Adding a State Employee Supplier

Participating agencies may wish to establish a state employee as a supplier, but the employee must already be entered in OAKS HCM.

• State employees performing contract work (e.g., State Troopers, etc.) must be entered in OAKS FIN with employee ID using HCM screenshots.

• When updating an employee record in OAKS FIN, the Employee ID on the HCM screen must also be updated if different than OAKS.

Review Supplier Forms

Verify the following documents have been received and are complete.

• State Employee Information Form (OBM-3458) OR
• Personnel Action Form (ADM 4100) containing the National ID/Employee ID (SSN) OR
• The following three screen prints from OAKS HCM:
• • Biographical Details tab
  • View Name link
  • Contact Information tab
• Authorization Agreement for Direct Deposit of EFT Payments (optional)

Search for Supplier Record

• Refer to the search instructions in the Reviewing Supplier Information topic to determine if the supplier already has a Supplier ID in OAKS FIN. If the supplier is not found, proceed to step 1 of "Create Supplier Record."

• If a State Employee is already setup in OAKS FIN as a Sole Proprietor with their 9-digit EIN with a company name, create the State Employee supplier record using their Employee ID number on the Identifying Information tab and SSN on the 1099 page.

Create Supplier Record

• myOhio.gov > MY WORKSPACE > Financials Globe > NavBar > Navigator > Suppliers > Supplier Information > Add/Update > Supplier

1. Click the Add a New Value tab.
2. Click Add.

   • The Identifying Information tab page displays.

Identifying Information tab

1. Update Supplier Short Name field with the first 10 letters or numbers in the employee's name.

   • Enter name from HCM View Name screenshot to ensure entry of complete name including middle name and initial if provided.

2. Update Supplier Name field with the employee's full name (40 character limit) as it appears from the HCM View Name screenshot to ensure entry of complete name including middle name or initial if provided.

   • The only punctuation used in the supplier name is a dash (-) if it is displayed on the screenshot.

3. Click Check for Duplicate to confirm that there are no suppliers matching the duplicate check criteria.

4. Confirm that Status is "Approved."

   • If the user does not have proper security, the Status will be "Unapproved" and another member of the Supplier Operations team (with proper access) should be notified.

5. Update Classification to "Employee."

6. Confirm Persistence is "Regular."

7. Expand the Additional ID Numbers section.

Additional ID Numbers section

8. Click the Look Up Type icon to select Type as "SSN."
9. Update the ID Number field with "E" followed by the employee's OAKS User ID (from the HCM paperwork) (e.g., "E10110001").
10. Expand the Additional Reporting Elements section.

Additional Reporting Elements section

11. Select "State Employee" from the Type of Contractor dropdown.

Adding Attachments

12. All supporting documentation must be attached to the supplier's record on the Identifying Information tab.
    • Acceptable form formats include JPEG, PDF and TIF.

12. Click herehere for instructions on attaching supporting documentation to the supplier record.
    1. Click the Attachments link.
       • The Supplier Attachment page displays.

       

     

    1. Click Add Attachment.
    2. Copy the Document URL from the Supplier Operations Tracker.
    3. Click Browse.
    4. Paste the Document URL into the File name.
    5. Click Open.
    6. Click Upload.
       • The Supplier Attachment page displays.

    7. Update Description with <descriptive name of the document> (e.g., "VIF W9 EFT").

       • Repeat steps 2-8 for each document to be uploaded.

    8. Click OK.

       • The Identifying Information tab displays.
13. Click the Address tab.

Address tab

The Address tab is updated with the information provided on the HCM screenshots.

1. Update Description field with the Address ID.
   • The Address ID is the number of the address being entered (i.e., "1" for the first address, "2" for the 2nd address, etc.).
   • State Employees only have 1 address listed, which cannot be a government office.
   • If the HCM screen shows two (2) addresses then use ONLY the mailing address. If a street address and PO Box address exist on the same line under mailing, the PO Box overrides.
2. Confirm the Effective Date displays today's date.
3. Update Country if not "USA."
4. Enter address using Address 1, Address 2, City, County (if available), Postal (zip code), and State fields.
5. Update Email ID field with the work email address.
   • Do not enter a home email address.
6. Select the Phone Information Type dropdown and select "Business Phone."
7. Do not update the Prefix field.

