From smauck at osrhe.edu  Tue Jan  6 10:55:37 2004
From: smauck at osrhe.edu (Mauck, Sheri)
Date: Tue, 6 Jan 2004 10:55:37 -0600
Subject: [Cobo] January 8th Meeting Agenda
Message-ID: <4499418E013CC64FB4B56892982850042FE052@ms.osrhe.edu>

Attached you will find the tentative agenda for Thursday's 10:00 am meeting of the Council of Business Officers. 
 
 
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From dsiragusa at osrhe.edu  Thu Jan  8 14:26:32 2004
From: dsiragusa at osrhe.edu (Siragusa, Debbie)
Date: Thu, 8 Jan 2004 14:26:32 -0600
Subject: [Cobo] Retirement Benefits Survey
Message-ID: <4499418E013CC64FB4B5689298285004215D70@ms.osrhe.edu>

Attached are the results of the Retirement Benefits Survey.  This is the same information that was distributed at the COBO meeting today.

Please let me know if any changes are needed to correct or clarify the information for your institution.

Thanks
Debbie


 <<Retirement survy summary.doc>>  <<Retirement survey results.xls>> 
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From smauck at osrhe.edu  Fri Jan  9 13:02:44 2004
From: smauck at osrhe.edu (Mauck, Sheri)
Date: Fri, 9 Jan 2004 13:02:44 -0600
Subject: [Cobo] Hiring Freeze
Message-ID: <4499418E013CC64FB4B56892982850042FE0AD@ms.osrhe.edu>


> Dear Business Officers,
> 
> This message is directed to those institutions affected by the hiring freeze, but is copied for information to you all.
> 
> Attached below are the instructions and the form we discussed earlier this week for reporting on a monthly basis exceptions you have approved to the hiring freeze.  Please note that we do not need to submit forms to the Governor's Office--only to the Office of State Finance and to this office.  The Office of State Finance will send the information to the Governor.
> 
> Maintaining this favorable process for our agency will depend upon our demonstrating a bona fide effort to control hiring.  Therefore, please submit a form each month even if you have no exceptions to report.  This will reinforce our conscientiousness and will provide a clear picture of our hiring patterns.
> 
> The Chancellor sent this information to your president earlier today.
> 
> Thanks, MM> >  <<2004 Log Template-Higher Ed.xls>> > >  <<Instructions 1-04.doc>> 
> 
> 
> Maryanne Maletz
> Vice Chancellor for Budget and Finance
> 655 Research Parkway, Suite 200
> Oklahoma City, OK 73104
> 405.225.9130
> 
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From bleflore at osrhe.edu  Tue Jan 13 09:25:59 2004
From: bleflore at osrhe.edu (LeFlore, Bobby)
Date: Tue, 13 Jan 2004 09:25:59 -0600
Subject: [Cobo] FICA Limit Adjustments Cost Estimate
Message-ID: <4499418E013CC64FB4B568929828500404F0F4@ms.osrhe.edu>

Currently OSF manages the FICA limit amounts for all employee at the State level.  This process requires adjustments to the payroll files once they have been transmitted to OSF and the necessity to correct the data and resend it if an employee's FICA deduction exceeds the annual limit.  This generally occurs when an employee is on the payroll of more than one state agency.   One of the considerations regarding the Higher Ed payroll interface to the People Soft system is to discontinue this process if the costs associated with managing the FICA adjustments are less than the analysis and programming costs to continue this process on People Soft.  OSF has asked Higher Ed to estimate the annual cost of making these adjustments.   Please estimate your costs for a twelve month period and forward the estimate to me within the next couple of weeks.  Your costs would include staff time to work the adjustments, etc. but would not include the actual amount of FICA over the limit.  OSF will calculate that.  I would like to receive your estimate by January 27th if possible.  Thanks for your assistance.

