finance coordinator training march 8, 2007. finance division byron cate – director maxine davis...

FINANCE COORDINATOR FINANCE COORDINATOR TRAINING TRAINING

MARCH 8, 2007MARCH 8, 2007

FINANCE DIVISIONFINANCE DIVISION

Byron Cate – DirectorByron Cate – Director Maxine Davis – Finance ClerkMaxine Davis – Finance Clerk Ben Hanneman – Accounting ManagerBen Hanneman – Accounting Manager Tammy Howard – Certified Procurement Tammy Howard – Certified Procurement

OfficerOfficer Marilyn Jackson – Ins/Retire CoordinatorMarilyn Jackson – Ins/Retire Coordinator Carla Root – Payroll OfficerCarla Root – Payroll Officer Lisa Thompson – Human Resource OfficerLisa Thompson – Human Resource Officer Finance Clerk – VacantFinance Clerk – Vacant Carl Albert Intern - VacantCarl Albert Intern - Vacant

District Attorneys Council’s District Attorneys Council’s WebsiteWebsite

www.ok.gov/dacwww.ok.gov/dac

Finance Division’s WebsiteFinance Division’s Websitewww.ok.gov/dac/Finance Division/index.htmlwww.ok.gov/dac/Finance Division/index.html

CHECK IT OUTCHECK IT OUTThere are links to other agencies, the There are links to other agencies, the

financefinancemanual, finance forms, the new longevity manual, finance forms, the new longevity service form and many other helpful and service form and many other helpful and

useful tools. useful tools.

THANK YOUTHANK YOU

FOR FOR

YOUR PATIENCEYOUR PATIENCE

OPM 07-08 DATE: February 7, 2007 TO: All Appointing Authorities FROM: Oscar B. Jackson, Jr., IPMA-CP Administrator and Cabinet Secretary for Human Resources and Administration

RE: State Agency Hiring Freeze Executive Order 2007-6

Please be advised that Governor Brad Henry signed Executive Order 2007-6 on January 30, 2007, extending the state agency hiring freeze from January 1, 2007 to December 31, 2007. The Executive Order may be accessed on the Oklahoma Secretary of State web site at: http://www.sos.state.ok.us/documents/Executive/546.pdf

Please note that Form OPM-92, Personnel Transaction Freeze Exception Request, must be submitted by an agency to the appropriate Cabinet Secretary to request approval of any exception to the hiring freeze. Form OPM-92 may be accessed on the OPM web site at Form OPM-92 Personnel Transaction Freeze Exception Request.

FREEZE FORMSFREEZE FORMS Should be submitted immediately upon notice of Should be submitted immediately upon notice of

resignation or termination of incumbent employeeresignation or termination of incumbent employee Do not wait until recruiting begins to send in a Freeze Do not wait until recruiting begins to send in a Freeze

FormForm Please allow 2 weeks for approval to be obtained by our Please allow 2 weeks for approval to be obtained by our

Cabinet SecretaryCabinet Secretary New employees cannot be added to the payroll with out an New employees cannot be added to the payroll with out an

approved Freeze Form (Approved by Cabinet Secretary)approved Freeze Form (Approved by Cabinet Secretary) If you are “thinking” about allocating a new position go If you are “thinking” about allocating a new position go

ahead and send in the freeze form they are valid 1 year ahead and send in the freeze form they are valid 1 year from date of issue if you don’t fill it the Freeze Form just from date of issue if you don’t fill it the Freeze Form just expiresexpires

Please send the copy of your freeze form with New Hire Please send the copy of your freeze form with New Hire packet and write the name and SS# of the new employee packet and write the name and SS# of the new employee on the appropriate Freeze Formson the appropriate Freeze Forms

Expiration of Temporary AppointmentExpiration of Temporary Appointment

JOB TITLE AND JOB CODESJOB TITLE AND JOB CODES Assistant District AttorneyAssistant District Attorney 16861686 DirectorDirector 49664966 District AttorneyDistrict Attorney 16841684 Finance CoordinatorFinance Coordinator 37543754 First Assistant District AttorneyFirst Assistant District Attorney 16851685 InvestigatorInvestigator 42514251 Law ClerkLaw Clerk 14861486 Legal InternLegal Intern 16951695 Support StaffSupport Staff 00820082 Victim Witness CoordinatorVictim Witness Coordinator 49594959

POSITION IDENTIFICATION POSITION IDENTIFICATION NUMBERS (PIN NUMBERS)NUMBERS (PIN NUMBERS)

EACH POSITION HAS A UNIQUE EACH POSITION HAS A UNIQUE NUMBER ASSIGNED TO IT BY OPM. NUMBER ASSIGNED TO IT BY OPM.

A NEW HIRE WILL BE ASSIGNED TO A A NEW HIRE WILL BE ASSIGNED TO A POSITION NUMBER WHEN NEW HIRE IS POSITION NUMBER WHEN NEW HIRE IS DONE.DONE.

