May 2004

Fiscal Year-End Recast Transactions Due June 10

Recast transactions allow departments to transfer labor and average fringe benefit costs between accounts. The recast method is able to transfer these costs by reversing the labor and benefit transactions in HRS labor history and redistributing them to new accounts. Recasts are processed by employee and position number.
In order to provide for timely processing of recast transactions at the end of Fiscal Year 04, all recast transactions occurring before June 1 must be received by Sherri Cochran, 207 Whitehurst, by June 10, 2004.

If grant accounts are involved in the recast, please allow sufficient time for the transactions to be reviewed by Grants and Contracts Financial Administration and received by Sherri by the due date.

Recast transactions for charges occurring in June will be processed in July only and must be received no later than July 14. Recasts received in July for charges prior to June 1 will be returned.

If you have any questions, contact Sherri Cochran at (405) 744-5885 or Sherry Warden at (405) 744-6574.

BDS FTE Changes

If you will be changing the FTE on an employee (other than a student or temporary) in BDS, the FTE change must be followed up with an EA form. This ensures that all benefit issues are addressed in a timely manner. The exception to this would be FTE changes for faculty summer assignments.

Check BDS Entry Calendar for Updates

If you are responsible for budget entry for your department/college, please remember to check the BDS Entry Calendar often for updated information.
The on-line BDS Entry Calendar can be found at www.okstate.edu/pbir/Budget/BDSApril.html.

Direct Deposit Forms Update

The Office of Personnel Management has increased the number of days for a direct deposit form to remain in full force and effective to 365 days. Therefore, if an employee on direct deposit should separate and then be rehired within one year of separation, his/her direct deposit would still be good. However, s/he should be cautioned in case the employee has changed banks. In that case, a new direct deposit form is needed.

Address Changes for Those Moving On

As we finish the school year, there are many employees who move on. Please remind them that they need to change their address in the OSU systems to receive needed communications, such as their W-2. Retirement plan administrators also need to know their new address. Address/name change packets are available from Employee Services, (405) 744-5449. Employees may also change their OSU Human Resources System address through Web for Employees. Remember also to change addresses with other OSU systems (such as the Bursar or Registrar) and the vendors.

Upcoming Administrative Training Opportunities

May 20 - Payroll Processing
June 3 - New Employee Orientation
June 8 - Purchasing Card Training
June 10 - Office Ergonomics

To register on-line, go to http://fp.okstate.edu/hrosu/training_enroll.htm or send an e-mail to osu-trng@okstate.edu
or call (405) 744-5374.


Long-Term Care Enrollment Deadline June 11, 2004

• Call 1-800-482-0022 to request an enrollment kit or go to http://osu.jhancock.com (username: osu; password: mybenefit)
• Enroll by June 11 to avoid requirement to complete a medical questionnaire
• Enrollment forms must be postmarked by June 11 or fax to John Hancock, (617) 886-8530.
• Questions? Call Employee Services, (405) 744-5449.

HRS Tip: FTE Conversion Table

This table converts hours worked to an equivalent FTE amount to put on the EA form. It is not unusual for the FTE and the hours on the EA form for biweekly employees to be inconsistent at times. By using the table, you can help solve that problem.