Bob LeFlore
225-9417


From bleflore at osrhe.edu  Tue Jan 13 09:47:35 2004
From: bleflore at osrhe.edu (LeFlore, Bobby)
Date: Tue, 13 Jan 2004 09:47:35 -0600
Subject: [Cobo] FW: FICA Limit Adjustments Cost Estimate
Message-ID: <4499418E013CC64FB4B5689298285004403AB1@ms.osrhe.edu>

Resending original message.

>  -----Original Message-----
> From: 	LeFlore, Bobby  
> Sent:	Tuesday, January 13, 2004 9:26 AM
> To:	Council of Business Officers
> Subject:	FICA Limit Adjustments Cost Estimate
> 
> Currently OSF manages the FICA limit amounts for all employee at the State level.  This process requires adjustments to the payroll files once they have been transmitted to OSF and the necessity to correct the data and resend it if an employee's FICA deduction exceeds the annual limit.  This generally occurs when an employee is on the payroll of more than one state agency.   One of the considerations regarding the Higher Ed payroll interface to the People Soft system is to discontinue this process if the costs associated with managing the FICA adjustments are less than the analysis and programming costs to continue this process on People Soft. 
> 
> OSF has asked Higher Ed to estimate the annual cost of making these adjustments.   Please estimate your costs for a twelve month period and forward the estimate to me within the next couple of weeks.  Your costs would include staff time to work the adjustments, etc. but would not include the actual amount of FICA over the limit.  OSF will calculate that.  I would like to receive your estimate by January 27th if possible.  Thanks for your assistance.
> 
> Bob LeFlore
> 225-9417


From smauck at osrhe.edu  Tue Jan 13 12:51:50 2004
From: smauck at osrhe.edu (Mauck, Sheri)
Date: Tue, 13 Jan 2004 12:51:50 -0600
Subject: [Cobo] Master Lease -2004A Submission Form
Message-ID: <4499418E013CC64FB4B56892982850042FE0D2@ms.osrhe.edu>

If your institution is planning to submit projects for the first round of the Master Lease this calendar year, please return the completed form with estimated costs (attached below) by January 23rd for inclusion on the February 13th State Regents' agenda.  
 
Thanks.
 
 
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From bleflore at osrhe.edu  Thu Jan 15 11:52:47 2004
From: bleflore at osrhe.edu (LeFlore, Bobby)
Date: Thu, 15 Jan 2004 11:52:47 -0600
Subject: [Cobo] FW: General Issue Sessions
Message-ID: <4499418E013CC64FB4B5689298285004403AC2@ms.osrhe.edu>


-----Original Message-----
From: owner-core-general at youroklahoma.com
[mailto:owner-core-general at youroklahoma.com]On Behalf Of
jeanie.robards at osf.state.ok.us
Sent: Thursday, January 15, 2004 9:33 AM
To: core-general at youroklahoma.com
Subject: General Issue Sessions






Communication Liaison;

Since the implementation of the PeopleSoft Accounts Payable, General Ledger
and Purchasing modules, it has become apparent to the Project Team there
are issues that affect all state agencies in their day-to-day processing.
To facilitate these issues and concerns on a global basis, the CORE Project
Team are providing General Issue Sessions.  The sessions will be held at
the Concourse Theater which is located in the basement between the Will
Rogers and Sequoyah Buildings in the Capitol Complex.  Due to the
anticipated attendance, we ask that no more than two (2) individuals per
session from each agency attend.

General Ledger Session        Thursday, January 29th        2:00 - 4:00
Accounts Payable              Friday, January 30th          10:00 - 12:00
Purchasing Session                  Friday, January 30th          2:00 -
4:00

These sessions will provide an agenda for the agency to address issues or
concerns.  Issues that the agencies want addressed, must be submitted in
writing with the application identified.  Submit the issues to the CORE
Office no later than Friday, January 23rd.  Only issues previously
submitted will be addressed at the sessions.  You may send an e-mail to
submit your issues.

