1. 0 Higher Education Payroll Processing & Reporting Jan 2016 Q & A SESSION SEPTEMBER 4, 2015

2. Session Overview  T-Account Example – General Ledger processing from start to finish  File Edits  500 Misc File  PFT File  OpenBooks File  Direct Deposit File  Open Forum 1

3. Role Call  Email:  Melody.Wright@core.state.ok.us  Linda.Bove@core.state.ok.us  Information to include:  Agency Number  Count and subject area of attendees  Example: 090, 2 Payroll, 1 HR, 3 IT, 2 Finance 2

4. T-Account Example  http://www.ok.gov/cio/Customer_Portal/Busines s_Application_Services_Essentials/Financials/Fina ncials_News.html 3

5. 4 500 Misc File - Edits  General  User submitting file must have access for Agency number in file  Cannot reuse Claim numbers  One Claim number per file  Header Record  Claim Number matches Payroll Caim number in PFT  Agency & Claim Number matches the run control

6. 5 500 Misc File - Edits  Detail Record  OST Account Number = ‘7’  Fund Number = ‘789’  Agency Number = agency number on run control  Warrant Number: First digit = ‘2’  Name, Address, Participant ID, Class ID fields are not blank  Pay Type = ‘A’, ‘E’, or ‘P’  If Pay Type = ‘A’, then Transit #, Bank Account, and Checking/Savings flag must not be blank  Checking/Savings flag = ‘C’ or ‘S’  Invoice ID = Claim Number + sequence number  Invoice Amount = Amount: must be greater than “0.00”  Claim Number = Claim Number on header record

7. 6 500 Misc File - Edits  Trailer Record  Detail records warrant count must equal Total Number of Warrants on trailer record  Sum of detail records warrant amounts must equal Total Dollar Amount on trailer record  Total Dollar Amount must equal the PFT net pay (account 485060)

8. 7 PFT File - Edits  User submitting file must have access for Agency number in file  Record Code (positions 1-2) must = ‘P9’  Cannot reuse a PFT/Claim numbers  Only one PFT/Claim number per file  Each file record should have the same Agency and Transfer Number  Agency and Transfer Number in file must match the run control  Payroll Claim number must match the Transfer Number (excluding the first 2 digits of the payroll claim number)

9. 8 PFT File - Edits  Net of all amounts should = $0.00  Sum of Funding Class ‘78900’ record amounts must equal the sum of the non ‘78900’ amounts  If Funding Class = ‘78900’, then Department must = ‘8900001’ and the Account must start with ‘485’  If the Funding Class is not ‘789’, then Account must start with ‘5’ but cannot be a ‘585xxx’ account  Sum of Funding Class ‘78900’ records should not = $0.00  Net pay amount (485060) must equal the Total Dollar Amount on the 500 Misc file trailer record

10. 9 OpenBooks File - Edits  End Date value on the Run Control must be a valid month-end date  REMINDER:  ‘Hours’ must be correct - will be used to calculate FTE

11. 10 Direct Deposit File - Edits  Corporation Number = ‘0007’  Application Number = ‘0010’  Class Code = Agency 3 digit number  Transaction End Date = ‘20500101’ if Participant Stop Cycles = ‘00’  Transaction End Date = Direct deposit stop date if Participant Stop Cycles = ‘99’  Participant Stop Cycles = ‘00’ or ‘99’  Participant Stop Reason = ‘AR’  Savings Check Flag = ‘C’ or ‘S’  Debit Credit Flag = ‘C’  Amount = ‘00000000000’

12. 11 OPEN FORUM

13. 12 CLOSING  https://public.govdelivery.com/accounts/OKO MES/subscriber/new?preferences=true https://public.govdelivery.com/accounts/OKO MES/subscriber/new?preferences=true  http://www.ok.gov/cio/Customer_Portal/Busines s_Application_Services_Essentials/Financials/Fina ncials_News.html http://www.ok.gov/cio/Customer_Portal/Busines s_Application_Services_Essentials/Financials/Fina ncials_News.html  Questions : Melody.Wright@core.state.ok.us OR Linda.Bove@core.state.ok.us  Next Sessions:  September 16  September 30