EMPLOYEE ID’S (EMPL ID)EMPLOYEE ID’S (EMPL ID)

EACH EMPLOYEE HAS A UNIQUE EMPL ID EACH EMPLOYEE HAS A UNIQUE EMPL ID ASSIGNED TO THEM. PEOPLE SOFT ASSIGNS ASSIGNED TO THEM. PEOPLE SOFT ASSIGNS THIS NUMBER. THIS NUMBER.

ONCE AN EMPLOYEE HAS AN EMPL ID IT ONCE AN EMPLOYEE HAS AN EMPL ID IT WILL FOLLOW THEM THROUGHOUT THEIR WILL FOLLOW THEM THROUGHOUT THEIR STATE EMPLOYMENTSTATE EMPLOYMENT

EMPL ID’S SHOULD BE ON ALL PERSONNEL EMPL ID’S SHOULD BE ON ALL PERSONNEL FORMSFORMS

YOU CAN FIND EMPL ID’S ON FUNDING YOU CAN FIND EMPL ID’S ON FUNDING DISTRIBUTION REPORTS AND CHECK DISTRIBUTION REPORTS AND CHECK ADVICES.ADVICES.

NEW HIRES NEW HIRES New hires will not be processed without the New hires will not be processed without the

following information:following information:Approved Freeze FormApproved Freeze FormPersonnel Action FormPersonnel Action FormNew Hire Information Form (new version on New Hire Information Form (new version on

the website)the website)Loyalty OathLoyalty OathI-9 – Complete we can no longer accept I-9 – Complete we can no longer accept

incomplete I-9’sincomplete I-9’sW-4W-4Direct DepositDirect DepositLongevity Certification except on Temporary Longevity Certification except on Temporary

employeesemployees

NEW HIRES cont.NEW HIRES cont.

New hires with a start date after New hires with a start date after payroll deadline will not be included on payroll deadline will not be included on that payroll. that payroll.

Go ahead and send paperwork ahead Go ahead and send paperwork ahead of time, if possible, for insurance of time, if possible, for insurance packets to be sent to them.packets to be sent to them.

4 CATEGORIES OF PERSONNEL 4 CATEGORIES OF PERSONNEL ACTIONSACTIONS

AppointmentsAppointmentsSeparationsSeparationsChangesChangesSpecial Pay/Leave Special Pay/Leave ConditionsConditions

PERSONNEL ACTION FORMSPERSONNEL ACTION FORMS

Vital for correct employee informationVital for correct employee informationSpecial Pay/Leave ConditionsSpecial Pay/Leave ConditionsAdditional Information/RemarksAdditional Information/RemarksFinance Coordinators need to review and Finance Coordinators need to review and

double check what is being submitteddouble check what is being submitted

Please call if you have any questions.Please call if you have any questions.

CANNOT EMPHASIZE CANNOT EMPHASIZE ENOUGH THE ENOUGH THE

IMPORTANCE OF PROPERLYIMPORTANCE OF PROPERLY

MARKING MARKING

PERSONNEL ACTION FORMSPERSONNEL ACTION FORMS

NEW HIRE INFORMATIONNEW HIRE INFORMATION

The following information has been The following information has been added to the form.added to the form.FLSA Status – Exempt/Non-exempt based FLSA Status – Exempt/Non-exempt based

on the job and duties. on the job and duties. Ethnicity – RequiredEthnicity – Required

EMPLOYEE NAMESEMPLOYEE NAMES

Please do not use employee nicknames Please do not use employee nicknames on any personnel forms. Use the on any personnel forms. Use the name on their original hire paperwork, name on their original hire paperwork, unless they have submitted a name unless they have submitted a name change. change.

NEW HIRE BENEFITS NEW HIRE BENEFITS PACKETSPACKETS

New hire information should be New hire information should be received at DAC no later than the received at DAC no later than the date of hire date of hire

The deadline for employees to The deadline for employees to return insurance and benefit return insurance and benefit enrollment forms is 14 days from enrollment forms is 14 days from hire datehire date

LONGEVITYLONGEVITY Longevity Service FormLongevity Service Form

Updated form is found on DAC Website under Updated form is found on DAC Website under Finance/Forms. PLEASE USE THE UPDATED FORM Finance/Forms. PLEASE USE THE UPDATED FORM THROW AWAY YOUR OLD FORMS.THROW AWAY YOUR OLD FORMS.

Please make sure the employee has filled out the Please make sure the employee has filled out the form correctly before you send it in. form correctly before you send it in.

Link to Longevity Calculator Link to Longevity Calculator http://www.ok.gov/opm/documents/Longevityhttp://www.ok.gov/opm/documents/Longevity%20Calculator.xls%20Calculator.xls

The Longevity Calculator is what I will use to double The Longevity Calculator is what I will use to double check the years of service when the forms are check the years of service when the forms are receivedreceived

To everyone’s chagrin, Longevity is now included To everyone’s chagrin, Longevity is now included with your regular paycheck. This has resulted in with your regular paycheck. This has resulted in increased taxes during that month. increased taxes during that month.

