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<title>Reversal Payroll Fund Transfers Updates</title>
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<p class="MsoNormal"><b><span style="font-size:10.0pt;font-family:"Tahoma","sans-serif"">From:</span></b><span style="font-size:10.0pt;font-family:"Tahoma","sans-serif""> Office of Management and Enterprise Services [mailto:servicedesk@info.omes.ok.gov]
<br>
<b>Sent:</b> Thursday, February 11, 2016 9:02 AM<br>
<b>To:</b> Mauck, Sheri<br>
<b>Subject:</b> Reversal Payroll Fund Transfers Updates<o:p></o:p></span></p>
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<p><strong><span lang="EN">Notice intended for Higher Education entities only</span></strong><span lang="EN"><o:p></o:p></span></p>
<p><span lang="EN">With the change in Higher Education payroll processing, the proper accounting and reconciling for cancelled warrants becomes more important since agencies must transfer the exact amount required for each payroll claim to the 78900 class-funding
as they are processed. The ability to offset future PFT amounts for cancelled warrants is no longer available. Therefore we created a process to allow for PFT reversals to return the funds related to cancelled warrants from the 789 class-funding to the original
funding source. Keep in mind that this is for cancelled warrants, not for warrants being reissued through Transaction Processing. We are making some minor changes to this process.<br>
This process will now be used for other purposes including the following:<o:p></o:p></span></p>
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<li class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;mso-list:l0 level1 lfo1">
<span lang="EN">To facilitate the processing of taxes (which were not processed through the normal 500Misc/PFT process) which must be submitted to the IRS through the ACES system. Examples of this would be:<o:p></o:p></span>
<ul type="circle">
<li class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;mso-list:l0 level2 lfo1">
<span lang="EN">non-cash benefits<o:p></o:p></span></li><li class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;mso-list:l0 level2 lfo1">
<span lang="EN">1042 tax payments<o:p></o:p></span></li><li class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;mso-list:l0 level2 lfo1">
<span lang="EN">items paid outside of the normal payroll system that require W2 reporting and taxes<o:p></o:p></span></li></ul>
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<span lang="EN">To facilitate the corrections necessary for overpayment refunds.<o:p></o:p></span></li><li class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;mso-list:l0 level1 lfo1">
<span lang="EN">To facilitate the correction of amounts improperly reported or omitted from the original PFT submitted.<o:p></o:p></span></li></ol>
<p><span lang="EN">The PFT reversal process currently being used is being revised to ensure proper cash balances are maintained. These changes will be covered in the webinar scheduled for Feb. 22. The change primarily relates to the account coding on the
78900 class-funding on the PFT reversal. The changes are minor, but we want to ensure that institutions have time to make necessary changes to their systems before putting the changes into production. We are currently targeting March 1 for putting the new
coding in the system.<o:p></o:p></span></p>
<p><span lang="EN">When loading a PFT that is flagged as a reversal PFT, edits will be put into place to require that the account number used for lines related to the 78900 class-funding begin with a five (585xxx). Currently, the edits require that accounts
on the PFT reversal for lines related to the 78900 class-funding begin with a four (485xxx). An example of a PFT reversal is being posted to the website. This example will include a PFT reversal as it is currently being processed and the same PFT reversal
with the account number changes noted.<o:p></o:p></span></p>
<p><span lang="EN">For additional information, contact <a href="mailto:Jennie.Pratt@omes.ok.gov">
Jennie.Pratt@omes.ok.gov</a>.<o:p></o:p></span></p>
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