[Cobo] FW: Notification of G5 Shutdown Period and Guidance for Processing Payrolls with Grant Funding

[Mauck, Sheri]

From: Lisa Raihl [mailto:Lisa.Raihl at omes.ok.gov]
Sent: Wednesday, February 17, 2016 2:09 PM
To: jan.pratt at okstate.edu; sherry.stanley at okstate.edu; april.nelson at wosc.edu; radonna.whitaker at wosc.edu; Meghan Stallings; Carter, Ninette; dhunt at carlalbert.edu; Rená Brooks; TKitsmiller at uco.edu; mspears at uco.edu; munruh5 at uco.edu; ypolite at uco.edu; smccann1 at uco.edu; dgrande at uco.edu; sbare at usao.edu; patty.webber at connorsstate.edu; walkenv at connorsstate.edu; Webber, Patty; rkinder at ecok.edu; tinaessary at ecok.edu; llofton at ecok.edu; jbills at eosc.edu; gmcdonald at eosc.edu; andradek at redlandscc.edu; Lisa.Gladden at redlandscc.edu; cfhughes at langston.edu; cbrainy at langston.edu; Meadors, MArk; kmallett at rsu.edu; sperry at rsu.edu; jmalik at mscok.edu; mtreas at mscok.edu; Westman, Dennis; cberry at neo.edu; steve.bearden at neo.edu; manesr at nsuok.edu; sellsja at nsuok.edu; seymour at nsuok.edu; Catron, Sue; Niesha.Jones at noc.edu; janet.hartz at noc.edu; Shannon.cranford at noc.edu; daackerman at nwosu.edu; TLCooper at nwosu.edu; dcollins at opsu.edu; Melissa Glover; knorton at rose.edu; Bowers, Rachell; Oaks, Melissa; denise at quartzmountain.org; s.shumaker at sscok.edu; Ljohnson at occc.edu; laura.ocasio at occc.edu; BCarpenter at occc.edu; mrobertson at se.edu; dowens at se.edu; louann.hanks at swosu.edu; ladonna.lucus at swosu.edu; jwillhite at tulsacc.edu; jan.dickinson at tulsacc.edu; mboydstun at ou.edu; kryter at ou.edu; egrinter at ou.edu; justin-raney at ouhsc.edu; Dee-Bellgardt at ouhsc.edu
Cc: Jean Hayes; Beth Brox; OMES Transaction Processing PR; Mauck, Sheri
Subject: RE: Notification of G5 Shutdown Period and Guidance for Processing Payrolls with Grant Funding

It has come to our attention that biweekly payrolls that are to pay on Friday February 26, 2016 may also be impacted by the Grant Management System shutdown. If you sending in biweekly payroll late due to the delay in drawing down funds, please indicate this on the Validate PFT document by including the following statement: G5 Grants System Delay.

Remember, this will only affect you if you have to drawdown money to fund a payroll to get it processed and the funds aren't drawn down before the shutdown.

If you expect to have payroll submitted late because funds need to be drawn down and the shutdown period has begun, please email me and let me know what payroll will be late (biweekly, 2/26, or monthly, 2/29). This will assist in our log of payrolls processed and stop the late notification from going out.

Payroll affected by the shutdown and processed for payment on February 26, 2016 or February 29, 2016 must be submitted no later than Tuesday February 23, 2016 to be considered timely.


