NYS Comptroller Seal  

Bureau of State Payroll Services

Date: December 16, 1999

 Bulletin No. 138


Subject Employee Addresses and New Reveal Report "Employee Address Report"
Purpose To provide information about the employee’s mailing addresses on PaySR panels and to provide agency instructions for correcting invalid addresses
Affected Employees  All Employees
Effective Date Immediately
Address Panels Explained Address used for Tax Information
Path: Administer Workforce - Administer Workforce U.S. - Use - Personal Data - Personal Data 1
Home Address- The employee’s home address on this panel is used to report employee tax information to the federal government. The home address entries are not required fields on the PaySR Personal Data 1 panel. Agencies should ensure that each employee’s address is correct and up-to-date.

Address used for Paychecks/Advices
Path: Compensate Employees - Maintain Payroll Data U.S. - Use
Payroll Date - Payroll Data 1
Home Address (system default) - When the "Home Address" radio button is selected, the home address from the Personal Data 1 panel appears on the Payroll Data 1 panel and prints on the paycheck or advice.
Mailing Address - When the "Mailing Address" radio button is selected, the "Edit Mailing Address" from the Personal Data 1 panel appears on the Payroll Data 1 panel and prints on the employee’s paycheck or advice.
Check Address-When the "Check Address" radio button is selected, users who have update access to the Payroll Data 1 panel may enter an address which will print on the employee’s paycheck or advice.

New Reveal Report To assist agencies in maintaining employee address information, a new Reveal report npay745, "Employee Address Report," has been created. This report will be produced on a biweekly basis and will display the employee records with an invalid address.
Invalid addresses The following data will be printed on the report from the PaySR panels: Deptid, Emplid, Employee Name, Address 1, Address 2, City, State, Zip and the name of the panel which has missing information.

Records will be selected for the following conditions:
Home Address is blank or missing an entry in Address Line 1, City, State or Zip
Edit Mailing Address- partial information is entered but an entry is missing in Address Line 1, City, State or Zip
Check Address-The Check Address radio button is selected and partial information is entered but the panel is missing data in Address Line 1, City, State or Zip

Information on Address Line 2 will only print if any other part of the address is determined invalid. Address Line 2 is not used to determine if an address is invalid.

Agency Instructions Agencies need to review the reports for each pay period and update the appropriate address panels. For the first report, all entries need to be completed by December 23, 1999 for tax reporting purposes. These address updates are effective as soon as the panel is saved because the panels do not have effective-dated rows.
Questions Questions regarding this bulletin may be directed to the Payroll Audit mailbox.