Jeanie Robards
CORE Project
3812 North Santa Fe, Suite 100
Oklahoma City, OK 73118
Phone: 405 962-2420
Fax:      405 524-9983
E-Mail: Jeanie.Robards at osf.state.ok.us



From bleflore at osrhe.edu  Tue Jan 20 16:09:21 2004
From: bleflore at osrhe.edu (LeFlore, Bobby)
Date: Tue, 20 Jan 2004 16:09:21 -0600
Subject: [Cobo] FW: Payments to State Agencies
Message-ID: <4499418E013CC64FB4B5689298285004403ACE@ms.osrhe.edu>


-----Original Message-----
From: Julie.Dvorak at osf.state.ok.us [mailto:Julie.Dvorak at osf.state.ok.us]
Sent: Tuesday, January 20, 2004 2:35 PM
To: LeFlore, Bobby
Subject: Payments to State Agencies







----- Forwarded by Julie Dvorak/OSF/US on 01/20/2004 02:34 PM -----
                                                                                                                                              
                      jeanie.robards at osf.state                                                                                                
                      .ok.us                          To:       core-general at youroklahoma.com                                                 
                      Sent by:                        cc:                                                                                     
                      owner-core-general at youro        Subject:  Payments to State Agencies                                                    
                      klahoma.com                                                                                                             
                                                                                                                                              
                                                                                                                                              
                      01/20/2004 02:12 PM                                                                                                     
                                                                                                                                              
                                                                                                                                              








Communication Liaison:

Message for Accounts Payable users

      1)  Will we not get any notification that the voucher payments were
      wired, other than running a Voucher Inquiry Report?
      2)  How does the agency know whether they will get a check or if they
      are paying by wire?

      Diana Mathis, Controller
      Oklahoma Energy Resources Board

1)    On the receiving agency, there is an Interagency Payment report that
   shows the payments they received from other state agencies and tells
   them if it was a wire or a check.

2)    For EDT agencies, there is an indicator in the file that they mark
   with an 'I' if it is to be paid by wire.  If they mark the 'I', they
   will pay by wire unless the agency is not set up to receive a wire at
   any location.  The 'I' will override the receiving agency's election to
   receive a check if they are set up to receive a wire on any location.
   The only ones marked with an 'I' they may get a check on would be an
   agency that did not have a wire location at all.

   For On-line agencies, they can tell from the payment tab if it will be a
   wire or a check.  The agency's default will determine whether it is a
   wire or a check unless the paying agency overrides it.

Jennie Pratt, Accounting Supervisor
Office of State Finance
State of Oklahoma
405-962-2422


Jeanie Robards
CORE Project
3812 North Santa Fe, Suite 100
Oklahoma City, OK 73118
Phone: 405 962-2420
Fax:      405 524-9983
E-Mail: Jeanie.Robards at osf.state.ok.us




From bleflore at osrhe.edu  Wed Jan 21 13:05:27 2004
From: bleflore at osrhe.edu (LeFlore, Bobby)
Date: Wed, 21 Jan 2004 13:05:27 -0600
Subject: [Cobo] Additional People Soft Training
Message-ID: <4499418E013CC64FB4B5689298285004403AD7@ms.osrhe.edu>

I have been able to schedule two additional AP, GL & Report training sessions for those individuals within your institution who do not have access to certain People Soft functions or do not have user id's and passwords.  The dates are February 2nd and February 9th from 9:00 am to 4:30 pm and will be held in the Regents Conference Room.

The attached spreadsheet identifies the number of staff from each institution assigned to each session based on the count you provided.   Because of the short time frame,  I essentially divided the number requested for each institution in half.  You can decide which of your staff attend which day however, please do not send more staff than the number indicated each day.  

A Deposits class has not been scheduled yet .

If you have any questions regarding the training,  please let me know.

