This Bulletin provides additional payroll procedures under
PaySR, supplementing Bulletin No. 22.
It is being sent to all Payroll Officers and Agency Liaisons, as well
as to coaches for agencies in Conversion Groups 1 and 2.
Additional Payroll Procedures
Reminder: All PaySR transactions are effective beginning of business.
- Vacant positions that were converted into PaySR have default values
which must be corrected when an employee is hired into the vacant
- Agencies that do not control their position information should
contact Debbie Brewer at OSC at (518) 473-7382 to have this position
information updated to the accurate attributes. Please have the
following information available when you call to change a position
Position number from NYSTEP
Job Code (or Title Code)
Position Pool ID
Line Item Number
PBC and Grade
- Agencies that control their position information should refer
to the Online Help procedure Modify Existing Position Information.
Creating a New Position
- When an agency needs to add an approved budgeted position to
PaySR (a vacant position was not created prior to conversion and
a CC form exists) agencies that do not control their positions should
send a copy of the approved CC form to OSC so the position can be
established in PaySR.
- Agencies that control their position information, should refer
to the Online Help procedure Create a New Position.
Extra Service Positions
- Job records for employees who were converted to PaySR as
extra service, or who are hired as extra service, should have position
attributes indicating an extra service position in order for extra
service payments to be made in PaySR.
- Agencies should verify that a position number is for extra service
by checking the eight digit position number. It should begin with
- If the position number does not begin with 61, contact Debbie
Brewer at OSC at (518) 473-7382 to establish an extra service position
- All trainee positions should be entered in the NYS Position field
and should begin with 62.
Appointments and Removals
Adding Extra Service
- If an employee is being hired as extra service in PaySR from
an agency that has not been converted into PaySR, the transaction
must be submitted as a Hire. Concurrent Hire can only be used when
both agencies have been converted to PaySR.
Additional Pay Procedures
All additional pay earnings for inactive employees are being converted
with the "okay to pay" check box checked. When these employees
return to work, agencies should verify all additional earnings. If
the employee is no longer eligible for an earning and it is not stopped,
it will be paid out.
- An end date was entered at conversion for hourly employees that
are currently in the salary withholding process so that salary withholding
will stop at the appropriate time.
- For hourly employees that started the salary withholding process
and are transferring into PaySR a report will be sent to the agencies.
It will be the agencies responsibility to note how many hours the
employee was lagged prior to their conversion into PaySR.
- Employees can not have an additional pay with an effective date
prior to the effective date of their job. For example, if the employee
is converted with a job effective date June 1, 1998, then the additional
pay effective date cannot be prior to June 1, 1998.
- If the additional pay needs to be effective prior to the job
effective date, an adjustment for the amount due prior to the effective
date of the job should be submitted through time entry with an explanation
entered into comments.
Setting Up Taxes
Agencies Sending Transaction Files
- For agencies sending files, refer to the Online Help procedure
for Appointments and Removals for agency users, Setting up Taxes,
Maintain an Employee's Tax Distribution when one of the following
special circumstances exist:
1. an employee works in both New York City and Yonkers,
2. an employee works less than 100% in New York City and
is not a New York City resident,
3. an employee works less than 100% in Yonkers and is not
a Yonkers resident.
- Agencies cannot process an Earned Income Credit by submitting
a file, this must be done online in PaySR. Insert a new effective-dated
row on the Federal Tax Data 1 panel. Go to Federal Tax Data 2 and
check the appropriate radio button for the Earned Income Credit
and save the panel.
- For deduction processing, enter the actual dates within the Payroll
Period you are processing that the deduction should start or stop.
(Be sure not to use the default system date, as this could be an
- For example: Consider the pay period of 7 Lag (June 25 - July
8, 1998) for checks dated July 22. If an agency wants to start or
stop an employee's deduction for that paycheck, enter the effective
date as June 25. To stop a deduction in that pay period, enter an
Effective Date of June 25 through July 8. To start or stop a deduction
for the next payroll period, 8 Lag for example, enter an Effective
Date or Deduction End Date of July 9 through July 22.
Maintaining Employee Records
- When using the action of Position change on the Job Action Request
panel, with a reason of Chg Line, a salary must also be entered.
Payments and Adjustments
- PaySR will only automatically calculate an adjustment for employees
from the time they are converted into PaySR.
- Agencies should manually calculate all adjustments for periods
prior to conversion.
- These adjustments should be submitted through time entry using
the earn code of ADJ (adjustment).
Changing Part-Time Percentage
- When changing a part-time percentage on the job data panels (other
than for sick leave) the Full/Part-Time indicator on Job Data 2
must be changed.
- For employees with a pay basis code of biweekly, in addition to
changing the part-time percentage on the job data panels, agencies
must also submit a job action request for a pay rate change reflecting
the change in the compensation rate.
Time Entry Access
- When an employee is assigned to a new position ( ie: Hire, Position
Change or Transfer), the agency will not be able to enter data on
the time entry panel for that employee until the following day.
- When searching for a record using the employee's last name and
the name has a suffix, such as Jr. or Sr., users must include the
suffix in order to retrieve the appropriate record.
Job Effective Date
- The effective date of an employee's job record in PaySR is based
upon the last transaction code and last transaction code date in
the employee's record prior to conversion. Along with employee status
changes, any salary changes that were made to an employee's record
starting February 1998 updated the employee's last transaction code
fields. This includes additional salary factors and changes to the
employee's annual rate.
Questions on this Bulletin?
If you have questions about
this bulletin, call the Help Desk at (518) 486-6745.