2 TYPES OF EMPLOYEES2 TYPES OF EMPLOYEES

PERMANENTPERMANENTTEMPORARYTEMPORARY

2 TYPES OF EMPLOYEES2 TYPES OF EMPLOYEES

PERMANENTPERMANENT SALARIED/FULL TIME OR PART TIMESALARIED/FULL TIME OR PART TIME

MAIN PAYROLL MAIN PAYROLL <50% NO BENEFITS<50% NO BENEFITS>50% ENTITLED TO BENEFITS>50% ENTITLED TO BENEFITSANY SALARY OR FUNDING CHANGES ANY SALARY OR FUNDING CHANGES

DUE BY DUE BY 1818THTH OF EACH MONTH OF EACH MONTH

2 TYPES OF EMPLOYEES2 TYPES OF EMPLOYEES

PERMANENT PERMANENT (Optional)(Optional) HOURLYHOURLY

SUPPLEMENTAL PAYROLL SUPPLEMENTAL PAYROLL <50% NO BENEFITS<50% NO BENEFITS>50% ENTITLED TO BENEFITS>50% ENTITLED TO BENEFITSANY SALARY OR FUNDING CHANGES ANY SALARY OR FUNDING CHANGES

DUE BY DUE BY 22ndnd OF EACH MONTH OF EACH MONTH

2 TYPES OF EMPLOYEES2 TYPES OF EMPLOYEES

TEMPORARYTEMPORARY PART TIME/HOURLY EMPLOYEESPART TIME/HOURLY EMPLOYEES

SUPPLEMENTAL PAYROLLSUPPLEMENTAL PAYROLLNOT ENTITLED TO BENEFITSNOT ENTITLED TO BENEFITSLIMITED TO 999 HOURS IN ANY ONE YEAR LIMITED TO 999 HOURS IN ANY ONE YEAR

PERIODPERIODCAN RENEW APPOINTMENT AFTER ONE YEARCAN RENEW APPOINTMENT AFTER ONE YEARHOURS SUBMITTED MONTHLY BY HOURS SUBMITTED MONTHLY BY 22NDND OF OF

FOLLOWING MONTHFOLLOWING MONTH

TYPES OF LEAVE WITHOUT TYPES OF LEAVE WITHOUT PAYPAY

Leave without PayLeave without Pay Sick Leave without PaySick Leave without Pay Military Leave without PayMilitary Leave without Pay LWOP Extension DisabilityLWOP Extension Disability Furlough LWOPFurlough LWOP Workers Comp LWOPWorkers Comp LWOP Supplemented Workers Comp Leave (LWOP)Supplemented Workers Comp Leave (LWOP) Supplemented LWOP (Not Workers Comp) i.e. Shared Supplemented LWOP (Not Workers Comp) i.e. Shared

LeaveLeave Educational Leave without PayEducational Leave without Pay

Please be specific on the PAF. Please be specific on the PAF.

PAYROLL SCHEDULEPAYROLL SCHEDULE

Deadline Deadline 2nd2nd:: Supplemental Supplemental and Off-Cycle Payrolland Off-Cycle Payroll Annual leave for terminations. Hours for overtime and Annual leave for terminations. Hours for overtime and

temporary/hourly employees. Personnel Action Forms temporary/hourly employees. Personnel Action Forms received after this date will be processed on the next received after this date will be processed on the next applicable payroll cycle.applicable payroll cycle.

Deadline Deadline 18th18th:: Main PayrollMain Payroll Funding, salary, new hires, terminations, plus any other Funding, salary, new hires, terminations, plus any other

changes affecting the regular monthly payroll. Personnel changes affecting the regular monthly payroll. Personnel Action Forms received after the deadline will be processed Action Forms received after the deadline will be processed on the next applicable payroll cycle.on the next applicable payroll cycle.

Please send forms earlier, if possible.Please send forms earlier, if possible.

REMINDERSREMINDERS

EFFECTIVE JULY 1, 2007 ALL EMPLOYEES EFFECTIVE JULY 1, 2007 ALL EMPLOYEES WILL BE REQUIRED TO BE ON DIRECT WILL BE REQUIRED TO BE ON DIRECT DEPOSIT DEPOSIT

DAC DEADLINE FOR DIRECT DEPOSIT OR DAC DEADLINE FOR DIRECT DEPOSIT OR ENROLLMENT IN THE PAY CARD IS MAY 31, ENROLLMENT IN THE PAY CARD IS MAY 31, 20072007

TAXES ON LONGEVITY ARE HIGHER DUE TO TAXES ON LONGEVITY ARE HIGHER DUE TO CALCULATIONS ON AGGREGATE INCOME.CALCULATIONS ON AGGREGATE INCOME.