Bob LeFlore
405-225-9417



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From bleflore at osrhe.edu  Tue Jan 27 10:32:12 2004
From: bleflore at osrhe.edu (LeFlore, Bobby)
Date: Tue, 27 Jan 2004 10:32:12 -0600
Subject: [Cobo] FW: Virus Spreading - Do Not Open Any File With Attachment
Message-ID: <4499418E013CC64FB4B5689298285004403AF3@ms.osrhe.edu>


-----Original Message-----
From: owner-core-general at youroklahoma.com
[mailto:owner-core-general at youroklahoma.com]On Behalf Of
Julie.Dvorak at osf.state.ok.us
Sent: Tuesday, January 27, 2004 9:44 AM
To: CORE-General at youroklahoma.com
Subject: Virus Spreading - Do Not Open Any File With Attachment






Please do not open any file with an attachment sent thru the listserv.  I
am in the process of removing the ability to attach files within the
listserv, which should cut down on the spread of the viruses.

Thanks,
Julie



From smauck at osrhe.edu  Tue Jan 27 10:43:59 2004
From: smauck at osrhe.edu (Mauck, Sheri)
Date: Tue, 27 Jan 2004 10:43:59 -0600
Subject: [Cobo] Asbestos Abatement Survey
Message-ID: <4499418E013CC64FB4B56892982850042FE18E@ms.osrhe.edu>

Please find the attached spreadsheet and memo on the collection of the annual asbestos abatement report.  Thanks.
 
Please return as quickly as possible so that our information can be forwarded to the Department of Labor.
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From bleflore at osrhe.edu  Wed Jan 28 16:27:19 2004
From: bleflore at osrhe.edu (LeFlore, Bobby)
Date: Wed, 28 Jan 2004 16:27:19 -0600
Subject: [Cobo] FW: REVISED DEPOSIT INSTRUCTIONS
Message-ID: <4499418E013CC64FB4B5689298285004403B01@ms.osrhe.edu>


-----Original Message-----
From: owner-core-general at youroklahoma.com
[mailto:owner-core-general at youroklahoma.com]On Behalf Of
jeanie.robards at osf.state.ok.us
Sent: Wednesday, January 28, 2004 2:51 PM
To: core-general at youroklahoma.com
Subject: REVISED DEPOSIT INSTRUCTIONS






Communication Liaison;

REVISED DEPOSIT INSTRUCTIONS FROM TREASURE'S OFFICE
Please ensure your Accounting Divisions receive ASAP

                      Advice Card Deposits  Batch 99

                               Instructions

The reference field must be used for all deposit entries.  The reference
number must be five characters in length with the first digit either a Y or
N.  Y signifies this is the last record for a particular deposit.  OST will
sum all records with the same numerical reference number and post the
total.  This total should equal the sum of the deposit made at the bank.
The same numerical numbers can be used the next business day since there is
no test for duplicates beyond the same work day.  This should work similar
to how deposits were entered into the OST system before 11/01/03.  On
deposits where there is more than one detail line per deposit, you may
enter debits (credits to cash) as long as 1) the deposit is a net credit
(positive to cash), and the total detail lines to class funds are net
credits (positive to cash).  Below are examples.

Example 1  one deposit to the bank and one detail line to enter.

      Deposit detail plus a reference number of Y1001


Example 2  one deposit to the bank and more than one detail line to enter.

      Line 1 detail plus a reference number of N1001
      Line 2 detail plus a reference number of N1001
      Line 3 detail plus a reference number of N1001
      Line 4 detail plus a reference number of Y1001


Example 3  more than one deposit to the bank and one detail line to enter
per deposit..

      Deposit 1 detail plus a reference number of Y1001
      Deposit 2 detail plus a reference number of Y1002
      Deposit 3 detail plus a reference number of Y1003


Example 4  more that one deposit to the bank and more than detail line to
enter for any of the deposits.

      Deposit 1
      Line 1 detail plus a reference number of N1001
      Line 2 detail plus a reference number of Y1001

      Deposit 2 detail plus a reference number of Y1002

      Deposit 3
      Line 1 detail plus a reference number of N1003
      Line 2 detail plus a reference number of N1003
      Line 3 detail plus a reference number of Y1003

Jeanie Robards
CORE Project
3812 North Santa Fe, Suite 100
Oklahoma City, OK 73118
Phone: 405 962-2420
Fax:      405 524-9983
E-Mail: Jeanie.Robards at osf.state.ok.us