7. Update the business Telephone field with the phone number provided (format 6145555555).
   • Do not enter home or cellphone numbers.
8. Update the Extension field with the extension number when provided.

9. If more than one business phone number is provided, click the Add a new row icon next to the Extension field and enter additional phone number information.
   • Select Type "Other" (only one phone number per Type can be entered.)

10. Click the Location tab.

Location tab

A supplier Location is a default set of rules which define how business is conducted with the supplier.

1. Enter Location as "CHK."
2. Enter Description as "CHK."
3. Confirm the Effective Date displays today's date.
4. Confirm the Effective Status is "Active."
5. Complete the following steps for each Location entered (i.e., "CHK" or "EFT").
1. Click the Procurement link.
• The Procurement Options page displays.

2. Click Additional Procurement Options to expand the section.
3. Click the Payment Terms Options dropdown and select "Specify."
4. Click the Look up Payment Term ID icon and select "Due Now."
   • The value displays as "00."

6. Click OK.

• The Location tab displays again.

7. Click the 1099 link.

• The Withholding Supplier Information page displays.

8. Enter "IRS" (Internal Revenue Service) in the Entity field in the 1099 Information section.

9. Enter "1" in the Address field.
10. Enter "S" (Social Security Number) in the TIN Type field.
11. Enter the employee's social security number in the Taxpayer Identification Number field.
12. Click OK.
• The Location tab displays again.
13. If a complete and accurate "Authorization Agreement for Direct Deposit" was received, complete the following stepsfollowing steps to enter EFT information.
    6. An additional HCM screenshot will be provided from House of Representatives for elected officials to add or update their EFT. This screenshot will contain their banking information in place of a voided check/bank letter as well as the EFT Form.

    1. Update Location with "EFT-1."
    2. Update Description with "EFT-1."
    3. Click the Default checkbox.
    4. Confirm the Effective Date displays today's date.
    5. Confirm the Effective Status is "Active."
    6. Click the Payables link.
       • The Payables Options page displays.

    7. Click the Additional Payables Options dropdown to expand the section.
    8. In the Payment Control section, click the Separate Payment checkbox.
    9. Follow the steps below to update the Bank section.
       • Select "Specify" from the Bank Options dropdown.
       • Click the Look up Bank icon and select "KEYBK." This is selected for EFT.
       • Click the Look up Account icon and select "MAIN." (Maintenance EFT Payments)
       • Currency (defaults to USD = US Dollars)
    10. In the Additional Payment Information section, select "Specify" from the Pay Method Options dropdown.
    11. Select Payment Method "Electronic Funds Transfer."
    12. Click the Electronic File Options dropdown to expand the section.
    13. Click the Prenotification Required checkbox.
    14. Select "Payment Only" from the Transaction Handling dropdown.
    15. Click the Supplier Bank Account Options dropdown to expand the section.
    16. Follow the steps below to update the Supplier Bank Accounts information.

    6. • Check the Default checkbox.
       • Update the Description with "BANK ACCOUNT ***** <last 4 digits of the account number>."
       • Update the Bank Name with the name of the financial institution provided.
       • Select "Check Acct" (checking) or "Time Dep" (savings) from the Account Type dropdown based on the type of account identified on the "Authorization Agreement for Direct Deposit of EFT Payments" form.
       • Update Bank ID field with the "Transit Routing / ABA Number" provided on the "Authorization Agreement for Direct Deposit of EFT Payments" form.
       • Update Bank Account Number field with the account number provided on the "Authorization Agreement for Direct Deposit of EFT Payments" form.
       • Click the Look up DFI Qualifier icon.
       • Select "01 Transit Number".
       • Update DFI ID field with the "Transit Routing / ABA Number" provided on the "Authorization Agreement for Direct Deposit of EFT Payments" form.

    17. Click OK.

14. Click Save.
15. • The Summary tab will appear.

15. Click the Summary tab.

Next steps - Updating the Supplier Operations Tracker