Thank you,

Lisa M. Raihl, CPA
Accounting & Reporting Analyst
Division of Central Accounting & Reporting
Office of Management & Enterprise Services
5005 N. Lincoln Blvd., Suite 100
Oklahoma City, OK  73105-3324
405-521-3258
lisa.raihl at omes.ok.gov<mailto:lisa.raihl at omes.ok.gov>
omes.ok.gov
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From: Lisa Raihl
Sent: Tuesday, February 16, 2016 12:47 PM
To: 'jan.pratt at okstate.edu'; 'sherry.stanley at okstate.edu'; 'april.nelson at wosc.edu'; 'radonna.whitaker at wosc.edu'; 'Meghan Stallings'; 'ninettec at cameron.edu'; 'dhunt at carlalbert.edu'; Rená Brooks; 'TKitsmiller at uco.edu'; 'mspears at uco.edu'; 'munruh5 at uco.edu'; 'ypolite at uco.edu'; 'smccann1 at uco.edu'; 'dgrande at uco.edu'; 'sbare at usao.edu'; 'patty.webber at connorsstate.edu'; 'walkenv at connorsstate.edu'; 'Webber, Patty'; 'rkinder at ecok.edu'; 'tinaessary at ecok.edu'; 'llofton at ecok.edu'; 'jbills at eosc.edu'; 'gmcdonald at eosc.edu'; 'andradek at redlandscc.edu'; 'Lisa.Gladden at redlandscc.edu'; 'cfhughes at langston.edu'; 'cbrainy at langston.edu'; 'mmeadors at rsu.edu'; 'kmallett at rsu.edu'; 'sperry at rsu.edu'; 'jmalik at mscok.edu'; 'mtreas at mscok.edu'; 'dwestman at mscok.edu'; 'cberry at neo.edu'; 'steve.bearden at neo.edu'; 'manesr at nsuok.edu'; 'sellsja at nsuok.edu'; 'seymour at nsuok.edu'; 'catrons at nsuok.edu'; 'Niesha.Jones at noc.edu'; 'janet.hartz at noc.edu'; 'Shannon.cranford at noc.edu'; 'daackerman at nwosu.edu'; 'TLCooper at nwosu.edu'; 'dcollins at opsu.edu'; 'Melissa Glover'; 'knorton at rose.edu'; 'rbowers at osrhe.edu'; 'moaks at osrhe.edu'; 'denise at quartzmountain.org'; 's.shumaker at sscok.edu'; 'Ljohnson at occc.edu'; 'laura.ocasio at occc.edu'; 'BCarpenter at occc.edu'; 'mrobertson at se.edu'; 'dowens at se.edu'; 'louann.hanks at swosu.edu'; 'ladonna.lucus at swosu.edu'; 'jwillhite at tulsacc.edu'; 'jan.dickinson at tulsacc.edu'; 'mboydstun at ou.edu'; 'kryter at ou.edu'; 'egrinter at ou.edu'; 'justin-raney at ouhsc.edu'; 'Dee-Bellgardt at ouhsc.edu'
Cc: Jean Hayes; Beth Brox; OMES Transaction Processing PR (payrolltransprocess at omes.ok.gov<mailto:payrolltransprocess at omes.ok.gov>); Sheri Mauck
Subject: Notification of G5 Shutdown Period and Guidance for Processing Payrolls with Grant Funding

The U.S. Department of Education will be performing maintenance on their Grants Management System from 9 p.m. Eastern Standard Time (EST) Wednesday February 17, 2016 until 6 a.m. EST Monday February 22, 2016. During this period, agencies will not be able to drawdown funds.

If an agency doesn't have payroll completed before the shutdown period to drawdown funds, they will have to wait until the system comes back up on Monday, February 22, 2016. Funding would then be available to submit payroll on Tuesday February 23, 2016. This would be inside the five (5) business day rule for payrolls paying on February 29, 2016.

OMES will allow an exception to the five (5) business day rule for this event. Payroll processed for payment on February 29, 2016 should be submitted no later than Tuesday February 23, 2016 to be considered timely. When submitting the Validate PFT Funding Report, please include the following statement: G5 Grants System Delay

Including the statement on the Validate PFT Funding Report will notify Transaction Processing of the reason for the late submission and will prevent a late notification being sent out. Please see the attached documentation for further information and guidance.



Thank you,

Lisa M. Raihl, CPA
Accounting & Reporting Analyst
Division of Central Accounting & Reporting
Office of Management & Enterprise Services
5005 N. Lincoln Blvd., Suite 100
Oklahoma City, OK  73105-3324
405-521-3258
lisa.raihl at omes.ok.gov<mailto:lisa.raihl at omes.ok.gov>
omes.ok.gov
[cid:image001.png at 01D1698B.7E35A2F0]

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