor Payee Form to OMES to update vendor file to ‘Open for Ordering’

28. Vendor Interface File Layout Field # Start Length Type Field Comments1
Char
Transaction Type
Send:
A = Add New Vendor
U = Update Vendor
T = Terminate Employee Banking Information 2 5
Business Unit
Agency number + ‘00’ 3 7
SetID
Values:
‘HECLM’ - higher ed agencies 4 12 10
Vendor ID
Send Blank for Add Transaction
Send CORE Vendor ID for Update

29. Vendor 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
Inserts 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). This must be done by submitting an OMES Vendor Form to the OMES Vendor Maintenance Team.

30. Vendor Interface Transparency Implications
In our ALLTRANS file, the city/state/zip fields are defaulted to the agency’s address when a vendor is 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 need 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)

31. Vendor 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.

32. Vendor 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 When you login, you will be directed to the folder with your files and you may download the information.
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

33. Vendor Interface INTERFACE 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.

34. Vendor Interface 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/AXXX/FS/w/BUXXX00.VNDR.RECEIVD
Return files will go to the read folder….
/OSFSSH/HiEd/AXXX/FS/r/BUXXX00.VNDR.DATA
When you login, you will be directed to the /OSFSSH/HiEd/AXXX/FS/ folder and will need to change directories to either the read or write folder as needed

35. Vendor Interface 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.

36. Vendor Interface

37. Vendor Interface
The new program will be moved to production on 12/30/2015.
All agencies should be using secure ftp at that time. We will be removing access to the non-secure ftp process soon. Date is tbd.

38. Open Books This file will be used to calculate FTE for reporting
Hours (column 119)
Pay Frequency (Column 185)
FTE calculation is different for bi-weekly vs. monthly payrolls so it is important to submit the correction designation of “M” (monthly) or “B” (bi-weekly)
Object Code (Column 151)

39. Open Books
The hours recorded against the following earnings codes/object code will be excluded from FTE reporting

40. Open Books Testing Navigation
OK Custom Reports/Processes > Agency Processes > Legacy Alpha List (0235)

41. Open Books
Navigation
OK Custom Reports/Processes > Agency Processes > Legacy Alpha List (0235)

42. Open Books File Type End Date Attached File
Select your agency number from the drop- down
End Date
Enter the month-end date corresponding to the data that you are submitting
Attached File
Select ‘Attach’ and then browse and select the file to be loaded
Select ‘Run’ to process the request

43. Open Books
If a 2nd job is submitted with the same File Type (agency number) and End Date, the job will delete all existing records for that agency/month-end date and reload the file.
This option can be used if corrections need to be made to a previously issued file.
Be sure to use the month-end date. If data is loaded with End Date = 12/31/15 and then again with End Date = 12/30/15, the data will be duplicated in the system.

44. Security: Roles HE Payroll View Only Alpha List Load (new)
View historical data; paycheck, balances, W2
Access until April 15, 2019
Run calendar year TRS report
Access until April 15, 2016
Alpha List Load
Alpha List Load (new)

45. Security: Role Access Initial Role Access Future Role Access
from main payroll person at each institution
Certify and list current active employees to have view only access (including self)
Future Role Access
OSF FORM 304HE

46. Security: Email for Access

47. Open Forum

48. Questions?

49. Next Session
December 15 from pm
ACA

50. Closing
Roll Call
Business_Application_Services_Essentials/ Financials/Financials_News.html